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How should Ryan fix the orientation system? - Coggle Diagram
How should Ryan fix the orientation system?
Key Problems
1: Faulty Orientation System
How did it happen?
Lack of documentation on the product causes lack of understanding on how to fix and upgrade it.
Why does the problem exist?
Maggie who is in charge of orientation keeps trying to update the system to fit their needs with IT. However, IT constantly pushes this project to the side until last minute putting other projects in priority. During this time the person in charge of the project switches causing a loss of information and time which makes the final product not as good when it does get updated due to lack of consistency.
What are the consequences?
Employees are not trained well. The system loses the company money. It overall causes loss of time and frustration throughout the company.
What are the causes?
Lack of documentation and upkeep of the system. Overall IT did not have this project at top priority at any time causing issues with time management, communication, and implementation.
How did it impact the organization?
Poor training of employees during orientation, company seeming out of date, and overall loss of money due to the fault system.
Who is responsible?
The current head of IT, each person that has headed the project, and the original creator.
How did it impact the IT group?
Yearly loss of time during the updating process. Causes stress for all of those who has to work on it. Makes the workers not trust IT.
2: Poor Documentation From IT
Why does the problem exist?
When the software was being created and updated they did not take the time to write up reports or documentation on the software to later reflect on.
How did it happen?
Poor planning and training on IT's part.
How did it impact the organization?
Each time someone has to work on it they have to rediscover everything about the software and waste a lot of time while also not working effectively.
What are the consequences?
A lot of wasted time and money as well as reputation of IT lost.
What are the causes?
Lack of documentation created about the orientation software and how it has progressed.
Who is responsible?
The head of IT as well as each head of the project.
How did it impact the IT group?
They are not able to work as well as they should and also look very unprofessional whenever this product is used.
3: Poor implementation from IT
What are the consequences?
Constant loss of money, time, respect, from the company. It adds stress to the employees and prevents them from doing other more important tasks.
Why does this problem exist?
IT implemented the orientation software poorly. They did not care about it at the original implementation making it very bare minimum and keeping it that way after each update. They do not believe it needs to be fixed or changed because they believe it is user error rather than an issue with the software.
Who is responsible?
The IT team that implemented it originally and worked on the upkeep.
How does it impact the organization?
The organization looks overall unprofessional to new employees who do not get trained as well and likely have a lesser opinion on the company after their orientation.
What are the causes?
IT would value other projects over the orientation software so it never go the dedication it needed. This could be from constantly switching who was working on the project to lack of time dedicated to it.
How did it impact the IT group?
They keep having to rediscover and rework the product rather than having a well thought out plan to work through problems. It adds stress to the employees and causes the product to overall be bare minimum and ineffective even after updates.
Stakeholders
Ryan
Ryan's Boss
IT
HR/Orientation
All new employees
All employees at the company
All customers using the products created by the employees
Timeline
Ryan goes through orientation and realizes issues
Ryan has his first day and considers improvements of the orientation process
Ryan contacts the head of the orientation process to learn more
Ryan talks to the head of IT.
Ryan decides on a solution with Maggie.
Relevant Facts
IT does not seem to take the requests that seriously compared to other projects.
IT does not see the same issues as Maggie and Ryan so they believe it is poor training on the users rather than the system being the issue,
Maggie has tried multiple times to form a new system with IT.
IT has poor documentation and knowledge of the orientation system itself.
The orientation system constantly changes who is over it causing a lack of consistent communication and loss of information over time.
The project gets taken up late in the year so little time can be put into the project before the next orientation.
Possible solutions
Convince IT to rework the product and create proper documentation to make updates easier and more effective.
What needs to change? The processes? The people? The technology?
IT needs to change their mindset completely. They need to apply the time and team members necessary to get the work done correctly or they will be constantly trying to fix other issues made in the last iteration of the software. This will come from a change in the people mainly. They have to want to help others outside of IT in a more effective way.
What could have been differently?
IT could give the time neccessary to fix the issues that orientation has with the product and develop the means neccesary to allow for easy improvements for the future.
Have IT create a new product.
What needs to change? The processes? The people? The technology?
Almost everything needs to change for this solution to work. IT needs to change their mindset on the product and see that even if it is user error causing the issue that is an issue for the developers to fix. The people who use the product most see the issues and report them yet are not being treated correctly to improve the product and benefit the company the best they can. IT also needs to rework their processes on development. They should always have proper documentation on their products so they can look back and understand how things work to make future improvements.
What could have been differently?
IT could have created a new product from the ground up that would have the proper documention and have a team that has a good understanding of how it works for the future.
Proposed Solution
Use a product created by another company
Cons
Have to work with another company, IT may be against using a product that is not theirs, may not have all desired features.
Pros
Quicker solution, cheaper in the long run, IT does not have to worry about maintentence and upgrades so they can focus on other projects.
Is this solution feasible?
This solution is likely the best. With how busy IT seems to be the orientation team needs the product as soon as possible. With the pattern of them not working to up keep this product they do not have to worry about putting a lot of time to redesign or remake a product when they can just use one another company has made. This may initially be expensive but it will be cheaper in the long run due to IT not having to do upgrades and being able to focus on other tasks.
Why is this the best option?
IT has to spend less time developing a full product and only has to worry about understanding this one and training on the new software.