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European Journal of Operational Research 152 (2004) 615–630

www.elsevier.com/locate/dsw

Cognitive mapping expert views for policy


analysis in the public sector
Colin Eden *, Fran Ackermann
University of Strathclyde Graduate School of Business, 199 Cathedral Street, Glasgow G4, UK
Received 1 June 2001; accepted 9 September 2002

Abstract

This paper reports the use, in the UK Home Office Prison Department, of cognitive mapping techniques for policy
analysis. The methodology used has been developed to facilitate more effective management of messy problems by
management teams. Here it is used for the collation, comparison and analysis of the views of many experts in relation to
a major policy issue. The analysis makes use of the specially designed computer software, Decision Explorer. The paper
discusses the impact of the approach and suggests general implications for the way in which policy analysis is con-
ducted.
 2003 Elsevier B.V. All rights reserved.

Keywords: Group decisions and negotiations; Cognitive mapping; Policy analysis; Problem structuring

1. Introduction mann and Eden, 2001). The SODA methodology


has recently developed further into ÔJOURNEY
This paper reports on an experiment, using MakingÕ (JOintly Understanding Reflecting and
a ÔSoft ORÕ modelling technique and software NEgotiating strategY) (Eden and Ackermann,
package that were brought to bear on documented 1998a). SODA specifically addressed the resolu-
expertise in order to identify and explore potential tion of complex strategic problems however, as
policy options pointed up by experience and ex- time passed and as SODA was used for problem
pertise outside the Prison Service of England and solving, management teams used the process and
Wales. substantive outcomes as an influence on their
The paper reports the use of policy analysis overall strategy. Consequently, the fundamental
techniques that form part of a well established principles and guiding theories that inform SODA
strategic problem solving methodology, SODA–– led to a significant extension of the methodology
Strategic Options Development and Analysis so that it became a process oriented/management
(Eden, 1989; Eden and Ackermann, 2001; Acker- science strategy making and delivery methodology.
Thus JOURNEY Making continues to address
strategic issues resolution, but also allows agree-
*
Corresponding author. Tel.: +44-141-553-6155. ment to a statement of strategic intent through
E-mail address: c.eden@strath.ac.uk (C. Eden). the development of a formal business model. The

0377-2217/$ - see front matter  2003 Elsevier B.V. All rights reserved.
doi:10.1016/S0377-2217(03)00061-4
616 C. Eden, F. Ackermann / European Journal of Operational Research 152 (2004) 615–630

development of the business model is dependent the challenges encountered follows. These point to
upon a particular approach to the identification of some ways in which the approach might evolve.
patterns of competencies and distinctive compe- Finally the experience of this project suggests some
tencies (Eden and Ackermann, 2000) and their issues in relation to public policy analysis in gen-
ability to support the goal system. In addition, eral and these are briefly considered.
JOURNEY Making includes new approaches to
stakeholder analysis and management and alter-
native futures (related to Scenario Planning as seen 2. The technique and tool in context––‘‘cognitive
by Van der Heijden (1996) and OÕBrien and mapping’’ and Decision Explorer
Meadows (1998)).
SODA and JOURNEY Making have been de- SODA and JOURNEY Making traditionally
veloped through sustained action research (Eden comprise a number of interlinked elements: facili-
and Huxham, 1996) into the provision of decision tator(s) using cognitive mapping as a technique;
support, particularly to teams or decision making computer software (Decision Explorer) as a sup-
groups. Both approaches make use of computer porting tool to elicit, store and handle the com-
software, Decision Explorer, 1 designed to record, plexity revealed by members of a client team
analyze and present qualitative data––argumenta- through a designed process of inquiry exploring
tion––relating to strategic policy issues and mod- strategic issues. The methodology brings these el-
elled as cognitive maps. These maps are generally ements together so as to meet the specific needs of
records of verbal accounts of issues given in in- those drawing on support from the system. Orig-
terviews by members of the management team. inating from research into methods of helping the
Suitably analyzed and presented, they form the process of problem solving in teams (Eden et al.,
basis for consideration and debate of the issue by 1983), it has been increasingly used as a fully-
the management team at strategy workshops. fledged organizational Group Decision Support
In the case reported here SODA was used pri- System (Eden and Ackermann, 1992; Ackermann
marily for the collation and analysis of the views of et al., 1993; Ackermann and Eden, 2001) and for
many experts in relation to a major policy issue strategy development and implementation within
faced by a UK Government Department, the both public and private sectors (Eden and Acker-
Prison Department of England and Wales some 10 mann, 1998a).
years ago. At the time the issues were highly con- At the core of the method, and of particular
fidential, however, the processes and general as- relevance to the analysis of expert views, is the
pects of the case can now be reported. Using technique of ‘‘cognitive mapping’’. Although
Decision Explorer, a computer based model or Ôcognitive mappingÕ has a variety of interpretations
‘‘knowledge base’’ of experiences and expert in practice (Axelrod, 1976; Huff, 1990), this par-
opinion relating to a major area of policy was ticular form of cognitive mapping is based on
developed alongside a traditional policy review. ‘‘personal construct theory’’ (Kelly, 1955) and has
The ‘‘knowledge base’’ was then compared with been developed, following extensions to the use of
the contents of that traditional policy review, ex- ‘‘Repertory Grids’’, for the purpose of capturing a
tended where the contents differed and finally, ‘‘personal construct system’’ (Eden et al., 1979;
used as a Ministerial briefing mechanism. Eden and Jones, 1984; Eden, 1988). Personal
The next section briefly outlines the techniques construct theory sees ‘‘man as a scientist’’, con-
that have been developed as a part of SODA and stantly trying to make sense of the world in order
which are relevant to discussing this experiment. A to act within and upon that world. The analyst
description and discussion of the experiment and using the technique of cognitive mapping seeks to
elicit the beliefs, values and expertise of decision
makers relevant to the issue in hand through in-
1
Decision Explorer was developed by the University of terview or through the analysis and coding of
Strathclyde and is available through www.Banxia.com. documents. These are then captured as a model of
C. Eden, F. Ackermann / European Journal of Operational Research 152 (2004) 615–630 617

