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MAJOR STEPS INVOLVED IN CREATING AN OPMS


The major steps involved in creating an OPMS for a Mission are explained
in outline. It has been found that first-time users take generally around 1-2
months (of ½ to 1 hour a day) to arrive at an adequate understanding to
enable them to continue thereafter on their own). This much time is required
NOT because of any difficulty in the process of creating an OPMS!

 The time involved represents the difficulties we face in properly identifying
our weaknesses (arriving at a consensus if a group is involved) and then in
taking effective steps to overcome those weaknesses.

Subsequent One Page Management Systems created will generally work
out much more speedily, as many of the models and much of the
understanding required has already been generated in the first OPMS.

When an OPMS is actually constructed for any Mission, clicking on the names within the
names in the dimensions shown in the OPMS would lead to the specific models/lists of
elements related to those names. (Note - this feature is not yet implemented in the current
version of the software).

(For illustration, a prototype OPMS for a general Mission is shown below,
and the major ‘Steps to create an OPMS’ are listed after the illustration).




06opmsmajorstepstocreate-090306014202-phpapp01.doc                                 - 1 - 1/7
ONE PAGE MANAGEMENT SYSTEM – Prototype
Mission: “ TO -----------------------------------------------------------”

A: THINGS TO DO                                   B: BARRIERS/THREATS

     • ISM ∧ Action Plan                             • FR with “Barriers”
     • Field Representation                           • Problematique + Resolution
                                  (FR)
                                                        Structure
C(i): STRENGTHS/RESOURCES (Available)
      • OF with Strengths/Resources available for Mission
C(ii): STRENGTHS/RESOURCES (Required)
      • OF with Strengths/Resources required to accomplish Mission

D: WEAKNESSES
     • ISM/OF with “Weaknesses (which could impact Mission)
     • Problematique + Resolution Structure
E(i): OPPORTUNITIES                                    F: EVENTS
      • ISM/OF with “Opportunities”                   • PERT Charts/CPM of nts
                                                        Gantt Charts, Resources, .
                                                        of conventional Project
E(ii): OPPORTUNITIES – Preparation Required
       (to avail of Opportunities)
       • ISM/OF


                                SYSTEM TIE-LINE
G: PLANNING SYSTEM                         H: INFORMATION SYSTEMS
     • Planning Models                                • Information System Models
                                                        (Databases)
I: MARKETING SYSTEMS                                J: PRODUCTION SYSTEM
  • Marketing Models                                 • Models relating to Production
System
     (Databases)

K: PROBLEM-SOLVING SYSTEM                        L: LEARNING SYSTEM
  • P-S System is built into the OPMS                •Learning System is built into the
OPMS
 M: MONITORING & EVALUATION N: FINANCE CONTROL
 SYSTEM                               SYSTEM
    • All reports for monitoring &         • All Books of Accounts,
 evaluating progress                   Financial Ledgers
                                             Balance Sheets, P&L
                                      Accounts,
06opmsmajorstepstocreate-090306014202-phpapp01.doc etc.                                   - 2 - 2/7
                                      Financial audit,
 O: OTHER
Note: Each item under the various ‘dimensions’ above is a model of the kind of
elements described in the title of the respective dimension. Each such model explicitly
shows the relationship of the various elements comprising it to each other and to the
global ‘Mission’.



Creating the OPMS
Step 1: Identify    a desirable Mission M:
MISSION:           “______________________________________________”

(In case you have a problem, just put it into ‘Mission’ format. Various
examples of ‘Missions’ are available in various examples illustrated).

Step 2: THINGS TO DO (to accomplish Mission):

   Generated from “1st Fundamental Trigger Question”:

   “What, in your opinion, are the THINGS TO DO to accomplish
   the above Mission?”

Step 3: Action Planning:

   We shall construct an Interpretive Structural Model (ISM) with the
   responses to above 1st Trigger Question. This ISM (which is technically
   known as an ‘Intent Structure’) will develop into the ongoing Action Plan for
   the Mission.

   The participants in the Mission should spend about 20-30 minutes each day
   to develop models relating to progress in their individual parts of this Mission
   (as seen in their individual One Page Management Systems that should start
   developing as the organization works towards the global Mission). As a
   whole, the organization should meet from time to time, as found convenient,
   to model progress towards the global Mission.




06opmsmajorstepstocreate-090306014202-phpapp01.doc                             - 3 - 3/7
Step 4: Identifying DIFFICULTIES, BARRIERS and THREATS – and
        overcoming them

   These are generated from the “2nd Fundamental Trigger Question”:

   “What, in your opinion, are the BARRIERS, DIFFICULTIES &
   THREATS that may hinder or prevent accomplishment of the
   chosen Mission?”

