Programming NC IV

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Recommending & Implementing Solution

Recommending & Implementing Solution

This module discusses the knowledge, skills and attitude required to

recommend and implement solutions to a problem. This module features the
use of a structured process improvement which is typically performed by an
experienced technician, team leader and supervisor.
Upon completion of this module, the students will be able to:
1. prepare communication or documentation report;
2. present recommendation to appropriate personnel; and
3. implement the recommended solution.

Prepare Communication or Documentation

We have discussed that communication refers to the interchange of
information between two individuals (the receiver and sender) or business
organizations about their desires, observations, and knowledge, whether in
words, action or symbols. Communications can be verbal, non-verbal or in
written forms.
In this section, ways to communicate the recommended solution to a
problem and proper documentation are discussed.

Types of Written Communication

In recommending solutions to a problem, the information should be
distributed to everyone. In doing so, effective written communication is
required.
There are ways to express your ideas – written, verbal and non-verbal. The
following are common types of written communication which you can utilize
in a workplace.
1. Handwritten – Handwritten is a type of communication in a more
personal form which had been the basis of communication before.
Written letters and postcards are some examples of written
communication.
2. Printed Report – Printed report is a presentation of information that is
organized in a narrative, graphic, or tabular form.
3. Internal Memos – Memos or “memorandums” are used for internal office
messages. Memos are distributed to all staffs working in the same
organization and also posted on a notice board.

Course Module
4. Electronic Mail – Electronic Mail or “Email” is the exchanging of digital
messages between computer users. It is one of the most prevalent and
convenient forms of communication nowadays.
5. Briefing Notes – Briefing notes are prepared for any topic or issue that
decision makers need to be informed about.
6. Bulletin Boards – Bulletin boards are intended for posting of notices,
announcements or public messages, i.e., memos, announcement of events,
etc.

Documentation
Documents provide evidence to an organization’s transactions and it is
important that they are well written, concise, clear, and deliver information
in an effective way.

Audit Trails – Audit trails can be used for different purposes, i.e., accounting,
telecommunication, information security, etc. It is a chronological record or
set of records of system activities that provides documentary evidence of the
sequence of environments and activities.
Naming Conventions – Naming conventions refer to a standard rule of naming
records consistently and logically. They are applied to all documents, and to
electronic folders in order to implement consistency in the form of name and
words used.

Here are seven basic rules that could serve as a general guideline in naming
files appropriately:
Rule 1: Keep file names short and clear.
File Name: Project Management Report.doc
Rule 2: Avoid repetition in file names.
Rule 3: Leave spaces between words or use underscores (_).
Rule 4: Use at least two digits when including a number in a file name.
File Name: Project Management Report V01.doc
Rule 5: Dates should be well-ordered. Use the ‘back to front’ format:
use four digit years, two digit months and two digit days
(YYYY-MM-DD).
File Name: 2016-05-25 Report.doc
Rule 6: Avoid using words such as ‘draft’ or ‘final’ at the start of file
names. It will be difficult to retrieve the records as the file
directory will list all files in alphanumeric order.
File Name: Project Management Report V01(Draft).doc
Project Management Report V02 (Final).doc
Rule 7: The version of a record should be indicated in its file name by
the insertion of ‘V’ followed by the version number and, if
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Recommending & Implementing Solution

applicable, add ‘Draft’ or ‘Final’ at the end of the file names.

See example in Rule #6.
Version Control – Version Control is the management of various revisions of
files through the use of document control sheet and version numbering
included into each file name.
Version Numbering: Implementing Solutions V03 (Final).doc
Document Control Sheet Example:
Key Information:

Title Document title

Prepared by Document author

Approved by Person to approve this document

Effectivity date of this document in DD/MM/YYYY
Date Effective From
format.
Version Number Version number should be correct

Review Frequency Review frequency depends on the document type

Next Review Date Upcoming review data in DD/MM/YYYY format

Contact Contact person for this document

Revision History:
Summary of Changes
Version: Date: Name:
Changes: Marked:

Version Description of the

Version Date
number i.e. changes made to Initials Y/N
DD/MM/YYYY
0.1 the document

Approvals:
Name/Title Date Version
DD/MM/YYYY Version number
Distribution:
Name/Title Date Version
DD/MM/YYYY Version number

Course Module
Present Recommendation to Appropriate Personnel
Oral Communication
As a review, oral communication is the process of conveying information and
ideas from one individual to another like explaining, greeting people,
coordinate work task, giving directions, etc. It can either be Formal or
Informal oral communication.
This type of communication is needed in conveying the recommended
solution to the concerned staff or personnel.
Examples of formal oral communication include:
• Presentation of reports
• Seminar lectures
• Conference talk
• Group meeting
Examples of informal oral communication include:
• Face-to-face and telephone conversations
• Informal interview / Meeting
• Brainstorming
• Discussion groups

These types of oral communication are pretty much self-explanatory and

we’ve discussed them in the previous modules.

Receiving and Finalization of Instructions

Once the recommended solution is communicated to the concerned staff or
department, conduct final check with the following steps:
1. Determine Constraints. Are there technical, political, economic, social,
human resources or time factors that could limit the implementation of
the solution?
2. Identify Appropriateness. Does the solution fit the circumstances?
3. Confirm Adequacy. Is this solution worth implementing? Will it
sufficiently address the problem?
4. Assess Effectiveness. Will this solution meet the objective?
5. Assess Efficiency. What is the cost/benefit ratio of this solution?
6. Determine Side Effects. What are the possible consequences of this
solution?

