PSI System Analysis Monereau


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System Analysis

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Yaël-Alex Monereau EME 601 Introduction to Instructional Design and Technology (IDT) Assignment 1: System Analysis Paper of Company February 2016 A System Analysis of Program Support, Inc. The ​system​ o​ f interest will be PSI’s Information Technology (IT) department, shown below in Figure 1. Within the IT department, they focus on the following ​subsystems:​ Web Interface Development, Software as a Service (SaaS), and Marketing Systems. Program Support, Inc. (PSI) will be the s​ uprasystem​ ​of reflection. PSI is a consulting firm with the goal of being the “go to” source for applied science and engineering solutions. They provide cutting-edge solutions to complex and challenging problems, with expertise in applied research, STEM education and training, statistical design of experiments, web/software development, and computational analysis. Program Support, Inc. is the total environment that in which PSI’s Information Technology, Research and Development, and Training ​systems​ are embedded. PSI was founded on the principle of great people doing great work produces great results. All g​ oals​ c​ reated and defined by the company and its’ subsequent areas are based on this principle. Some unified goals of the company include assisting clients with research and development, website integration, and bringing STEM Education versus simply STEM exposure to the community. Figure 1 A diagrammatically display of Program Support, Inc.’s Information Technology Department within the ranks of Suprasystem, System, and Subsystem


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Yaël-Alex Monereau EME 601 Introduction to Instructional Design and Technology (IDT) Assignment 1: System Analysis Paper of Company February 2016 A Day in the System(s) The following is ​status quo (state)​ o​ f an ​open system​ within the confines of PSI’s daily processe​ s. An ​open system​ that accepts the input of information from external systems for the IT department would be when a customer requests a website deliverable. As differing personnel play their part in the tasks performed by the departments and the clients, the vision becomes a clearer picture and creates the ​ideal​ results for all those involved. PSI’s IT department operates within similar open system environments with clients. Their inputs​ can be either m​ aintenance inputs​ which guarantee the systems continued subsistence by monitoring the system functionality and ensuring it is operating within the​ p​ arameters set; the other are s​ ignal inputs​ provide guidance beyond the system existence and will be processed by the system into a formidable output. A traditional system will require both maintenance and signal inputs​ are required to ensure the present requirements are met. is achieved. For a website deliverable, PSI’s i​ nputs​ a​ re traditionally in the form of: 1. verbal information (also known as verbal direction) from customers, people/employees (maintenance input) 2. digital and written agreed upon content (​ signal input) 3. software (maintenance input) Additionally, their version of raw materials are the ideas generated as a project is still in its infancy. In order to confidently work their inputs through to the operations stage they must rely on the ​information​ provided through an on-going ​feedback​ loop. This action includes clients explaining sensory data to the IT department, in order to help them perform corrective actions to ensure they are operating with the ​goals​ of the client in mind. Also, during this time they may run into some ​system dissonance​ that cause halts in their process, prior to even


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Yaël-Alex Monereau EME 601 Introduction to Instructional Design and Technology (IDT) Assignment 1: System Analysis Paper of Company February 2016 progressing past the first (of hopefully many) feedback loops. Some causes of system dissonance in during this phase include: External Third party software being unreliable Scope creep Internal Bad or not clearly defined processes or procedures Poor or lack of training Also, pinpointed within the feedback loop are the contingency points to achieve client's need satisfaction,​ which encompasses dependable quality driven web services for their use. Some easily identified b​ oundaries​ which could hinder the progression of a project and attaining a client’s need satisfaction are: 1. bad/lack of information from customer (or client) 2. improper resource allocation (over or under) 3. front/back end software and personnel communication The selective requirements of a system constitute its ​boundary​. The process that the boundary goes through for selecting only those relevant inputs from the universe of potential inputs is called ​selectivity​. In order to achieve a desirable deliverable the IT department must work in tandem with the client. Therefore, the ability to efficiently and effectively communicate with a client PSI’s IT department must be extremely selective of which teammates are assigned to the variety of projects that may come across their project desk. They also, must be selective of the types of deliverables expected by a client, so as to not disproportionately expend their resources.​ ​If these boundaries are addressed prior to project initiation then (and only then) can PSI’s IT department progress to an ​ideal​ ​situation, because their projects would have minimal lag time by being well staffed for the current conditions.


