ISYS1041 Systems Implementation 1
Assignment 1: Soft Systems Analysis
Spring Semester 2009
Assignment Overview
It based on methodology application and drawing upon the materials in Weeks 1 to 4, supplemented by individual reading.
You are to assume the role of consultants who have been employed to undertake a Soft Systems Analysis for the Doncaster Community Leisure Centre (DCLC). As part of a team, you are to carry out the tasks given below for this case study.
Tasks
From the information in the DCLC case study (provided at the end of this assignment specification) you are to write a short report (say 1000 words) for the Manager of the Doncaster Community Leisure Centre, Mr. Dick Martin. This report should include your reactions to the problem situation described - in particular try to take a fresh look at the situation at DCLC including the matters raised under the heading “Other Issues”. You should also include in your report recommendations about what Dick should do to address the various issues that DCLC is facing. In addition to the 1000 word report there should be relevant appendices (see below)
To determine the recommendations that you include in the 1000 word report you must conduct a Soft Systems Analysis, including the following tasks, which you should document with additional appendices as follows (NB: A case study of how to undertake this soft systems analysis is available to you in the Topic 5 Lecture Notes):
• Construct a Rich Picture (attach this to your report as Appendix A)
• Create a List of Problem Themes that have emerged (attach this as Appendix B)
• Create a List of Relevant Systems (related to the problem themes) (attach this as Appendix C). Note that the Relevant Systems must be Relevant Human Activity Systems that might usefully be explored. These should be developed building upon the Problem Themes emerging from the Rich Picture, and must have the form of “a system to do XXX” where XXX is an activity that can be carried out by a human. They are NOT computer systems, and they are not systems to put in place a database or some other form of IT!!! In selecting these, the idea should be that if we had a model of how to do a particular human activity, it might help us address a particular issue that we have highlighted in the Rich Picture
• Choose one of the relevant systems in your list and construct a Root Definition for it (with CATWOE elements highlighted) (attach this as Appendix D)
• Build a Conceptual /Human Activity System Model based on that Root Definition (attach this as Appendix E)
• Compare the Conceptual Model and Real World (use the tabular comparison method discussed in lectures) (attach this as Appendix F)
• Assess the feasible and desirable changes, and recommend actions to improve the problem situation (attach this as Appendix G).
Note that it is expected that the 1000 word report will summarise the outcomes of your team’s work. The various items constructed during your study (i.e. The Rich Picture; List of Problem Themes; List of Relevant Systems; Root Definition (with CATWOE elements highlighted); Conceptual Model; and any tables or other working notes developed during the comparison of the conceptual model and real world) should be appended to the 1000 word written report. (Note: The 1000 word count covers the main report only – the appendices are in addition to these 1000 words.) Your 1000 word report will refer to the various items that have been appended to support the points made in the report.
Case Study Source Materials
The following pages provide the source material to base your report on.
The Doncaster Community Leisure Centre
Background to the Organisation
The Doncaster Community Leisure Centre (DCLC) is located near to the Central Shopping Centre in Doncaster, Victoria. This area services an ever increasing population, with many new houses being built and families moving into the area. Its intention was to provide a service to the local community by encouraging health living (e.g., the Eat Well, Play Well, Live Well campaign of the government), entertain teenagers and be a general meeting place.
The day to day running of the centre is contracted out to a private company – BFit - but is overseen by a Management Committee with a membership which includes Councillors and local community leaders. Despite the fact that the DCLC is intended to be self-financing it must combine profit-making activities with its remit of catering for the needs of the community. The facilities are well-used by local groups such as schools, playgroups, youth and sports clubs, and Kids Clubs.
Facilities
Since it was built DCLC has thrived and become a centre for community organisations in the area. It has also grown in size and now consists of the following facilities:
Weights and Fitness Centre.
Meeting rooms and classrooms
The Leisure Centre Basketball Courts
Large and Small Swimming Pools Climbing Wall Bruno’s Cafe
All of these facilities are open to the public and some of them can also be booked for private meetings and events at certain times.
