SYSTEMS ANALYSIS APPLIED TO INSTRUCTION

UNDERSTANDING SOME CONCEPTS AND

TERMS USED IN SYSTEMS ANALYSIS

In this module you should be able to:

1. define and explain the meaning of some terms used in Systems Analysis

2. identify the factors or variables that interact within a social system

To start with, let’s define some terms used in Systems Analysis

What is a system? A system is a collection of entities or things (animate or inanimate)

which receives certain inputs and is constrained to act upon them to produce certain outputs, with
the objective of maximizing some functions of inputs and outputs. Others define system as a
complexity of elements in mutual interaction in such a way as to constrain action toward the
accomplishment of the purposes for which the system exists. Simply stated, a system is a set of
interrelated elements that functions as a unit for a specific purpose.

Within a system are inputs, process outputs. Inputs are the human, materials, financial,
or information resources used to produce a product or a service. Through technology and
administrative functions the inputs undergo a transformation process. In school, the interaction
between the students and teachers is part of the transformation or learning process by which
students become educated citizens. Process is what transforms input into output. It is also
called throughput.
Outputs include the organization’s products and services. Graduates as educated citizens
are examples of outputs. In the interrelationship between the input and output, feedback plays a
very important function. Feedback is the information concerning the outputs or the process of
the organization may lead to changes both in the process and the future outputs. Feedback is like
a reaction a performer gets from the audience. Similarly, the school system gents information
from the environment or society as to how it has performed / Feedback tells whether a certain
plan should be continued or not. For this reason, all educational development plans are made on
a rolling basis, meaning, they are subject to modifications, revision, or changes depending on the
feedback after some time of operation.

In the study of a system, we can come across with the terms subsystem, and suprasystem
Subsystem is a small system within the big system. It has its own purpose and is there for the
purpose of the system. It has its own parts and components which are determined by the overall
purpose of the system for which it is a part. The components of a subsystem work in an
integrated or interrelated manner. Subsystem is also called microsystem.

Suprasystem is the largest system that includes both the system and its subsystem. The
suprasystem has its subsystem such as the political system, educational system, cultural system
and economic system. Suprasystem is also called macrosystem.

When we analyze a specific system, we have to consider what we call System

Boundaries. System Boundaries determine what is to be included or excluded from the system.
For example, the educational system may be defined by levels, that is, elementary, secondary,
and tertiary level.

Any kind of system is always situated in a environment. Environment is what surrounds

the organization which includes the social, political, and economic factors that impinge on the
organization. Basically, all organizations are considered an open system since all the factors
outside the organizations can influence their stability. System stability is a condition when all
the components are in harmony at all times. However, this is not always possible because there
are changes that occur in the environment or the society which are not commensurate with the
existing conditions of the system. Thus it is the task of the system, like the school system to
adjust continuously if stability is to be maintained.

APPROACHES TO SYSTEMS ANALYSIS

In this module, you should be able to:

1. gain knowledge and skills on the theories and approaches used in Systems Analysis

2. explain how to utilize the Systems theory in analyzing an organization or an institution

3. expound on the interrelationships among the basic elements of an organization

Systems Theory

The utilization of Systems Analysis in understanding an organization or an institution is

anchored on the Systems theory.

This theory holds that an organization is a system. It is a way of viewing organization as

whole unit taking into consideration the interrelationships among its parts and its relationship
with the external environment. In other words, in order to understand an organization, we must
adopt a holistic view of it before we analyze its individual parts. It is a way of organizing and
relating dependent parts of the whole system for some purposes.

Figure 1 depicts the basic system theory of organizations which has five parts namely;
inputs, a transformation process, outputs, feedback, and the environment.

As the figure shows, the organizations is situated in an environment. We start by

identifying the inputs and have them subjected to some processes to produce the desired output.
However, as we go along, we have to gather some information through a feedback mechanism to
inform us on how we are getting along. We should have a sort of monitoring system that can
provide signals if what we are doing should be continued or not. As shown, the feedback loop
goes back both to the process and the inputs.

Environment

Organization

Inputs Transformation Process Outputs

Feedback

Figure 1. Basic Systems Model

(Adapted from Lunenburg, 1991)
 An analysis of the elements of a system is the essence of systems analysis. Systems
analysis is a determination of what needs to be done in order to attain a stated goal effectively.

After having understood the Systems Theory we can now utilize the Systems Approach
in studying a school as a system in itself. Systems approach is a strategy which utilizes
analysis, design, and management to attain stated goals effectively and efficiently. Figure 2
portrays the systems view of school administration.

Figure 2 shows the pattern of interrelationships among the factors within a school system.
Inputs. The environment provides it with personnel, financing, theory, knowledge. The
national and local governments enact laws that regulate the school. In addition, other groups
may make demands on the school. Students, for example, want relevant curriculum that will
prepare them for employment. Teachers might want higher salary, better working conditions,
and fringe benefits. Similarly, the community expects the school to provide quality education.
In this situation where each group has its demands, it is the job of the school administrator to
integrate these diverse goals into a viable plan of action.

Process. This includes the internal operation of the organization or school and its system
of operational management. The administrator has to utilize his technical competence in
communication, decision making, curriculum development, motivation, developing
organizational culture and his leadership styles in transforming the inputs into outputs.

Outputs. These include student achievement, growth, dropout, attitude toward school,
teacher performance, employee job satisfaction, employee-management relations and school-
community relations, among others.

Finally, the external environment or the suprasystem reacts to these outputs and provides
feedback to the school system. If the feedback is positive, then the school’s stability can be
maintained. If negative, it can be used to correct deficiencies in administrator’s operational plan
of action which in turn will have an effect on the school’s output.

The Systems Theory is popularly used by researchers in assessing or evaluating existing

programs in selected organizations or institutions. It is used as the research paradigm which
indicates the input, process, and output. In this simplified form the paradigm is presented as
follows:
 Figure 2. A Systems View of School Administration
(Adapted from Lunenburg, 1991)

Input Process Output

Feedback

Figure 1

Research Paradigm