Professional Documents
Culture Documents
http://wiki.en.itprocessmaps.com/index.php/Problem_Management#Problem_Record
Objective: The objective of ITIL Problem Management is to manage the lifecycle of all
Problems. The primary objectives of Problem Management are to prevent Incidents from
happening, and to minimize the impact of incidents that cannot be prevented. Proactive
Problem Management analyzes Incident Records, and uses data collected by other IT
Service Management processes to identify trends or significant Problems.
Part of: Service Operation
Process Owner: Problem Manager
Contents
[hide]
1Process Description
2Sub-Processes
3Definitions
4Templates | KPIs
5Roles | Responsibilities
6[ Infobox ]
Process Description
Essentially, the activities and process objectives of ITIL Problem Management are
identical in ITIL V3 and ITIL V2.
Sub-Processes
These are the ITIL Problem Management sub-processes and their process objectives:
Proactive Problem Identification
Process Objective: To identify the underlying root cause of a Problem and initiate
the most appropriate and economical Problem solution. If possible, a
temporary Workaround is supplied.
Process Objective: To ensure that - after a successful Problem solution the Problem Record contains a full historical description, and that related Known
Error Records are updated.
Process Objective: ITIL Problem Management Reporting aims to ensure that the
other Service Management processes as well as IT Management are informed of
outstanding Problems, their processing-status and existing Workarounds (see
"Problem Management Report").
Definitions
The following ITIL terms and acronyms (information objects) are used in the ITIL
Problem Management process to represent process outputs and inputs:
Known Error
A Known Error is a problem that has a documented root cause and a Workaround.
Known Errors are managed throughout their lifecycle by the Problem
Management process. The details of each Known Error are recorded in a Known
Error Record stored in the Known Error Database (KEDB). As a rule, Known
Errors are identified by Problem Management, but Known Errors may also be
suggested by other Service Management disciplines, e.g. Incident Management, or
by suppliers.
The Known Error Database (KEDB) is created by Problem Management and used
by Incident and Problem Management to manage allKnown Error Records.
Problem
A cause of one or more Incidents. The cause is not usually known at the time
a Problem Record is created.
Problem Record
The Problem Record contains all details of a Problem, documenting the history of
the Problem from detection to closure (see: ITIL Checklist Problem Record).
A suggestion to create a new entry in the Known Error Database, for example
raised by the Service Desk or by Release Management. Known Errors are
managed throughout their lifecycle by Problem Management.
Workaround
Templates | KPIs
Roles | Responsibilities
Problem Manager - Process Owner
The Problem Manager is responsible for managing the lifecycle of all Problems.
His primary objectives are to prevent Incidents from happening, and to minimize
the impact of Incidents that cannot be prevented.
Applications
Analyst[3]
Technical
Analyst[3]
A[1]R[2]
AR
AR
AR
AR
AR
AR
Remarks
[1] A: Accountable according to the RACI Model: Those who are ultimately accountable
for the correct and thorough completion of the Problem Management process.
[2] R: Responsible according to the RACI Model: Those who do the work to achieve a
task within Problem Management.
[3] see Role descriptions...
[ Infobox ]
Link to this
page:
http://wiki.en.itprocessmaps.com/index.php/Problem_Management
Languages:
Image:
Author:
Stefan Kempter, IT
Process Maps
ITIL V3
ITIL 2011
ITIL process
Service Operation
Problem Management
Contents
[hide]
Definition
Number of Escalations
Number of Incidents
Definition
Number of unresolved
Problem
Number of Problems
Known Problem
Time until Problem
Identification
ITIL-Checklists
This set of ITIL templates (ITIL document templates) can be used as checklists for
defining ITIL process outputs. The ITIL templates can also serve as guidelines which are
helpful during process execution.
During the process of updating the ITIL Process Map to ITIL V3 2011 Edition, we also
aligned our set of free ITIL templates and checklists to ITIL 2011. At the same time we
took the opportunity to revise and enhance the ITIL document templates, taking into
account customer feedback on the V3 versions.
There are now 102 checklists contained in our ITIL-2011-compliant Reference Process
Model, and we make the most sought-after ITIL templates available for you in our ITIL
Wiki.
