Systems Theory Provides powerful tools to help understand problems related to complex systems Yaseen Hayajneh, RN, MPH, PhD 1 Outline Systems Theory Origin and Purpose Principles What is a system Definitions Components Types Characteristics of Systems 2 1
Interconnected System Recognizing the world as one vast interconnected system is essential to understanding the level of complexity in today s world phenomena and organizations. World is a complex system Composed of Subsystems Subsystems Interaction Subsystem Boundaries and Dynamics 3 We live and work in systems We live in systems. We work in systems. We work in organizations, and we reside in communities, states, and nations. If managers don t understand and lead systems, organizations and communities will forever falter and probably will not survive. We must learn to see ourselves as systems. 4 2
When we don t understand systems: We will see things as individual events rather than the net result of many interactions and interdependent forces. We will see symptoms of problems, but not the deep causes of problems. We will not understand how an intervention in one part of the organization can cause effect in another place or at another time. We will blame individuals when those individuals may have little or no ability to control the events around them. We won t understand the ancient African saying, "It takes a whole village to raise a child." 5 Origin and Purpose of Systems Theory Developed by Ludwig von Bertalanffy (biologist). To simplify world complexity to human mind and make it more understandable. Created common language for scientists to use. Understand how things around us work. 6 3
With understanding comes 1 Clarity; Drivers license. Confidence; Acceptance; A desire to be involved; Awareness of limitations (own and system's); Ability to communicate clearly; 7 With understanding comes 2 Adherence, The ability to make informed decisions, improve quality, effectiveness and efficiency, The ability to deal with problems, The power to manipulate and change self (adapt) and things in the right way, The ability to reengineer the mechanism, The development of effective interventions, 8 4
With understanding comes 3 Opportunities for improvement, Control, Success, Innovation, Perspective and vision. The greater the understanding, the broader the perspective and clearer the vision. And, it is this vision that becomes the basis of leadership, Wisdom. 9 Systems Theory enables us to Structure, organize, understand, interpret and communicate perceived reality. Track and measure changes or results of a whole or its parts with a set of parameters, instruments and measures. 10 5
Systems Theory Offered a more comprehensive view of organizations NOT a theory of management - new way of conceptualizing and studying organizations Systems Theory: Designed to deal with complexity; Attempts to do so with precision; Takes a holistic view; 11 Systems Theory Provides an analytical framework for viewing an organization in general (description and explanation). States that a system is a whole and is more than the sum of the parts. States that actions and outcomes at the system level emerge from the actions and interactions of the individuals that make up the system. 12 6
Systems Theory: Adaptation & Coping Systems theory emphasizes the way in which organized systems (human and non-human) respond in an adaptive way to cope with significant changes in their external environments so as to maintain their basic structures intact. 13 Systems Theory: Management and Environment Systems approach provides manager with a framework within which the internal and external organizational factors can be visualized. Systems approach to management emphasizes the total environment of the organization. Systems theory emphasizes that management must clearly identify and work within constraints imposed by the system and its environment. Environment includes all that is outside the system and beyond management s control. While the environment is beyond the system s control, it should be acknowledged that it does seriously influence system behavior. 14 7
Systems Theory: Relationships Systems theory emphasizes relationships - the relationships of all the parts within a system to each other and the relationship of the system as a whole to other systems in its environment. The better the relationships of the parts within a system, the more successful that system can be in having its desired effect on surrounding systems. A hospital characterized by good communication and relations between professions not only retains staff more successfully, but also obtains better outcomes for patients. 15 Systems Theory: Purposiveness Systems theory emphasizes "purposiveness" i.e. an institution's intentional movement toward fulfilling its reason-for-being. Unlike other highly purposive organizational theories, though, systems theory promotes the pursuit of the individual goals of the system's members as well as the corporate goals of the system itself. These two sets of goals, those of the system's individual members on the one hand and the "official" goals of the system on the other, should be in harmony. 16 8
Systems Theory: Process and Structure Systems theory emphasizes structures and processes. Process: The series of specific, continuous, and interdependent operations of the system; the activities and interactions of the units and subsystems that have consequences, results, or outcomes. Structure: The form and configuration of the system; the way in which its elements are organized and interrelated. 17 Systems Theory: Interdependency Systems theory emphasizes the interdependency of parts of a system. System processes and components are interdependent on each other in varying degrees. 18 9
Systems Theory is used to describe: 1. the variables in a system; 2. the relationships among those variables; 3. the boundaries of the system; 4. the goals of the system and; 5. the system's capacity to learn and adapt to changing factors. Systems Theory forces the analyst to look deeply at a situation or phenomenon. 19 Systems Theory is used to Analyze phenomena and situations; Explain and describe phenomena; Understand organizations; Understand the challenges of managing organizations in environments that are subject to rapid and unpredictable change; Identify organizations strengths and weaknesses; Analyze relationships; 20 10
Systems Theory and Organizations Systems theory emphasizes the importance of seeing any organization in its totality, and of understanding the inter-relationships and inter-dependencies between significant components or subsystems of the organization. Systems theory equates organizations as being comparable with living organisms; and like organisms, organizations "are open to their environment and must achieve appropriate relations with that environment if they are to survive" 21 22 11
A System A term derived from the Greek systema, which means an organized relationship among functioning units or components. A system exists because it is designed to achieve one or more objectives. A system is an orderly grouping of interdependent components linked together according to a plan to achieve a specific objective. 23 Definition of a System A set of objects or entities that interrelate with one another to form a whole. A definition as offered by Gregory Watson in his book, Business Systems Engineering: System means a grouping of parts that operate together for a common purpose. (Watson, 1994). Solar System 24 12