Fig. 1. (a) and (b)––Sections of individual cognitive maps.

the construct system represented as a cognitive 1998; Narayan and Fahey, 1990). It is the richness
map. The cognitive map is made up of concepts of a map that provides opportunities for option
linked to form chains of action-oriented argu- development and problem solving (Ackermann
mentation. and Eden, 2001).
In practice, one of the significant distinguishing These ‘‘cognitive maps’’ would usually provide
features of the type of cognitive maps used for a medium for problem solving work but here are
problem structuring is that they tend to be larger the basis for modelling and understanding the
than those used for research. Because they seek to perspective of each expert, as if the expert were a
map the construct system of a person as it relates decision maker. It is important to note that maps
to a particular issue, the map will need to capture are coded so as to be action oriented representa-
the idiosyncratic ways of seeing the world for the tions of the world––the analyst codes argumenta-
particular person. Following, for example, a one- tion about policy issues so as to reveal or highlight
hour interview about a problem the cognitive map the implications for action in the way the issue is
is likely to contain 90–120 nodes. Similarly when construed (examples of mapping argumentation
an article is decomposed into a map, the substance are given in Fig. 1a and b). A cognitive map de-
of the arguments within the paper are likely to mands that assertions have consequences or im-
require a map of over 100 nodes to fairly represent plications (which reveal the answer to the ‘‘so
the point of view of the author. When maps are what?’’ question)––and so the map is made up of
used for research purposes they have tended to be ‘‘constructs’’ (or concepts) and arrows indicating
12–20 nodes (see, for example, Johnson et al., the direction of implication embedded in the belief
618 C. Eden, F. Ackermann / European Journal of Operational Research 152 (2004) 615–630

or argument. In particular the arrow shows the


implied possible action and its possible outcome as
suggested by the original argument. Thus meaning
is given to a construct not only by its content, but
also from the consequences attributed to it and
from the explanatory constructs that support it. In
gathering data and in building the model, the
central questions guiding the consultant are ‘‘what
are the implications of using the Ôtheory or belief
about the worldÕ as a basis for intervening in the
world?’’ and ‘‘what might explain or support that
assertion or belief?’’. Thus an assertion is ques-
tioned by considering why the expert is making
it––‘‘what does the expert expect someone to do as
a result of the assertion?’’. For example, if the
expert asserts that ‘‘the number of criminals in Fig. 2. Structure of a policy map.
prisons passed the half million mark last year’’,
then it becomes important to review the context of
the assertion, within the holistic sense of the ex- strategies for the organisation. These are often
pertÕs view, to discover, and so state, the way in linked to the overarching goals taken to be pur-
which this data is regarded as relevant to the policy poses of the organisation or decision maker (see
issue. Clues derive from other statements such as Fig. 2).
‘‘struggling to keep pace with the prison popula- In building a map, then, it is important to ask at
tion, more than 60% of the states currently are each and every stage what the proper place of a
under court order to reduce crowding’’. This can concept is within the map. The answer can only
be captured in the form of a map. come confidently from a clear appreciation of the
Fig. 1a illustrates a small part of the cognitive policy-makerÕs belief/goal system and its relation-
map of which the above arguments were a part. ship to the issue being addressed. ‘‘Coding’’ ar-
Conversely Fig. 1b is the coded version of a policy gumentation is thus a discipline––it forces the
analyst arguing that in order to provide additional analyst to ask powerful questions of the ‘‘data’’
accommodation (and thus develop a coherent presented by the experts.
policy in relation to prisoner housing), there must The process comprises three key elements: elic-
be consideration of alternative packages, and ap- iting the different views and belief sets as individ-
preciation of the publicÕs reluctance to finance ual cognitive maps, drawing together this expert
more prisons. Moreover, when considering such opinion in the form of a composite map which is
public policy, care must be taken when delegating the aggregation of the cognitive maps representing
governmental responsibility. Thus both individu- models of the expertise of each expert, and, as
als agree with the need to review prison estate but noted below, using the composite map in a work-
bring different issues to the fore, and have different shop setting to explore the policy arena and the
concerns (depending on their position in the situ- possible policy options.
ation––e.g. either directly involved or as a com- SODA workshops are designed for small
mentator). As can be seen the two perspectives of groups (ideally of 6–10 key individuals) to work on
the world can be linked together around the area taking forward the issue(s) as defined by the par-
of lack of space/crowding. ticipants through their maps. The composite
Cognitive maps thus take the form of a set of model acts as a tool to help negotiation towards an
connected options-outcomes chains. Assertions agreed policy. Information derived from an anal-
about the world imply possible policy options ysis of the model structure and its content can be
which (taken in coherent bundles) in turn imply accessed directly from the computer model to
C. Eden, F. Ackermann / European Journal of Operational Research 152 (2004) 615–630 619

