Describe system
Producing a more detailed, graphical description of the system
Mapping the system
It is important to construct a map of the system being examined, where a system is defined in this context as an integrated set of elements (with a purpose). It may include people, activities, consumable products, equipment, care practice, paper records, management structures, training regimes, environmental conditions, and so on.
A map of the system is a detailed description of the system, usually focusing on just a few of these elements, for example the activities and processes being examined in the SSA. It identifies the elements, and shows how they are linked together and linked to other systems. The map is normally produced in graphical form, but in some cases may take the form of a bulleted list of activities, for example.
A system map helps to clarify what is going on and to make sure no important elements are forgotten. The map can be used to systematically identify risks, by considering the possible problems in each part of the system. It can also help to identify additional stakeholders, by questioning who is associated with each part.
There are many different methods for mapping systems, of which some are better at capturing certain aspects of a system, and some are easier to use. For an SSA, it is recommended to start by creating a process map. This has several advantages: it describes processes (which are usually central to a system), is often used to describe systems in healthcare, is fairly straight-forward to construct, and in most cases is sufficient.
People who are familiar with system mapping and have an unusual type of system may decide to start with another method. For example, they may find it useful to create a communication diagram, particularly if the system or the SSA focuses on the movement of information, documents or other artefacts. An introduction to describing systems, which covers a variety of description methods, is available for download from the Resources page.
Putting ‘Mapping the system’ into practice |
|
---|---|
Further informationAn Introduction to describing systems is available for download from the Resources page. |
General principles for mapping systems
d) Discuss things as a group. If the diagram is drawn on a white board or large sheet of paper, it can make it easier for people to contribute than if it is drawn electronically. The diagram can easily be photographed to transfer it to electronic form.
e) Consider writing the parts of the system on sticky notes. This allows things to be easily moved around and to be added in. Use different coloured notes to represent different things (e.g. activities, decisions or documents), or draw shapes around each element that will be used in the final diagram.
f) Record other comments and suggestions, but try to keep these separate from the main system map to avoid it getting confused. For example, write them on a distinct coloured note.
Setting boundaries
Putting ‘Setting boundaries’ into practice |
|
---|---|
|
Method 1: Process maps
Putting ‘Method 1: Process maps’ into practice |
|
---|---|
Further information
|
Method 2: Communication diagrams
Another method of mapping a system is to construct a communication diagram. Communication diagrams describe the information flows within a system. This can be particularly helpful in highlighting interactions between Trusts, departments and individuals, complementing the description of activities present in a process map. It shows how information and materials move between people or groups of people (stakeholders) linked by some common process.
The communication diagram uses rectangles to represent people and arrows to describe the information and material flows. Adding a number to each arrow can also show the order in which things happen.
Communication diagrams can also be used as a basis for risk assessment by considering the possible deviation or failure of the flows and/or absence of the stakeholders.
Putting ‘Method 2: Communication diagrams’ into practice |
|
---|---|
Case StudyA communication diagram was not produced for the Section 136 case study, as explained in more detail on the Section 136 page about Method 2: Communication diagrams. Communication diagrams were produced in other case studies (e.g. Trauma network and Medical records) and may be added to this website later. Further information
|