DOCUMENT RESUME HE 007 302' Schroeder, Roger …

1 DOCUMENT RESUMEED 119 563HE 007 302'AUTHORS chroeder, Roger Management System Improvement: ManagerialTopics Part of the Review Phase. working Management System Improvement Univ., Minneapolis. Graduate School ofBusiness AGENCYEXXON Education Foundation, New York, DATESep 74 NOTE44p.; Appendix C may reproduce poorly in hard copydue to small print in original documentEDRS PRICEDESCRIPTORSMF-$ HC-$ Plus PostageColleges; Data Collection; Decision Making; FlowCharts; *Higher Education; Information Systems;*Management Systems; Manuals; *Organizational Change;*Organizational Development; Post SecondaryEducation; Programing; Questionnaires; SystemsAnalysis; *Systems Development; Tables (Data)ABSTRACTHow can the structure of a management system bereviewed?

2 What specific data should be collected and what proceduresshould be followed? The specific data collection methodology consistsof three steps:(1) description of process outputs, procedures, andinputs;(2) evaluation of effectiveness, needs, and priorities forchange in the process; and (3) flow charts of process operations andrelationships between processes. Each of these steps is described indetail and data collection forms are provided. This approach has wideapplicability to different types of organizations. Data collected areuseful to(1) identify areas of college management structure thatneed improvement, and (2) evaluate changes after they have beenimplemented.(Author/KE)**Documents acquired by ERIC include many informal unpublished* materials not available from other sources.

3 ERIC lakes everyeffort ** to obtain the best copy available. Nevertheless,items of marginal** reproducibility are often encountered and thisaffects the quality** of the microfiche and hardcopy reproductions ERIC makesavailable** via the ERIC DOCUMENT Reproduction Service (EDRS). EDRSis not* responsible for the quality of the original ** supplied by EDRS are the best that can be made fromthe original.**ciMNCOLLEGE MANAGEMENTSYSTEM IMPROVEMENT PROJECTCENTER FOR ACADEMIC ADMINISTRATION RESEARCHof theCOLLEGE OF EDUCATION ANDGRADUATE SCHOOL OF BUSINESS ADMINISTRATIONUNIVERSITY OF MINNESOTA2U S DEPARTMENT OF & WELFARENATIONAL INSTITUTE OFEDUCATIONTH45 DOCUMENT HAS BEEN REPRO-DUCED EXACTLY AS RECEIVED FROMTHE PERSON OR ORGANIZATION ORIGIN-A T rNG ,I POrN TS Or VIEW OR OPINIONSSTATED 00 NOT NECESSARILY REPRE-SCOT OG r IC Al.

4 ItAT+ONAL, INSTITUTE OFEDUCATION PO', 'MON OR POLICYPROJECT INVESTIGATORSCarl R. AdamsAssociate ProfessorGraduate School of Business AdministrationUniversity of MinnesotaTheodore E. KelloggProfessorCollege of EducationUniversity of MinnesotaRoger G. SchroederAssociate ProfessorGraduate School of Business AdministrationUniversity of MinnesotaADDRESS93 Blegen HallUniversity of MinnesotaMinneapolis, Minnesota 55455(612) 373-7822 COLLEGE MANAGEMENT SYSTEM IMPROVEMENT PROJECT_College Management System Improvement:Managerial Topics Part of the Review Phase* working G. SchroederAssociate Professor, Business AdministrationDirector, Center for Academic Administration ResearchUniversity of MinnesotaMinneapolis, Minnesota55455 September 1974*This paper was developed as part of a research project supportedby the EXXON Education Foundation through a RAMP Grant to AugsburgCollege, Minneapolis, assistance of the author'sfellow researchers, Professors Carl R.

5 Adams and Theodore E. Kellogg,and of the project research associates, Marcia Hanson and MalcomMunro, is gratefully paper discusses the review of management systems in the contextof a research project that is aimed at improving the management system of asmall postsecondary is one of a series of working papers that documenta general approach to the improvement of management systems in such series of papers is being prepared by members of the College Management SystemImprovement Project team at the University of efforts of theteam are being supported by the Exxon Education Foundation through its ResourceAllocation and Management Program grant to Augsburg College, Minneapolis, research efforts of the project are aimed at facilitating the use of managementscience and information systems techniques by developing, documenting, and testinga methodology that small postsecondary units can use in considering the applicationof these order to avoid the complexity of problems and organization involvedin the administration of multi-college multi-campus institutions, the method-ology was developed for a, college-size unit (enrollment of 1,000-5,000).