support work on an agenda. Generally, the agenda ject, which meant that the role of the group deci-
and the supporting information is relevant and sion support system in managing the social or
recognisable to participants in the workshop. Each organisational complexity inherent in policy de-
policy-maker can see his or her concepts and ar- velopment and evaluation the strategy process was
guments in the context of othersÕ; the model as a given little emphasis. The method was nevertheless
whole encompasses each individualÕs viewpoint seen to contain techniques and tools capable of
and thereby challenges the boundaries they have contributing in their own right to work on the
placed on the issue. The inclusiveness of the model, analysis of the complexity of policy issues. In
the analytic nature of its contents, and its public particular, the specific SODA related technique of
nature are means by which a more creative and cognitive mapping in an action oriented manner
better developed analysis of the policy issues re- combined with the Decision Explorer software was
sults. Policy makers are therefore able to change seen as providing:
their mind about the issue, in a way which reflects
their learning from the synthesis of several views of • a knowledge base or repository for options
other members of the policy making team. based policy argumentation and expertise;
The aim is not to develop an all compassing • a way of capturing and taking into account,
database of argumentation; rather it is to develop through analysis, more of the complexity of the
a model that is sufficient to allow the strategy or policy issue; and
policy debate to be intelligently resolved (Phillips, • a way of presenting information/argument about
1984). The model is thus issue dependent and in- policy options and their consequences.
deed, client dependent.
The practice of this process means that the task In short, the method was seen as a way of
of the SODA analyst has been to design and handling analytically the complex arguments sur-
manage a policy making activity such that policy rounding the policy option and so informing pol-
meetings (or workshops) involving key policy icy choice rather than as a method for group
makers are appropriately informed by and are decision support.
built upon the policy analysis of the map/model Thus, the experimental project was: the use of
through interacting with the software. The aim is cognitive mapping and Decision Explorer to rep-
to produce clear and agreed statements of goals, resent, store, analyze and make sense of the views
major policy areas, policy options available, and of a number of ÔexpertsÕ on the major, live policy
explorations to be carried out to buttress the pol- topic (some of which were presented in the form of
icy. And crucially, the purpose is to ensure that the documentation). Although attempts have been
members of the management team share an un- made to map policy documents as apart of un-
derstanding of, and commitment to, strategic de- derstanding policy decision making (for example,
cisions, their rationale and their implications. Shapiro and Bonham, 1973), these processes have
not been a part of the policy making activity, or
expected to influence the policy outcome. Similarly
3. The prisons policy experiment analyses of internal policy documents and annual
reports have been undertaken in order to compare
As the basis of the major policy review, which public and private statements by executives (Fiol,
was the subject of this experiment, an aim of the 1995).
Prison Department was to identify and explore This was to be carried out in parallel and de-
available policy options as they were informed by liberately delayed behind the traditional policy
external experience and expertise. Significantly, review exercise so that comparison could be made.
then, the experts were not members of the policy The project developed in three phases: information
making team for which the analysis was carried collection, interpretation and coding; policy ap-
out. Further, there was only a small team (of two) praisal and model extension; and research briefings
from the Prison Department involved in the pro- as detailed below. For reasons of confidentiality,
620 C. Eden, F. Ackermann / European Journal of Operational Research 152 (2004) 615–630

examples in the text are illustrative rather than possible ‘‘key options’’ implicitly or explicitly
drawn directly from the case. suggested by the experts and that could have a
potent effect on the goals of the Prison Service.
Each of these analyses depends upon the embed-
3.1. Phase 1: Information collection, interpretation, ded structure of the model as a network of inter-
and coding connected constructs.
This first phase culminated with a presentation
Well documented arguments about, and expe- of the model to the Director General (equivalent
riences of, analogous policy initiatives outside the to the CEO) and the Finance Officer of the Prison
Prison Department and in other countries were Service. The feedback consisted of providing an
used as a basic input to this policy review. One of overview of the model by displaying (on a large
the authors worked, as an analyst, with 16 doc- projected computer screen) the system of goals of
uments representing a range of ‘‘expert’’ opinion the Prison Department as they had been alluded
(people either with practical experience of, or to, or assumed, by the experts; the key issues as
directly affected by, the issues). Some of these they had emerged from the cluster analysis; and
documents reported policy analysis conducted in the linkage of key options to these issues and
other countries, others were formal academic goals. The experience was akin to being ‘‘walked
papers, and some argued responses from key through’’ the model.
stakeholders in the issue. The analyst sought to Reactions during this feedback session indi-
extract the network of arguments from each cated a number of problems. The graphical pre-
document. This process of ‘‘extraction’’ involved sentation of a Decision Explorer model that is
identifying short phrases which stand as a dis- designed to help manage complexity through a
tinguishable element of an argument. The process colour signified classification of goals, issues, and
of entering these into a Decision Explorer com- key options sometimes takes some assimilation
puter model considered how each of these con- and the Prison Department members were coming
cepts formed part of the overall network of to the data in this form for the first time. However,
argumentation in the manner described above. more importantly, there was particular discomfort
The set of linked concepts in the Decision Ex- about the breadth of the computer model. In fol-
plorer computer model was then taken as repre- lowing the arguments contained within the docu-
senting the perspective of that particular expert mentation, material about other integrally related
on the policy issue. Finally the models of each policy areas had been necessarily included in
expertÕs cognitive map were aggregated into one the model (as seen by the expert and included by
model where cross-links between arguments were the analyst). There clearly had been an expectation
made and many concepts merged to account for that the material mapped and analysed would
similar wording. As statements in each model follow boundaries each of them had drawn in their
were merged then the meaning of the construct minds around the policy topic. Finally, despite the
was extended and so changed to account for the analystÕs efforts, the content of this initial model
different options and outcomes each author had was not taken to be sufficiently closely related to
identified (the software permits this to be done in the Prison Department goals and institutional
a semi-automated fashion). perspective. That is, the relevance of some mate-
Prior to presentation of the model to the policy rial to the policy debate was questioned and was
makers, the analyst used the software to conduct a felt to introduce more complexity than necessary.
sequence of analyses of the data. The analyses are The ownership of the data present in traditional
designed to reveal dominant clusters within the policy workshops was missing––an inevitable
data, so demonstrating emerging issues and their consequence of expert views that had not been
interconnections (see Cropper et al., 1990; Eden given personal meaning through being read
et al., 1992; Eden and Ackermann, 1998b). Simi- through the perceptual framework of the policy
larly the analyses permitted the identification of makers.
C. Eden, F. Ackermann / European Journal of Operational Research 152 (2004) 615–630 621

