1 Instructional Objectives: Problem Solving Pre-Course Assignment 2 of 2
2 Pre-Course Assignment #2Overview: Problem solving is a significant learning objective of the course and will be extensively discussed, explored and put into practice using the rational problem solving model (chart 21) throughout the resident class. There are 3 required actions (A,B &C herein) for completing assignment #2. This assignment package will step you through each required action. Learn. Perform. Succeed.
3 Action A: Read two articlesRead two articles located in the CON 360 Virtual Campus under “Student Materials/Pre-course/Assignment #2”: “Basic Guidelines to Problem Solving and Decision Making”, by Carter McNamara “What You Don’t Know About Making Decisions,” by David Garvin and Michael Roberto Note: There will be a quiz on the readings from each of the two pre-course assignments on the second day of the resident portion of the class. Learn. Perform. Succeed.
4 Action B – Prepare a Problem StatementAction B initiates the Rational Problem Solving model we use during CON 360 (chart 22). Identify (in collaboration with your supervisor) a local agency problem that is focused on a current complex contract, acquisition or business related issue. The local problem must be an issue relevant to you and your supervisor. The goal is to enable you to implement your recommendation(s) when you return to your organization. Learn. Perform. Succeed.
5 Action B – Prepare a Problem StatementYour problem should be: Complex and require you to examine the issues, processes, and root cause(s) that created the problem. A systemic and/or recurring issue. One that affects your operation, your agency, or your acquisition community at the local or regional level. Something that you can control or influence It should not be: A personal problem that is non-work related. A personnel problem that involves a human resources issue like shortage of personnel, employee morale or non-contracting issues e.g. parking availability. Something that has previously been identified and resolved within your organization. Do not do a problem with a solution already in place. An issue that has only one potential alternative/solution. A non-complex, short-term issue. Learn. Perform. Succeed.
6 Action B – Prepare a Problem Statement – continued –Once you identify a local agency problem, write your Problem Statement, as follows: Current State: In one sentence, describe the current state of your problem. Impact Statement: In one sentence, describe the impact the current state is having on your organization or work. Desired End-State: In one sentence, restate your current state modified to reflect what your situation should look like when your problem is solved. BEFORE you start, review charts 6 through 11 showing a problem statement development example. Then, complete Action B on charts 13 through 18. Learn. Perform. Succeed.
7 Three-Sentence Problem Small Arms Lead to Big IssuesStatement Writing Example Small Arms Lead to Big Issues
8 Step 1: Draft problem statementWrite your Problem Statement Current State: Due to poor planning, as well as employee turnover, our customers have complained about a huge shortage in timely availability of small arms to the field. Impact: As a direct impact, the contract specialist has to get with the customer for the necessary paperwork and this increases our workload. Desired End State: Train the customer so they give us timely and accurate requirements for small arms in the first place.
9 Step 2 – Edit Current State“Cut and Paste” your Current State (1st sentence) here: Due to poor planning, as well as employee turnover, our customers have complained about a huge shortage in timely availability of small arms to the field. Now edit it: Eliminate adjectives Eliminate background information Eliminate unnecessary words Insert a quantifiable metric (measurable) that reflects where things stand now. Verify it is one sentence New Current State: ABC Arsenal is currently unable to meet 65% of the demand for small arms in the field based on the backlog report. Result
10 Step 3 - Edit Impact Statement“Cut and Paste” your current Impact Statement (2nd sentence) and paste it here: As a direct impact, the contract specialist has to get with the customer for the necessary paperwork and this increases our workload. Next, edit your impact statement to: Exclude background information Provide the facts – no opinions Verify that the statement addresses who/what is impacted and the nature of the impact, but not why the situation is occurring Verify it is one sentence New Impact Statement: The impact is a severe shortage of serviceable weapons thus putting soldiers' lives in jeopardy. Result
11 Step 4 – Edit Desired End State“Cut and Paste” your New Current State from Step 2 here: ABC Arsenal is currently unable to meet 65% of the demand for small arms in the field based on the backlog report. Now edit it: 1. Change current metric and present tense to future metric (number or status) and future tense (“is” changes to “will”). 2. Add date by which you want to achieve the desired state. 3. Add language “and it will continue to improve. . .” Or “and it will be sustained”). New Desired End State ABC Arsenal will be able to meet 100% of the demand for small arms in the field based on the backlog report by 30 September 2014 and sustain the demand thereafter. Result
12 Step 5 – Put it all together“Cut and Paste” your new Statements: Current State: ABC Arsenal is currently unable to meet 65% of the demand for small arms in the field based on the backlog report. Impact: The impact is a severe shortage of serviceable weapons thus putting soldiers' lives in jeopardy Desired End State: ABC Arsenal will be able to meet 100% of the demand for small arms in the field based on the backlog report by 30 September 2014 and sustain the demand thereafter.