Organizational Protocol
What are protocols? A protocol is an official or standard procedure or set of
rules that explains how something should be done. Companies have different
protocols in defining, analyzing, solving and evaluating a problem.
Below are general protocols that an organization or individual could apply in
solving problems.
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Recommending & Implementing Solution

Here are the steps along with the guide questions to be asked:
1. State the problem.
 What is the problem to be solved?
2. Set conditions for a solution.
 Once the problem is solved, how would everyone be affected by it?
 What are the top criteria for the best solution? Cite three to five
criteria.
3. Propose solutions.
 What solutions could possibly meet the needs of all concerned
people?
4. Check proposed solution against the conditions / criteria.
 Does each of the proposed solution meet the specified criteria?
5. Select a solution.
 Which solution meets almost all of the criteria?
 How will other people react to this solution?
 What are the actions to be taken to make this solution work?
6. Act.
 How will you inform others about the solution?
7. Revisit.
 How is the implementation of the solution doing?
 What adjustments were done to make it work?

Implement Solutions
Setting of Objectives
During the implementation of the presented solutions for the problem, the
problem solvers should be reactive and proactive.
They should be proactive in a way that they make sure the problem is solved.
Not only that, they must also be reactive by being able to adapt and adjust if
there are problems during implementation, like delays and other obstacles.
In implementing solutions, it is essential to determine clear objectives to
monitor its progress.
Below are objectives and guidelines during the implementation of a solution:
1. Implement solution at an appropriate time and sequence.
2. Provide means for feedback to assess how well the solution is addressing
the problem.
3. Gain acceptance from those who are affected by the problem
(stakeholders).
4. Establish a monitoring system for the implemented solution.
5. Evaluate success based on the efficiency and effectivity of the solution.

Course Module
Statutory and Vendor Requirements
A vendor, sometimes called supplier, is defined as a person or a company
selling products or services to another person or company in the economic
production chain. In this sense, a vendor is referred to as an individual or
organization who provides solution to a problem.
As listed by the International Charter, the following are basic vendor
requirements which should be reviewed when implementing solution to a
problem.
1. Value. Quality, service and delivery are considered to add to the value of
the solution. Value is not all about the price alone.
2. Capacity or Distribution. Big companies have usually national scope and
high volume requirements. Vendors should be able to address this
concern in implementing the solution. They should have the capacity to
distribute.
3. Electronically Capable. Vendors should have digital catalog and should be
able to receive orders and send invoices online. This reduces the time and
resources required in addressing the concerns of the client.
4. Stability. Long term contractual obligations from vendors are required
and expected.
5. Diversity. Vendors should have the ability to support people with diverse
characteristics and capabilities in the workplace.
6. Workplace Environment. Vendors should have standards and protocols to
promote healthy environment.
These vendors or suppliers, depending on the solution and services they
provide, should comply with statutory requirements.
But what are statutory requirements? These requirements refer to permit,
approval or license to carry out a business or offer a service required by law.

Ergonomic and Environmental Factors

In implementing the recommended solution, there are various factors that
should be reviewed – political, safety, financial, ethical, environmental and
ergonomic factors. We will focus on the last two factors.
Environmental factors. The external and internal environment of an
organization is one of the factors that could affect the implementation of a
solution. For example, the availability of supplies, the labor market and even
the economy could be affecting affect the problem.
Ergonomic factors. Ergonomic refers to the arrangement of things in a
workplace so that the employees will be comfortable and avoid stress or
injury. Some factors that could affect the implementation of a solution may
include long periods of repetitive tasks, awkward posture, forceful
movement, stressful work and lack of recovery time.
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Recommending & Implementing Solution

Identification of Timelines
After identifying the objectives, reviewing the requirements and the factors
that could affect the implementation stage, what follows is setting a schedule
for everything.
Here is a sample timeline listing all the tasks to be done with anticipated
start and end date. Naming the person responsible and accountable for each
task is also included.
Person
Activity Start Date End Date
Assigned
Planning
Determine the enhancement to September
August 19
be done 20
September
Identify the goals of the project August 19
20
September
Plan for risks, communication,
August 19 20
and procurement.
September
Prepare the Gantt Chart August 19
20
List activities and September
responsibilities of the team August 19 20
members.
Analysis
Classify the functions features
September October
to be maintained and
21 22
eliminated
Decide which version of September October
software will be used 21 22
Review the new version to be September October
used 21 22
Development
October November
Upgrade the system.
23 30
Make modifications to the user October November
interface if necessary. 23 30
Integrate the additional October November
module to the system. 23 30
Add necessary modifications to October November
the system 23 30
Testing
Conduct unit and integration December February
testing 1 28
Eliminate bugs and fix errors December February
detected 1 28
Course Module
 Documentation
February
Project Charter August 19
28
February
Documentation August 19
28
User Manual March 1 March 31

References
Adrienne Watt (n.d.). Communication Planning. Retrieved from:
https://opentextbc.ca/projectmanagement/chapter/chapter-15-
communication-planning-project-management/
Document Version Control and Naming Convention Guidance (n.d) Retrieved
from:
http://publications.1fife.org.uk/weborgs/nhs/uploadfiles/publicatio
ns/c64_GPR4AppendixA-VersionControlNamingConventions.pdf
International Charter. Basic Vendor Requirements. Retrieved from:
http://www.icharter.org/standards/basic_vendor/
Killion, J., Harrison, C., Bryan, C., & Clifton, H. (2012). Coaching matters.
Oxford, OH: Learning Forward.
Louisiana State University. Effective Problem Solving & Decision Making.
Baton Rouge LA. Available at: http://bit.ly/2h4RDE3