3.2. Phase II: Model extension and appraisal became frustrating, both for the analyst and policy
makers, to be unable socially to challenge any
Alongside this work, the Prison Department contentious or contradictory arguments and con-
had prepared, by traditional methods, an analysis clusions included in the model.
of the same ‘‘expert’’ papers and their relevance to These sources of distress, on the part of the
the policy issue (here personal interpretation was policy makers, led to re-coding of the material so
able to give ownership). The second phase of the that each assertion could be attributed to a par-
project was to introduce the contents of this report ticular expert.
into the computer model and so compare and
contrast the conclusions in order that the additional 3.3. Phase III: Using the model as briefing mech-
material would represent the differences. The re- anism
sulting, ÔmergedÕ model was again presented to the
Director General and the Finance Officer with The third phase of the project resulted from the
additions to the model highlighted. It was perhaps policy makersÕ having developed confidence in the
significant that the process of coding the tradi- model and coming to the view that the software
tional report revealed a model that was less than provided a fast way of briefing others about the
half the size of the model developed by the analyst complexity of the issue. This phase sought, there-
and added less than five percent new concepts, but fore, to test the potential of the information base
rather rephrased into Ôlocal jargonÕ a number of as a briefing mechanism.
existing concepts. As part of the policy development process, the
This time, the Decision Explorer modelling Prison Department had scheduled two visits to
format was more readily accepted, as much as outside agencies with practical experience in re-
anything because enough of the content was now lated areas. The analyst undertook to brief the
more familiar (mostly because of rephrasing) al- individuals involved in the visits (one of whom was
though some degree of acceptance arose due to the Minister concerned with Prison Service policy),
increased familiarity with the mapping technique. and to point up questions revealed by analysis of
However discussion of the model again demon- the model, which might be resolved during the
strated the difficulty of working with aggregated visits. On their return, the analyst would debrief
‘‘expert’’ data where each line of argument could them and build their first hand experiences into the
not be directly evaluated against author, but rather model. For the first visit, relevant ‘‘slices’’ of ar-
was given equal status. When models are used to gumentation were extracted from the model using
facilitate negotiation in groups, concepts and ar- analytical techniques within the software, printed
guments within a Decision Explorer model are out and sent to the individuals involved. For the
deliberately given equal status––each member of a second visit, the personnel were given a brief pre-
project team, for example, is deemed to have a le- sented in a form more akin to a written document,
gitimate viewpoint which should be fully modelled. but they were also ‘‘walked through’’ the computer
The reliability of these points of view will be tested model directly.
in discussion by the proponents at the workshops Both groups found that the briefing was a use-
and through attention to the synthesis of a number ful starting point, but that it was rapidly super-
of arguments concerning the same topic. seded by learning ‘‘on the ground’’. The visitors,
When policy makers consider material from ex- who were acting in the role of researcher guided by
perts they are not prepared to consider each set of the significant assertions as revealed by the model,
views equally. With multiple experts who are given were of the view that a lap top computer combined
equal weight there are particular problems that with the ability to continually modify and analyze
arise from the differing perceived validity of, for the model in ‘‘real time’’ would have made the
example, trade union expertise compared to that system particularly useful.
of research academics. In addition, in considering Following the visits, the analyst carried out
the written evidence used in this experiment, it debriefing through interviews. The practical
622 C. Eden, F. Ackermann / European Journal of Operational Research 152 (2004) 615–630

experience that had been gained was built into the shops. Here, with remote experts neither attuned
model. The resulting, final model was presented, to the specific concerns of the Prison Department,
again to the Director General and the Finance nor available for interview, the assumption of
Officer. This session was much more effective than relevance was always questionable.
the preceding two, partly because the participants
were attuned to the style of presentation, and 4.1.2. Coding argumentation
partly because there was new, directly relevant The formality of this particular form of cogni-
data, some of which neither policy-maker had seen tive mapping experiment highlighted the extent to
through the standard briefing, to be assessed in the which any knowledge base based on expert views is
context of the old. It was possible, again using vulnerable to the different purposes of the ‘‘expert’’
the analytic routines in the software to see how the authors their analysis and conclusions were at
new information affected the shape of the model times deliberately tangential to the policy issues
and in particular how it affected the analyses of the facing the Prison Department. Further, the value
most significant policy options and goals. This was systems of the expert authors were usually implicit
to some extent analogous to the experience of within the written material particularly where ta-
seeing oneÕs own arguments placed in the context ken from ‘‘learned journals’’, where the demand is
of othersÕ in a normal SODA exercise. for ‘‘value free’’ argument. It was difficult, then, to
This presentation ended the formal experiment. be clear about the status to accord some concepts
The conclusions drawn from the work, both from within the model for example, at times, what an
the viewpoint of the Prison Department and expert presented as a policy option would be seen
from the research side are set out below. We re- by our policy makers as a valued goal and vice-
view these questions under three headings devel- versa (see Fig. 3). Fig. 3 shows two ways of coding
oping the knowledge base; retaining and managing the same set of concepts depending upon the views
the complexity of policy argumentation; and pre- held about valued outcomes, the first coding shows
senting to the policy-maker group. a map from the perspective of an expert in the
The final section then considers what lessons public sector whereas the second shows the same
have been learned about the process of public concepts from the stance of expertise developed
sector policy analysis in general. within the private sector. As a result whilst effort
was made in trying to represent the material as

