Running Head: SYSTEM ANALYSIS PORTFOLIO 1
System Analysis Portfolio
Deborah Melvin
Walden University
Opportunity Consultants Inc. case study
Counter measure/corrective action
The club should have more second years joining the club so that they can mentor more first years in order to increase the number of students working on the projects
Counter measure/ corrective action
The club should fully understand the expectations of the businesses in order to offer consultancy services that will help the businesses improve and flourish more.
Why?
Project staffing is wanting
Why?
The club is offering poor quality work
All the club’s projects have to be done before the school’s academic year is over.
The club has a short duration in which they can sign up returning members and new members
Poor recruitment procedures
Why?
Why?
The club was not meeting the expectations of the businesses
Why?
Team dynamics were missing
The club’s clients viewed the club as a source of cheap labor
Why?
Why?
Negative reputation of OCI is denting the schools brand
Why?
The resources of the club do not match the expectations of club’s clients
Why?
The club’s scope and feasibility clashed with those of the local businesses
Summary of the above effect-cause-effect logic” tree diagram
The main problem of the club is that it has a negative reputation and the negative reputation is denting the image and the brand of the school. Using the 5-why tool as well as systems approach it is possible to come up with an “effect-cause-effect logic” tree diagram to explain the issues facing OCI as well as their root causes. An analysis of the problems affecting the club reveals that there is one main or primary problem affecting the club and two possible root causes that double up as secondary problems (Serrat, 2017). An analysis of the main problem of the club reveals that the club is offering poor quality work/consultancy service to the local businesses. At first, the club used to offer good quality work, however, over time, the quality has deteriorated. It is for that reason that the club’s image and brand are viewed negatively.
Responding to the second why, why the club is offering poor quality work reveals to root causes of the club’s main problem. The first reason is that the resources of the club do not match the expectations of the club’s clients and the second reason is that Project staffing is wanting. The two root causes are the secondary problems of OCI (Serrat, 2017).
Taking on the first secondary problem and analyzing it, reveals that the clients viewed the clubs activities as sources of cheap labor. Answering the fourth why, why clients viewed the clubs activities as sources of cheap labor, reveals that the club was not meeting the expectations of the businesses (Latino, 2016). The fifth why answers why the club was not meeting the expectations of the businesses? The club’s scope and feasibility clashed with those of the local businesses. Using the systems approach, the first corrective action of the club is developed which is that the club should fully understand the expectations of the businesses in order to offer consultancy services that will help the businesses improve and flourish more. The solution or corrective action realized will help do away with the first secondary problem as well as play a role in doing away with the main or primary problem facing OCI (Latino, 2016).
Taking on the second secondary problem, Project staffing is questionable and imposing the 5-why model to gather information on the reasons as to why the problem reveals that OCI’s team dynamics were not present. The second-year students who are supposed to lead the projects are not putting in the required effort to challenge the first year students. Without the leadership of the second years, the consultancy services offered are of low quality.
The second why of the second secondary problem reveals answers as to the reasons as to why the project team’s dynamics are missing; Poor recruitment procedures. OCI team members are not all well qualified to offer reliable consultancy services. Further analysis of the secondary problem reveals that the reason behind the poor recruitment process is because the club has a short duration in which they can sign up returning members and new members (Serrat, 2017). The reasons behind the short duration in which they can sign up returning members and new members are because all the club’s projects have to be done before the school’s academic year is over. The restricted time frame makes it close to impossible for the club to carry out proper meaningful recruitments.
A countermeasure that can come in quite handy with dealing with the second secondary problem facing OCI is that the club should have more second years joining the club so that they can mentor more first years in order to increase the number of students working on the projects. Not only will the above corrective measure sort out the secondary problem facing OCI but it will sort out the primary problem facing the club but only if it is used together with the solution of the first secondary problem facing the club.
Barias performance using an influence diagram as below shown
Why are the sales in Barias Company reducing?
Late sales assistance to clients
Understaffing of the sales team
Disappointing team performance
Poor management
Lack of team motivation
Poor communication
Poor team coordination
Baria’s performance in terms of its sale is declining. By using the 5 why tools, we are able to come up with the most probable causes of this and thus can be able to create a solution and improve performance of the company (Prasher, 2015).
A causal loop diagram shows the inter relation between differing variables. The variables are represented and the links between them also pointed out.it consists of nodes and edges. Nodes are the variables while edges are the links between them. The casual loop speaks in a language simple to understand and points out the relation between variables and points out the obvious defects of the company by linking out loops (Niskanen, 2017).
Baria’s performance is negatively being influenced by sales. The casual loop diagram points out how best to improve the sales to successfully get rid of this problem
Casual loop performance diagram for Baria.
Sale support group
Demand on sale support group
sales
New sales
Solution selling process
expansion
Sales renewal
Sales issues at Baria can be resolved so that the company can run at maximum profit and increase customer satisfaction. For the problem of understaffing, Baria should recruit fresh people to the sales team. The employees should be young people most preferably between the ages of 21 to 27. Young people are associated with vibrancy in the field thus increasing sales. The sales workforce would benefit more from people with a positive outlook upon the work thus fresh graduates from school would form the cream of salesmen (Gnant, 2017).
The sales team should be constantly motivated by being provided with incentives. Increased sales should be recognized and rewarded by the company while also rewarding the whole team when a positive shift in volume of sales is reported. The sales team should be able to view themselves as essential to the company to boost their morale. Their holiday leaves should be observed and if possible paid half the salary they receive (Holmes,2017).