   Generally, responses to the above trigger question may be:

      a) converted into appropriate THINGS TO DO, which would then be
         integrated into the ongoing Action Plan
      b) inserted into a Field Representation – the OPMS software will then
         help users create Dimension Titles for the Field Representation and
         also to link up various elements in the Field with appropriate
         relationships.     Various other actions are to be done with Field
         Representations, which are described in our Workbook.
      c) These BARRIERS, DIFFICULTIES & THREATS are also most usefully
         inserted into a ‘Problematique’ (the governing relationship of which is
         “aggravates”). It takes a while to learn to develop and use a
         problematique effectively, but it will be well worth the effort, for the
         reasons noted in our ‘Basic Presentation’, a copy of which is provided
         for reference.

      The above exercises would help us identify and implement, on a
      continuing basis, means to overcome BARRIERS, DIFFICULTIES and
      THREATS discovered during our progress towards our Mission.

Step 5: Identifying STRENGTHS (available/required)

    Generated from “3rd Fundamental Trigger Question”:

   “What, in your opinion, are the STRENGTHS (available/
    required) that could help accomplishment of the chosen
    Mission?”

   Responses to the above Trigger Question, if sizable in number, may be
   inserted into a Field Representation.

   The STRENGTHS identified as “Required, not available” would be
   translated into appropriate THINGS TO DO format and integrated into the
   ongoing Action Plan to enable users find ways to develop the required
   STRENGTHS.




06opmsmajorstepstocreate-090306014202-phpapp01.doc                       - 4 - 4/7
Step 6: Identifying WEAKNESSES – and overcoming them
Generated from “4th Fundamental Trigger Question”:

   “What, in your opinion, are the WEAKNESSES that may
   hinder or prevent accomplishment of the chosen Mission?”
   The means of handling WEAKNESSES are exactly the same as we have for
   handling BARRIERS, etc. That is, responses to the above trigger question
   would be:
      a) converted into appropriate THINGS TO DO, which would then be
         integrated into the ongoing Action Plan
      b) inserted into a Field Representation – the OPMS software will then
         help users create Dimension Titles for the Field Representation and
         also to link up various elements in the Field with appropriate
         relationships. Various other actions are to be done with Field
         Representations, which are described in our Workbook.
      c) These WEAKNESSES are also most usefully inserted into a
         ‘Problematique’ (the governing relationship of which is
         “aggravates”). It takes a while to learn to use a problematique
         effectively, but it will be well worth the effort, for reasons cited in our
         ‘Basic Presentation’, a copy of which has been provided with our
         Workbook.
      The above exercises help us identify and implement, on a continuing
      basis, means to overcome WEAKNESSES discovered during our
      progress towards our Mission.

      For individuals as well as for organisations, correct identification of
      BARRIERS & WEAKNESSES (and defining ways to overcome them)
      is often a very long and painful task – particularly when
      organisational Barriers and Weaknesses are derived from an
      individual’s Weaknesses. It could take months – sometimes people
      NEVER learn to get over their Weaknesses even when they cause
      disaster. In fact, most (man-made) disasters are caused precisely
      because people have not learned how to handle their existing
      Weaknesses!
Step 7: Identifying OPPORTUNITIES available
Generated from “5th Fundamental Trigger Question”:

   “What, in your opinion, are the OPPORTUNITIES available
   that may help accomplishment of our chosen Mission? – and
   what are the THINGS TO DO to avail the OPPORTUNITIES
   discerned?”
   Responses to above trigger question are inserted into a Field Representation
   showing OPPORTUNITIES available – and THINGS TO DO to avail the
06opmsmajorstepstocreate-090306014202-phpapp01.doc                       - 5 - 5/7
OPPORTUNITIES identified. The THINGS TO DO to avail the
   OPPORTUNITIES are also integrated into the Action Plan, to enable us to
   see how we may work towards availing of the OPPORTUNITIES that arise.



Step 8: Identifying EVENTS & MILESTONES

Generated from “6th Fundamental Trigger Question”:

   “What, in your opinion, are the EVENTS/MILESTONES
   that may occur during our progress towards our chosen
   Mission?”

   Responses to above trigger question are inserted into PERT/Gantt Charts (as
   is done in the conventional ‘Project Management’ software, to show the
   status of Milestones during progress towards our Mission.

