Information Management Cybernetics

Viable Systems Modelling

The use of Viable Systems Modelling (VSM) recognises that management systems are built up of self managing sub-systems that interact with the wider organisational systems that surround them. The key success factor for any management sub-system is that it should be viable in its own right and able to self-manage, given appropriate support services and resources.

The value of the VSM approach is that it specifically addresses the issues of communications and control capacity in the management system. It seeks to balance the high and low complexity components of the system through structures that ensure requisite variety. It is for this reason that it falls within the scope of the transdisciplinary approach of cybernetics.

What this means in practice is that the low capacity and complexity of management has to be amplified to meet the control and communications requirements of the system being managed. Equally, the high complexity of the information being received by managers about the system operations needs to be attenuated for them to be able to absorb that information and respond in an effective way.

The benefit of modelling the management system in this way is that in easily identifies communications and control problems that impact on management effectiveness. Typically; communications and control bottlenecks that prevent organisational goals being met in a timely and cost-effective way.

The VSM model is recursive, in that each sub-system has the same general management structure with the communications and control capacity to successfully perform its management role. This is represented diagramatically in the student information management systems shown in the examples below with the Viable System on the right hand side and the management Environment with which it interacts on the left.

Viable Systems Models: The Student Application, Enrolment and Registration Processes

The structure of the VSM models that follow are derived from the series of interviews conducted with the stakeholders involved with the management activities concerned. The purpose of each model is to stimulate and inform a discussion about the management processes involved with a view to identifying opportunities for improvement.

The focus in the models is on communications and control capacity. The questions to be asked are:

• Are the requisite communications and control chanels in place?

• Do the channels have the capacity to deliver their intended outcomes?

• Does the system balance the differential complexities effectively?

The comments made following each management process representation address these issues.

1a. The Full Time (UCAS) Student Application Process

Comments:

• Process: The application process is managed by the potential student andcarried out with assistance (when needed) from institutional advisers and UCASguidelines;

• Management: The process represents a self-contained management activitycontrolled by the prospective student;

• Requirements: An intuitive interface and process for non-technical users withclear feedback on successful completion and process outcomes/results;

• Current System: The current system is provided by UCAS with information andapplication management by the institution. The student applies and receives adecision through the UCAS website;

• Areas for Improvement: The present system is reported to work effectively andefficiently from the student point of view. Bottlenecks occur when examinationresults are published, particularly national A level results.

Student Decision

Chosen Course

Application

MR

MA

UCAS Registration

UCAS Application

Online UserInterface

Personal UCAS Record Guidelines

and support

Institution Prospectus

and Information from UCAS

UCAS Register of Applicants

UCAS Application

Records

Application Environment

1b. Non-UCAS Student Application Process

Comments:

Process: The application process is managed by the potential student andcarried out either online or by submitting an application form by post;

Management: The process involves the manual transcription of all applicationdata onto the institutional system by registry staff;

Requirements: The system accommodates both online and postal applicationsand caters primarily for part-time and overseas students;

Current System: Both online and postal applications are received in registry byeither the UK admissions or overseas admissions sections and are manuallyuploaded to the institutional applications database;

Areas for Improvement: An online applications system that does not requiremanual transcription of information would be a significant improvement.

Student Decision

Chosen Course

Application

MR

MU

Application Registration

Application Upload

Online/Postal Application

Personal Application Record Guidelines

and support

Institution Prospectus

Institutional Register of Applicants

Institutional Application

Records

Application Environment

•

•

•

•

•

2. The Student Enrolment Process

Comments:

• Process: The enrolment process is managed by the potential student and carriedout with assistance (when needed) from institutional advisers;

• Management: The process represents a self-contained management activitycontrolled by the prospective student;

• Requirements: An intuitive interface and process for non-technical users withclear feedback on successful completion and process outcomes/results;

• Current System: The current online system for self-enrolment by students isreported to work effectively and efficiently;

• Areas for Improvement: No specific system improvements identified. It isrecommended that the system be used for all student enrolment modes includingpart-time and international students.

Student Decision

Chosen Course

Enrolment

ML

MC

System Login

Enrolment Completion

Online UserInterface

Personal Enrolment Record Guidelines

and support

Institution Confirmed

Offer

Approved Login

Credentials

Institution Online

Enrolment Service

Enrolment Environment

3. The Student Registration Process

Management Verification

Chosen Course

Registration

MIC

MID

Moodle Account

Semi-automated Processes

Student Registration Record Linked

Systems

Completed Student

Enrolment

Approved Student

Credentials

Registration Environment

Unique Student ID

ID Card Issue

Moodle Login

MM

Library Account

LibraryAccount

ML

Finance Account

MF

Institution and SLCAccounts

Student File

MS

Faculty Records

Comments:

• Process: Student registration occurs when the enrolment process is completed and approved;

• Management: Upon verification, a series of follow-on processes are triggered which lead to the student support services being set up;

• Requirements: A complete and consistent semi-automated system that ensures the sharing of all core student data, the inclusion and verification of additional service data, and confirmation of successful completion to both management and students;

• Current System: All the student registration systems stem from the completion of the enrolment process by the student/staff and the verification of that enrolment. The enrolment is either completed online by the student (mainly full-time students) or is carried out by staff (mainly part-time and overseas students);

• Areas for Improvement: A fully online student based enrolment process that, once verified by the institution, leads to the sharing of core student data with all information sub-systems. This would range from the physical issuing of student identity cards to the creation of their Moodle learning accounts.

Conclusions:

The various components of the student information management system become populated following student enrolment and registration. It is at this stage that core data is distributed to each of the support systems and outcomes, such as student identity cards and system registrations are issued.

The VSM models are presented as representations of current management practice and indicate the extent to which they fulfill their roles. It is hoped that they will contribute to discussions about improved systems and practice as the institution progresses with its merger process.