Current Operations
DCLC has a Manager, Dick Martin who took over the job 3 years ago. He is extremely business focussed and conscientious in his role of managing DCLC. His brief is to put the Centre on a firm financial basis while continuing to widen its appeal in the community. Together with the Management Committee he has developed a strategic plan for the next three years which has the following aims:
o To improve the financial security of DCLC by expanding its money-raising activities.
o To host a growing number of private sporting and social events (while not preventing community access to the facilities).
o To introduce information systems and technology to support the running of the Centre, making it more efficient and viable.
o To raise funding from the Federal and State Governments to help develop these systems and infrastructure.
o To market the DCLC on the World Wide Web.
This plan is already off to a good start as DCLC has just been awarded combined grants totalling half a million dollars. Some of this money is to go towards improving the catering and social facilities at the DCLC (including building a bar); the rest of it is earmarked for information systems projects and staff training in the relevant skills. Dick wants to support the day to day operations of the Centre with systems such as databases, but also has the idea that the Centre could be marketed through the World Wide Web and might eventually get into E-commerce type activities. He does not want to rush into investing in this until he is sure about how it will pay-off in terms of increased revenue, and wants to adopt a gradual approach.
Current Systems
Up to now the Centre has been run with some effective, but basic administrative systems. Rosalind Smith has been the Centre's administrator for several years and she has been responsible for keeping records of bookings, and timetabling events and bookings for the various facilities such as the pools, basketball courts etc. She uses a PC and also a manual filing system. She makes use of both Microsoft Word and Excel to keep records and produce materials. She also uses e-mail to deal with any inquiries.
As they are short of money in some areas Rosalind makes use of her computer skills to create publishing material and advertisements that are placed in local publications.
Taking bookings and recording them is the most complex of Rosalind's tasks, and it is increasing in complexity as the centre becomes more active and develops its facilities.
Many of the bookings are regular and recurring - the school bookings for the swimming pools, the fitness classes, or bookings for regular club nights held in the Centre by outside organisations. These all have to be scheduled in the relevant facility, ensuring that they do not clash with time slots when the facility is open to the public. In addition to the regulars, the Centre is booked for one-off events - such as a swimming gala and private parties. Again these have to be scheduled on the facility timetable, ensuring that clashes do not occur.
Bookings are made more difficult by the fact that certain functions require more services such as food or help with the event in the form of extra staff (lifeguards, umpires, waiting staff etc).
Some catering requirements are relatively easy. The DCLC has simple, standard menus for children's parties, but catering can also be customised to the needs of specific customers. When this happens Rosalind refers the customer to Bruno Vince, Owner/Manager of Bruno’s (who have the catering contract for DCLC events) and they arrange the catering and the price directly with him. This causes problems with the function, as there are 2 negotiated prices with different parts of the DCLC to be paid.
It is Rosalind’s job to keep an up-to-date and accurate record of bookings on the facility timetables. This is created in MS Excel at present but is only updated and printed when any changes occur. Staff can view the newest printed timetable in the main office.
Rosalind does not envisage that the timetable will be superseded by a computer version as it is ideal for sharing information, but she would also like to be able to keep computer records of bookings and their different requirements.
Len Archic liaises with Rosalind in ensuring that all events held in a sports facility are staffed by suitably qualified instructors. He is also responsible for arranging swimming and fitness classes, and induction sessions for the Weights and Fitness equipment according to demand from customers.
The Future
Recently, as Mr Cooper Van has taken over as the Events Manager it is likely that the number and scope of activities held at the Centre - in particular the private bookings for parties - will grow rapidly. It is therefore recognised that more sophisticated systems such as databases will be required to augment the current systems, although not necessarily to replace them in entirety. Cooper’s job includes marketing and so he is responsible for realising Dick Martin’s ideas to firstly give the DCLC a web presence and also to make recommendations about how it could use E-commerce applications such as on-line membership. He wants to run activities that attract members to a web site - such as the popular Kids Clubs and the Fitness classes.