System Components 1 Inputs provide the system with what it needs to operate. The energy & raw material transformed by the system Information, money, energy, time, individual effort, & raw material of some kind. Processes a process transforms an input into an output The processes used by the system to convert raw materials or energy from the environment into products that are usable by either the system itself or the environment. Thinking, planning, decision-making, constructing, sorting, sharing information, meeting in groups, discussing, melting, shaping, hammering, etc. 25 System Components 2 Outputs these are the results of the operation of the system The product or service which results from the system's throughput or processing of technical, social, financial & human inputs. Patient care, food services, decisions, laws, rules, money, assistance, cars, clothing, etc. System boundary defines the areas or constraints in which the system operates The line or point where a system or subsystem can be differentiated from its environment or from other subsystems. Can be rigid or permeable or some point in between. The nursing unit, the occupational therapy department, the elementary school, a person, an agency or business, a fence or wall, roles, etc. 26 13
System Components 3 Feedback Information about some aspect of data or energy processing that can be used to evaluate & monitor the system & to guide it to more effective performance. How many patients were served? How many mistakes were made? Why were mistakes made? Control or cybernation the activities & processes used to evaluate input, throughput & output in order to make corrections teachers grade papers & give students grades on exams; parents measure their children's height & weight & may adjust the child's diet; health care agencies use TQM or CQI programs; employee health nurses review records to see who needs immunization updates. 27 System Components 4 Environment anything which is external to the system System communications although systems are separated from their environments, they need to communicate with it Communication mechanisms must be in place for the organizational system to exchange relevant information with its environment. Communication provides for the flow of information among the subsystems. Noise faults which result in a partial or total breakdown in communication,,, not getting the message across. 28 14
System Characteristics 1 Openness Systems are open to the environment to varying extents. Wholeness and Synergy The whole is more than the sum of its parts. Interdependence / Interconnectedness the parts are interdependent and interact. Systems exist in a hierarchy. Interchange with Environment Input from environment and Output into environment. System and Environment affect each other. 29 System Characteristics 2 Purposefulness Central Objective Equifinality Achievement of Goal of System Goal may be achieved in various ways and from different starting points. Self-Regulation & Control Activities controlled by aims/goals. Change and Adaptability System must adapt to survive in a changing environment. (elearning, HIS) 30 15
Closed vs. Open Systems Closed System one which is completely isolated from its environment and neither influences or is influenced by it. Open System fully interacts with its environment. All business organisations are open systems. 31 Closed System A closed system operates self-sufficiently. Examples: a watch is an example of a closed system in that it is a relatively self-contained, self-maintaining unit that has little interacts or exchange with its environment. Assuming a power source, the watch needs no further outside environment to run properly. 32 16
Open System One where the system s continuing viability depends on its responsiveness to the outside environment, for example an Accident and Emergency department or a hospital. Must interact with their environment in order to maintain their existence. Are usually more responsive to environmental conditions and can better connect to external entities including other systems. 33 Open Systems: input throughput output Open systems are composed of interrelated subsystems, which process input, throughput and output of matter, energy and information. Open systems are input throughput output mechanisms. They take inputs (e.g. people, resources, information), change them in some way, and then return the processed input to the environment as an output. 34 17
Open Systems: permeable boundaries Open systems have permeable boundaries, which separate the organization from the environment. 35 Open Systems: Boundaries Boundaries The part of the system that separates it from its environment Four Types of Boundaries (Becker, 1997) Physical Boundary - prevents access (security system) Linguistic Boundary - specialized language (jargon) Systemic Boundary - rules that regulate interaction (titles) Psychological Boundary - restricts communication (stereotypes, prejudices) 36 18
Open Systems: Balance and Homeostasis Are able to maintain their balance; they selfstabilize. Open systems are homeostatic they seek to achieve a state of equilibrium and minimize the impact of disruptive forces, whether internal or external. Maintain their dynamic existence by continuously exchanging matter, energy and information with their environment. 37 Open Systems: Interdependent Open systems are made of interdependent parts, each of which can be thought of as an open system in its own right. 38 19
Open Systems: Change, Interactions & Adaptability A system must be able to react to changes in the environment if it is to survive Open systems are interactive and change / adapt to their environment. Open systems at a given level of organization can interact with each other to produce systems that 'emerge' at the next higher level of organization. 39 Open Systems: Serve A Purpose Open systems have goals and exist for a purpose. These purposes must be compatible with environmental needs otherwise the system will cease to exist. 40 20
Open Systems: Specialization Open systems are predisposed to becoming increasingly differentiated, complex and specialized over time. Thus increased coordination and integration are needed to manage systems as they develop. 41 Systems, Subsystems, and Supersystems Systems are a set of interrelated parts that turn inputs into outputs through processing Subsystems do the processing Supersystems are other systems in environment of which the survival of the focal system is dependent 42 21
Hierarchy of Systems A system is composed of subsystems Given any system, it is always possible to find another system of which that system is a part Given the systems, the greater is called the high level system, the smaller is the low level system A hierarchy of systems exists whereby high level systems are comprised of low level systems Low level systems are in turn made up of other systems for which they are considered as high level systems 43 Types of Subsystems Production (technical) Subsystems concerned with throughputs-assembly line Supportive Subsystems ensure production inputs are available-import raw material Maintenance Subsystems social relations in the system - HR, training Adaptive Subsystems monitor the environment and generate responses (PR) Managerial Subsystems coordinate, adjust, control, and direct subsystems 44 22