Diagrams for studying office work

Concepts

The concept of system: An ordered set of procedures (operations and methods), related to each other, that contribute to performing a function. A system comprises:

Physical elements:

-Forms

-Reports

-Team

-Material

-Paper

Information elements:

-Data

-File data (memory)

-Instructions, how do you do?

-Procedures, what to do and how to do it? (method)

-Measurements comparisons assessments-

human elements:

-Who

-Actions taken

-Connections-interrelationships

A system is a network of procedures related to each other and developed according to an integrated scheme to achieve better business activity.

The concept of procedure

A procedure can be considered as the chronological and sequential succession of operations linked together, which constitute a unit, depending on the performance of a specific activity or task within a predetermined scope of application.

All procedures involve activities and tasks of the personnel, the determination of execution times, the use of material and technological resources and the application of work and control methods to achieve the full, timely and efficient development of operations.

A procedure is a series of activities or operations linked together by a group of employees, either within the same department or spanning multiple divisions of an agency to obtain the desired result. Examples: payment of payroll, acquisition of furniture, selection and hiring of personnel, control of stock of medicines, etc.

A procedure is characterized by not being a system. The set of procedures for the same purpose is known as a system. Examples: asset acquisition and disposal system, maintenance system, accounting and budget control system, personnel development and administration system, etc.

A procedure is characterized by not being an individual method of work. The method specifically refers to how an employee performs a certain activity on the job. Examples: the training of personnel, the deconcentration of faculties, the implantation of a system, etc.

A procedure is characterized by not being a specific activity. A specific activity is that carried out by an employee as part of her job in her position. Examples: make a medical visit, receive correspondence, make orders, etc.

The concept of simplifying work

is the organized use of common sense to find easier and better ways to accomplish a task.

The simplification of work makes it possible to streamline tasks, allowing cost reduction, less capital investment and improved profitability of our resources and those interested in the company.

Simplification of work presupposes the best method of work »the easiest; It also provides an organized approach that not only makes self-improvement easier, but also fits in as a convenient and continuous modality.

Of the partial indices, the most used is that of labor productivity, which relates the production obtained during a given period, with respect to the resources used for it. It can also be expressed as the number of goods or services produced by each employee. The unit of measurement in the duration of work can be one hour, one day, one month, one year, etc.

1. Procedure diagrams

In the majority of companies, the main fault is the neglect of the administration to fully apply the principles of organization to the company's growth mechanisms. As we have stated in the previous chapter, the organs (administrative units) are responsible for exercising the powers determined by the respective legal provisions, from which both functions and work systems and procedures are derived.

The multiplicity of functions and the growth of operations, both in companies in the official and private sectors, affect the proliferation of functional processes (accelerated growth) that require large amounts of human, material and financial resources that generally lead to patterning areas. for the improvement of the production capacity of goods or services vis-à-vis consumers and customers.

The permanent review of the systems, structures, and procedures by the units responsible for administrative improvement will make it possible to fully understand the operation of the institution or of any administrative unit.

The presentation of isolated procedures does not allow comprehensive knowledge of the operation of the company or one of its parts (administrative unit) and to recognize the deficiency in the quality of the services provided, and the need to identify administrative problems and difficulties that are They present in the daily routine what to do institutionally, to a great extent due to the absence of written procedures and their representation (graphing); hence the need to group them in an orderly fashion into a single document called the “Procedures Manual”.

The study of procedures has different nuances, a topic that is dealt with extensively in another chapter of the work; however, it is important to highlight that once the information that is the subject of the study has been collected, integrated and analyzed, the procedures will be charted. The representation of the procedures subject to study can be more or less complex, depending on the diagramming technique and their object or scope of application.

1. General diagram concepts

Graphical representation is for the systems profession what a number system is in the field of mathematics; that is, an abbreviated language that allows complex phenomena to be understood in relatively short periods of time.

