System, procedure and methods

(definitions)

A system refers to a series of subsystems comprised of inter related procedures

that help to achieve a well defined goal.

Systems are composed of interfacing or interdependent parts that work together

to perform a useful function. System parts can be any combination of things,
including people, information, software, processes, equipment, products, or
raw materials.

A procedure consist of interrelated methods.

Methods consists of specific clerical and /or mechanical activities or operation.

 System, procedure and methods (examples)
Purchase system
Procedure 1 Requisition supply
A. Fill out purchase requisition form
Methods B. Obtain necessary authorization

Procedure 2 Select sources of supply

A. Fill out quotation form
Methods B. Send forms to prospective vendors
C. Catalogue respective bid quotation on receipt
Procedure 3 Order supplies
A. Fill out purchase order
Methods B. Send purchase order to vendors

Procedure 4 Receive supplies

A. Check order to verify quantity and acceptance
Methods B. Deliver supplies to appropriate department
C. Notify accounts payable of receipt of order
Procedure 5 Pay vendor
a. Prepare Payment vouchers
Methods b. Prepare cheques and dispatch
 Objectives of the system approach

1. Maximize the efficient use of the organisational resources

2. To control operating cost

3. To improve operating efficiency

4. To help in achieving the objective(s) of the organisation

5. To help in carrying out various functions of the

organisation
 Features of system

1. Flexible (capable of being bent, usually without

breaking; pliable)
2. Adaptable ( that may be made apt or fit easily)
3. Systematic
4. Functional
5. Simple

6. Resourceful
 Advantages

1. Smooth flow of work

2. Uniformity and avoidance of duplications
3. Economy in operation
4. Fixation of responsibility
5. Better control of work
6. Better form design and control
7. Better coordination
8. Liberate the management from carrying out day
to day routine work
 Designing of system
1. Determinations of the objectives and forms
of service
2. Study and analysis of various services
3. Development of simple procedures and
methods through
1. Analysis of end product
2. Analysis of primary function and information
3. Analysis of methods
4. Mechanization
5. Development of system
 System Analysis
Collecting and organising facts

• Work measurement analysis ( workload analysis)

• Work distribution analysis ( workload analysis)
• Information / work flow analysis
• Form analysis.
 System Analysis
Flow of work is the way work moves along from one operation to another

Problems in flow of work

• Unequal flow
• Interruption to work
• Unequal time required for different operations
• Lack of standards
• Lack of planning and scheduling
• Faulty lay out

Work flow is a management problem

• Volume
• Sequence
• Means
• Supervision
A process map displays the sequential steps involved in converting
a specific input into the required output
 Process mapping
Process maps are used to document how work flows. They area
potent set of tools that, when used properly, can unlock
urgent opportunities to:
– Increase efficiency
– Eliminate non-value-added activities
– Reduce cycle time
– Expand service capabilities
– Simplify work flow
– Minimize dependencies
– Gain buy-in and organizational support for change
 Process mapping
(definitions)
A process is “the way in which a particular category of cases should be carried
out. A process consists of tasks and conditions.”
A series of related activities that “flow” through an organisation
· Not limited to a single function or department
· Something that can be viewed from end to end

Process
Trigger Policy development Value-Added
Assessment
Input Output
Customer Service
Order Fulfilment
Application Procedure

Customer
Business Process
A set of one or more linked procedures or activities which
collectively realise a or policy goal, normally within the
context of an organisational structure defining functional roles
and relationships.

Workflow refers to automation of business processes, in whole

or part, during which documents, information or tasks are
passed from one participant to another for action, according to
a set of procedural rules.
Business Process
A set of one or more linked procedures or activities which
collectively realise a or policy goal, normally within the
context of an organisational structure defining functional roles
and relationships.

Workflow refers to automation of business processes, in whole

or part, during which documents, information or tasks are
passed from one participant to another for action, according to
a set of procedural rules.
 System, procedure and methods
(definitions)

A task is a logical unit of work which can be performed on a case.

Activity: description of a piece of work that forms one logical step within
a process. An activity may be a manual activity, which does not support
computer automation, or a workflow (automated) activity. A workflow
activity requires human and/or machine resource(s) to support process
execution; where human resource is required an activity is allocated to a
workflow participant.

A case is an arbitrary object which needs to be processed in some well-

defined way, e.g. an insurance claim, a patient in a hospital or an order.
 Required information for process mapping

We need to understand the following in order to process map:

RESPONSIBILITIES ACTIVITIES INPUTS

The key responsibilities of The key activities of The main sources of
the process area the process area data input for each activity

OUTPUTS CUSTOMERS Pis(Performance Indicator) VOLUMES

The key Recipients of the Key Performance Indicators Key volumes related to
deliverables of outputs of each activity e.g. cycle time for process an activity [Link]. of
each activity (internal & external) items produced per day
 Suggested steps in process mapping

• Start with a high-level flow and then drop to the next level of
detail if necessary (i.e. sub processes)
• Define the beginning and end of each sub process (stay focused)
• Define key inputs and outputs
• Walk through each key sub process step by step
• Don't waste time: If you get bogged down, take a break or move
on to another area
• Identify process and technology opportunities for improvement
as you go or at the end of each sub process
• Verify the accuracy of the flow
Questions to ask about a processes’ activities
– Who are the customers of the process?
– Who performs each activity?
– What generates the process/task?
– What forms and reports are used?
– What computer systems and files are used?
– How do we do it? Why do we do it?
– What decisions are made in the process?
– What happens next? What sequence are the activities performed in?
– Who reviews it and when?
– How long does it take?
– What is the nature, frequency and cause of errors/problems?
– How are errors/problems/exceptions handled?
– What is the output? How many?
– Where does the output go?
 Process mapping “DOs” and “DON’Ts”
• DO map the process as it actually • DON’T map the process as you
happens think it happens or as you think it
• DO think about the process across ought to happen
the entire organisation • DON’T restrict your process map
• DO talk to the other people who to the activities in your own
are involved in the process department
• DO define the beginning and end • DON’T work in a vacuum
of the process before you start • DON’T attempt to process map
• DO the process map at a high level before you identify a beginning
and an end
• DO ask questions
• DON’T get bogged down with too
much detail
• DON’T struggle on your own
 Expected results

Re-check the process by looking at the following:

• Start, end points and customers should be clear
• Inputs and outputs should be identified
• Indicate title of person / area responsible for each task
• A person not familiar with the process should be able to easily
understand the flow without any explanation
• The level of detail should be adequate to describe
inefficiencies
 Process mapping toolkits

• System Map – Informal and Formal

• Top Down Chart
• Block Diagram – Logic Flow Left to Right
• Block Diagram – Responsibility Matrix
• Block Diagram – Cycle vs. Process
• Flow Process Chart
• Work Flow Diagram
• Swim Lane, or Deployment, Chart
• State Change Chart
 Block diagram
A block diagram is a common way to represent a dynamic system.
In these, signals (variables) are represented by lines and
functional relationships (transfer functions) by blocks.
Summing junctions are used to show addition
X
A
 Y
Z
B

Y = AX + BZ