Red Case Study

Step by Step Process

Ruang L301-302
Gedung Laboratorium
Departemen Teknik Industri
Fakultas Teknik
Universitas Indonesia
systems.ie.ui.ac.id
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Inquiry Process as the Heart of SSM Methodology in comparing
Ideals to Current conditions

Leads to
Selections of
Perceived
Real World Models of Relevant
Purposeful Activities
Situations/ Systems each based
Problems On declared World-View

‘Comparison’
(Inquiry through Question A Structured debate about
Situations/Problems Desirable and feasible change
using Models)

Actions to
Improve Accomodates
which enables to

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Soft System Methodology 7 Steps

Understanding Problem Developing Actions to Solve the Problems

Situation
7
1
Action to improve the 6
Problems Situations problem situation Changes: Systematically
considered problematic
desirable, culturally feasible

5
2 Comparisons of models and
Problems Situation real world (Compare 2 vs 4)
Expressed

Real World

Root Definitions Model Development

3 4
Root Definitions of relevant Conceptual Models of the System named in the
purposeful activity system root definitions

Systems Thinking about Real World

Phase 1 Menentukan Situasi Masalah
• 1. Memahami Masalah dengan mengumpulkan Data Sekunder dan Primer

• Eksplorasi permasalahan dari segala • Explore the Problems from all

sudut pandang
• Koleksi data sebanyak mungkin baik
kuantitatif dan kualitatis seperti survey,
observasi, wawancara, atau melakukan
pengukuran langsung
perspectives
• Collect Data as much as possible,
quantitatively or qualitatively, through
survey, observation, interviews or other
measurement methods

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Inquiry is the basis of Problem Understanding
You start with using these 5 properties of Systems

• Boundaries: How systems interacts with its environments? Where? When? If I use
helicopter views, can it be expanded/reduced? Is there frictions (problems) in the
boundaries border? Who is involved I this problems?
• Emergence/Holistic Properties: What can we expect the systems
characteristics/properties when its working well? At what conditions that this usually or
can be occur?
• Purpose: what is the purpose of the systems? It is known clear enough by the
components? Are they multiple goals?
• Feedback and Control Mechanism: Is there signs of connections (feedbacks, meeting,
information sharing, shared responsibilities) on each component? How the feedbacks are
induced, collected and handled?
• Dynamics Dimensions: If we change the context, does the systems changes (goals,
boundaries, emergence properties or feedback mechanism)? At what dimensions the
most changes occurs in the systems?

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A. Understanding Situation
2. Situation Definition

Menggunakan alat visual : Rich Picture • Structure - formal organisation, physical

aspects etc.
Rich Picture: A Drawing of Pictures with
Rich Information in it • Processes - tasks and activities
Rich Information Element should include: • How structure and process interact
• Structure • Hard and soft aspects - facts and
opinions
• Proses
• Social roles - formal and informal;
• Atmosfir conflict
• Manusia • Climate and context - environment
• Isu (diekspresikan manusia) • The role of the analyst / facilitator
• Konflik

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• Structure • People
• Process • Issues
• Atmosphere • Conflicts

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Soft System Methodology 7 Steps

Understanding Problem Developing Actions to Solve the Problems

Situation
7
1
Action to improve the 6
Problems Situations problem situation Changes: Systematically
considered problematic
desirable, culturally feasible

5
2 Comparisons of models and
Problems Situation real world (Compare 2 vs 4)
Expressed

Real World

Root Definitions Model Development

3 4
Root Definitions of relevant Conceptual Models of the System named in the
purposeful activity system root definitions

Systems Thinking about Real World

 Root Definitions
Root Definitions Root Definitions of relevant purposeful
activity system (Definisikan akar
aktivitas sistem yang relevan ) 3

• Pendefinisian sistem
dalam suatu format
tertentu:
• “ A system to do X by y to
achieve Z”
• X = Output, Y= Proses, Z
= Goals/Output
• Basic and concise
representation of the
system
• However, it would still
need an explanation, and
this is where the
CATWOE should do

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 Each “different” system would have different processes in order to
get the ideal conditions for that systems
Each Roots can combine to create different trees.. They can similar but could have a different
definitions of the systems

Input Process Output Input Process Output Input Process Output

Feedback Feedback Feedback

Process • These processes should exist simultaneously in an ideal organizations

Process • Improvement of these process, will improve the system for that perspectives
• Processes can be unique/distinctive, but usually they are overlapping between systems
Process
perspectives
• These are called TRANSFORMATION PROCESSES.. Transform to what? To an IDEAL state of
systems
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Phase 2 Pengembangan Model
• Root Definitions