   We observe here that the conventional Project Management software deals
   only with this single dimension of the OPMS (namely, the EVENTS
   Dimension). Obviously the name ‘Project Management’ software is a serious
   misnomer for such software – which may accurately be called ‘Event
   Management’ software.

   The OPMS may be seen to fulfill the role of true Project Management, as it
   enables users to see all dimensions relating to a specified Mission.
   However, we prefer to regard the OPMS as an ‘aid to problem-solving and
   decision making’ (which includes ‘Project Management’, and much else
   besides).

Step 9, et seq: ‘System’ Dimensions of the OPMS
When sufficient numbers of elements have been generated in response to the
Six Fundamental Trigger Questions as described above (and, further, those
elements have been appropriately inserted into models AND linked up), the
users would find it necessary and useful to start working on the ‘System
Dimensions’ of the OPMS:

   • PLANNING SYSTEM(S)
   • INFORMATION SYSTEM(S)
   • MARKETING SYSTEM
   • PRODUCTION SYSTEM (for manufacturing organizations. For
       educational institutions, research institutions, etc., the title of this dimension
       may be modified appropriately).
       PROBLEM SOLVING SYSTEM AND LEARNING SYSTEM:
   •
       The OPMS itself defines these two systems, and no work is required to be done
       by users in regard to these two closely coupled systems)
   • MONITORING & EVALUATION SYSTEMS
   • FINANCE CONTROL SYSTEM

06opmsmajorstepstocreate-090306014202-phpapp01.doc                               - 6 - 6/7
• OTHER(s) (as required)
The OPMS would help users develop all above dimensions.
In general, the models in these ‘system’ dimensions of the OPMS are small,
but powerful, ‘meta models’ derived from the larger models appearing above
the System Tie Line. It is generally found that these models start developing
effectively, in a very natural way after a certain ‘richness of connection’ has
been established between the fundamental models above the System Tie
Line.
The models within the OPMS are models of human perceptions relating to
the chosen Mission. The purpose of creating such models is primarily to
show a simple ‘action path’ to each person involved in accomplishment of
the Mission. That is, these models show what each person and each group
involved should do each day in pursuit of the Mission. The THINGS TO
DO identified in the Action Planning structure as ‘FOCUS elements’ are the
crucial activities at any point of time – these would be just a few (typically,
3 to 5 each day). These focus elements will naturally change from time to
time as we progress towards accomplishment of the Mission.


                                    ****
From:

G.S. Chandy
Intelligent Systems for U and Me
Bangalore, India

Currently camped at – Mumbai

C/o Sahi Oretrans Pvt Ltd
30 Western India House
Sir P.M. Road, Fort
Mumbai – 400 001, India
Tel.: +91-22-40335424 (direct)




06opmsmajorstepstocreate-090306014202-phpapp01.doc                      - 7 - 7/7

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06 Opms Major Steps To Create

