Introduction to Systems 30/06/2015MSS 2010

Why do we need a general understanding of systems? Helpful to see information systems within the context of wider systems within which they will be embedded. Both systemic and systematic thinking skills are useful. Systems thinking is a lens or way of looking at the world. 30/06/2015MSS 2010

Systems Thinking Basic systems thinking skills can be applied to a wide range of messy problems and help shed light on what is causing them. Systematic : able to analyse and break things down into component parts – focus on components Systemic : able to examine how the system works as a whole – focus on relationships - “Joined-up thinking” 30/06/2015MSS 2010

All systems have a purpose and a social context -values and beliefs that determine what is admissible and possible within the culture of the people and groups involved. dynamically evolving relationships between the technical system and the social system within the organisation 30/06/2015MSS 2010

What is a System? A system is an interconnected set of elements that is coherently organised in a way that achieves something. Elements Connections : relationship/communication Goal or purpose 30/06/2015MSS 2010

What are the elements? How are they related? How do they communicate? What is the system trying to achieve? 30/06/2015MSS 2010

Types of system Bodily systems e.g. digestive system Social systems e.g. community of practice, a college, the government Climate systems e.g. can be modelled on computer; methods include system dynamics Ecosystems Mechanical systems e.g. cars, trains industrial systems Information systems : 30/06/2015MSS 2010

Think carefully about the purpose of the system... How can information help achieve this? What characteristics does the information need to have? 30/06/2015MSS 2010

Example Systems 1. A football team Elements : Players, ball, pitch, nets, manager Interconnections : Rules of the game; manager’s strategy, laws of physics Purpose: To win matches, make loads of money, etc. 30/06/2015MSS 2010

College System Elements? Interconnections? Purpose? 30/06/2015MSS 2010

Hotel Elements? Interconnections? Purpose? 30/06/2015MSS 2010

Hospital Elements? Interconnections? Purpose? 30/06/2015MSS 2010

Accident and Emergency Unit Elements? Interconnections? Purpose? 30/06/2015MSS 2010

What are the properties of systems? A system has … A Purpose A Boundary An Environment Inputs, Outputs, Transformations Components which are in Relationship Interfaces between components and between subsystems Subsystems which may be arranged in a hierarchy Control mechanisms – Feedback (+,-), feed forward (use of information) Emergence 30/06/2015MSS 2010

Transforming inputs into outputs interface Black Box view of a system inputsoutputs 30/06/2015MSS 2010

Control Mechanisms in Systems Negative feedback leads to balancing loops e.g. thermostat – it senses when the system is overheating and adjusts to ensure the system stays in balance Positive feedback leads to an amplification loop possibly leading to a runaway/unstable system e.g. economy – “buying property makes money” Feedforward – uses inputs to the system to help predict actions e,g, sales predictions based on inputs can be used to determine manufacturing quantities. 30/06/2015MSS 2010

For Sligo General Hospital... Identify the Purpose Boundary Environment Inputs and outputs Components and their Relationships Subsystems Interfaces Control mechanisms: any Feedback, feed forward mechanisms Any emergent properties 30/06/2015MSS 2010

Case Study: 30/06/2015MSS 2010

What is an information system? “An information system is a set of interrelated components that collect/retrieve, process, store, analyze and distribute information to support decision making and control in an organization. It may also help managers and staff analyze problems.” (Laudon&Laudon) 30/06/2015MSS 2010

Information – conveys messages and has meaning which depend on the perspective of the person who receives the message. 30/06/2015MSS 2010

Types of Information System Operational systems – routine day to day record-keeping tasks of an organisation e.g. library loans and returns, bank lodgements and withdrawals, sales and stock management, orders and dispatches, payroll etc. Management support systems – use information gathered to help make business or organisational decisions. They can act as control elements of wider business systems. E.g. business intelligence, CRM etc. Office systems : communications, planning, decision support Real Time /process control e.g. washing machines 30/06/2015MSS 2010

environment InputProcessOutput feedback Organisational Information System competitors customerssuppliers stockholders regulatory agencies Boundary 30/06/2015MSS 2010

An Information System is an organizational and management solution based on I.T. to a challenge posed by the environment. It includes inputs and outputs processes inputs to produce outputs that are sent to the user or other systems. Processing converts raw input data into a more meaningful form May include control/feedback mechanism 30/06/2015MSS 2010

An IS operates within an environment. Information systems are part of organizations. – People – Structure – operating procedures. organisations also deal with the external environment –clients, customers, suppliers, government agencies etc. 30/06/2015MSS 2010

Designing and Constructing Systems: The Software development process Starts with needs or ideas ….. Need to know the PURPOSE of the system : it needs to be aligned with business or organisational objectives and support the organisational strategy. What do we need the system to do? What information do we need from it and who needs it? How will it help us be more effective /efficient/economical [ethical/ecological]? What are the requirements for a new system? How can we best decide on these? What effects will the new system have on the organisation? How will we ensure that the system will meet its requirements? How can we ensure the system will operate securely, ethically and legally? How much will it cost? How long will it take to develop? 30/06/2015MSS 2010

Why do information systems fail? Trying to use technology to solve human problems Neglect of context Solving the wrong problem Incorrect requirements determination, poor specification Bad project management – lack of feedback and communication Requirements drift Technical problems Legal and ethical issues e.g. data security 30/06/2015MSS 2010

Why do information systems fail: user and quality problems? Poor interface design Poor data entry Incomprehensible error messages Poor response times Unreliable Not very useful – tasks can be done better another way Need to bypass/ workaround the system Too hard to use for average workers 30/06/2015MSS 2010

Why do information systems fail : Management/client problems?? Cost too much Takes too much time to develop Requirements change while system is being built External events mean that system is now meaningless or needs to change Internal disagreements – changes in work practices and organisational structure Why do information systems fail : Technical problems?? Technical problems, technology superseded “we built what we thought they said they wanted” – poor analysis and communication Interfaces with existing software 30/06/2015MSS 2010

How can failure be avoided? Clarity of purpose – ensure objectives are clear Involve users in analysis, design and development process Risk identification and analysis e.g. risk register Establish scope, technical constraints, time constraints, budgetary constraints Good Project management- planning, scheduling, communication- feedback, milestones, deliverables, teamwork, leadership Good analysis and design using appropriate methods and lifecycle model Clear specification Setting of clear objectives and metrics for usability, performance, security etc. and ensuring sufficient testing/evaluation is done. 30/06/2015MSS 2010