13 Now it’s your turn …
14 Step 1: Draft problem statementWrite your Problem Statement Current State: Impact: Desired End State: See problem statement examples at chart 20
15 Step 2 – Edit Current State“Cut and Paste” your Current State (1st sentence) here: Now edit it: Eliminate adjectives Eliminate background information Eliminate unnecessary words Insert a quantifiable metric (measurable) that reflects where things stand now. Verify it is one sentence New Current State: Result
16 Step 3 - Edit Impact Statement“Cut and Paste” your Impact Statement (2nd sentence) here: Next, edit your impact statement to: Exclude background information Provide the facts – no opinions Just facts – no opinions. Verify that the statement addresses who/what is impacted and the nature of the impact, but not why the situation is occurring Verify it is one sentence New Impact Statement: Result
17 Step 4 – Edit Desired End State“Cut and Paste” your New Current State from Step 2 here: Now edit it: 1. Change current metric and present tense to future metric (number or status) and future tense (“is” changes to “will”). 2. Add date by which you want to achieve the desired state. 3. Add language “and it will continue to improve. . .” Or “and it will be sustained …”. New Desired End State: Result
18 Step 5 – Put it all togetherCut and Paste your new Statements: Current State: Impact: Desired End State:
19 Step 6 – Final Check Review your Problem Statement. You must be able to answer “yes” to each question to validate that you have prepared your Problem Statement correctly: Does the problem lend itself to multiple (at least 3) alternative solutions? Is the problem statement limited to three (3) sentences? Is there a quantitative measure included in your current and end states to allow you to determine whether you have achieved success? Does the desired state mirror the current state and also have a date that the desired state will be accomplished? Are the sentences structured as simple statements of fact without opinions, causes or solutions? Does your problem statement avoid discussing background information? Does your problem statement meet the highest standard reflected in the grading rubric (see next chart)? Validate what you think the problem is. Problem statement and desired state contain measures. No implied causes. No implied solutions. Short and sweet – no more than three or four short sentences, if possible. Can pass the “so what” test.
20 Assignment Grading Rubric (Only applies to Submitted Problem Statement)Total Possible Points = 10 10 = Problem statement is precise and clear. Three (3) sentences with clear current state, defined impact statement, and desired end state with appropriate measure. 9 = Followed instructions and format. Requires only minor editorial revisions like typos or lacks only an appropriate measure. Three (3) sentences with clear current state, impact statement, and desired end state. 8 = In a 3 sentence format but significant revisions needed to no more than 1 part (implied causes in the current state or impact statement is ill-defined or solution in the end state) 7 = In a 3 sentence format but significant revisions needed to 2 or more parts (implied causes in the current state, impact statement is ill-defined, solution in the end state) 6 = Turned in on time but deliverable is materially unacceptable due to a failure to follow directions other than on time delivery. 5 = Not delivered on time but late product otherwise is precise and clear. Three (3) sentences with clear current state, defined impact statement, and desired end state with appropriate measure. 4 = Not delivered on time but late product otherwise followed format. Requires only minor editorial revisions like typos or lacks only an appropriate measure. Three (3) sentences with clear current state, impact statement, and desired end state. 3 = Not delivered on time and in a 3 sentence format but significant revisions needed to no more than 1 part (implied causes in the current state or impact statement is ill-defined, or solution in the end state) 2 = Not delivered on time and in a 3 sentence format but significant revisions needed to 2 or more parts (implied causes in the current state, impact statement is ill-defined, solution in the end state) 1 = Not delivered on time and deliverable is materially unacceptable due to a failure to follow directions. 0 = Failed to deliver a product. Learn. Perform. Succeed.
21 Action C – Save and Upload the Problem StatementUploading the Assignment Product: This is an individual assignment that you will save in an MS PowerPoint file and attach via the "browse" link at Step 3 of Assignment 2 in the Pre-Course portion of the Virtual Campus. ONLY submit your final Problem Statement version (1 slide) of chart 18 use the following naming convention for your document: last name first initial_problemstatement.ppt -- (example: doej_problemstatement.ppt) Additional Instructions for Residential Portion: Prior to attending class, gather background data, information, and relevant artifacts (references) related to your problem statement to support preparing your in class paper and presentation. Learn. Perform. Succeed.
22 The Rational Problem Solving ModelAwareness 1. Identify Problem 6. Evaluate decision 2. Problem Clarification 5. Implement solution 3. Develop alternatives 4. Choose best solution STEP 1-PROBLEM IDENTIFICATION Is the problem sufficiently clear and understandable? Is it measurable? Does the statement explain how the problem impacts the total system? Does the statement imply a gap between the current performance and the desired state? STEP 2-PROBLEM CLARIFICATION Have you described the tools used to gather data? Do you have data to document the problem? What are your assumptions and constraints? Have you clarified who, what, why, where, and when? Have you identified and prioritized the main (root) causes? STEP 3-DEVELOP ALTERNATIVES Have you developed a list of possible strategies (solutions)? Are these alternative strategies mutually exclusive? Have you clarified how these strategies will improve the situation? STEP 4-SOLUTION Is the solution possible, cost effective, and will it improve processes? Have you described the criteria used to select this solution over the other alternatives? Have you considered whether it will be necessary to test the solution before full implementation? Have you considered how this solution will prevent the problem from reoccurring? STEP 5-IMPLEMENTATION/TEST Have you identified the conditions for full implementation? Have you prepared an action plan? Have you obtained approval for the recommendations and action plan? STEP 6-STUDY/EVALUATE/REVISE Have you compared situations before and after? If results are not desired, was implementation as planned? Have you identified and documented what worked well and what did not so that others can learn in the future? Have you determined if further improvement is needed?