  • 1. MAJOR STEPS INVOLVED IN CREATING AN OPMS The major steps involved in creating an OPMS for a Mission are explained in outline. It has been found that first-time users take generally around 1-2 months (of ½ to 1 hour a day) to arrive at an adequate understanding to enable them to continue thereafter on their own). This much time is required NOT because of any difficulty in the process of creating an OPMS! The time involved represents the difficulties we face in properly identifying our weaknesses (arriving at a consensus if a group is involved) and then in taking effective steps to overcome those weaknesses. Subsequent One Page Management Systems created will generally work out much more speedily, as many of the models and much of the understanding required has already been generated in the first OPMS. When an OPMS is actually constructed for any Mission, clicking on the names within the names in the dimensions shown in the OPMS would lead to the specific models/lists of elements related to those names. (Note - this feature is not yet implemented in the current version of the software). (For illustration, a prototype OPMS for a general Mission is shown below, and the major ‘Steps to create an OPMS’ are listed after the illustration). 06opmsmajorstepstocreate-090306014202-phpapp01.doc - 1 - 1/7
  • 2. ONE PAGE MANAGEMENT SYSTEM – Prototype Mission: “ TO -----------------------------------------------------------” A: THINGS TO DO B: BARRIERS/THREATS • ISM ∧ Action Plan • FR with “Barriers” • Field Representation • Problematique + Resolution (FR) Structure C(i): STRENGTHS/RESOURCES (Available) • OF with Strengths/Resources available for Mission C(ii): STRENGTHS/RESOURCES (Required) • OF with Strengths/Resources required to accomplish Mission D: WEAKNESSES • ISM/OF with “Weaknesses (which could impact Mission) • Problematique + Resolution Structure E(i): OPPORTUNITIES F: EVENTS • ISM/OF with “Opportunities” • PERT Charts/CPM of nts Gantt Charts, Resources, . of conventional Project E(ii): OPPORTUNITIES – Preparation Required (to avail of Opportunities) • ISM/OF SYSTEM TIE-LINE G: PLANNING SYSTEM H: INFORMATION SYSTEMS • Planning Models • Information System Models (Databases) I: MARKETING SYSTEMS J: PRODUCTION SYSTEM • Marketing Models • Models relating to Production System (Databases) K: PROBLEM-SOLVING SYSTEM L: LEARNING SYSTEM • P-S System is built into the OPMS •Learning System is built into the OPMS M: MONITORING & EVALUATION N: FINANCE CONTROL SYSTEM SYSTEM • All reports for monitoring & • All Books of Accounts, evaluating progress Financial Ledgers Balance Sheets, P&L Accounts, 06opmsmajorstepstocreate-090306014202-phpapp01.doc etc. - 2 - 2/7 Financial audit, O: OTHER
  • 3. Note: Each item under the various ‘dimensions’ above is a model of the kind of elements described in the title of the respective dimension. Each such model explicitly shows the relationship of the various elements comprising it to each other and to the global ‘Mission’. Creating the OPMS Step 1: Identify a desirable Mission M: MISSION: “______________________________________________” (In case you have a problem, just put it into ‘Mission’ format. Various examples of ‘Missions’ are available in various examples illustrated). Step 2: THINGS TO DO (to accomplish Mission): Generated from “1st Fundamental Trigger Question”: “What, in your opinion, are the THINGS TO DO to accomplish the above Mission?” Step 3: Action Planning: We shall construct an Interpretive Structural Model (ISM) with the responses to above 1st Trigger Question. This ISM (which is technically known as an ‘Intent Structure’) will develop into the ongoing Action Plan for the Mission. The participants in the Mission should spend about 20-30 minutes each day to develop models relating to progress in their individual parts of this Mission (as seen in their individual One Page Management Systems that should start developing as the organization works towards the global Mission). As a whole, the organization should meet from time to time, as found convenient, to model progress towards the global Mission. 06opmsmajorstepstocreate-090306014202-phpapp01.doc - 3 - 3/7
  • 4. Step 4: Identifying DIFFICULTIES, BARRIERS and THREATS – and overcoming them These are generated from the “2nd Fundamental Trigger Question”: “What, in your opinion, are the BARRIERS, DIFFICULTIES & THREATS that may hinder or prevent accomplishment of the chosen Mission?” Generally, responses to the above trigger question may be: a) converted into appropriate THINGS TO DO, which would then be integrated into the ongoing Action Plan b) inserted into a Field Representation – the OPMS software will then help users create Dimension Titles for the Field Representation and also to link up various elements in the Field with appropriate relationships. Various other actions are to be done with Field Representations, which are described in our Workbook. c) These BARRIERS, DIFFICULTIES & THREATS are also most usefully inserted into a ‘Problematique’ (the governing relationship of which is “aggravates”). It takes a while to learn to develop and use a problematique effectively, but it will be well worth the effort, for the reasons noted in our ‘Basic Presentation’, a copy of which is provided for reference. The above exercises would help us identify and implement, on a continuing basis, means to overcome BARRIERS, DIFFICULTIES and THREATS discovered during our progress towards our Mission. Step 5: Identifying STRENGTHS (available/required) Generated from “3rd Fundamental Trigger Question”: “What, in your opinion, are the STRENGTHS (available/ required) that could help accomplishment of the chosen Mission?” Responses to the above Trigger Question, if sizable in number, may be inserted into a Field Representation. The STRENGTHS identified as “Required, not available” would be translated into appropriate THINGS TO DO format and integrated into the ongoing Action Plan to enable users find ways to develop the required STRENGTHS. 06opmsmajorstepstocreate-090306014202-phpapp01.doc - 4 - 4/7
