Problem Statement

Running head: PROBLEM STATEMENT 1

Problem Statement

John Doe

Grand Canyon University: MIS-652

Date

PROBLEM STATEMENT 2

Problem Statement

Introduction to Hampton City Schools

Hampton City Schools is a medium-sized school district that puts a significant emphasis

on technology. The Technology Department supports 20,000 devices across thirty-six buildings.

Devices include Apple and Dell computers, ChromeBooks, Promethean boards and projectors,

printers, and iPads. The department consists of forty-eight employees (Carper, 2018). They

maintain the infrastructure, student information systems, and all equipment. All of the

equipment is tracked with barcodes that are listed in an asset management system. The asset

management system is linked to a work order database, so repairs are part of the asset record.

The Process and Relevant Data

The Technology Department uses an asset management system to track all computers,

printers, iPads, ChromeBooks, and other equipment. The asset management system is a record

of serial numbers, manufacturers, models, technical specifications, purchase dates, assigned

barcodes, and work order history. The work order system consists of requests from users for

repair work and is linked to items by barcode number.

The present system is configured and maintained by an off-site vendor. The vendor

provides asset management and work order systems for many companies and school systems.

The problem categories for work orders and classifications for devices are not customizable for

the needs of Hampton City Schools. Also, reports need to be run to track work order categories

and the age of machines to determine a replacement schedule.

Process Improvement Methods and Evaluating the Process and Data

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Commented [DSL1]: This sentence appears to be written in the passive voice. Please avoid writing is passive voice. Consider writing in the active voice. The passive voice is not a grammatical error. It’s a style choice. However, most readers prefer the active voice. In a clause written in the active voice, the subject of the clause performs the action. (I saw Mom.) In a clause written in the passive voice, the action is performed upon the subject of the clause. (Mom was seen.) The active voice can provide more clarity, brevity, accountability, or certainty than the passive voice. If the active voice makes sense, use it. However, the passive voice may be more appropriate when the actor is unimportant or unknown. (My bike was stolen.) Passive: The mayor was informed of the accounting errors. Active: Mr. Jones informed the mayor of the accounting errors. Passive: My lunch was forgotten. Active: I forgot my lunch. Passive: Mistakes were made. Active: We made mistakes.

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PROBLEM STATEMENT 3

The addition of a new team member will make it possible for the department to return to

an asset management and work order system that is created and maintained on site. Changes and

additions can be made as needs arise.

Success will be measured through customer surveys sent to users. Management will also

measure the improvement in their ability to run reports that are needed and add customization to

the interface, as changes are required. This will result in better tracking of equipment and fewer

losses. Irrelevant data will no longer be part of the records. This will allow the technicians to

focus on the relevant data.

Problem Statement

The current work order database and asset management system is costing $10,000 a year

and not providing the needed reports and customization. It will be more beneficial to have a

system created in-house that can be altered as needed and provide the reports that are required on

a regular basis. By creating the new database, the department will have more control over

features and the ability to create a system that fully meets department needs.

Commented [DSL2]: A paragraph should consist of a minimum of three sentences.

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Commented [DSL3]: Please avoid beginning your sentences with “This.” It may be unclear who or what This refers to. Please consider rewriting the sentence to remove the unclear reference. Pronouns such as he, she, they, that, and this are words that stand in for other nouns. When using pronouns, however, it’s important to make it clear which nouns they are standing in for. When the original noun (called the antecedent) appears several sentences before the pronoun that replaces it or doesn’t appear at all, readers may not understand who or what the pronoun refers to. Vague: The company advertised on a billboard for the first time. Thiswill attract new customers. Clear: The company advertised on a billboard for the first time. This medium will attract new customers. Clear: The company advertised for the first time on a billboard in order to attract new customers. Vague: Literature is my favorite subject. They are such interesting people. Clear: Literature is my favorite subject. Writers are such interesting people.

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Commented [DSL4]: Sounds good!

PROBLEM STATEMENT 4

Problem Statement Worksheet

Complete each section of the chart below. Refer back to the section guidelines and completed sample worksheet above as needed.

Original problem or focusing question

• The current asset management and work order system is costing $10,000 a year and does not meet our needs. It is not customizable for our needs. It does not allow us to search and create reports that are required.

Stakeholders who are most affected by the problem

• Technology director • Technology specialists • Warehouse or repair staff • Asset manager

Impact to Stakeholders

• Cannot customize categories for inventory • Cannot run asset reports on assets and work orders as required • High cost • Not able to identify equipment to be upgraded • Cannot customize work order interface

Type of problem • Technology • Resources

Suspected cause(s) of the problem

• The company currently providing service does not allow for customization for individual contracts.

• There was not a trained employee who could create and maintain the databases for the company.

Goal for improvement and long-term impact

• Be able to run reports on models and ages of equipment. • Have equipment assigned to users and maintain a log of users. • Be able to change the interface as needs arise. • Be able to run reports on different types of work orders.

Proposal for addressing the problem

• Create in-house solution using Flemaker databases to allow for growth and customization as needed.

• Hire an employee with the skills to create and maintain the asset management and work order system in Filemaker.

Final problem statement

• The current work order database and asset management system is costing $10,000 a year and not providing the needed reports and customization. It will be more beneficial to have a system created in house that can be altered as needed and provide the reports that are required on a regular basis. By creating the new database, the department will have more control over features and the ability to create a system that fully meets department needs.

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Commented [DSL5]: Peter Drucker, a famous management writer, once said that if you cannot measure something, you cannot manage it. How are you going to measure whether these goals are attained? I would call your goals here critical success factors (CSFs) These goals should be written as key performance indicators (KPIs). So, the goals should be quantifiable metrics that the school can use to evaluate progress toward CSFs, which is what you have listed. KPIs are far more specific than CSFs. See the example in the template. These are written as KPIs: •Increase quality for claims calls from 95% to 99% •Reduce Average handling time by 30% Reduce call center operating cost by 10%

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PROBLEM STATEMENT 5

References

Carper, V. (2018). Information technology. Retrieved from

http://www.hampton.k12.va.us/departments/informationTechnology/infotech.html

Dear John Doe,

I see evidence that you did research. Good job. The only area I would like you to review is the

sections on “Goal for improvement and long-term impact.” Peter Drucker, a famous

management writer, once said that if you cannot measure something, you cannot manage it. How

are you going to measure whether the goals listed are attained? I would call your goals critical

success factors (CSFs). The goals you listed should be written as key performance indicators

(KPIs). So, the goals should be quantifiable metrics that the school can use to evaluate progress

toward CSFs, which is what you have listed. KPIs are far more specific than CSFs.

I left comments along the right side of the paper. You have some APA formatting updates to

make for your next assignment. Kindly refer to the APA Style Guide in the Student Success

Center. Keep up the good work,

Deleted: ickie

Deleted: , Hampton City Schools

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Deleted: http://www.hampton.k12.va.us/departments/infor mationTechnology/infotech.html

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Commented [DSL6]: All references must be correctly formatted in this section. Kindly refer to the APA Style Guide in the Student Success Center. See the correct format for this reference below. https://www.gcumedia.com/lms-resources/student- success-center/v3.1/#/