Case Study: Soft Systems Methodology and VSM for Organization Improvement

This case study discusses the use of Soft Systems Methodology (SSM) and Value Stream Mapping (VSM) for organization improvement. It explores the different stages of these methodologies and the actions taken for improvement. The case study focuses on DDS Company and its implementation of SSM and VSM to enhance its business capabilities and increase revenue. It also highlights the relevance of SSM and VSM in the current competitive market.

Case study
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Table of Contents
INTRODUCTION ..........................................................................................................................3
TASK ..............................................................................................................................................3
Discuss about the chosen one or more methodologies such as soft systems methodology and
VSM. ...........................................................................................................................................3
Different stages of chosen methodologies...................................................................................5
Identify and discuss action for organization improvement .........................................................5
CONCLUSION ...............................................................................................................................5
REFERENCES................................................................................................................................6
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INTRODUCTION
The report is based on EDS case study that will design as management problem solving and
evaluation. The documentation will describe about the Soft system methodology and Value
stream mapping methodology. These will provide an opportunity for DDS firm to identify the
issue or problem. The organization will consider issue in execution in which implement an
appropriate methodology in proper manner. Furthermore, it will describe the different action that
participate to examine accurate result or outcome. However, it will identify the various stages of
both VSM, SSM methodologies for developing an efficient system. In order to fix errors, bugs
into the current system in proper manner.
TASK
Discuss about the chosen one or more methodologies such as soft systems methodology and
VSM.
SSM (Soft system methodology)
It is a type of method or technique to structure complex problem and also develop
desirable, feasible change within group of people. It is an important technique which consists of
heterogeneous group of developers, users, employees and customer. This method is transforming
real life process to system architecture design where it can easily gather or collect information
from different sources (Carvalho, Carvalho and Silva, 2019). Companies are following the step
to gather sensitive information but use as a primary option.
Soft system methodology is consider an approach in the organization which help for
process modelling. It provide the facility to resolve issue or problem in change management. It is
mainly focused on the interactive plan development which help for examining performance as
well as efficiency of system (Carvalho, Carvalho and Silva, 2019). SSM methodology was
developed by using earlier system engineering and its primary use to analyse complex situation.
Each and every condition depend upon the improvement in the workplace (Reynolds and
Holwell, 2020). It is better way to implement innovative idea and manage the disaster before
planning. According to case study, it has found that DDS Company will face issue due to lack of
inability, innovative concept. Therefore, it will be increasing the capabilities of organization to
use SSM methodology which automatically increases the enterprise performance.
In recent scenario, the competition is becoming intense which directly affects on the
growth sales and causes significantly changing the random access.
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An advancement of digital technology has rapidly increasing the global market whereas lot of
competitors acquire digital concept to explore its branches. In this way, directors, executive will
try to change the corporation style by using SSM methodology. It became easier for DDS
Company to increase their growth rate 5%-10%. Furthermore, DDS Company has been decided
to use SSM methodology and also consider as driving force in term of development. In recently,
DDS adapt SSM technique to improve the overall business capabilities (Rezaee, Azar and
Nayeri, 2019).
By using SSM methodology, it should be finding the real sense but always focused on the
business goal and objective.
Value stream mapping methodology
It is another type of methodology for considering flow chart to analyse, examine and
improve the various phases. In order to deliver the better option for DDS in term of growth and
development. This methodology will perform task to review flow of process, information which
already stored in the system (Vahidi and Aliahmadi, 2019). Flow chart is the most common
approach that always supports for DDS firm to enhance the overall business profitability. By
using VSM, DDS firm can deliver the better service to customer.
VSM technique is basically used to eliminate or remove the unwanted wastage.
Afterwards, it will be mapped as adding more value on the basis of customer standpoint. It is
important to understand the internal as well as external process of organization. It can be used
the appropriate model for purpose of collaboration, communication and analysis. Value stream
mapping methodology is mainly include the various stages for collecting and gathering
information (Vahidi and Aliahmadi, 2019). In this way, it become easier for calculating the
overall previous year sales. It is an essential phase where reference to previous sales in order to
find out large volume of item. Furthermore, DDS firm uses VSM to construct the separate sheet
for indicating the result of each processes. So as easier for estimating the proper outcome. It
ensure that measurement metric as apply in enterprise activities.
Justified the relevant methodology
In above discussion, it has been justified that Soft system methodology is relevant to the
performed the different action. It provide the better facilities and services to customer, increasing
the revenue of DDS firm in global marketplace (Carvalho, Carvalho and Silva, 2019). During
business operation and function, there are lot of issue occurs which is an essential thing to
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resolve them in step by step manner. In additional, DDS company has exploring their branches
across the global which only possible to use soft system methodology. Afterwards, it will be
changing the policies and procedures because of trends, demand.