Diagramming is not the sole responsibility of the systems function, but the integral part of the activity of almost all professional techniques, the trusted resource for simplifying and clearly presenting thousands of different contexts.

The use of diagrams covers three fields of great importance in the work of the systems that are: study, design and presentation.

Diagram Study

The systems study phase is the original investigation of current procedures. At this stage the exam refers to the way the job is being performed. The information the analyst needs must be correct and complete. Once the analyst has gathered all the information, he makes use of the motion diagram, a simple resource that will transform the enormous mix of offline details that he has put together into a simple roadmap that fully outlines the procedures.

The diagram is a desired end product, through which the analyst has learned the procedure. A very important part of that knowledge is that by seeing how the job is run, you come to understand a large part of why.

When analyzing the diagram we detect wide fields of improvement and what has been a simple investigation, now begins to set the course; Begin by pointing out the areas in which the possibility of improvement is greatest.

These two phases, understanding current procedures and indicating the best path for future action, constitute the most precious value derived from the use of graphs.

Design of procedural diagrams

This phase in systems work is perhaps the most important and certainly the crux of a systems assignment. Here the new methods, the equipment, the new forms will be developed, in a word, the new system in itself. The flow diagrams that were drawn in the examination phase enter this stage again. Now the paths of improvement that were previously pointed out must be followed. Fields where efforts are duplicated, or unnecessarily spent, those where routes are difficult and other points of similar improvement will be thoroughly investigated.

The diagrams projected in this phase of the study for the proposed system will become the basis for the final projects around which the administrative representation will focus.

Presentation of diagrams

The presentation phase of the work is firmly based on the use of diagrams or charts chosen and executed with the sole purpose of explaining to the administration how the old system works and why and in what way it should be improved. At this point the effects The analysis of the systems are cumulative. All the effort that was used has constituted this main point: the acceptance or rejection of the proposed plan. The decision can be based on small details, for example, the resource that has been given to a This particular lack of knowledge may be taken by management as an indication that the study has been conducted very poorly, and this conclusion will weaken confidence in the overall presentation.

1. Methods for formulating diagrams

Planning and Evaluation

All well-executed system analyzes come from careful planning and ongoing assessment as work progresses. As far as diagrams are concerned, planning is the way to decide which ones will best suit the assignment and realization of the desired purposes and what information these diagrams should contain. The most expeditious and least costly approach that harmonizes with the performance of understandable work must be determined.

Evaluation is the process of adaptation and this must be applied continuously and consciously as the work progresses and the operation under analysis becomes better known. The study of systems, almost without exception, depends to some degree and in terms of approach, on trial and error. The analyst must continually value his current methods and results, comparing them with the final purposes of history. This will be fine-tuned little by little as the work progresses.

When to make diagrams

During the research phase of a study, the analyst should be primarily interested in flow or process diagrams. When approaching an entirely unknown procedure, the analyst may often specify the size and number of sheets on which the diagrams will be arranged, setting aside direct drawing of the verbal information.

However, when making a draft diagram feasible, this resource is invaluable for three reasons: first, it saves writing time and allows the interview to progress more quickly, since operations can be described in less time using symbols and not words; second, it allows the analyst to continue the interview in order and logic; finally the draft diagram serves to indicate the points where the informational details have been omitted. In this regard, the analyst may find it helpful to associate each symbol in the graphs with a list of comparisons and questions about the kind of reports he needs. For example, the file symbol may carry questions like these:Filed by who? Held for how long? In what order? How many a month? What kind of filing cabinet are you using?

In practice, many analysts combine sections of draft diagrams and written notes to record the reports they get from interviews.

The art of interviewing improves with practice and knowledge, and the expert analyst often uses, or stops using, the draft-diagram technique, adjusting to the circumstances of the moment.