Sample Documents
The sample documents provided will give you an idea of the range of activities held at the Centre and how records are kept. These include:
1. Funtastic Parties – information leaflet about holding a private party at DCLC
2. A blank facility timetable – used for recording bookings for the Weights and Fitness room, large and small pools, basketball courts, climbing wall and meeting rooms
3. Booking form for children’s parties
Other Issues
o Some members of the community, in particular the “Children Should Read More Co-op” want to limit the impact of the Community Centre. They want to place less emphasis on the physical activities and concentrate on intellectual and educational encouragement of the children of the area. The group headed by Brianna Corbitt has stated that, “they are outraged by the awarding of half a million dollars to the Community Centre and will be making their presence felt through peaceful means”.
o Some older children in the area serviced by the Community Centre are disappointed by the lack of facilities supplied for the over 14s. They wish there was more late evening entertainment, music, dancing, etc.
o Residents close to Retreat Way are frustrated by the amount of traffic now in their once quiet area. They are worried about the small children in the area who play outside. They have been writing to the council about this matter for the last year, requesting changed traffic conditions and other accident prevention measures such as speed bumps to be put in place.
DONCASTER COMMUNITY LEISURE CENTRE
03 9925 5412
Doncaster Community Leisure Centre
Children’s Party Booking Receipt
Booking Number: Date:
Customer:
Address:
Contact Tel:
Details of party Date:
Party type
Large Pool
Small pool
Football Crazy
Jumping Beans
Street hockey
Bouncing Beans
Traditional
Disco Number Age range Adult helpers
Menu A B Custom (details on separate sheet)
Number for catering: Menu options:
Custom cake Barbie
Toy Story
Shrek
Madagascar Winnie the Pooh
Bratz
Star Wars
Other (details on separate sheet)
Message:
Special requirements: Party cost
Catering cost
Cake
Sub-total
Plus GST @ 10%
Total £
Terms for party bookings
25% deposit required to confirm booking: settlement in full at least one week before the date of the party.
From the Centre that offers plenty of FUN for all the community. Young or old, if you are looking for a great party treat, then we can provide it. Your only problem is deciding which of our FUNTASTIC party options to choose!
CHILDREN’S PARTIES CHILDREN’S PARTY MENUS
All party activities are supervised by our qualified staff. Parties last 2 hours including party eats from a choice of menus. Parties cost from $21.
Pool Party (3-15 years, 1 hour activity)
Exclusive use of one of our pools and water toys supervised by qualified lifeguards. Adults must swim with under-8’s.
Football Crazy (10-15 years, 1 hour activity)
A firm favourite with girls and boys, this party can take the form of a coaching session or a mini-tournament with a ref thrown in to keep them in order. Watch from the sidelines without having to worry about muddy kit!
Jumping Beans (8-15 years, 1 hour activity)
Learn to trampoline with a qualified coach.
Street Hockey (10-15 years, 1 hour activity)
Ice hockey without the ice. We supply skates/roller blades and knee pads – or bring your own.
Bouncing Beans (3-10 years, 1 hour activity)
Bouncy Castle – outdoors if it’s sunny, indoors if it’s not – supervised by our staff for safe play. Burn up their excess energy before tea!
Traditional Birthday Party (3-10 years)
All the popular children’s games (Musical Bumps, Blind Man’s Buff, Pass the Parcel) with plenty of prizes.
Disco (8-15 years, 1 hour activity)
Rave with our DJ – games and a great choice of music. Keepin’ it Real! MENU A (cool)
Assorted sandwiches
Sausage rolls
Chocolate biscuits
Chips
Ice cream
Cold drinks
Customised birthday cake MENU B (hot)
Choice of three of
Crispy Fish Snacks,
Beefburgers, Sausages,
Chicken Nuggets,
Pizza
all with Chips
Ice creams
Cold drinks
Customised birthday cake
Children’s menu prices start from $10 per head.
ADULT PARTIES
We have the ideal licensed venue for all kinds of events including Christening Receptions, Wedding Receptions, 21st Birthday, Wedding Anniversary and Senior Citizen Birthday celebrations.
Venue hire, menus and catering costs on application – discuss your individual requirements with our events manager Cooper Van. Ring him on 03 9925 5976
Sorry ... but we can no longer cater for 18th Birthday Parties due to circumstances beyond our control.
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