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Yaël-Alex Monereau EME 601 Introduction to Instructional Design and Technology (IDT) Assignment 1: System Analysis Paper of Company February 2016 PSI has been successful in ​transforming​ inputs to outputs, which meet the client’s need satisfaction, by constantly reviewing and discussing the needs, goals, and expectations with the clients prior to any work being done and throughout the operation.​ O​ utputs​ or deliverables, as a result of successfully transforming the inputs, for PSI’s IT department include websites and web applications. A typical ​process​ for developing a web application for a client involves: 1. Researching the client's business thoroughly to understand their ​goals​ and needs. 2. Designing a solution that best meets their requirements. 3. Developing & Integrating the Tools and Services Necessary to achieve the desired result. If any of these steps are missed then PSI’s IT department and the clients will not see the desired outputs they are looking for in the end. When presenting a client with the progress or finished website or web applications, the internal team must apply a f​ iltering​ technique to the submissions, in order for it be sensible and useful to the client. They are unable to simply hand a client pages upon pages of coding language or Hypertext Markup Language (HTML) and expect the client to comprehend, they must make it aesthetically pleasing and informational accurate format. Other Challenges The IT department feels as if it is in a constant state of e​ ntropy​ due to being unable to complete the needed ​formal achievement​s of weekly project reports being sent to the client as required by the senior executives. Another challenge for some of the employees and contract workers were the inability to receive timely ​feedback​ from their supervisor or teammates as to how to advance on a project workflow. Continuing with highlighting the challenges in the business, it is important to note that although ​closed system​s may have some


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Yaël-Alex Monereau EME 601 Introduction to Instructional Design and Technology (IDT) Assignment 1: System Analysis Paper of Company February 2016 usefulness in the business world for being able to reject information input from an external system, PSI has identified that parts of their company do not benefit from operating within a closed system. Prime example, the Finance department recently was unable to process invoices for the remainder of the departments, due to a system and software upgrade they performed without consulting auxiliary departments for the best advice. PSI’s systems constantly work in a state of a​ daptation​ ​as customer requests may require the Information Technology department to provide Training or Research and Development (R&D) for soon to be implemented services. An example of a time of adaptation, would be when a client needed Program Support, Inc. to implement a cloud based service for their database, but also needed a personnel training to familiarize themselves with the new service. Website design typically requires using some type of ​interface​ between a database or software and a computer or mobile device in order to make it easier for people to enter information and utilize data in various applications. Next Steps Upon conclusion of this System Analysis it is evident that there are areas of contention and entropy within Program Support, Inc., however the ideal situation is attainable, if the entire suprasystem, system, and subsystems are willing to take the time and room to prepare for the necessary changes that will require adoption and adaptation to current processes. There will be resistance from some, but the goal of this exercise is to move Program Support, Inc.’s Information Technology department from status quo to an ideal set forth by upper management, in order to continue operating toward their vision of excellence.


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Yaël-Alex Monereau EME 601 Introduction to Instructional Design and Technology (IDT) Assignment 1: System Analysis Paper of Company February 2016 Reference Terms Disclaimer: To read definitions, in the ribbon click review>>show markup>>comments. 1. adaptation 2. boundary 3. closed system 4. entropy 5. feedback 6. filtering 7. formal achievement (FA) 8. goals 9. ideal 10. information 11. inputs 12. interface 13. maintenance inputs 14. need satisfaction 15. open system 16. outputs 17. process 18. selectivity 19. signal inputs 20. status quo (state) 21. subsystem 22. suprasystem 23. system 24. system dissonance 25. transforming



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