Soft System Methodology

Application of Soft Systems Methodology By Name Course Professor University City/ verbalize Date In management, conundrumatic situations often arise. Some from a need to harmonize varied peoples perceptions, some from need to expand the business and others from the need to take time off new projects The soft system methodology is a general approach for addressing real-world difficult situations in management.It has been developed with time as a burden of coarse inquiry by Peter Checkland and Brian Wilson among others. It grants a frame elaborate for a step by step enquiry and knowledge concerning the organization. It provides a clearly defined research approach that is action based to assist in addressing iniquitous problems. It concerns developing homunculuss that dont represent the real world but allows people to twist their thinking some the existent world through the use of systems principles and rules.It constrains thinking with an intention of eventually expanding it. It all begins with a real world problem and it is from the problem that the model is created. It scrams some assumptions That most organizational and management problems cannot be perceived as substanti likewiseme systems problems because the system is too complex to analyze and it withal assumes that applying a complete approach to a non-systemic problem is important.There be the factors that make it suitable for use in projects It is suitable for complex, messy situations, it is adaptable to the real world, it culminates into a training process, it teases the problem situation thus making it more creative in the problem solving process and it is excellent at pointing lines and/or atomic number 18as of weakness and also at spotting relationships, a vital aspect in project management. The clients project brief helps in identification of the firms goal, the strategic direction that the firm can use to achieve the goals.From it we can also identify the contrasting poles the two options that can be taken towards achieving the goal. This makes it a complex problem, a specialization of Soft Systems Methodology. It has seven stages addressing both the conceptual and real worlds. The first stage is the problem situation that is considered difficult and messy. This stage is in the real world and it involves acknowledging, investigating and defining the problem. At this stage, there are no constraints caused by organizational boundaries or strict definitions.Data is collected in whatsoever form and using any statistically appropriate method. In the second stage, the problem is somehow expressed in the totality of its richness using the reading collected. It should overwhelm processes, climate, issues that people express, people, conflicts and structures. According to Checkland, the best way of executing this stage is by the use of pictures. These inclusions should be evaluated to deduce what they entail. The third stage is close to base definitions.A root definition is a sentence spew across in usual language, consisting of elements according to the mnemonic CATWOE, whereby C stands for customers who are the victims of the transformation, A for Actors who perform the transformation, T for the transformation process, W for Weltanschauung which is the world view that makes the transformation meaningful in a perspective, O stands for owners that are able to alter the transformation and E for environmental constraints elements that the system takes as given.It is in the conceptual world and is mooted as the most difficult stage of the methodology. First and foremost, understanding of the different perspectives concepts that can be drawn from the rich picture is crucial. In the words of Checkland, they are called holons. Stage four is the development of the conceptual model using the root definitions. The conceptual model is the planned set of activities that logic calls for in a speculative system which essentially is the sensation des cribed in the root definition. Stage five entails canvass conceptual models with the reality.Different models formulated can be compared in order to get the best model. Pitfalls of the model are let onlined for improvement. Stage six involves outlining possible adjustments that are feasible and advantageous and finally, stage seven is the implementation of the approved changes at stage six. SSM ANALYSIS 1-Clients perspective In the first stage we low with the situation that needs intervention in this project. The fraternity is in the process of expanding to levels that it go forth be able to compete with the best in the United Kingdom.As the alliance expands, so do its responsibilities to the industry, to the community and future trends. It has a responsibility to the environment. However, as it strives to fulfil its responsibilities to the environment, there are several other factors that seduce to be put into consideration. The other factors that come into play can be resea rched by the use of both quantitative and qualitative methods of data collection. This would help to produce results as per the different perspectives of the high societys employees and those it stirs.In the second stage, our problem situation is how to fulfil the familiaritys responsibility to the environment. Prospective clients I cant affords that Competitors exit customers obligate the change? I think I can afford CompanyCustomer Will the change be very costly? I better clean it myself Will the changes be sustainable? It allow all depend on the prime(a) * Improved performance * Services that are environment favourable * Services at affordable cost Shareholders Environmentalregulators Root DefinitionA system that is jointly owned by the client and its consumers with the available alter resources to ensure that the consumers get alter inspection and repairs at an affordable cost and in a way that ordain not impact negatively on their environment by using environment f riendly cleaners within the constraints of time and budgetary allocations while meeting the high standards expected by the shareholders, prospective clients and environmental regulators and ensuring it does not give competitors an edge. The customers are the consumers of the service that the federation provides. The actor is the company (the client).The transformation is to ensure the consumers get cleaning services. The input for this transformation is the cleaning services to be offered while the output is the cleaning services offered. The Weltanschauung is at an affordable cost that will not have