Mencari Akar Definisi dari Sistem Multiple Definisi Sistem

• Identifikasi berbagai Perspektif terhadap • Setiap Perspektif merupakan model
Sistem yang dianalisa mental tersendiri sehingga dibutuhkan
definisi sistem tersendiri
• Penyamaan Perspektif yang relevan
terhadap Sistem yang dianalisa melalui • Silahkan dipilih “aktor” sistem
pendefinisian bersama ciri sistem sesungguhnya
• Mirip dengan pencarian akar
permasalahan melalui proses 5 Why’s
• Namun yang dicari adalah sebuah
definisi bersama yang menjadi akar dari
sebuah pohon yang ujungnya dirasakan
problematika

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RD has 2 parts: One Sentence RD and CATWOE
Root Definition
• Should be one sentence in which the
major verb represents the transformation
process. Additional sentences (outside
the RD) may be used to define the
meaning attributed to certain words
within the RD if necessary
• A well-structured RD should only have
one transformation process.
CATWOE
• CATWOE (together with the defined
meanings of its elements) is used as a
test of the structure and words used in
RD.
• The elements of T and W must be
identifiable in every RD, thus they are
mandatory. The elements C, A, O and E
are included or excluded on the basis of
the analyst’ judgments.
• Once consistency between the
CATWOE elements and the words used
in the RD has been achieved, CATWOE
has served its purpose, can be
eliminated and has no further relevance
to the construction of CM
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Conceptual Model Development
Transformation
• Transformation process to be properly
formulated its input and output must be
of the same kind (tangible or intangible)
• Should answer these questions
• What must then be done to reach the
output?
• What must then be done to make the
output available?
• What has to be done to acquire the
input?
There must be a Communication and Control
Mechanism (Feedback Loops)
• Central heating system controlled by its
thermostat
• Driving a car
• Bank statements provide information
about the state of your bank account
leading to you adjusting your spending
• The University sets targets for student
numbers and collects statistics in order to
monitor recruitment and retention
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Conceptual Model Template

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Soft System Methodology 7 Steps

Understanding Problem Developing Actions to Solve the Problems

Situation
7
1
Action to improve the 6
Problems Situations problem situation Changes: Systematically
considered problematic
desirable, culturally feasible

5
2 Comparisons of models and
Problems Situation real world (Compare 2 vs 4)
Expressed

Real World

Root Definitions Model Development

3 4
Root Definitions of relevant Conceptual Models of the System named in the
purposeful activity system root definitions

Systems Thinking about Real World

Phase 3 Aktivitas Pemecahan Masalah
5. Komparasi model & dunia nyata

1. Diskusi tak terstruktur

2. Pertanyaan terstruktur dg matriks
3. Pemodelan Skenario / dinamis
4. Uji coba memodelkan dunia nyata dg struktur yg sama dengan model konseptual

Activities Exist or Not How the activity conducted How to Actions to

(Description) measure improve
conducted
1. -----------------
2. -----------------
3. ----------------
Activity
Connections
12

2 }4
3

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Example X Telecom

ACTIVITY EXIST? HOW? ASSESMENT GOOD/BAD? IDEAS/

CRITERIA COMMENTS?
1. Evaluate Market Yes Each Year, Service Not So Good Need to improve this task by
Position Benchmarking Portfolio Map acquiring more accurate
information on market
conditions
2. Establish Yes Yearly, Customer Good in
service standard customer Satisfaction general
satisfaction
survey
Review global
standards
3. Perform Market No Need to perform this task by
Intelligence creating a taskforce
Hubungan
12 Yes Information on Time for new Not so good Need to improve this link by
market position standard improving inter-function teamwork
provide direction establishment
for service
standard
improvement
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Measure of Transformation Process
Question Generation
• The models are used to identify
questions about the real world activities
that need an answer. For each activity in
the CM questions are asked to elicit -
• Does a corresponding activity exist in the
real world?
• If so, how is the effectiveness of that
activitymonitored?
• How is the activity carried out and by
whom?
• How well does the process work at
present?
• Any other thoughts or comments?
The E3 Evaluations
• E1: Efficacy
• Does the activity actually work? Does it
achieve it purpose? Do the activities
which transform inputs produce the
required outputs?
• E2: Efficiency
• How many/much resources activity
consumes?
• does the transformation take place as
economically as possible - i.e. with the
minimum of resources?
• E3: Effectiveness
• Does the activity the right thing to be
doing?
• is this done in such a way that the long-
term survival of the system is secured?
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References

• Checkland, Peter and Jim Scholes. Soft System Methodology in Action

(Includes a 30-years retrospective). John Wiley and Sons. Chicester. Sept
2005.
• Wilson, Brian. Soft System Methodology: Conceptual Model Building and its
Contribution. John Wiley and Sons. Chicester. 2001

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