Nowadays, it will change the requirement of market so as needed to use the better approach
to improve overall business capabilities. It can be possible when SSM change the business
process to acquire a lot of information or data. It is a type of method or technique to structure
complex problem and also develop desirable, feasible change within group of people. therefore,
it provide the facilities where implement SSM technique which consists of heterogeneous group
of developers, users, employees and customer (Vahidi and Aliahmadi, 2019). These are different
stakeholders perform significant role in step by step manner. Therefore, it can easily transformed
real life process to system architecture design where it can easily gather or collect information
from different sources. In order to increase production and sales across the world. In this way, it
can be justified that SSM methodology is relevant for DDS firm in term of growth as well as
development.
Different stages of chosen methodologies
It is analysed that only two methods can be used in it. They both vary from each other and work
on particular procedure. So, there are various stages which is followed in both methods. They are
described as
SSM- in this there are 7 stages which is as follows
Step 1- finding out- here the problem is identified with help of invigilator. This is done by
understanding issue.
Step 2 expression of problem- in this problem situation is expressed. In this communication and
validation is done. For it various tools are used to find out invigilator ideas of problem situation.
Here, pictures are drawn to express problem. On basis of it, system boundaries and interface is
designed. (Arias, Escobedo and Cisewski, 2018)
Step 3 root definition of system- the purpose of system in human activity is defined with help of
Catwoe framework. It is divided into sub steps that are clarifying what system is to Achieve or
change by using input output diagram and use of Catwoe framework to produce definition of
each transformation.
Step 4 – deriving conceptual model- here the activity are analysed which need to replace it with
actors related to it in order to achieve transformation done. So, only those actors are included in
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it which are being defined in root definition. It is a long and time consuming process in which
many activities are to be done. It is important also to include activities which monitor the system
and feed-back results, so that system activities may be performed effectively (Silvius, Kampinga,
and Mooi, 2017)
Step 5 – comparing conceptual model practically- it is most effective stage in SSM where model
comparison is done. This enables in finding out changes that needs to be made into system. So,
various changes are made in it which gives a clear view of changes done in system.
Step 6- analysing feasible and desirable change- here 3 elements are included in it which are
feasibility, priority and risk. In feasibility it is analysed whether system is feasible in terms of
technical, cultural or many other factors. Moreover, in priority balance score card is used to give
number of system on basis of solution of problem. The highest score is considered as priority in
it. At last risk analysis is done to identify risk which can occur. Then, appropriate measures are
taken to mitigate impact of risk.
Step 7- taking action- this is last stage in SSM where change is implemented. So, there are 2
things which need to be consider first is do not execute all change at once, make a plan and do it
step by step. Second is that include people who are already working within change activity.
(Rasnacis and Berzisa,, 2017)
Similarly, in VSM model as well there are many steps which is defined as
Step 1 gather info- the first step is to gather past info about sales of each product. The goals set
previously is identified as well. Then, on basis of it product mix is created.
Step 2 product quantity routing analysis- in this stage list is prepared of all customers and
products. Then, volume of each product sold to customer is calculated. This helps in examining
demand of products of past year.
Step 3- group customer and sort material- here, customer who represents same industry are
grouped together. It is useful in which product family is to be mapped.
Step 4- sort product family by sequence- in this it is identified that what product families
according to a similar build sequence. With this info it is easy to find out exactly what mapping
through the flow of operations
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Step 5- Selecting value stream- IN this it is identified that what product constitute 80% of
business. Then they all are grouped together. Also, it is useful in finding out impact of value
stream on business. (Lusher, Bråte, and Olsen, 2017)
Step 6- creating operation chart- as name depicts the operation chart-of value stream is
developed. This shows start and end of point of value stream.
Step 7- walk shop floor- this means to walk on point from where work is done. By analysing end
of process and finding out customer supplier perspective it is find out that where waste is
occurring.
Step 8 collection of data – through the walking process, data is collected. This helps in finding
out gap and process where data is being missed. Usually, from operators data is gathered.
Step 9 create value stream process- it is a crucial step where value stream is designed at each
process. This is done with help of metrics and measurements. Furthermore, metrics are applied at
each step.
Step 10- summarise data- after entire VSM process is done the data is analysed. It helps in giving
insight about flow of process. So, on basis of that it is identified where value is created and waste
is incurred. (Patterson, Higgins and Martin-Gill, 2018)
So, these are all stages of both methods which assist in solving of problem and implement
process. Besides that, software is developed through it. It can be used the appropriate model for
purpose of collaboration, communication and analysis. Value stream mapping methodology is
mainly include the various stages for collecting and gathering information.