  • 5. Step 6: Identifying WEAKNESSES – and overcoming them Generated from “4th Fundamental Trigger Question”: “What, in your opinion, are the WEAKNESSES that may hinder or prevent accomplishment of the chosen Mission?” The means of handling WEAKNESSES are exactly the same as we have for handling BARRIERS, etc. That is, responses to the above trigger question would be: a) converted into appropriate THINGS TO DO, which would then be integrated into the ongoing Action Plan b) inserted into a Field Representation – the OPMS software will then help users create Dimension Titles for the Field Representation and also to link up various elements in the Field with appropriate relationships. Various other actions are to be done with Field Representations, which are described in our Workbook. c) These WEAKNESSES are also most usefully inserted into a ‘Problematique’ (the governing relationship of which is “aggravates”). It takes a while to learn to use a problematique effectively, but it will be well worth the effort, for reasons cited in our ‘Basic Presentation’, a copy of which has been provided with our Workbook. The above exercises help us identify and implement, on a continuing basis, means to overcome WEAKNESSES discovered during our progress towards our Mission. For individuals as well as for organisations, correct identification of BARRIERS & WEAKNESSES (and defining ways to overcome them) is often a very long and painful task – particularly when organisational Barriers and Weaknesses are derived from an individual’s Weaknesses. It could take months – sometimes people NEVER learn to get over their Weaknesses even when they cause disaster. In fact, most (man-made) disasters are caused precisely because people have not learned how to handle their existing Weaknesses! Step 7: Identifying OPPORTUNITIES available Generated from “5th Fundamental Trigger Question”: “What, in your opinion, are the OPPORTUNITIES available that may help accomplishment of our chosen Mission? – and what are the THINGS TO DO to avail the OPPORTUNITIES discerned?” Responses to above trigger question are inserted into a Field Representation showing OPPORTUNITIES available – and THINGS TO DO to avail the 06opmsmajorstepstocreate-090306014202-phpapp01.doc - 5 - 5/7
  • 6. OPPORTUNITIES identified. The THINGS TO DO to avail the OPPORTUNITIES are also integrated into the Action Plan, to enable us to see how we may work towards availing of the OPPORTUNITIES that arise. Step 8: Identifying EVENTS & MILESTONES Generated from “6th Fundamental Trigger Question”: “What, in your opinion, are the EVENTS/MILESTONES that may occur during our progress towards our chosen Mission?” Responses to above trigger question are inserted into PERT/Gantt Charts (as is done in the conventional ‘Project Management’ software, to show the status of Milestones during progress towards our Mission. We observe here that the conventional Project Management software deals only with this single dimension of the OPMS (namely, the EVENTS Dimension). Obviously the name ‘Project Management’ software is a serious misnomer for such software – which may accurately be called ‘Event Management’ software. The OPMS may be seen to fulfill the role of true Project Management, as it enables users to see all dimensions relating to a specified Mission. However, we prefer to regard the OPMS as an ‘aid to problem-solving and decision making’ (which includes ‘Project Management’, and much else besides). Step 9, et seq: ‘System’ Dimensions of the OPMS When sufficient numbers of elements have been generated in response to the Six Fundamental Trigger Questions as described above (and, further, those elements have been appropriately inserted into models AND linked up), the users would find it necessary and useful to start working on the ‘System Dimensions’ of the OPMS: • PLANNING SYSTEM(S) • INFORMATION SYSTEM(S) • MARKETING SYSTEM • PRODUCTION SYSTEM (for manufacturing organizations. For educational institutions, research institutions, etc., the title of this dimension may be modified appropriately). PROBLEM SOLVING SYSTEM AND LEARNING SYSTEM: • The OPMS itself defines these two systems, and no work is required to be done by users in regard to these two closely coupled systems) • MONITORING & EVALUATION SYSTEMS • FINANCE CONTROL SYSTEM 06opmsmajorstepstocreate-090306014202-phpapp01.doc - 6 - 6/7
  • 7. • OTHER(s) (as required) The OPMS would help users develop all above dimensions. In general, the models in these ‘system’ dimensions of the OPMS are small, but powerful, ‘meta models’ derived from the larger models appearing above the System Tie Line. It is generally found that these models start developing effectively, in a very natural way after a certain ‘richness of connection’ has been established between the fundamental models above the System Tie Line. The models within the OPMS are models of human perceptions relating to the chosen Mission. The purpose of creating such models is primarily to show a simple ‘action path’ to each person involved in accomplishment of the Mission. That is, these models show what each person and each group involved should do each day in pursuit of the Mission. The THINGS TO DO identified in the Action Planning structure as ‘FOCUS elements’ are the crucial activities at any point of time – these would be just a few (typically, 3 to 5 each day). These focus elements will naturally change from time to time as we progress towards accomplishment of the Mission. **** From: G.S. Chandy Intelligent Systems for U and Me Bangalore, India Currently camped at – Mumbai C/o Sahi Oretrans Pvt Ltd 30 Western India House Sir P.M. Road, Fort Mumbai – 400 001, India Tel.: +91-22-40335424 (direct) 06opmsmajorstepstocreate-090306014202-phpapp01.doc - 7 - 7/7