4. Using cognitive mapping and Decision Explorer


for policy analysis

4.1. Developing the knowledge base

4.1.1. Using ‘‘remote’’ experts


The experiment deliberately set out to access
the expertise of many people outside the policy-
making organisation and to combine them into a
single set of interrelated arguments. This is at vari-
ance to the traditional SODA project which draws
on the expertise of members within an organisa-
tion. The information offered and collected in a
model can be assumed, at the outset, to be a rele-
vant contribution to the debate. The process of
face to face interviewing allows the analyst to clarify
the nature of the relevance of information offered
and the process continues throughout the work- Fig. 3. Different coding of the same concepts.
C. Eden, F. Ackermann / European Journal of Operational Research 152 (2004) 615–630 623

close as possible to the thinking, the resultant 4.2. Retaining and managing the complexity of
maps did not truly represent cognition but rather a policy argumentation
deliberately contrived argument.
It was crucial, then, to follow a disciplined ap- 4.2.1. Unravelling complexity
proach to information. This involved coding the Policy analysis in general seeks to reduce com-
expertsÕ arguments so as to consistently highlight plexity. The coding methods outlined, above, en-
(a) the policy options implied given our under- able the analyst to expand complexity in a
standing of the goals of the Prison Service and (b) managed way. The Decision Explorer software
the additional potential consequences of policy holds this complexity and allows relevant extrac-
options. This latter set either took on the status of tions to be made. ‘‘Relevance’’ is defined through
goals which had been taken by our policy makers use of analyses that allow the analyst:
as lying outside the scope of this policy area, or,
alternatively, were seen as outcomes which were to • to establish the goals, options, assumptions etc.
be positively avoided––outcomes which in a cog- within the map hierarchy and the rough
nitive map are coded as ‘‘negative-goals’’ and have ‘‘shape’’ of the model;
the same status as goals or values but which are • to establish where closely connected clusters of
only notable because of their likelihood of occur- argument indicate key elements in the policy de-
rence as undesirable outcomes (Eden and Acker- bate;
mann, 1998a). The inclusion of both associated • to show how ‘‘robust’’ conclusions were: whether
issues and of negatively valued outcomes pro- they were weakly or strongly supported by argu-
voked further discussion about the relevance of the mentation; and finally,
model. Early sessions were dominated by discus- • to identify those potential options that have
sions about whether the content of the model was consequences in many areas within the policy
reasonable, rather than whether it was a proper debate.
reflection of the data sources. It was difficult as a
consequence to focus work on the extent to which The analytical procedures for unravelling com-
the data could inform the current policy debate. plexity are contained within the computer soft-
To sum up, this sustained translation of com- ware. The analyses use some of the analytical
ment into its constituent interrelated elements, in techniques used in graph theory (Harary et al.,
itself, distinguished the model from the traditional 1965) as well as others that are particularly rele-
policy review. Further and crucially, the collation vant for the analysis of cognitive maps (Eden et al.,
and interconnectedness of information from dis- 1992). The analyses attend to both content and
parate sources contrasted strongly with the distil- structure through an analysis of the structure of
lation of material in the written report. the map, where the structure has been informed by
While, in the policy makersÕ eyes, this meant a the content of all experts. The software permits a
less sharply focussed review, it did mean that op- formal process of Ôcollapsing uponÕ the most sig-
tions (and portfolios of options) not previously nificant aspects of the map, so that paths of ar-
considered were now raised as possibilities simply gumentation are retained but the detail removed.
because of their inclusion and retention through
the modelling process and also because of the 4.2.2. Interrelatedness
wider context within which they were now seen. Whilst it is conventional to label issues as dis-
Potential ‘‘own goals’’ (those formally coded as tinct areas of the policy world, such distinctions
Ônegative-goalsÕ) were suggested and the assump- will always be artificial––a convention used to hold
tions on which policy options and arguments were all things equal, to set aside complexity. Indeed, it
founded were now opened up for more critical has been argued that ‘‘wicked problems’’ cannot
scrutiny. This systematic, analytic approach was be clearly bounded––the implications of proposals
eventually taken to be one of the main sources of in one issue area will spread into other arenas of
benefit the policy makers identified. policy. The systematic translation of the expertsÕ
624 C. Eden, F. Ackermann / European Journal of Operational Research 152 (2004) 615–630

