8d training slides

INTRODUCTION TO SYSTEMATIC PROBLEM SOLVING 1

USING 8D

HOUSEKEEPING

• ARRIVE AT THE TRAINING ON TIME & KEEP TO BREAK TIMES

• LISTEN TO EVERYBODY’S OPINION WITH RESPECT

• KEEP AN OPEN MIND

• RESPECT & SUPPORT TEAM ROLES

• HAVE FUN! – VERY IMPORTANT

• STAY IN THE MEETING WHILE PEOPLE ARE TALKING

• SET MOBILE PHONES TO MANNER MODE/SILENT/VIBRATE OR BETTER - OFF
• NO SIDE CONVERSATIONS

• SET ASIDE YOUR OTHER WORK BE MENTALLY & PHYSICALLY PRESENT
FOR THE ENTIRE TRAINING


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TODAYS 5S TRAINING SCHEDULE MONDAY DECEMBER 11, 2006
07:30AM TO 08:00AM ATTENDEE REGISTRATIONBREAKFAST/INTRODUCTIONS/OVERVIEW OF THE 5S
SYSTEM/WHAT’S ON YOUR MIND ABOUT 5S.

08:00AM TO 08:05AM SLIDE SHOW INTRODUCTION TO THE 1ST PILLAR ‘SORT’
08:05AM TO 08:55AM TEAMS PREPARE FOR, DO & PRESENT RESULTS OF ‘SORT’ APPLICATION EXERCISE

08:55AM TO 09:00AM SLIDE SHOW INTRODUCTION TO THE 2ND PILLAR ‘SET IN ORDER’
09:00AM TO 09:50AM TEAMS PREPARE FOR, DO & PRESENT RESULTS OF ‘SET IN ORDER’ APPLICATION EXERCISE
09:50AM TO 10:00AM 10 MINUTES BREAK TIME

10:00AM TO 10:05AM SLIDE SHOW INTRODUCTION TO THE 3RD PILLAR ‘SHINE’
10:05AM TO 10:55AM TEAMS PREPARE FOR, DO & PRESENT RESULTS OF ‘SHINE’ APPLICATION EXERCISE

10:55AM TO 11:00AM SLIDE SHOW INTRODUCTION TO THE 4TH PILLAR ‘STANDARDIZE’
11:00AM TO 11:50AM TEAMS PREPARE FOR, DO & PRESENT RESULTS OF ‘STANDARDIZE’ APPLICATION EXERCISE

11:50AM TO 11:55AM SLIDE PRESENTATION INTRODUCTION TO 5TH PILLAR ‘SUSTAIN’
11:55AM TO 12:45PM TEAMS PREPARE FOR, DO & PRESENT RESULTS OF ‘SUSTAIN’ APPLICATION EXERCISE
(ESTABLISH 5S JOB CYCLES TIME PERMITING)

12:55PM TO 01:00PM WRAP UP/EXCEPTIONS/PLUS-DELTA/Qs & As/PLAN OF ACTION FOR THE CASCADE OF
TRAINING FOR REMAINING TARGET AREAS ASSOCIATES/SET UP ADOPT LEAN CONSULTANT FOLLOW UP
SCHEDULE


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“A PROBLEM IS NOT A PROBLEM IF IT IS SOLVABLE, IF A PROBLEM IS NOT
SOLVABLE THEN IT IS NOT A PROBLEM BECAUSE IT CAN NOT BE SOLVED, SO
WE REALLY DO NOT HAVE ANY PROBLEMS”… QUOTED BY THE DALI LAMA & TAKEN FROM
THE BOOK ‘WAY OF QUALITY- DIALOGUES ON KAIZEN THINKING’ BY ALLEN GREEN & TOM LANE DIALOGOES PRESS 1993


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PURPOSE OF THIS TRAINING
• TO LEAN & APPLY A DISCIPLINED PROBLEM SOLVING APPROACH FOR PROBLEMS IDENTIFIED AT OUR
ORGANIZATION

• TO DEVELOP A TOOLBOX OF TECHNIQUES TO USE IN THE PROBLEM SOLVING PROCESS

CONTENT OF TRAINING
• DEFINITION OF PROBLEMS & TYPES OF PROBLEMS

• UNDERSTANDING & MAGNITUDE & RISK

• DISCIPLINED SYSTEMATIC PROBLEM SOLVING APPROACH

• TOOLS TO APPLY DURING DISCIPLINED PROBLEM SOLVING

• APPLICATION OF CONCEPTS LEARNED TO A CURRENT REAL PROBLEM (SPORADIC OR CHRONIC)


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PROBLEMS?

