Systems Methodology

(SM)

The Basic Concept of Systems Methodology:

There is a present state, S0, at time t0,and a desired state, S1, at time t1, and there are

alternative ways of getting from S0 to S1;

Present state S0(t0) Desired future state

S1(t1)

SM Basic Concept

There are several ways of going from your house to the city. The options include walking, driving a car, riding a bus, taking the train, taking the boat, etc…

Or there are many option the SM users can take to solve river pollution or food shortage, and so on…

Examples

INTRODUCTION

Systems Methodology (SM) is a procedure which can be used for any kind of problem and to create any kind of systems solution; e.g. ecology, social, society, sport, marketing, management, defense, etc.

It is scale independent and type independent.

It must also be solution independent, i.e. it must not presume any complete/final system solution.

Please remember that in the real world, every problem need not have a solution

The systems methodology is not designed to make decisions but to enable the decision-maker to ask the right questions.

It is a procedure that systematically evaluates and defines the problem from a multidisciplinary point of view, identifies objectives, develop alternative solutions, and evaluates these options according to the technological effectiveness, cost, environmental risks, and other evaluation criteria of interest.

….INTRODUCTION

..…Introduction

1. solving some problem, but not an optimum solution,

2. creating the right solution, but also to avoid creating the wrong solution.

3. where a solution has a technological component, users of the SM should be able to decide on the appropriate technology in term of fit, form, function.

4. the SM should encourage creativity and innovation, while at the same time addressing risks and threats.

SM is useful in;

…….Introduction

In general there are five common stages in any Systems Methodology;

Stage 1 : Problem definition Stage 2 : Goal setting Stage 3 : Systems synthesis Stage 4 : Systems evaluation Stage 5 : System selection

These five stages operate in an iterative manner, that is, the problem-solving process can be repeated many times until a satisfactory result is generated…..

..... Framework of the Systems Methodology (SM)

Stage 1: Problem definition Stage: System selection

Stage 2: Goal setting Stage 4: Systems evaluation

Stage 3: Systems synthesis

What is

What should be

Guidelines for problem identification;

• gather as many perceptions as possible from a wide range of people in order to understand the different perspectives.

• be sure to take note all suggestion, and avoid imposing your own observation.

Stage 1 : Problem Definition

To understand the real problem; state the problem

• Identify the true need as against the perceived need. The true need usually defines the general, long-range problem.• If multiple needs are identified, select one that would be studied further. This is the problem you want to pursue.• Collect as many facts as possible related to the problem identified. These facts will help define the root of the problem and will play a major role in developing and selecting the solutions

Guidelines for problem identification (cont.)

These objectives may reflect profit (long or short-terms), market supply, cost, quality, efficiency, reliability, compatibility, adaptability, simplicity, safety, etc..

Stage 2: Goal Setting

Goal setting is the stage where objectives are defined and stated in quantitative and measurable terms

• Encourage a free flow of expressions of ideas and accept all reasonable statements.

• Write down objectives and check for definiteness of purpose.

• Check for consistency and logical coherence of objectives at all functional levels.

Guidelines for setting objectives

• Check for completeness (or exhaustiveness) ofobjectives by looking out for measurable statements, such as profit, market, cost, quality, performance, competition, compatibility, adaptability, etc..

• Incorporate risk and uncertainty in the objective statements.

• Identify the ultimate objectives.

• Give each objective a system of measurement. These measurements are important during the implementation phase to determine whether the objectives are attained or not.

Guidelines for setting objectives (cont.)

• Check to see that each objective is physically, financially, economically, technically, environmentally, legally, psychologically, and socially feasible. If limiting factors are known, state them clearly but concisely.

• Resolve value conflicts by identifying logical, factual, and value questions from among interested parties. Use tentativeness: the possibility of modifying the objectives at a later date. Avoid dogmatic attitudes, dictatorial approaches, and premature voting.

Guidelines for setting objectives (cont.)

Stage 3 : System Synthesis

During this ideation stage, components are put together to form alternative systems that can satisfy the objectives.

Systems synthesis is a very important part of problem solving because the subsequent stages of systems evaluation and system selection are based from the pool of ideas generated during this stage.

Constructing biosystem models is a major feature of this stage. The assembling of system components to form alternative biosystem are done through mathematical modeling.

Systems synthesis is the stage of generating alternative solutions

The general guidelines of systems synthesis are:

• Gather all known alternatives from literatures, scientists, policy- makers, experienced people, and other sources.

• Do not reject any alternative system at this stage.

• Encourage free expression of ideas, both current and old-fashioned. • However, if the problem has never been done before, be creative and seek the help of experts in the relevant fields.

Use networking techniques, such as block diagrams and flow graphs, toset up component models and their interconnections.

…..System Synthesis

Guidelines of systems synthesis (cont.)

• Do not reject any alternative system at this stage.

• Encourage free expression of ideas, both current and old-fashioned.

• However, if the problem has never been done before, be creative and seek the help of experts in the relevant fields.

• Use networking techniques, such as block diagrams and flow graphs, to set up component models and their interconnections.

Stage 4: Systems Evaluation

Systems evaluation is the stage where alternative systems generated during the systems synthesis stage are analyzed and consequences are derived with respect to the stated objectives, assumptions, and boundary conditions in order to prepare for the system selection stage.

The purpose of systems evaluation is to anticipate relevant consequences that might render the system useless during the implementation phase.

This stage helps to identify the appropriate system with minimum risk of failure.

Therefore, uncertainty of consequences must be accounted for by making probability statements about the outcome through empirical data or intuitive perception.

Stage 5: System Selection

System selection is the stage where the best alternative system is selected - best in the light of the objectives, assumptions, boundary conditions, and the relevant consequences. The selection process may not be straightforward, considering the uncertainty and interdependent behavior of the components in a biosystem.

In such cases, the decision-maker may have to rely on authority, experience, intuition, or some personal criterion.

When the biosystem problem is vague due to the socio-political components, the system selection stage may involve a process of choosing the “best” solution from among a set of optimum solutions, a process called multicriteria or multi-objective optimization. The definition of “best” is subject tothe cultural, moral, political, or personal preference of the decision-maker.

….. System Selection (cont.)

HOW TO CONDUCT SM ?

The brainstorming session is one of the common way of practicing Systems Methodology.

The purpose of a brainstorming session is to work as a group to define a problem, and find, through a participatory intervention, the best group decision for a plan of action to solve it.

BRAINSTORMING;PROCEDURES AND PROCESS

The Purpose of Brainstorming:

The purpose of a brainstorming session is to work as a group to define a problem, and find, through a participatory intervention, the best group decision for a plan of action to solve it.

Requirements:

1. A problem to solve;

2. A group with potential to work as a team. This works with a small management or operational team of five to ten people (eg trainers, field workers, a trade union), all the way up in size to a village meeting of a few hundred people;

3. A board, large sheets of newsprint, or something that can be seen easily by all, and some large markers to write on it; and

4. A facilitator. Someone who's task is to draw out the suggestions from the participants, not to impose her or his own opinions, while still using leadership skills to maintain the order and purpose of the session.

……..BRAINSTORMING PROCEDURES AND PROCESS

The Ground Rules:

• The facilitator leads each session;

• The facilitator calls for suggestions from the participants;

• No criticism (of anyone's suggestion) by anyone is allowed; and

• All suggestions should be recorded on the board (even the crazy ones).

……..BRAINSTORMING PROCEDURES AND PROCESS

The Procedure:

Stage 1 : Problem definition

Stage 2 : Goal setting

Stage 3 : Systems synthesis

Stage 4 : Systems evaluation

Stage 5 : System selection

& Documentation