1. Basic Symbology

A flow chart made with inconsistent or unconventional graphic language will convey a distorted message or will be ineffective for understanding the process to be studied. Hence the need to conceive and admit certain symbols to which a precise meaning is conventionally conferred and also to agree on certain rules regarding their application.

The American Society of Mechanical Engineers (ASME) has developed the conventional signs of the graphs (figure 6.1), despite the wide acceptance that this symbolism has had, in the work of administrative diagramming it is limited, because some conventional symbol has not emerged that best meets all needs.

The American National Standard Institute (ANSI) has developed a symbology (Figure 6.2) to be used in diagrams oriented to electronic data processing (EDP) for the purpose of representing information flows, from which some have been widely adopted. symbols for the elaboration of the flow diagrams within the administrative diagramming work.

Classification of Diagrams

The bibliography of the systems profession mentions an appreciably confusing number of diagram types and type combinations designated by their authors to fit a wide variety of diagramming assignments. However, the basic uses of diagrams can be classified which, alone or in combination, are the rationale for the many types of diagrams that exist.

1. Operational diagrams to represent the flow of operations Architectural diagrams to represent an outline of physical terrain Diagrams of staff relationships to indicate hierarchies of authority, responsibility and function Statistical diagrams to summarize numerical and chronological relationships. Although knowledge of the fundamental reason for the types mentioned and their objectives is of great value, the presentation of the various kinds of system diagrams is made easier, if it is verified based on the field that describes each type. The descriptions that follow belong to three categories: Flowchart. They basically refer to the flow of operations and include graphs related to the handling of shapes, as well as logical diagrams related to computer programs. Organization graphs.They refer to staff relations, various graphics. Those that are not included in the aforementioned fields.

ASME Symbology

Diagramming convention

1. The information to identify each diagram should be as follows: Name of the process, indicating the starting and ending points. Name of the department or departments involved. Name of the person who prepared the diagram. Number of people or positions involved. Number of steps. Identify each column with the name of the person or positions that one of the steps performs. Represent the forms or documents, using rectangles proportional to the represented forms or documents. However, as clarity is the main thing, this convention can be removed using only good judgment. Each shape should always be represented by a rectangle of the same dimensions. Every time a shape is created, it is put into the original and copies a black triangle in the lower right corner.When the dimensions of the rectangle allow it,The name of the form is convenient in each step that appears. The original and the copies should always be placed in the same order. A number is placed in the upper right corner. For the original the number one will always be used; The following copies will have ascending numbering. In each step all the documents involved must be presented. When two or more papers are transported, which are joined, either with a staple or a clasp or in an envelope, the rectangles are gathered, identifying each one of them, Movement is represented by a single line. When moving Together, but not joined, transport is represented by a line for each shape or group of shapes. The sequence is shown causing the transport lines to have a slight tendency toward down.The chronological order of the steps is represented by the order in which the rectangles appear, from top to bottom. Each step should be identified with a number and a short description of it, by writing the verb that identifies the action. Have it signed by the department head or the employee who provided the information.

Presentation of the shapes in the diagram

1. Figures should be made in the form of squares or rectangles, imitating as far as possible the shape and size of the originals reduced to scale. Indicating in the lower part and in the center the name with a single word, and in the upper corner and in the center the name with a single word, in the upper right corner, the number of the copy in question. When two shapes of the same size, shape or name, or both appear in the drawing, it is convenient to use a number to identify them. The shapes with copies should be represented as follows.

If they have many copies, they must be presented in this way.

1. If a shape is destroyed it is represented in this way.

If you have an alternative, draw a horizontal line and write it down with a pencil, using the normal path starting from one end of the line for the entire graph.

At the end of the line the alternative is developed, but using a different colored pencil that allows differentiating the two paths; if you only had one color, then use dotted line or lighter.

In general, when you have alternatives, it is preferable to leave the one that occurs most frequently on the diagram and the other one (s) on a separate diagram to avoid confusion and obtain greater clarity.

To represent two or more alternatives that originate in a process, the symbol will be used.