Contents
[hide]
3.8Capacity Management
3.9Availability Management
3.10IT Service Continuity Management
3.11Supplier Management
3.12Financial Management
3.13Service Portfolio Management
3.14Service Review
3.15Definition of CSI Initiatives
4[ Infobox ]
ITIL
Service Portfolio
Financial Analysis
Incident Record
Incident Prioritization Guideline
Problem Record
details of an Incident and its complete history from registration to resolution are recorded
in an Incident Record.
The Incident Record template explains the structure of the data typically contained in an
Incident Record. You can use this checklist as a template when you start creating Incident
Records in your own organization.
Go to template ...
Service Portfolio Template
Are you looking for a Service Portfolio template? Our checklist will help you to get
started:
The Service Portfolio represents a complete list of the services managed by the service
provider. It contains present contractual commitments, new service development, and
retired services. This template lists the tyypical items the Service Portfolio should
include:
Details: Service Portfolio ...
Request for Change (RFC)
A Request for Change is formal request for the implementation of a Change. An RFC,
specifying the details of a proposed Change, must be submitted to Change Management
for every non-standard Change. The RFC template explains what information is typically
contained in an RFC.
ITIL RFC template: ...
Checklist CMS/ CMDB
The CMS/ CMDB template explains the concept of the Configuration Model. It highlights
which information is typically held in the Configuration Management System (CMS) or
in Configuration Management Databases (CMDBs) to describe Configuration Items
(CIs).
Checklist CSM/ CMDB: ...
If you are
looking for a
set of free
ITIL
templates,
here a basic
collection of
templates and
checklists
from our ITIL
Process Map:
Incident
Problem Management
Change Management
Release Management
Configuration Management
Design Coordination
Capacity Management
Availability Management
Supplier Management
Financial Management
Service Review
[ Infobox ]
Link to this
page:
http://wiki.en.itprocessmaps.com/index.php/ITIL-Checklists
Languages:
Image:
Author:
Stefan Kempter, IT
ITIL-Checklists
Process Maps
This set of ITIL templates (ITIL document templates) can be used as checklists for
defining ITIL process outputs. The ITIL templates can also serve as guidelines which are
helpful during process execution.
During the process of updating the ITIL Process Map to ITIL V3 2011 Edition, we also
aligned our set of free ITIL templates and checklists to ITIL 2011. At the same time we
took the opportunity to revise and enhance the ITIL document templates, taking into
account customer feedback on the V3 versions.
There are now 102 checklists contained in our ITIL-2011-compliant Reference Process
Model, and we make the most sought-after ITIL templates available for you in our ITIL
Wiki.
Contents
[hide]
4[ Infobox ]
ITIL
Service Portfolio
Financial Analysis
Incident Record
Incident Prioritization Guideline
Problem Record
If you are
looking for a
set of free
ITIL
templates,
here a basic
collection of
templates and
checklists
from our ITIL
Process Map:
Incident
Problem Management
Change Management
Release Management
Configuration Management
Design Coordination
Capacity Management
Availability Management
Supplier Management
Financial Management
Service Review
[ Infobox ]
Link to this
page:
http://wiki.en.itprocessmaps.com/index.php/ITIL-Checklists
Languages:
Image:
Author:
Stefan Kempter, IT
Process Maps
Contents
[hide]
1Overview
2Problem Record - Contents
2.1Unique ID
2.2Date and time of detection
2.3Problem owner
2.4Description of symptoms
2.5Affected users/ business areas
2.6Affected service(s)
2.7Problem priority
2.8Relationships to CIs
2.9Problem category
2.10Links to related Problem Records
2.11Links to related Incident Records
2.12Links to related Known Errors and Workarounds
2.13Links to RFCs/ Change Records
2.14Problem status change history
2.15Activity log
3[ Infobox ]
Overview
Fig.