opinions into a model highlighted the relatedness With the Prison Department charged with the
of policy areas. Using the techniques in the soft- responsibility for taking account of and respond-
ware as a way of interrogating the model, the an- ing to the views of many organisations, ‘‘remote
alyst was able to identify the system of interacting expertise’’ may be a common rather than rare
policy issues that made up the policy exploration. component of policy analysis and review. An in-
The analyst was also able to assess the coverage ternal policy analyst would help in translating
or thoroughness of the exploration and to reveal experience into a locally relevant format, in iden-
gaps in the argumentation as well as to focus on tifying where the boundaries to the issue were
particular policy options for presentation to the likely to be, in assessing the reliability of evidence
policy makers. and conclusions and hence the weight to be at-
tached to the various arguments, and in assessing
4.3. Presenting to the policy making group the level of detail to which the model should go so
as to meet the intended audienceÕs needs. The aim
Unlike the more traditional forms of documents would be to sharpen the model from the start.
and written reports, this presentation took the There must, nevertheless, be a strong argu-
form of a visually interactive exploration of the ment for allowing ‘‘naive’’ observers initially to
material. Also the presentation of information to code up expert argumentation without such guid-
the British Civil Service follows well prescribed ance in order to test the possible benefits of a
formats; a ÔmapÕ is not one of these. The mapping challenge to the established boundaries of the issue
format and the system by which concepts are co- and so forth. Therefore, whilst the involvement
ded and placed in the map were not immediately of internal policy makers in the development of
obvious to the policy makers. This will have been the model could ensure greater ÔownershipÕ of
bound up with the lack of ‘‘rapport’’ the policy the model and so make the model more ÔreadableÕ,
makers had, at least initially, with the data as it it may, more seriously, mobilize biases and en-
was structured within the model. sure ‘‘problem setting’’ (Rein, 1976, 1983) too early
Being able to interact and visually explore the in the policy analysis process––as was evidenced by
content invited reviewing the implications of de- the initial ownership problems. However once the
leting/ignoring particular assertions on the overall initial lack of ownership was overcome, the model
conclusions that could be drawn out of the com- provoked curiosity and finally a greater breadth of
posite material. The policy makers saw this as an exploration within this experiment.
intriguing ‘‘what if’’ type analysis that they had
never before entertained as compared with mental 5.2. ‘Ownership’ of policy analysis
simulation where there was the danger of missing
some ramifications. There is no doubt that the extent to which
The analyst was fascinated by the extent to policy makers have some ownership of policy
which the policy makers were concerned to un- analysis ultimately influences the impact the anal-
derstand, what was not significant in terms of ysis will have on their thinking about the issue
policy implications as well as what was. (Rein, 1983). It is generally assumed that policy
making should be informed by a wide range of
5. Implications for policy analysis expert views, if for no other reason than some of
the views will express the likely response of dif-
5.1. Analyst as ‘‘intelligent bystander’’ ferent stakeholders to chosen policies. However,
views expressed by individuals who have an al-
A key issue that has arisen from this work re- ternative value system to that prevailing within the
lates to the potential benefits set against the losses policy making organization are likely to be of less
of using ÔoutsiderÕ policy analysts. Whether to in- interest and potentially ignored or ÔrubbishedÕ in
clude an internal expert in the model building team favour of those that support the value system
remains a moot point. (Janis and Mann, 1977; Benveniste, 1989). It is
C. Eden, F. Ackermann / European Journal of Operational Research 152 (2004) 615–630 625

therefore always possible that a form of policy separate the receipt of information from an eval-
analysis which, by virtue of its tight methodol- uation of its worth and reliability. In the context of
ogy, forces policy exploration along the alter- decision support to a team, the process of infor-
native perspectives offered by a range of ÔexpertsÕ mation receipt/assimilation would be followed by a
and will thereby generate problems of owner- process of judgement/evaluation of its worth, local
ship. There is always a tension between an intel- relevance and reliability.
lectual commitment to ‘‘broad-mindedness’’ and There is then a further burden on the policy-
emotional commitment to prevailing values. maker team; that is to go on to elaborate, for in-
In the experiment reported here, this tension clusion in the model and in negotiation with other
was highlighted and resolved by involving internal stakeholders, the local features of the policy is-
views as a second stage of model building. On re- sue––the real options, the assumptions that the
flection this approach seems to be a satisfactory team agree it is fair to work under, the goals that
balance between the need for ownership and the the policy, as it results, should be supporting. In
need for encompassing the implicit interests and this role, the analysis becomes a highly dynamic
biases of all the experts. representation of the policy issue, one which
changes as a view as a result of what form the nub
5.3. Policy analysis as information provision or as of the policy issue takes. This view then can be
decision support taken to the next stage in the policy process. The
analysis is not merely a repository for relevant
It is necessary to have a clear understanding of information on a policy topic, but also a tool ca-
the role of the policy analysis (in our case the model) pable of supporting negotiation and decision if
in order to conduct it appropriately. A crucial dis- necessary.
tinction is between the use of the policy explora-
tion for information giving/briefing and its use for 5.4. The richness and complexity of policy
policy decision support. This was not fully appre- analysis
ciated during the project reported here.
As an information giving tool, the exploration As noted above, there will always be immense
acts as a repository for argumentation about an difficulties for policy analysts and policy makers in
issue––clear procedures for presentation of the choosing between increased richness and the con-
material and for updating the analysis are needed. sequential problems of finding ways of managing
We would argue that the best information giving complexity by a combination of holism and re-
model derives from a consideration of action and ductionism, and reducing complexity by bounding
therefore of decision support. Information giving the data and so the analysis. Given the experiment
models would, nevertheless be used: reported here, there seems to be a strong case for
further exploring the role that computers can play
• to pull expert opinion together in a rounded in both managing richness and facilitating the
view, dynamic nature of the process of policy evaluation
• to identify inconsistencies, (echoed by the work of Vennix, 1996; Richardson
• to point up the reliability of arguments and con- and Andersen, 1995). The experience gained from
clusions, the attempts at briefing ÔinvestigatorsÕ suggested
• to show the ‘‘shape’’ of the issue and the com- that the use of a computer based policy model for
plex interrelatedness of policy areas, and unearthing crucial assumptions needs to be further
• to identify desirable and undesirable conse- explored, and that the subsequent potential for
quences of a full repertoire of possible policy ‘‘real-time’’ data management is, in itself, worth
options. further investigation.
Despite the difficulties relating to ownership,
In reviewing the model in this project, it was the ability of the techniques reported here to cap-
notable that the policy makers found it difficult to ture, develop and manage a complex network of
626 C. Eden, F. Ackermann / European Journal of Operational Research 152 (2004) 615–630