WHAT IS THE GENERAL MEANING & DEFINITION OF A PROBLEM

ACCORDING TO WEBSTERS DICTIONARY: A DIFFICULT OR PERPLEXING
QUESTION OR ISSUE; A QUESTION POSED FOR CONSIDERATION,
DISCUSSION OR SOLUTION.

FOR US A PROBLEM CAN BE BETTER DEFINED AS THIS:- ‘A GAP BETWEEN
THE CURRENT CONDITION (WHAT IS) & THE DESIRED PERFORMANCE LEVEL
(WHAT MUST BE, SHOULD BE OR COULD BE & THE CAUSE IS UNKNOWN’


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PROBLEMS?

WHAT IS THE GENERAL MEANING & DEFINITION OF A CAUSE

ACCORDING TO WEBSTERS DICTIONARY: A REASON FOR AN ACTION OR
CONDITION; SOMETHING THAT BRINGS ABOUT AN EFFECT OR A RESULT A
PERSON OR THING THAT IS THE OCCASION OF AN ACTION OR STATE.

FOR US A CAUSE CAN BE BETTER DEFINED AS THIS:- ‘A FACTOR THAT
IMMEDIATELY PRECEDES THE PROBLEM & ALWAYS PRODUCES IT. FOR A
FACTOR TO BE A CAUSE IT MUST ALSO BE CAPABLE OF PRODUCING THE
PROBLEM BY ITSELF’


USING 8D

WHERE DO PROBLEMS ARISE?

• CUSTOMER COMPLAINTS
• NON-CONFORMING WORK IN PROGRESS PRODUCTS
• NON-CONFORMING RAW MATERIALS
• NON-CONFORMING PURCHASE COMPONENTS
• NON-CONFORMING FINISHED PRODUCTS OR GOODS
• OUT OF CONTROLS PROCESSES
• EQUIPMENT
• MACHINES
• MANY OTHERS – RIGHT???

MANY ORGANIZATIONS HAVE PROBLEMS OF MANY SORTS; SUCCESSFUL ORGANIZATIONS KNOW HOW TO SOLVE
PROBLEMS & IMPLEMENT EFFECTIVE & LASTING SOLUTIONS – AS WILL WE...


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WHAT ARE SOME CURRENT PROBLEMS WHICH EXIST IN OUR ORGANIZATION?


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TYPICAL ALLOCATION OF RESOURCES:

• 80% ADDRESSING PROBLEMS – PAST PROBLEMS, REACTING TO NEW
PROBLEMS, SOLVING, CORRECTING, ADJUSTING, CHECKING, TWEEKING
HATE THAT WORD ‘TWEEKING’
• 10% DECISION MAKING – PRESENT, DECIDE, CHOOSE, DO, DEVELOP
• 10% PLANNING/PREVENTING – FUTURE, PREVENT, PLAN, ANTICIPATE

IT TAKES 3 TIMES THE RESOURCES TO SOLVE A PROBLEM THAN IT TAKES TO
PREVENT IT FROM HAPPENING IN THE FIRST PLACE PREVENTION IS THE KEY…

WHO DECIDES THERE IS A PROBLEM?
• ARE ALL PROBLEMS WORTH SOLVING USING A SYSTEMATIC DISCIPLINED
PROBLEM SOLVING APPROACH?
• WHO DETERMINES WHICH PROBLEMS ARE WORTHY OF SOLVING


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TYPES OF PROBLEMS
SPORADIC - 20% CHRONIC - 80%