1: ITI
L
Problem priority
Priority, a function of the following components:
1. Urgency (available time until the resolution of the Problem)
2. Impact (damage caused or potential damage to the business or IT infrastructure)
3. Priority (for example expressed in codes like "Critical", "High", "Medium",
"Low", "Very Low"): The result from the combination of urgency and impact
(Note: Prioritization of Problems should follow the same rules as the prioritization of
Incidents; for further information, refer to the checklistIncident Prioritization Guideline)
Relationships to CIs
(Relationships to Configuration Items (CIs))
Problem category
Problem category, usually selected from a category-tree according to the following
example:
1. Hardware error
1. Server A
1. Component x
1. Symptom a
2. Symptom b
2. Component y
3.
1. Server B
2.
1. Software error
1. System A
2. System B
3.
2. Network error
3. ...
(Note: Problem categories should be harmonized with Incident categories to support
matching between Incidents and Problems)
Links to related Problem Records
(Links to related Problem Records - if there are other outstanding Problems related to this
one)
Activity log
Activity log/ Tasks assigned to the Problem: Most service desk systems allow
maintaining a simple log of steps carried out to resolve the Problem. Some systems,
however, also provide the means to assign "Tasks" to Problems. Akin to the Problems
they are assigned to, Tasks are typically characterized by properties like name,
description, owner, priority, etc. and contain a status history and activity log of their own.
Contents
[hide]
1Overview
2Problem Record - Contents
2.1Unique ID
2.2Date and time of detection
2.3Problem owner
2.4Description of symptoms
2.5Affected users/ business areas
2.6Affected service(s)
2.7Problem priority
2.8Relationships to CIs
2.9Problem category
2.10Links to related Problem Records
2.11Links to related Incident Records
2.12Links to related Known Errors and Workarounds
2.13Links to RFCs/ Change Records
2.14Problem status change history
2.15Activity log
3[ Infobox ]
Overview
Fig.
1: ITI
L
1. Software error
1. System A
2. System B
3.
2. Network error
3. ...
(Note: Problem categories should be harmonized with Incident categories to support
matching between Incidents and Problems)
Links to related Problem Records
(Links to related Problem Records - if there are other outstanding Problems related to this
one)
Links to related Incident Records
(Links to related Incident Records - if outstanding Incidents exist, whose solution
depends on the solution of this Problem)
Links to related Known Errors and Workarounds
(Links to Known Errors and Workarounds - if Known Errors and Workarounds related to
the Problem have been identified)
Links to RFCs/ Change Records
(Links to RFCs/ Change Records associated with the solution of the Problem)
Problem status change history
1.
2.
3.
4.
Activity log
Activity log/ Tasks assigned to the Problem: Most service desk systems allow
maintaining a simple log of steps carried out to resolve the Problem. Some systems,
however, also provide the means to assign "Tasks" to Problems. Akin to the Problems
they are assigned to, Tasks are typically characterized by properties like name,
description, owner, priority, etc. and contain a status history and activity log of their own.
1: up to 4 hrs.
2: up to 1 day
3: up to 5 days
Priority (e.g. in stages 1, 2 and 3): A function of urgency and the degree of
severity
The following entries are investigated with regards to their completeness and integrity
during the closure of a Problem:
Protocol of actions
Person in charge
Support group
Time and date
Description of the activity
Statistical evaluations
Outstanding Problems
According to duration since creation of the Problem Record
According to categories
Resolution times of closed Problems
According to duration
According to categories
Trend analyses
Problems with special importance regarding Availability, Capacity, IT Service
Continuity and IT Security Management
Description
Problem cause
Applied resolution strategy
Other important Problems with extensive effects upon the quality of the IT
Services
Description
Problem cause
Applied resolution strategy
Statistical evaluations
Outstanding Problems
According to duration since creation of the Problem Record
According to categories
Resolution times of closed Problems
According to duration
According to categories
Trend analyses
Problems with special importance regarding Availability, Capacity, IT Service
Continuity and IT Security Management
Description
Problem cause
Applied resolution strategy
Other important Problems with extensive effects upon the quality of the IT
Services
Description
Problem cause
Applied resolution strategy
TIL-Checklists
This set of ITIL templates (ITIL document templates) can be used as checklists for
defining ITIL process outputs. The ITIL templates can also serve as guidelines which are
helpful during process execution.