negative impact on the environment. The system is jointly owned by the client and consumers of its services. The environmental constraints are time, budget allocated to the service and living up to the standards set by the environmental regulators, shareholders and the watchful eye of competitors and prospective clients.After that we have to make a conceptual model that stops the root definitions in a conceptual world. Below is the activity model taking the clients perspective. Know about the available cleaning resources Establish what a complete cleaning service is. Assess what an affordable cost entails. Determine available time Provide cleaning services Assess what negative environmental impact is Assess whether the service was high quality Establish the funds available Ensure that the service satisfies the quality standards set by shareholders and environmental regulators.It should also attract new customers and keep competitors at bay. Control action Controlac Efficiency (doing the thing right is there to the lowest degree use of funds? ) entails cost and process management, and is an interior weight of the managerialist model in principle and specifically project management literature. A lot of work has been prepared in generating methods to intensify the cater exerted by project implementation teams, and thus progress project efficiency. A project is e fficient if it brings the planned outturn within the budgeted inputs and on time.Within particular constraints, the efficiency of a project is a factor of the management aptitude of the implementation team. SSM emphasizes efficiency since a system is flat to fail to achieve the desired results without a wealth of resource usage. Efficacy (doing a advantageful thing does the way work? ) regards the pros of the assumption of change of a given project. Every aid project is based on an inherent theory of change that supposes that the outputs of the project will advance changes in knowledge, approach or practice among persons with whom the project relates.That is, the degree to which the means generate the projected ends. Efficacy is usually the focus of most appraisal literature and is a function of the normalthe level to which the causality of the project is based in ingrained understanding and uses apposite means of social renovation. A project design may be adjudged efficacious w hen the yields of the project lead to the estimated outcomes. SSM is keeps a keen eye on efficacy because a system could fail if the means chosen to convey about the intended transformation does not work. Effectiveness (doing the right thing is this the right thing to do? ) encompasses the thoughtful and developmental set or aptness of an idea. Eventually, effectuality is decided by the environmental, social and economic sustainability of intercession and therefore is a function of the guidelines and strategies espoused by the project implementing agency. Effectiveness is holistic in nature (i. e. the whole program or approach) to which any set project plays a role. That is, given a project considered to be efficacious, effectiveness is into whether or not the project result contributes to the expected impact.In a nutshell, effectiveness is a gauge of the degree to which certain system adds to the more plenary perspective that gives that system meaning. SSM B In this analysis, Ill look at it from the view-point of the different departments of the company. The problem that needs intervention is the fulfilment of the companys corporate responsibility and the departments, though in the same company, have different perspectives of how they view the situation. Some of them can be viewed differently are * Clients are not sure if the increase in cost will be forwarded to them. Clients prefer degrading of environment to increase in equipment casualtys. * Will clients can the new environment friendly approach? * Consider products practices if they are pleasing to the public. * lessen environmental impact * Changing is likely to be more costly * Dont want to change prices and practices * Clients might not support the change and go elsewhere * Operate at national level in the long term * Adding a recycling service * Tie in well with actual services These are even what the rich picture would most constitute. CATWOE elements of fulfilling environmental responsibility .This would be better expressed through a rich picture that would capture the perspectives of the different stakeholders in the company. The inter-relationships of the different people would also come out. The subsequent analysis will go through the players in the system and then Ill take a look at the impediments and catalysts of the implementation of the submissions and recommendations made. ANALYSIS I This centres on the roles of different people in the company. The interaction between the consultancy firm and the company is indicative that there has been established that there is a need for intervention.There are also those that can be affected by the whole intervention, those that the intervention revolves around. They include a) The companys clientele who have to be satisfied that the service is value for their money. As the price hike is implemented, they must feel that the marginal price is equivalent to their marginal utility in terms of quality of service and environmental conservation. This quality should have a good face value. b) The companys management should ensure that as the company grows it at the same time meets its goals and objectives. ) The sales office must ensure that the addition of the proposed quality does not affect the companys sales negatively. d) Employees in general should feel that the project does not unnecessarily increase their work load without a perk associated with it. e) The environmental regulator should also feel that the company is true to its pledge towards environmental conservation. CULTURAL ANALYSIS (II) Information about the cultural dynamics in the company is scanty. This is because the project brief only explains what they want to implement but they dont explain how different people behave or relate in the company.However, it is common knowledge that there are stakeholders in the company and to be specific, the sales office, the companys employees, the finance office and the customers. The sales office is equa l by the national sales manager Stephen Grant, a person whose character cannot be depicted from the interview but since there is a scheduled meeting, it will pose an opportunity to know him better. Information on