Define The Systems Approach

The Systems Approach

The “systems” derived the Greek “synistanai,” which means

bring together or combine.” The term has been used for centuries. Components of the organizational concepts referred to as the “systems approach” have been used to manage armies and governments for millennia.

However, it was not until the Industrial Revolution of the 19th and 20th centuries that formal recognition of the “systems” approach to management, philosophy, and science emerged (Whitehead 1925, von Bertalanffy 1968). As the level of precision and efficiency demanded of technology, science, and management increased the complexity of industrial processes, it became increasingly necessary to develop a conceptual basis to avoid being overwhelmed by complexity. The systems approach emerged as scientists and philosophers identified common themes in the approach to managing and organizing complex systems.

Properties of a System

Inputs, outputs and processes are defined in relation to each of the systems. A change in one part will affect all other parts. Each decision is justified in terms of pre planed objectives. Systems models are used which show how each phase fits into the next and feedback loops facilitate revision and preview.

The systems approach is a problem-solving method which helps to

Define the problem as clearly as possible.

Analyse the problem and identify alternative solutions.

Select from the alternatives and develop the most viable solution mix.

Implement and test the solution.

Evaluate the effectiveness and worth of the solution.

A classical systems and software engineering approach is recommended to assure the development of a management information system that is fully responsive to a client’s performance objectives and resource constraints. This approach includes the following major components

Systems analysis, which includes information, needs assessment, requirements analysis, and requirements specification

Systems design, includes synthesis of alternatives, cost-effectiveness analysis of alternatives, specification of criteria for selecting a preferred alternative, selection of a preferred alternative, top-level design, and detailed design

Systems implementation, includes forms development, specification of data collection and entry procedures, development of editing and quality control procedures, software coding and testing, development of training materials and training, integration of the software components with other system components (e.g., personnel, communications, data transfer and assembly, report preparation and distribution, feedback), and system- level testing

Systemsoperationandsupport,whichincludesnotonlyroutineoperatingprocedures but also provision for on-going system financing and management, quality control, software maintenance and updating, personnel training, and system maintenance and improvement (including periodic review of system performance and diagnosis and correction of problems) While the preceding system development phases are completed in sequence, there is some time overlap between them. The following paragraphs discuss aspects of each of the above major components. Our approach to management information system design is based on the modern software/system engineering discipline, which consists of structured analysis and structured design (top-down design).

The first step in an MIS development task is the development of an MIS management plan, which describes the major tasks and schedule of work for the MIS activity.