System Approach to problem solving

The systems approach to problem solving used a systems orientation to define problems and opportunities and develop solutions.  Studying a problem and formulating a solution involve the following interrelated activities:

1. Recognize and define a problem.
2. Develop and evaluate alternative system solutions.
3. Select the system solution that best meets your requirements.
4. Design selected system solution.
5. Implementation
6. Post Implementation and control

1) Defining problems and opportunities

Problems and opportunities are identified in the first step of the systems approach. A problem can be defined as a basic condition that is causing undesirable results. An opportunity is a basic condition that presents the potential for desirable results.

Example;

Symptom: Sales of a company’s products are declining. Problem: Sales persons are losing orders because they cannot get current information on product prices and availability.

2) Developing and evaluating alternate solutions

There are usually several different ways to solve any problem or pursue any opportunity. Jumping immediately from problem definition to a single solution is not a good idea. It limits your options and robs you of the chance to consider the advantages and disadvantages of several alternatives. You also lose the chance to combine the best points of several alternative solutions.

Where do alternative solutions come from/ experience is good source. The solutions that have worked, or at least been considered in the past, should be considered again. Another good source of solutions is the advice of others, including the recommendations of consultants and the suggestions of expert systems.

3) Selecting the best solution

Once all alternative solutions have been evaluated, you can be the process of selecting the best solution. Alternative solutions can be compared to each other because they have been evaluated using the same criteria.

Example;

Alternatives with a low accuracy evaluation (an accuracy score less than 10), or a low overall evaluation (an overall score less than 70) should be rejected.

Therefore, alternative B for sales data entry is rejected, and alternative A, the use of laptop computers by sales reps, is selected.

4) Designing

Once a solution has been selected, it must be designed and implemented. You may have to depend on other business end users’ technical staff to help you develop design specifications and an implementation plan.

5) Implementing solution

An implementation plan specifies the resources, activities, and timing needed for proper implementation. For example, the following items might be included in the design specifications and implementation plan for a computer-based sales support system:

• Types and sources of computer hardware, and software to be acquired for the sales reps.
• Operating procedures for the new sales support system.
• Training of sales reps and other personnel.
• Conversion procedures and timetable for final implementation.

6) Post implementation and Control

The real world has a way of confounding even the well-designed solutions. Therefore, the results of implementing a solution should be monitored and evaluated. This is called a post-implemented. The focus of this step is to determine if the implemented solution has indeed helped the firm and selected subsystems meet their system objectives. If not, the systems approach assumes you will cycle back to a previous step and make another attempt to find a workable solution.