CAPE INFORMATION TECHNOLOGY

1. CAPEINFORMATION TECHNOLOGY Unit 1 Information technology theory Module 3 Information and problem-solving Objective 2: Describe the stages of the problem-solving process.

2. Stages in problem-solving • Problem solving involves a number of well-defined steps, which are as follows: • Define the problem. • Analyze the problem. • Identify and evaluate possible solutions. • Select and justify the optimal solution. • Implement the solution. • Review.

3. Step 1: Problem definition…(1) • The first step towards the solution of a problem is to ensure that the problem is well-defined. • You cannot produce a solution to something that you are not clear about. • You have to be able to define or describe the problem to someone else. • A good definition of the problem includes a description of the persons or organizations that the problem impacts (i.e. whose problem is it?). • It also includes a description of how the problem manifests itself and the environment and circumstances under which it occurs.

4. Step 1: Problem definition…(2) • A problem definition also contains some description of what is expected of a solution and identifies possible resource limitations that one needs to take into account in the implementation of a solution.

5. Step 2: analysis…(1) • After the problem has been clearly defined, you may want to gather empirical data to help in the formulation of possible solutions. • For example, if the problem is traffic congestion outside the school, it would be useful to have some quantifiable measures of how bad the traffic congestion is (how many cars are blocking the traffic, or how long do individuals have to wait).

6. Step 2: analysis…(2) • Clearly, the choice of which data to gather and how to gather them is an important decision in the problem solving process. • Tools such as questionnaires, interviews, observations and reviewing documents play an integral role in gathering the required data. • Productivity tools also have an important role to play here as they make the storage and analysis of data more straightforward.

7. Step 3: identification & evaluation of solutions • Once the problem has been analyzed, you are now able to consider alternative ways of solving the problem (probable solutions). • Related to the above, is research of the relevant literature. • It is more than likely that other organizations or individuals have experienced a similar problem before, and you may be able to learn from their solution attempts. • Moreover, for many problems, there are well-established fields of academic research, and the methodologies and theories developed may prove useful in the formulation of a possible solution.

8. Step 4: select optimal solution • Once the various possible solutions have been defined, you need to choose one of them for implementation. • This process involves examining the strengths and weaknesses (advantages and disadvantages) of each probable solution. • Considerations to take into account here are cost, the likelihood of success (will the solution, once implemented, really solve the problem?) and the question of whether the implementation of the proposed solution is likely to produce additional problems.

9. Step 5: implement the solution • There is no other choice but to implement the solution selected as being the optimal if the problem is to be solved. • However, before implementation can take place, the solution must either be created, developed or acquired. • Some solutions have already been created or developed and can be purchased, or is otherwise available, for immediate use. • Other solutions have to be developed or created from scratch following numerous processes/activities over a long period of time before they are available. • Implementation of the solution essentially means that the solution is in place, or available, for use by the affected individual or organization in solving the problem.

10. Step 6: the review • Once the solution has been implemented, it becomes necessary to evaluate or review it. • In carrying out such an evaluation, certain questions must be asked. • Is the solution operational and functioning? • Did the solution work without producing other problems? • Is the solution effective? Did it solve the problem? • Is the solution efficient? Did it solve the problem using minimum resources? • If the answer to these questions is yes, congratulations. • However, if the answer is no, the selected solution was not the best and the problem-solving process must return to the selection step in the best case scenario, or the beginning in the worse, and progress to the review again.