1. If the lines were to meet each other, the following convention will be used: When you have to make a distribution of shapes, it is recommended to start with the furthest one to avoid crossing them. Each shape should show its origin. The new shape is marked with a triangle on the bottom left edge and thus the fact that the shape appears for the first time in the process is identified. When the available space on the paper is finished and it is necessary to pass another sheet or another part of the same sheet, The process link is shown by "connectors" consisting of two circles with the letter W, one at the plinth where the process was cut and another one at the place where it is restarted.

Requirements for diagramming

Every diagram must have the following characteristics:

Synthetic

The representation that is made of a system or a process should be summarized in a few sheets, preferably one.

Extensive diagrams make it difficult to understand and assimilate, therefore they are no longer practical.

Symbolized

Applying appropriate symbology to system and procedure diagrams prevents analysts from excessive, repetitive, and confusing notations in their interpretation. The primary reason for the use of symbols is that they standardize activities, "boxing" them into compact groups of similar activities.

Visibly to a system or process

Diagrams allow us to observe all the steps of a system or process without having to read lengthy notes. A diagram is comparable, in a way, with an aerial photograph that contains the main features of a region, and which in turn allows to observe these main features or details.

The following is an example applied to our environment in which the most frequently used symbols are present, as well as their application.

The wording used tries to maximize the understanding of the process flow; however, in practice efforts will be made to make the annotations as short as possible, without, of course, sacrificing the clarity and fluidity of the diagram.

When you have an adequate mental structure to the problems that arise in the diagramming technique, the development of a diagram is easy; therefore, it is recommended that this necessary mental structure be formed in the use of this technique, putting into practice the diagramming of some known process; once done, it must be carefully analyzed in order to fine-tune details.

1. Information capture formats

The collection of information for the design or improvement of procedures is generally carried out through:

-Documentary research.

-The survey.

-The observation.

For a greater amplitude of this stage, it is convenient to review the chapter "Understanding the current system".

The questionnaires used in the survey, and which serve to obtain the desired information, are made up of series of written, predefined, sequenced questions separated by chapters. This means of capturing information saves economic resources and time; however, the quality of the information obtained will depend on the design and presentation of the questionnaires.

The techniques of interview, direct observation, sampling (sampling tables), are also treated extensively in the second part of the work.

Once the information from the areas involved in the study has been collected, the grouped data is ordered and systematized, in order to be able to concatenate the operations involved in the procedure under investigation, the areas involved and the formats used.

The attached format 1, "Collection of information on the procedure".

In this format, the sequence in which a job is carried out is presented in graphic form, in which several people take part in a degree of detail that includes third-level activities.

It refers step by step to the set of activities that are carried out at a workstation.

The following aspects are included in this type of diagrams.

1. The sequence in which the steps of the process are carried out.The type of operation by means of a symbol.Operation.InspectionDelayThe net time in which the operation is performed.The total time used to carry out the operations.The delays incurred (by difference between the two times Beginning at: define the precise moment in which the process begins. End in: define the precise moment in which the process ends.

To comply with the content of a procedures manual, it is necessary to have special formats to document the objectives, policies, where each of these precepts will be clearly, simply and directly transcribed, Annex 2 fulfills the mission. For the literary description of the procedure, Annex 3 will be used, which will describe each of the operations that comprise it, who executes the transfer of documents, the administrative instances that must be covered and the products and outputs that are generated. Finally, to graph a procedure, a conventional format is shown that can be used for a horizontal format diagram (Annex 4).

The use of formats for the capture and / or presentation of the procedures as they are operating, is generally conventional and adapted to the characteristics and nature of the companies. In the case, for example of the public sector, to document a procedure or service the form may vary. As an example, we present a service provided by the Mexican Postal Service and which is identified with a procedure that must be followed by the user who requires a post office box. Annex 5 describes in detail the operations of the procedure.

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