SayPro Issue Resolution Template: A format for tracking the identification, troubleshooting, and resolution of system performance issues.

SayPro Issue Resolution Template

The SayPro Issue Resolution Template is a structured format used to document, track, and resolve system performance issues. It helps ensure that all issues are identified, analyzed, and addressed systematically, with clear records of the actions taken and the outcomes. This template ensures transparency and provides a useful resource for identifying recurring issues and long-term solutions.

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1. Issue Identification

Field	Details
Issue ID	[Unique Issue Identifier]
Date Reported	[MM/DD/YYYY]
Reported By	[User/Team who reported the issue]
Detected By	[Monitoring Tool/User/Team]
Issue Description	[Detailed description of the issue observed]
Impact	[High/Medium/Low – Describe the impact of the issue on system operations]

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2. Issue Diagnosis

Field	Details
Root Cause	[Initial diagnosis or findings regarding the root cause of the issue]
Symptoms	[Symptoms of the issue, e.g., slow load times, error messages, etc.]
Affected Systems/Modules	[List of systems, modules, or components impacted by the issue]
Severity Level	[Critical/High/Medium/Low – Based on impact]
Troubleshooting Steps Taken	[Detailed list of steps taken to identify or diagnose the issue]
Time Spent on Diagnosis	[Time spent identifying the issue (in hours or minutes)]

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3. Issue Resolution

Field	Details
Resolution Plan	[Detailed description of how the issue will be resolved]
Actions Taken	[List of actions or changes made to resolve the issue]
Tools/Resources Used	[Tools (e.g., logs, monitoring platforms, database management systems) or resources (e.g., technical support, documentation) used to address the issue]
Resolution Date	[MM/DD/YYYY]
Time Spent on Resolution	[Time spent resolving the issue (in hours or minutes)]
Resolved By	[Team/Individual responsible for resolution]

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4. Post-Resolution Review

Field	Details
Testing After Resolution	[Details on testing done to ensure the issue is fixed and system performance is stable]
User Impact	[Explanation of how users were affected by the issue, and how the resolution impacts them moving forward]
System Status After Resolution	[Stable/Optimized/Under Observation – Indicate the system’s health after the resolution]
Preventive Measures	[Recommendations for preventing future recurrence of the issue, such as software updates, hardware changes, configuration tweaks, or monitoring procedures]
Follow-up Actions	[Any additional follow-up actions or monitoring to be done post-resolution]

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5. Documentation and Reporting

Field	Details
Issue Reported in Logs	[Yes/No – Whether the issue was documented in system logs or performance reports]
Documentation Updated	[Yes/No – Whether internal documentation (e.g., troubleshooting guides, system manuals) was updated to include this issue]
Communication with Stakeholders	[Details of any communication with relevant stakeholders (e.g., IT team, users, management) regarding the issue and its resolution]
Lessons Learned	[Any lessons learned from the issue, troubleshooting process, or resolution that can improve future system performance or troubleshooting]

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6. Issue Summary

Field	Details
Issue Summary	[A brief summary of the issue, its resolution, and the outcomes.]
Issue Resolution Status	[Resolved/Pending/On Hold – Current status of the issue]
Date Closed	[MM/DD/YYYY – The date when the issue was fully resolved]
Resolution Notes	[Any additional comments or notes about the resolution process or outcome]

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Example Entry

Field	Details
Issue ID	IS-001
Date Reported	02/18/2025
Reported By	User A
Detected By	Monitoring Tool
Issue Description	Slow page load times in the Royalty Management System
Impact	High

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Field	Details
Root Cause	Database query delays caused by unoptimized index structure
Symptoms	Page loads take 10+ seconds; timeouts during data retrieval
Affected Systems/Modules	Royalty Management System (RMS)
Severity Level	High
Troubleshooting Steps Taken	Reviewed database performance logs, checked server CPU usage, and identified missing indexes.
Time Spent on Diagnosis	2 hours

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Field	Details
Resolution Plan	Re-indexed database and added missing indexes for faster queries
Actions Taken	Re-indexed tables in the RMS database and optimized query performance
Tools/Resources Used	SQL, Database Management Tools, Performance Logs
Resolution Date	02/18/2025
Time Spent on Resolution	3 hours
Resolved By	Technical Team

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Field	Details
Testing After Resolution	Ran performance tests and verified page load time reduced to under 2 seconds
User Impact	Users now experience faster load times in the RMS system.
System Status After Resolution	Optimized
Preventive Measures	Schedule regular database performance reviews and optimize queries monthly.
Follow-up Actions	Monitor system performance over the next week to ensure issue does not recur.

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Field	Details
Issue Reported in Logs	Yes
Documentation Updated	Yes
Communication with Stakeholders	Informed management and end-users of the resolution via email.
Lessons Learned	Regular database optimization is essential to prevent performance bottlenecks.

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Issue Resolution Summary

• Issue Summary: Slow page load times in the Royalty Management System were caused by unoptimized database queries.
• Issue Resolution Status: Resolved
• Date Closed: 02/18/2025
• Resolution Notes: Re-indexed the database and optimized queries to improve system response times. No further issues have been detected.

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This SayPro Issue Resolution Template ensures that all system performance issues are tracked in a consistent and organized manner. By following this format, the SayPro team can maintain thorough documentation of each issue, resolution process, and any follow-up actions needed, ensuring the system continues to operate smoothly and efficiently.