Clients upon purchase of products from the company should be followed up to ensure that they are able to work with the product giving them maximum value for their money. Company should be able to spare sales people to train clients on the use of purchased products. Services such as delivery of bulky good to the clients’ premises should be served as expenses upon the company as should installation of the goods and training on how to use them (Adamowski, 2017)
The sales team should be given conditions to meet such as a specified number of units to sell or an expected percentage shift in sales from the total sales. This will keep them on their toes and ensure that they deliver. The processes of selling used should also be adjusted to employ approaches which personalize sales. Selling by approaching the customer personally works well as complains from the customer can be used to boost sales. Giving the sales teams goals will see them work hard to achieve them and in some cases they do even break the goals as they are driven to hit their targets (Prasher, 2015).
The company can also benefit from a sale support group dealing with all issues arising in the market as a result of sales issues. The sales team should have a place where they report their field experiences for evaluation, commendations or criticism. The sales support group should thus be able to monitor each sales executive independently and assess their strengths and weaknesses. Challenges which are encountered daily when dealt with gives the company an edge over other companies in terms of its products as it can adjust them to suit clientele needs and also gives a favorable reception of the company to clients (Ejlertsen, 2017).
The company should adopt the methods so stated so as to change the current dead loss or otherwise it will continue flogging a dead sales horse.
Bayonne performance using an influence diagram is as shown below
Waiting for job accumulation
Lack of expert machine servicing
Failure to meet delivery schedule
Quality and delivery
Cost
Failure to meet orders on time
Lack of trust in Bayonne delivery ability
Low expectations from company
Why are the sales in Bayonne’s Company reducing?
Customers moving up order dates
Casual loop performance diagram of Bayonne Inc.
Quality control
Quicker deliveries
Machine servicing
Better packaging of products
Sales quality and delivery improvement
Higher objectives from company
Job scheduling
A causal loop diagram shows the inter relation between differing variables. The variables are represented and the links between them also pointed out.it consists of nodes and edges. Nodes are the variables while edges are the links between them. The casual loop speaks in a language simple to understand and points out the relation between variables and points out the obvious defects of the company by linking out loops (Chatfield, 2018).
Bayonne’s performance is negatively being influenced by deliveries, sales and quality of the products. The casual loop diagram points out how best to improve the sales to successfully get rid of this problem
Bayonne Packaging Corporation is experiencing a drop in both the quality of products supplied and failure to meet supply deadlines. The performance model points out the issues in the company while the casual loop model suggests the possible ways to cope with the problems and ensure both profitability of the company and the long term satisfaction of the customers.
Expert machine servicing: instead of entrusting the servicing of the machines to their handlers Bayonne should rely more on expert machine servicing. This should be done regularly not only when the machines break down. The machines should be checked for wear and tear and necessary parts replaced. This will ensure quicker execution of work and also improvement in the quality of work done. Servicing of this machines will ensure prevention of their failures before they become a serious problem and slow down the production process (Xanthopoulos, 2016).
Delivery schedules: the company should stress the importance of working with a schedule that meets the timeline of its customers. Consistent late deliveries of the products by the company will lead to its losing business as well as reputation, this will reduce its clients list. The company should ensure deliveries are done on time for the satisfaction of the clients irrespective of the order size (Avelar, 2018).
Expectation from staff: staff delivery in complete orders should not be tolerated by the company. Getting a partial delivery no matter by how insignificant the percentage should become an issue tabled by the company, low deliveries should not tolerated. The staff should be made to realize that not only is it there duty to delivery but also to deliver on time. In case the company is understaffed, then it will be prudent to take on more staff (Sodeyfi, 2016).
Customers moving up dates: the reason why customers of Bayonne Inc. move up their due dates for their orders is due to lack of trust in the ability of the company to deliver. Trust should be built between the company and the clients. To do this the company should be able to show its ability to meet the client’s needs. Also the clients should be made aware of the changes within the company and asked for more definite dates for a delivery (Escriche, 2015).
Packaging of products: the products should be packaged in such a way that it’s both safe and easy to open. It should be easy for the owner to open the product without unnecessary strain. Excessive glue use which is the reason for this should be checked and whether it’s attributed to the machine or to its operator it should be stopped (Sodeyfi, 2016).
Bayonne is a company with a huge market potential but this can only be fully realized if it plugs the hole in the ship when it comes to the delivery and the quality of the products it produces.
References
Avelar, L. (2018). Structural Model to Assess the Relationship of Manufacturing Practices to
Delivery Times in Supply Chains. Instituto de Ingeniería y Tecnología
Chatfield, C. (2018). Introduction to multivariate analysis. Routledge.
Juan-Borrás, M., Periche, A., Domenech, E., & Escriche, I. (2015). Routine quality control in
honey packaging companies as a key to guarantee consumer safety.
Latino, R. J., Latino, K. C., & Latino, M. A. (2016). Root cause analysis: improving performance for bottom-line results. CRC press.
Mourtzis, D., Vlachou, E., Milas, N., & Xanthopoulos, N. (2016). A cloud-based approach for
maintenance of machine tools and equipment based on shop-floor monitoring. Procedia Cirp, 41, 655-660.
Serrat, O. (2017). The five whys technique. In Knowledge solutions (pp. 307-310). Springer, Singapore.
Sodeyfi, S. (2016). Review of literature on the nexus of financial leverage, product quality, &
business conditions. Journal of Economic & Management Perspectives, 10(2), 146-150.
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