Identify and discuss action for organization improvement
It is important for organization to solve problem and make improvements. This will help in
making things easy and increasing efficiency of DDS. For that, it requires organization to take
some action which is defined as below
The DDS need to improve its process of manufacturing storage device. It will enable in finding
out area where change is needed and then redesign of process to produce device
Other than this, the company need to segment customer and prepare a list of those who have
buyed devices frequently. So, according sales is predicted and then for next year prediction is
done. This will help in producing of device in appropriate quantity. (Steinfort, 2017)
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Along with it, another action which can be taken is use of SSM to gather data. This can be
analyzed and on basis of it business process is developed. It will be easy for company to
categorize customer and predict sale of storage device.
Here, advance technology can be implemented with business process. This will assist in bringing
efficiency within process. Also, quality of product will be maintained and customer satisfaction
is gained.
The Company can gather data and on basis of it do value stream of process. Through that, it will
be east to generate value within process and remove waste from it. This will be useful in finding
out gap which exists between supplier and customer. Thus, it will be improved and focus will be
on retention of customer. With that, more effective product mix is built.
Thus, by taking these actions it will assist company to produce random access storage device in
proper quantity and quality. They will be able to predict sale of customer by preparing a list.
Alongside, with help of SSM wasteful activity is determined and then process is redesigned to
minimize waste so that cost incurred is less and higher profit is gained on device. Moreover,
short errors and faults will be identified to bring in efficiency in developing of product. It
provide the better facilities and services to customer, increasing the revenue of DDS firm in
global marketplace. In additional, DDS company has exploring their branches across the global
which only possible to use soft system methodology. Afterwards, it will be changing the policies
and procedures because of trends, demand.
CONCLUSION
So, it is concluded from above that it is necessary for organization to solve complex problems.
For this there are various types of methodology available. SSM is method or to structure
complex problem and develop desirable, feasible change within group of people. FSM technique
is basically used to eliminate or remove the unwanted wastage. In both of them there are several
stages which is followed. SSM is having 7 steps like finding problem, expressing it, conceptual
model etc and in VSM process is collect data, value stream process, summarize data etc.
However, there are some action which can be taken by DDS for improvement like collection of
data of customer to prepare list, use of advance technology, redesign of business process and
other.
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REFERENCES
Book and Journals
Arias, E., Escobedo, L.A. and Cisewski, J.A., 2018. US small-area life expectancy estimates
project: Methodology and results summary.
Carvalho, C.P., Carvalho, D.S. and Silva, M.B., 2019. Value stream mapping as a lean
manufacturing tool: A new account approach for cost saving in a textile
company. International Journal of Production Management and Engineering. 7(1). pp.1-
12.
Lusher, A., Bråte, I.L.N. and Olsen, M., 2017. Testing of methodology for measuring
microplastics in blue mussels (Mytilus spp) and sediments, and recommendations for
future monitoring of microplastics (R & D-project).
Patterson, P.D., Higgins, J.S. and Martin-Gill, C., 2018. Systematic review methodology for the
fatigue in emergency medical services project. Prehospital Emergency Care, 22(sup1),
pp.9-16.
Rasnacis, A. and Berzisa, S., 2017. Method for adaptation and implementation of agile project
management methodology. Procedia Computer Science, 104, pp.43-50.
Reynolds, M. and Holwell, S., 2020. Introducing systems approaches. In Systems Approaches to
Making Change: A Practical Guide (pp. 1-24). Springer, London.
Rezaee, Z., Azar, A. and Nayeri, M.D., 2019. Application of viable system model in diagnosis of
organizational structure. Systemic Practice and Action Research. 32(3). pp.273-295.
Silvius, A.G., Kampinga, M. and Mooi, H., 2017. Considering sustainability in project
management decision making; An investigation using Q-methodology. International
Journal of Project Management, 35(6), pp.1133-1150.
Steinfort, P., 2017. Community and post-disaster program management
methodology. International Journal of Project Management, 35(5), pp.788-801.
Vahidi, A. and Aliahmadi, A., 2019. Describing the necessity of multi-methodological approach
for viable system model: case study of viable system model and system dynamics multi-
methodology. Systemic Practice and Action Research. 32(1). pp.13-37.
Vazquez, R., Amaris, H.. and Coca, J., 2017. Assessment of an adaptive load forecasting
methodology in a smart grid demonstration project. Energies, 10(2), p.190.
Vazquez, Amaris and Coca, 2017
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