During the process of updating the ITIL Process Map to ITIL V3 2011 Edition, we also
aligned our set of free ITIL templates and checklists to ITIL 2011. At the same time we
took the opportunity to revise and enhance the ITIL document templates, taking into
account customer feedback on the V3 versions.
There are now 102 checklists contained in our ITIL-2011-compliant Reference Process
Model, and we make the most sought-after ITIL templates available for you in our ITIL
Wiki.
Contents
[hide]
4[ Infobox ]
ITIL
Service Portfolio
Financial Analysis
Incident Record
Incident Prioritization Guideline
Problem Record
If you are
looking for a
set of free
ITIL
templates,
here a basic
collection of
templates and
checklists
from our ITIL
Process Map:
Incident
Problem Management
Change Management
Release Management
Configuration Management
Design Coordination
Capacity Management
Availability Management
Supplier Management
Financial Management
Service Review
[ Infobox ]
Link to this
page:
http://wiki.en.itprocessmaps.com/index.php/ITIL-Checklists
Languages:
Image:
Author:
Stefan Kempter, IT
Process Maps
Contents
[hide]
1Overview
2Incident Urgency (Categories of Urgency)
3Incident Impact (Categories of Impact)
4Incident Priority Classes
5.1Indicators
5.2Identifying Major Incidents
5.3Major Incidents - Key Characteristics
6[ Infobox ]
Overview
The Incident
Prioritization
Guideline des
cribes the
rules for
assigningprio
rities to
Incidents,
including the
definition of
what
constitutes
aMajor
Incident.
Since Incident
Management
escalation rules are usually based on priorities, assigning the correct priority to an
Incident is essential for triggering appropriate Incident escalations.
An Incident's priority is usually determined by assessing its impact and urgency,
where
Category
High (H)
Description
Medium (M)
Low (L)
The damage caused by the Incident only marginally increases over time.
Category
High (H)
Description
A large number of staff are affected and/or not able to do their job.
Medium (M)
A moderate number of staff are affected and/or not able to do their job
properly.
Low (L)
The financial impact of the Incident is (for example) likely to be less than
$1,000.
Impact
H M N
H 1 2 3
Urgenc
M 2 3 4
y
L 3 4 5
Priority
Code
Descripti
on
Target Response
Time
Target Resolution
Time
Critical
Immediate
1 Hour
High
10 Minutes
4 Hours
Medium
1 Hour
8 Hours
Low
4 Hours
24 Hours
Very low
1 Day
1 Week
A high speed network communications link fails and part of or all data
communication to and from outside the organization is cut off.
A website grinds to a halt because of unexpected heavy demand prior to a
deadline (for example to reserve tickets or make a legal submission) resulting in
large numbers of customers failing to meet that deadline.
A key business database is found to be corrupted.
More than one business server is infected by a worm.
The private and confidential information of a significant number of individuals is
accidentally disclosed in a public forum.
Note also that all disasters (covered by the IT Service Continuity Strategy and
underpinning ITSCM Plans) are Major Incidents and that smaller incidents that are
compounded by errors or inaction can become major incidents.
AND
The amount of effort and/or time required to manage and resolve the incident is
likely to be large and it is very likely that agreed service levels (target resolution
times) will be breached.
Known Solutions
Known Workarounds
Known Errors
If it becomes apparent during the initial analysis that the attributions originally assigned
were not applicable, these are corrected:
Relationships to CIs
Product category, usually selected from a category-tree according to the following
example
Client PC
Standard configuration 1
...
Printer
Manufacturer 1
...
Hardware error
Software error
...
Assigned triggers to the Escalation Hierarchy (conditions/ rules, which lead to the
Escalation to a particular level within the Escalation Hierarchy)
Protocol of actions
Person in charge
Support Group
Time and Date
Description of the activity
Type of event
Causes
Counter-measures for the elimination of the Incident
Measures for the future avoidance of similar occurrences
Statistical evaluations
Number of Incidents
Resolution times
According to duration
According to categories
Initial resolution rate
Over time
According to categories
Over time
According to categories
Trend analyses
Description
Applied resolution strategy