Article - Picture Approach Smits 2006 (Part 1)

Question 1

What does IT incorporate according to the system (picture?) approach?

Answer 1

1. Information systems (databases and processing functionalities)
2. IT infrastructure (data networks, operating systems, hardware)
3. IT policies

Question 2

What is a system complex?

Answer 2

Automated systems and manual procedures linked to one another and to external systems and actors in various ways.

Question 3

What questions arise in organizations where multiple system complexes co-exist?
(especially after M&A’s)

Answer 3

• Is it feasible (operationally and strategically) to migrate to a single new system complex or to keep parts of the existing IT system.
• Is such a migration advisable from a function, economic and technical viewpoint?

Question 4

Which are the most ambitious objectives in IT integration?

Answer 4

1. Complete integration
2. Partial integration
3. Co-existence of IT complexes.

Question 5

What is the starting point of the picture approach?

Answer 5

Management decision to investigate improvement of effectiveness of a merger by increasing IT integration.

This is done by reducing the complexity of the system complex, the IT cost and improving IT functionalities.

Question 6

What is the picture approach?

Answer 6

A method for analyzing, redesigning and improving the system complex in one organisation.

Question 7

How can you express the complexity of a single IS?

Answer 7

Number of lines of codes, function points or complexity based on structure and type of code

Question 8

How can you express complexity of an IS portfolio?

Answer 8

The aggregate of its IS’s, the supported business processes and the dynamics, uncertainty and linkages between systems and processes.

Question 9

What is objective complexity and how can you reduce it?

Answer 9

When it has objective characteristics: many functions and many links that are subject to change

Can be reduced: 
- reduce number of system functions 
- reduce number of components/interfaces
- reduce the number of people dealing with the 
   system

Question 10

What is subjective complexity and how can you reduce it?

Answer 10

The effort that is required to understand and cope with the system.

Can be reduced: improve communication between actors involved (Group decision support system), aiming for shared views on the system complex.

Question 11

Why is reducing subjective complexity difficult?

Answer 11

Each group uses its own (out of date) descriptions and images. It may be impossible to gain and maintain insight based on these multitude of binders.

-> This is where the picture approach comes in.

Question 12

In short, what are the goals in the picture approach?

Answer 12

1. Reduce subjective (increase communication) and then objective complexity
2. Clarify the existing system complexes (IST)
3. Present proposals for the future situation (SOLL)
4. Clarify a process to support decision-making on the IST and SOLL.

Question 13

What is the picture approach in the narrow sense?

Answer 13

Pictures taken of the system complex

Question 14

What is the picture approach in the broader sense?

Answer 14

1. Picture project
2. Picture process
3. Decision on the system complex

Question 15

What is a picture and what does it include?

Answer 15

Representation of the organizational processes that maps out the functions of the various IS within processes.
Includes:
- Information flows and the role of IS in these flows (arrows)
- Physical documents or tapes used in the process
- Actors and their position in the process and information flow
- The different type of interfaces
- Factsheets

Question 16

Which three types of interfaces are possible?

Answer 16

1. Direct interfaces
2. Less intensive automated interfaces
3. Manual interfaces
   (can be information transfer on paper or in between 2 IS)

Question 17

What does depicting the different interfaces enable?

Answer 17

Why systems are used in the process and therefore the complexity of the system complex and the reduction issue.

Question 18

Which systems and processes are included in the picture approach?

Answer 18

The systems and processes that best represent the current or the desired situation.

-> Key operational systems are always included

Question 19

What is given on the fact sheets?

Answer 19

Description of the following 5 main aspects:
1. Sustainability IT Architecture (hardware, OS, tools, data, databases)

2. Systems functionality
3. Process support (division of tasks between systems and users)
4. Cost and benefits (estimated cost of migration etc.)
5. Risks (of the system complex and potential migration)
   - > can include more detailed sub aspects

Question 20

What knowledge and experience is required to make a picture or a photo album?

Answer 20

1. Knowledge of the picture concept (modelling)
2. Experience in complex accounting, control and IS
3. Knowledge of IT and information management
4. The ability to switch between low-level concrete solutions and high-level general and conceptual solutions.

Question 21

Why is the level of granularity important to finalize the complete picture?

Answer 21

Too few details do not give enough information. Too many cause comparisons to be impossible.