arguments and information bearing on a policy policy analysis in such a way that policy makers
issue was demonstrated. The inclusion of wider become party to the debate rather than recipients
policy considerations in the analysis provided a of a report that drives through to conclusions (see
useful challenge to the boundaries within which also Rein, 1976).
the policy review was being pursued. Within those The outcome of addressing these issues within
boundaries, the interrelatedness of issues exposed the project reported here was that:
by mapping raised questions, not previously asked
or even recognised, about the assumptions lying • The policy makers were able to reflect upon the
behind the policy options presented. interaction between goals for the organization
Further benefits of holding on to richness also that were sometimes conflicting; and they were
became apparent––the ‘‘traditional’’ review paper also able to consider the relative salience of par-
covered less than half of the first model. It was ticular goals in relation to the policy evaluation.
clear that much richness could be retained and • The need to explore carefully the implicit values
used in the computer model. Indeed, it was agreed of different experts sharply revealed the basis of
that the depth and breadth of experience relating alternative ÔfactsÕ and also suggested the poten-
to the policy topic stored in the computer would tial coalitions of stakeholders to particular pol-
be used as an introduction for newcomers to the icy options.
topic, particularly a new civil servant or possibly a
Minister.
6. Conclusion
5.5. Exploration of values/goals guiding policy
formulation SODA is designed to offer support to a group of
decision makers, or a management team by pro-
Throughout this report there has been a con- viding them with an efficient and structured way of
cern with understanding the goals of the policy identifying and evaluating options. With no clear
making organization and the implicit values em- rationale or opportunity for the use of the group
bedded within the views of ÔexpertsÕ. The concern decision support process, the Prisons experiment
has arisen largely because the coding system used reported here took SODA into new territory. The
to generate cognitive maps demands that the di- aim of the experiment was to test some aspects of
rection of the implication between any two con- the methodology in the public policy field and to
cepts needs to be consistent with the intent for identify any changes required to the approach to
change in the policy situation. improve its applicability. It was intended that its
It is worth noting that problems identified by analytical software, Decision Explorer, should
Holsti (1976, p. 43) pertain to the interpretation of provide a way of combining the views of policy
these documents: ‘‘analysts will be forced to rely experts, mostly outside the organisation, into a
on documents that are in the first instance in- single set of interacting statements for evaluation
tended to convey information to the public, to in a policy review.
legislatures. . . as likely as not they are also in- On one level the experiment gave positive ben-
tended to persuade, justify, cajole, manipulate, efit in that the policy makers found the exposure to
evoke sympathy and support, or otherwise influ- cognitive mapping techniques an intellectually
ence the intended audience . . . words may convey demanding experience. As the Director General
explicit or implicit clues about the authorÕs ‘‘real’’ said at the final session:
beliefs, attitudes, and opinions’’.
The demands of technique and ‘‘politics’’ of ‘‘The project has been both challenging and
policy analysis are in this sense aligned and mu- stimulating. Each time we reviewed the com-
tually supportive. This highlighting of the role of puter model, its potential capacity to throw up
values and goals has indicated that there may be new ideas and its ability to challenge basic as-
significant benefit to be gained from conducting sumptions were apparent.’’
C. Eden, F. Ackermann / European Journal of Operational Research 152 (2004) 615–630 627

The software was seen to have demonstrated its the two policy members––instead the material
ability to handle complexity, to force questions to emanated entirely from the experts. Thus, it was
be asked, to challenge boundaries and to reveal not familiar in tone or always congruent with the
assumptions in tackling a difficult and important values of the organization/policy team. Incorpo-
policy topic. Some changes to the use of the soft- rating local jargon into the report (the second
ware tool, Decision Explorer, have been suggested phase) resolved this concern considerably and
by this application and at a more fundamental increased ownership consequently. The issue here
level, the work has also raised questions about the is to balance widening the search space to avoid
continuing relevance of the theories underlying the mobilizing biases and ensure ‘‘problem set-
SODA methodology in what, it has been argued ting’’ with providing enough familiarity and own-
(Gunn, 1988; Stewart and Ranson, 1988) are ra- ership.
ther different organisations to those which have (iii) Working with expert reports also drives out
been the testbed for the SODA methodology. much of the social negotiation on which SODA
In addition, this experiment enabled compari- and JM are based. The process becomes more
son with a traditional report, aiming to summarise analytical (although as noted above that can have
all expert views. The SODA model was more benefits in helping take the thinking of the policy
comprehensive and yet could be summarized team further). This shift of emphasis thus needs to
through many different ways of ÔslicingÕ the mate- be taken into account when using the methodology
rial. Through being able to carry out ‘‘what if’’ in this type of arena. Returning to the issue of
questioning policy makers were able to explore social negotiation, it is worth considering the issue
how robust particular conclusions were in relation of authorship of statements further. When work-
to certain assumptions made by an expert. ing with material generated from participants in
However there are a number of issues that re- the room, members take the material at face value,
quire consideration when working in this new however, when using documentary evidence
format. this anonymity becomes problematic and having
(i) As we have suggested above, the SODA/ the means for identifying proponents becomes a
ÔJOURNEY MakingÕ method traditionally offers necessary part of the method––again a change
both a process for policy making and a tool for the from the more standard form of SODA. Finally,
analysis of policy issues. A first, crucial issue con- this apparent ÔdislocationÕ from the material ap-
cerns the use of this policy decision support system pears to render policy makers less able to challenge
in the organisational setting of the public sector. ideas from the document in the manner that is
There, policy-making processes tend to be formal, typically experienced when working with the more
having a clear protocol with ‘‘set piece’’ reviews conventional form of SODA thus reducing the
and conclusions. Further, the formulation of policy ability policy makers have to elaborate the model
is often extended in time and policy may involve and begin to use it for decision making. Finding
the endorsement of many offices rather than being ways of overcoming this hurdle also is thus an
the prerogative of a single decision making team. issue.
The patterns of accountability and of discretion are (iv) Focusing on the mapping technique itself,
correspondingly complex. This differs from the when using the cognitive mapping technique
settings in which SODA has been used exten- to structure the expert material captured in docu-
sively––private sector senior executive teams. ments one of the issues encountered was the
(ii) Moreover, when working in a more typical difficulty experienced when determining the im-
group decision support mode, the authors have plications of concepts. When carrying out inter-
found that individuals immediately look for their views with individuals, it is possible to both tease
contributions within the overall structure (as noted out and validate the inherent causality through
above in this paper). However in this experiment reviewing the map with the individual and asking
in the first viewing of the knowledge base there was questions of the data. However this was not pos-
no material captured in the model that belonged to sible with text based material and so care had to be
628 C. Eden, F. Ackermann / European Journal of Operational Research 152 (2004) 615–630

