1 Yuvetta Cash 3/16/2011 DEPM609 Assignment 2

Anytime Anywhere Open University Identification of Major Systems Components Introduction The strength of a Distance Education (DE) program can be directly linked to the strength of the system and systems approach that guides the planning and implementation stages. System thinking incorporates individual components of a program and methodically links them together to deal with problems (Rumble, 2006, p.3). The individual components are key elements of a system. It is therefore important for systems designers to skillfully identify necessary components to be included in a system. The Anytime Anyplace Open University (AAOU) has contracted a design team to develop a DE system comprised of the components that accurately reflect the goals and mission of the university. The systems design team is to deliver this DE systems plan to AAOU in three cumulative phases. This presentation is the second of the three phases and it will provide stakeholders with a clear identification of the major components that are needed for the new AAOU distance learning program. Components of a System The role of a system design is to outline the intended course of activity and operations for a DE organization. The systems design organizes and plans the elements of the DE organization, while at the same time reflects the character of the institutions mission. According to Jackson, a leader in the field of systems design and management, viewing an organization as a system provides a deeper perspective of the organization and the programs that it provides (Jackson, 2005, p.125). Although it is the goal of a system design to present a holistic view of an organization, the foundation of the system rest of the individual components that work together. According to the Contingency Theory, an organization is comprised of a sequence of interdependent components or sub-systems (Jackson, 2005, p. 110). Understanding the significance of the components and the association that they have with one another provides greater insight to the workings of the system as a whole. The success of the holistic system greatly depends of the functioning of

the individual parts. No two DE organizations are exactly the same and therefore the requirements of each DE systems design will be different. For this reason, systems designers must take care when identifying what components should be included in a particular system. Generally speaking, the components of a system are determined by the goals of the organization, the clients, the technology requirements and the management requirements (Jackson, 2000, p. 110). Within these broad categories are more specific requirements that are dictated y the specific needs of the organization, in this case the Anytime Anyplace Open University

Indentifying the Components for the AAOU System AAOU is an autonomous distance education institution that is designed to provide a high quality education to adult learners seeking undergraduate and advanced degrees at times and places convenient to those learners and in ways that are appropriate to each subject and that support individual learning styles. The objectives of the university are: 1. To provide education to individual learners in the context of their personal needs and the needs of their communities and employers. 2. To provide an educational environment that is student-centered. 3. To eliminate, as far as is possible, the constraints of time and place for learning activities. 4. To explore the full range of learning opportunities that can be made possible by technology without ignoring learners who do not have access to such technology. Based on the mission statement and objective, the major components that should be included in a new distance learning program at AAUO are: Social Component Educational Component Student Component Management Component

Social Component As presented is phase one, Social components that are defined by social theory are a tool that is used as a framework of ideas (Jackson, 2000, p. 21) in systems planning. This framework guides the systems development process in that it causes the developers to consider the system from the point of view of the social

3 needs of the institution and the students. Although the DE system itself can be technical, in order for it be effective, it must be compliant with the social requirements. Unlike the other individual parts the social component is woven throughout the system. All of the other components are in some way filtered through the social components of AAOU. The social components help to define overall character of the system.

CareerMission Adaptable Trends AAOU Objectives Inputs Trends Educational Student Center Outputs Program Figure 1

Managing the social component requires as delicate balance (Tait, 2003, p. 156). This is due to its student centered nature. Although students are not customers, in many ways the university must treat them as such. AAOU is offering the student a product, an education. The student I not paying for the education, but there is a financial exchange. The balance for this component is in that educational professionals having the responsibility of successfully guiding a student through a program versus the concept of the customer is always right. Managers in this area should include training of personal and careful communication of the institutions mission and expectations. Educational Component The educational component outlines the specifics of the high quality education that AAOU provides. This component steers the developers in exploring all aspects of the teaching and learning by encouraging developers to look at the system from a production point of view. The development of this component address the questions of: What is our product? What is our style (in theory and pedagogy) of offering it? How do we deliver it? The educational component helps to define the overall product of the system. Figure 2 Content Expert Staff Highly QualifiedAdvise Technology Learningand Pedagogy Staff Training and Learning Instructional Design and Autonomous CoursesProfessionals Education TheoryInputs High QualityRequirements Student Centered ApproachManagement Outputs Development Faculty System Environment Programs Management of the education component places great emphasis on team work. The development of quality educational programs calls for the collaboration of personnel from several disciplines. A manager must be able to facilitate the development process while encouraging participation, collaborative work, constructive feedback, working within a given timeline and a budget. Other issues include staff training and student/instructor relationships.

Student Component In the business world, many companies make decisions with their customers in mind. In the field of education the current customer is the student and a returning customer is a lifetime learner. The student component provides the structure for the care of the students at AAOU. The mission statement of AAOU identifies two dominant features of this component, adult learners and a student centered environment. Although these elements overlap with elements of the social components, it is beneficial for a student centered program such as that of AAOU to commit a design component to students. The student component helps to define the overall customer/student of the system. Figure 3 list the inputs and outputs for the student component. Figure 3 Life Long Alumni Support Inputs Successful Enrollment Qualifications University/Employer Graduates Students Relationship StudentRelations Functions Autonomous Learning Marketing & Recruitment Outputs Learners Environment Developing successful and lasting relationship with students is the primary focus of this component. The relationship begins with marketing and recruitment with a goal of continuing on to lifelong learners. The major management issue of this component is communication. Key personnel must develop and maintain excellence communication skills. Managers will need to encourage ongoing training that reflects any new trends in education or attitudes of the university.

Administrative Component The administrative component provides the framework for the over the manner in which the organization will be governed. This component design should include all aspects of administration, governance, finance and any business models. When designing this component designers will have to consider the system for a business point of view. The administrative component helps to define the overall business of the system. Figure 4 list the inputs and outputs for the component.

Inputs Mission and Objectives of AAOU Quality Assurance Measure Fiscal Requirements Governing Boards Business Plans Figure 4

Outputs High Quality Education Reputable Institution Adaptable DE System

5 The success of the administrative component will rely heavily on record keeping and data management. Managers will need to ensure that the process of how things are done is clearly defined. Tactics to achieve this include on -going training, communication, and developing trust relationships. (Tait, 2003, p. 159) Figure 5 provides a holistic view of the four components working together.

Conclusion The systems design team for the Anytime Anywhere University have begun phase two of the system design project. In phase two the design team has presented stake holders with an explanation of how major component support a holistic DE systems design. The team has clearly identified four major components that are needed for the new AAOU distance learning program and the management issues that correspond with each of the components.

References Jackson, M. C. (2005). Systems approaches to management . New York: Kluwer Academic Publishers. Rumble, G. (2006). Systems thinking and its application to distance education Tait, A. (2003). Management of services to students. In S. Panda (Ed.), Planning and management in distance education (pp. 155-169). London: Kogan Page.