employees is non-existent but in liaison with relevant departments with the company well get it.This is critical because the change will at once affect their work load and how they respond to the changes is likely to alter the direction of the company. The national sales manager will also provide us with information about the constraints that face the financial office and the behaviour of their clients, another bunch that is meant to be affected by the changes. ANALYSIS OF POWER (III) In this section, I will look at the different interests at play and how the company will take care of all the interests in the system. The same issue owners wield the instruments of power in the company.Therefore, they will be Stephen Grant (national sales manager), finance department, client s (customers), Environmental regulators and employees. The finance department holds the financial power and goodwill of the company. Any tendency by the department to frustrate the project implementation can take it (the project) down. The employees on the other hand must feel motivated to work for the company and support the project. If the terms are not improved and the workload increases, they are likely to go in search of pastures new and this would not help in the success of the project.The clients also hold a very powerful position in the system if they feel that the companys project does not add value and decide to seek the services from another company the companys sales will go down and this would mean the project has not succeeded. The environmental regulators who double as government agencies also wield some power and could influence the success of the project. They would like to see that the company is steadfast in its efforts to preserve the environment and also comply with the tax regimes that are forthcoming when the project is implemented.The national sales manager is also powerful owing to his role in deciding price floors and ceilings and would detect when sales falter. He is therefore in a position to influence the success of the project. The perspectives of different primary stakeholders are also of utmost importance in this project. They are the same issue owners save for the employees who in this case are replaced by the companys management. Clients perspective PQR P- Responding to the companys advances R-To help the company to implement its project on environmental conservation CATWOEC-Consultancy team A-Clients themselves and the consultancy team T-Making their feelings known to the consultancy team W-Working towards a higher quality, skilled service that is environmental friendly. O-Clients E-Time and mindset Managements perspective PQR P-Put up systems that are both customer and environmental friendly Q-Investigating the available o ptions and decide which one is best placed to achieve the objectives. R-In order to adapt an environmental friendly model and become more attractive to attract new customers CATWOEC-The Company itself, government activity and environmental regulators, consumers A-Companys management, Stephen grant, Consultancy team T- Introduces practices and products that are environmental friendly. W- Practices that can improve the image of the company to the genral public and the world at large. O- Companys management. E- Budget, Time, foodstuff forces, conflict of interests. Consultancy teams perspective PQR P-Perform the task requested by Forebys. Q- By doing research and presenting a clear report on ways in which Forebys could achieve its goals and objectives. R-In order to improve the image of the companyCATWOE C- Forebys A- Consultancy firm. T- Preparing a report that will give Forebys a clear direction on the practices and products they want to introduce. W- Forebys expects a comprehensiv e report that will be value for money. O- Forebys E- Budget, Time, expectations of Forebys, availability of information. Stephen Grants Perspective PQR P- To introduce environment products and practices by the company. Q- By hiring a consultancy firm to do the analysis and come up with a workable model R- In order to be competitive in the market and offer services that are environmentally sound.CATWOE C -Consumers, Companys board A Stephen Grant, Consultancy firm T- Introducing new products and services to the market W- Becoming an environmental friendly company in all aspects O- The companys management E- Budgetary constraints, the customers desire, time, Competitors 3Es Efficiency- is there least use of funds? Efficacy- does the way work? Effectiveness- is this the right thing to do? apprize Notes Objectives of the Meeting i. The most pressing objective for the consultancy firm is winning the contract. ii. To familiarise itself with the dynamics of the company.Background of Comp any and Project (From project brief) i. Having been in operation for 4 years, the company has stretched its muscles to whole of west midlands and plans to go full throttle in the next five years. It offers cleaning and gardening services it started as a window cleaning company but extended its services to cleaning houses after floods and fire. ii. Besides expanding, it desires to adopt an environmental friendly model which they have come up with two options that can be adopted to achieve it. However, none of these options have been ratified and so they have to be investigated.They are * Introduction of products and practices that are environmental friendly. * background knowledge up a recycling service that would be incorporated by its existing networks and operations. Deliverables * The consultancy firm aims at doing a comprehensive investigation that will revert beyond the scope of the firm. * The consultancy is dedicated to delivering highly feasible and easy to implement mecha nism to achieve the intended goals. * We will gear our efforts towards a lucid, concise working(a) formula to make it easy to achieve intended goals and objectives in a timely manner. Preliminary AnalysisA preliminary analysis shows that * Customers should be the focal point when carrying out this whole investigation because their choice to shift allegiance would mean total collapse of not only the project but also the company. * Shareholders should also be willing to inject new finances to the company for a better future. * There will be conflicts of interests in the drafting and implementation of the projects and so it will be upon the company to balance the interests. Bibliography Wilson, B. 2008. Soft Systems Methodology Conceptual Model Building and Its Contribution. New Jersey John Wiley & Sons.