taken not to assume links (fitting in with the an- Within this organisational setting, public policy
alystÕs belief system) resulting in a fairly sparse development is a matter of assessing and balancing
structure (compared with that typically expe- policy options and making considered and tight
rienced in building a map). This difficulty was packages of recommendations to Ministers. With a
exacerbated through the difficult experience at refinement of initial policy reviews and proposals
times of determining the action orientation at each stage, and with political criteria tending to
of the concept––in order to follow the coding enter the process at an early stage, the boundaries
method. In a number of places, cryptic statements around issues tend to be well established by con-
were made rendering it difficult to determine the vention. These conditions of policy making there-
policy option. by militate against normal SODA practice of
(v) In addition to this difficulty, there is also the continual reshaping of problems and responses
relative leanÕness of the report format (Daft and and of holding open possible futures throughout
Lengel, 1986), as written text does not provide the the processes of policy exploration and policy-
same clues as to meaning and therefore implica- making. However recent action research projects
tions as speech does––through the loss of intona- relating to strategy development in the Prison
tion (along with gesture). Consequently it was Service (Eden and Cropper, 1992), in the NHS
much more difficult to understand goals of each (Telford et al., 1992), and with the Northern
expert. Typically these can be at least initially de- Ireland Office suggest that the use of cognitive
termined through a combination of the structure mapping and SODA within the public sector are
of the map––there are chains of argumentation regarded as highly successful by both managers
supporting them and the passion/emotion evi- and other stakeholders. Nevertheless there are
denced as they are expressed. Using the reports many issues that remain in the process of vali-
however meant that the combination of a paucity dating such approaches as theoretically and prac-
of information regarding implications and the lack tically successful in managing organizational
of confirmatory evidence through emotion some- change and policy making in large organizations
times made it very difficult if not impossible to (Eden, 1995; Finlay, 1998).
detect goals.
(vi) Finally, as has been highlighted in the text
above, one of the biggest issues for using such de-
cision support techniques with policy makers is the 7. Future research
management of complexity. At first the policy team
found the model too broad––increasing rather than To support policy makers working with expert
decreasing/managing the level of complexity faced. material, there therefore seem to be a number of
This is compounded by the difficulty experienced in adaptations necessary to the SODA methodology.
being faced with a ‘‘new’’ form of structure (a map These include:
as opposed to a report). When following the more
typical form of SODA intervention and carrying • Being able to clearly note authorship of contri-
out interviews (or group workshops) using map- butions.
ping, interviewees become familiar with the map- • Developing analyses appropriate to policy mak-
ping process through a process of assimilation. ers working with expert material through, for
They see their contributions structured in the example, (i) helping them explore the ramifica-
means ends hierarchy and consequently see the tions of options, (ii) highlighting the particular
format in a more natural manner. It is possible that implications of specific experts and (iii) examin-
as part of the process, along with mapping the ing the different value sets and therefore stake-
expert material, time is given to also interviewing holder positions.
the policy team members themselves ensuring (a) • Helping policy makers engage effectively with
familiarity with the technique and (b) material that the material. This, it appears, will require meth-
is ÔownedÕ by them. ods to both manage the complexity of the mate-
C. Eden, F. Ackermann / European Journal of Operational Research 152 (2004) 615–630 629

rial (which might include specific forms of anal- Eden, C., Ackermann, F., 2001. Group decision and negotia-
ysis see above) and the ownership of the mate- tion in strategy making. Group Decision and Negotiation 10
rial. (2), 119–140.
Eden, C., Ackermann, F., Cropper, S., 1992. The analysis
of cause maps. Journal of Management Studies 29, 309–
Acknowledgements 324.
Eden, C., Cropper, S., 1992. Coherence and balance in strate-
gies for the management of public services: Two confidence
The authors would like to thank Chris Train,
tests for strategy development, review and renewal. Public
Director-General of the Prison Service for England Money and Management 12, 43–52.
and Wales at the time this project was undertaken Eden, C., Huxham, C., 1996. Action research for the study of
for his permission to discuss the project. organizations. In: Clegg, S., Hardy, C., Nord, W. (Eds.),
Handbook of Organization Studies. Sage, Beverly Hills, CA.
Eden, C., Jones, S., 1984. Using repertory grids for problem
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