6 Theseunits could be independent or part of a larger institution or theproject investigators are particularly sensitive to the human considerations oforganizational change, the primary focus of the proposed methodology is on changesto the structural aspects of the , the project focuses onorganizational features such as decision procedures, formats, and 1indicates the topics to be covered in each of thepapers in theproject box has been drawn around the subject of 1 COLLEGE MANAGEMENT SYSTEM IMPROVEMENT DOCUMENTATIONAn Overview of the ApproachTHE REVIEW PHASETHE DESIGN PHASEAn Overall DescriptionAn Overall DescriptionInstitutional GoalsManagerial TopicsOperating TopicsEnvironmental ContextProject and ManagementSystem EvaluationChoosing MajorImprovement AreasDeveloping AlternativeCourses of Action foreach Improvement AreaSelection of a FinalDesignProject and ManagementSystem EvaluationTHE IMPLEMENTATION PHASEAn Overall DescriptionEstablishing theProject ManagementPlanDeveloping DetailedChange PlansTraining

7 AndImplementationProject and ManagementSystem EvaluationAs can be seen from Figure 1, the improvement approach has three mainparts:1) the Review Phase, 2) the Design Phase, and 3) the Review Phase describes the existing management system and the needsfor Design Phase identifies major management system improve-ment areas based on data from the Review Phase and it generates design improve-ments for each of those Implementation Phase implements and evaluatesthe resulting new management reasoning behind the three phase structureand a brief description of the methods used in each phase is contained in theseries overview paper [2].62 INTRODUCTIONThis paper describes a method for conducting a review of managerial topicsin small "managerial topics" area includes administrative pro-cesses which are institutional, in nature, for example.

8 Budgeting, institutionalgoal setting and faculty attempts to determine the currentstatus, desired status and priorities for change in each of these data serves as an input for the design of improved managementsystems and as a part of evaluation of the improvements after they have paper in the series [9] deals with the review phase as a describes the overall framework of the review phase, and it summarizes eachof the components of the review paper develops-one,of the five com-ponents of the review phase, managerial topics, in more developmentincludes both a general discussion of the managerial topics component and adetailed development of data collection methods and are two types of literature that are related to the subject of mana-gerial topics review; (1) the general management literature and (2) systemsanalysis of the general management literature are Ackoff [1],Anthony [3], Koontz and O'Donnell [7], and McGuire [8].

9 These authors dealwith management at the conceptual the concepts are very useful,they do not specify how to review a management system for the purposes of design-ing improvements or evaluation of current the closest develop-ment related to this paper inthe-management literature is the "managementaudit." [7]But, even the discussion of the management audit procedure tends tobe more conceptual than methodological in second type of literature related to this paper is the systems analysisliterature, such as Glans et al. [6] and Couger [5].This literature has dealtprimarily with computer systems methods have focused on improving theoperating systems of organizations rather than the management operating system methodology is very detailed and highly developed, the method-ology for management system improvement can best be descilbedas vague and ad hocin paper then develops more specific methodology based on collection andanalysis of data for management systems the methodology is aimedat small college systems, a similar approach could be utilized for other organi-zations.

10 As OF MANAGERIAL TOPICS AREAS ummary of Review Stage StructureIn order to put the managerial topics category of review methods intoperspective it is useful to summarize some of the developments from theover-all review phase paper [9].The purpose of the review phase is to collect datathat can be used for; (1) design of an improved management system, and (2) eval-uation of design improvements after they have been purposeswill be translated into methodology with respect to managerial topics in review phase proposes a description of an organization as a system,as shown in Figure 2 DESCRIPTION OF AN ORGANIZATION AS A SYSTEMM anagement Structure Environment(people, resources)InputsManagementStructureDi rectivesV>IOperationsFeedbackInstitution alFeedbackOutputsN,The definitions below are also taken from the review phase overview Structure - Consists of procedures, policies and methods that directthe operations of the consists of a set of decision makingactivities that are used to set goals, plan, make policy, manage resources.