ITIL Problem Management. Root Cause Analysis and Elimination of Recurring Incidents

Codenica ITSM + ITAM with the Enterprise license delivers a complete ITIL-aligned approach to problem management - from identifying and classifying issues to performing root cause analysis and preventing recurring incidents. The software helps IT teams improve service stability, shorten resolution times, and reduce long-term disruptions across the organization.

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Comprehensive Problem Management in Codenica ITSM + ITAM

Problem management focuses on identifying and eliminating the root causes of recurring incidents rather than merely reacting to their symptoms. Codenica ITSM + ITAM provides a structured approach to problem analysis by combining data from incidents, assets, and changes into a single, coherent process. Each problem has a clearly defined context, status, and analysis history, enabling teams to conduct investigations in a controlled and informed manner. The system supports long-term corrective and preventive actions, improving service stability and reducing the risk of repeated disruptions. As a result, problem management becomes a practical tool for service quality improvement rather than just an incident register.

Flexible Problem Views

The system offers several clear views for working with problems, tailored to different stages of analysis. The list view allows quick review and filtering, the table view enables precise data and column management, and the detailed view focuses on root cause analysis, related incidents, and investigation documentation.

Knowledge-Based Resolutions

The problem management module integrates with the knowledge base and the history of previous incidents and problems. This allows teams to reuse proven solutions, document analytical conclusions, and build organizational technical knowledge. Standardized descriptions and resolutions support process consistency and significantly reduce the time required to diagnose similar problems in the future.

Links to Incidents, Assets, and Changes

Problems can be directly linked to incidents, IT assets, and changes, providing a complete operational picture in one place. These relationships make it possible to track the impact of a problem on infrastructure and services and support root cause analysis within a broader technical and organizational context. As a result, corrective actions are more accurate and based on real data.

Bulk Operations

Bulk operations allow multiple problems to be updated simultaneously, such as changing statuses, assignments, or selected fields. This is particularly important when dealing with problems affecting a larger number of incidents or assets. The feature streamlines team workflows and ensures data consistency across the system.

Structured Investigations and Tasks

Each problem can be broken down into analysis stages and specific investigation tasks assigned to responsible individuals. This approach supports systematic root cause analysis, clear documentation of findings, and effective progress tracking. The task structure helps teams maintain order and accountability at every stage of the process.

Root Cause and Time Analysis

The system enables teams to record the time spent on problem analysis and document investigation outcomes. The collected data helps identify recurring patterns, evaluate the effectiveness of corrective actions, and plan resources more accurately. Historical analysis supports fact-based decision-making and long-term service stability.

Item Views in the Service Desk System

Advanced Problem Analysis

Effective problem management requires a thorough understanding of problem structure, root causes, and their impact on the overall IT infrastructure. Codenica ITSM + ITAM supports a methodical approach to problem analysis by logically breaking problems down into key components, enabling structured investigation. Each problem is analyzed in both technical and operational contexts, and the collected information forms a coherent basis for decision-making. This working model reduces intuition-driven actions and helps teams focus on the actual sources of disruptions.

Structured Problem Breakdown

The service desk system enables systematic documentation of key problem aspects, such as observed symptoms, potential and confirmed root causes, and the impact on IT services and infrastructure. All information is collected in a single place and linked to other system items, supporting analysis and effective team collaboration. This approach facilitates informed, well-documented corrective actions and provides a solid foundation for preventing similar problems in the future.

Team Collaboration in the Service Desk System

Linking Problems with Assets and Documentation

Effective problem management requires full technical context. Codenica ITSM + ITAM allows problems to be directly linked with IT assets and documentation, ensuring that all relevant information is available in one place. This approach supports more accurate root cause analysis and reduces the risk of incorrect decisions caused by incomplete data.

Technical Context of the Problem

The problem management module allows company assets and documents to be directly assigned to the analyzed problem. As a result, service desk teams gain quick access to configuration details, change history, and related technical documentation. These relationships support root cause identification, improve team collaboration, and ensure consistent actions aligned with ITSM and ITIL best practices.

Screenshot showing a problem linked to assets and documents.

Bulk Asset Management in the Service Desk System

Documenting Problems with Notes

Effective problem management requires maintaining a complete history of findings, analyses, and decisions made at every stage of the process. Codenica ITSM + ITAM enables systematic documentation of problems using notes that preserve technical context and support consistent team communication. As a result, all information remains clear and accessible even after the analysis is completed.

History and Communication

The notes system within the problem management module allows service desk teams to record observations, conclusions from root cause analysis, and agreed decisions. Notes are permanently linked to a specific problem, ensuring full process transparency and facilitating knowledge transfer between agents. This approach supports collaboration, prevents information loss, and helps maintain consistency throughout the entire problem lifecycle.

Colors and Icons Configuration in the Service Desk System

Creating Solutions in the Knowledge Base

Problem management does not end with root cause analysis, but with capturing knowledge that prevents issues from recurring. Codenica ITSM + ITAM supports creating and managing solutions directly linked to problems, ensuring consistent actions and easy access to proven procedures in the future.

Permanent Fixes and Workarounds

Within the problem management module, solutions can take the form of permanent fixes that eliminate the root cause or temporary workarounds that reduce the impact of a problem until a full resolution is implemented. Each solution is documented and can be stored in the knowledge base, giving service desk teams access to proven procedures while allowing the organization to systematically build its operational know-how.

Knowledge Base

Screenshot showing the problem solutions section.

Managing Knowledge Base Article Locations in the Service Desk System

Frequently Asked Questions

1. What Is Problem Management Software?

Problem management software is an advanced tool designed for identifying, classifying, and managing underlying problems that cause recurring incidents to prevent their recurrence. The service desk software supports organizations in systematically addressing the root causes of issues to enhance operational stability. Key features of problem management systems include a comprehensive knowledge base for root cause analysis and integrated communication channels.

2. Do I Need to Install Anything to Start Managing Issues?

No, a major advantage of cloud-based problem management software is that there's no need for installation, and it's ready to use instantly. Accessible from any internet-connected device, the service desk software enables problem resolution and solution management from any location, ensuring consistent service levels for users regardless of their location.

3. Who Is an Agent in Problem Management Software?

In the context of problem management software, an agent is typically a member of the IT or support services team responsible for identifying, analyzing, and resolving issues. Agents use the software to manage the issue lifecycle, applying systematic approaches to eliminate recurring incidents and ensure high-quality service desk operations.

4. Can I Use One Subscription for Multiple Agents?

Yes, problem management software supports concurrent licensing, allowing multiple service desk agents to share access under a single subscription, though not simultaneously. This model is particularly advantageous for small businesses seeking an economical solution for systematic issue resolution and IT service continuity.

5. How Do I Start Working with Problem Management Software?

Getting started with problem management software is straightforward thanks to its SaaS architecture, which eliminates the need for installation. It operates seamlessly on any device, from any location, at any time of day or night. This ease of access ensures that starting work and resolving IT problems can be done with exceptional simplicity and efficiency, allowing the IT team to focus on issue resolution rather than managing the service desk software itself.

6. Where Is My Database Located and Is It Secure?

Your database is secured by advanced cloud security features from Microsoft Azure. With data stored in dedicated, private repositories unique to each organization, you can be confident in both robust security measures and controlled access to sensitive information.

7. Are Files Added Also Secured?

Yes, all documentation, including photos related to problems, is securely stored in isolated Microsoft Azure storage. This security feature ensures that all sensitive data remains confidential, accessible only through the system and with secure, time-limited access keys unique to each organization.

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