Better Software is Rarely a 'Stand-Alone' Solution

Although lately we have seen a number of excellent software applications designed to allow us to do more with less, or to do it with greater efficiency, the use of software alone is only a part of any solution. Another part, and in many cases a bigger part, is knowing how to best integrate the software solution with the traditional approach to resolve issues. This handy step-by-step guide/matrix can be modified and applied to reach "A" right answer, not necessarily "THE ONLY" right answer.

First determine if a 'problem' exists. The appropriate aphorism begins, "if it ain't broke...". If it's not a problem requiring a solution, then perhaps it's something more along the lines of a 'possibility', or something that software could enhance or improve. The underlying theme should always consider the 'potential', not necessarily the final solution.

Next, consider how the solution could benefit the organization beyond the initial relief. To be relevant anymore, most changes or acquisitions must demonstrate the potential for multiple applicability in order to shake loose needed resources. In this vain it's valuable to check out other like organizations and see if they had similar issues and model their solutions where practical.

Finally, examine whether the application/solution can be replicated and successfully employed elsewhere.

Consider the following scenario: On a college campus, the police were ticketing vehicles for failure to register vehicles, when in fact the vehicle may have been properly registered, but for some reason the parking permit was not displayed. What would typically occur was the individual would complete a parking ticket appeal, and submit it through the system during which time they would produce their permit and have the ticket reduced to "failure to properly display parking permit." A check of other institutions determined that the vehicle registration database contained records of vehicles registered in the state, as well as access to vehicles registered elsewhere.

A software solution was engineered which permitted a verification check to be quickly conducted on any vehicle on campus in order to determine whether a valid permit was issued for the vehicle, prior to citing the vehicle with a parking ticket. A number of options were investigated and the solution that was selected was for the police to first check the vehicle license through existing university data systems - which is typically done, and if no record is found, a check of the campus employee, student and staff systems is done to determine if the individual is a visitor to the campus. Finally, if a vehicle is found to be in violation an appropriate citation is generated.

What this did was a) reduce the number of rescinded tickets issues, b) permit more officers to engage in other important serious work, and c) improve the image of the police by reducing the number of unnecessary citations and parking appeals.The reduction in ticket appeals permitted committee members the opportunity to  reduce the size of the committee. A secondary issue discovered with regard to non-payment/non-adjudication-resolution of parking appeals was the number of persons matriculating through the university with an outstanding balance; the revenue of which was rarely if ever collected. The software solution remedied in large part, the issue of non-payment.

The final element with regard to adopting a software solution is the need to remain consistent with the general business focus, or mission statement. Too often instead of bending technology to our will we find ourselves succumbing to its vagaries. For example, during one iteration of computer technology upgrades Windows Vista was the standard operating platform for new systems. Because of some issues the Basic Home version was insufficient to work with several applications designed to work in Windows 95, Windows NT, or Windows XP - most current systems are now sold with Windows 7. In some instances new technology solutions cause a domino effect of learning new software or in some cases re-installing software; both eventualities consume time - another resource.

Conclusion: Before jumping on the "new is better" band wagon, a sincere examination should be made of the pros and cons of adopting a new solution. A tried and true mechanism for consideration for such an examination might be a SWOT (Strength Weakness Opportunity and Threat) analysis.