• TYPICALLY ISOLATED INCIDENTS • LONG TERM ISSUES
• ARE EASILY FIXED; CAUSE IS • CAUSE IS NOT READILY APPARENT
IMMEDIATELY KNOWN • REQUIRES IN-DEPTH
• ADDRESS THROUGH TROUBLE INVESTIGATION TO IDENTIFY THE
SHOOTING; DIAGNOSIS & REMEDY ROOT CAUSE
• ACCOUNTS FOR 15% OF PROBLEMS • ADDRESS THROUGH FORMAL A
• CAN BE FIXED BY PROCESS OWNER PROBLEM SOLVING &
IMPROVEMENT PROCESS
PRIORITIZE PROBLEMS & WORK ON THOSE WHICH ARE • ABOUT 85% OF PROBLEMS OF ALL
MOST IMPORTANT TO YOU, OUR ORGANIZATION & OUR PROBLEMS WHICH EXIST
CUSTOMERS.
• REQUIRES MANAGEMENT HAVING
TO INTERVENE VIA RESOURCE
COMMITMENT


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ASSESSING MAGNITUDE & RISK

• HOW BIG IS THE PROBLEM?
• HOW HAS THE PROBLEM AFFECTED THE CUSTOMER INTERNAL/EXTERNAL?
• IS THE PROBLEM A CRISIS OR COULD IT LEAD ONE?
• IF LEFT UNATTENDED WHAT IMPACT WOULD THE PROBLEM HAVE ON THE
ORGAINIZATION?
• OUR ORGANIZATION DEFINES CRITERIA FOR MAGNITUDE & RISK HANDOUTS.


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WHY PROBLEM SOLVE?

• IMPLEMENT CORRECTIVE MEASURES WHEN PROBLEMS OCCUR
• CONTINUOUSLY IMPROVE PERFORMANCE OF PROCESSES
• STANDARDIZE & HOLD THE GAIN ONCE IMPROVEMENTS ARE MADE
• QUICKLY MEETING CHANGING CUSTOMER NEEDS
• ADJUST TO A CHANGING BUSINESS ENVIRONMENT

WHY IS A PROBLEM SOLVING PROCESS NEEDED?

• ANY ACTIVITY WE UNDERTAKE IS A PROCESS
• PROBLEM SOLVING IS ALSO A PROCESS
• HAVING A DEFINED PROCESS FOR PROBLEM SOLVING PROVIDES A
PATHWAY FOR EFFECTIVE RESOLUTION OF PROBLEMS
• A STRUCTURED PROBLEM SOLVING PROCESS ENSURES THAT ALL
RELEVANT ASPECTS OF A PROBLEM ARE CONSIDERED INCLUDING CAUSE
& APPROPRIATE SOLUTIONS


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HOW DOES OUR ORGANIZATION CURRENTLY SOLVE PROBLEMS?
CONCERNS ABOUT OUR CURRENT PROBLEM SOLVING APPROACH?


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WHY PROBLEM SOLVING EFFORTS OFTEN FAIL

• PROBLEM TOO GENERAL, LARGE, NOT WELL DEFINED, NOT DESCRIBED CORRECTLY
• UNDERTAKING PROBLEMS BEYOND THE CONTROL OR INFLUENCE OF THE TEAM
• INTERIM ACTION BECOMES SOLUTION FOR ‘FIXING THE PROBLEM’
• JUMPING TO SOLUTION BEFORE ANALYZING THE PROBLEM & INDENTIFYING THE ROOT CAUSE
• APPLYING A ‘PET’ SOLUTION I.E. RETRAINING OR DISCIPLINING OPERATOR
• NOT INVOLVING CRITICAL DECISION MAKERS FROM ALL LEVELS OR EMPLOYEE AFFECTED BY PROBLEM WHEN
IDENTIFYING POTENTIAL SOLUTIONS
• FAILING TO DEVELOP GOOD REASONS FOR CHOOSING A SOLUTION
• SOLUTION SELECTED WITHOUT APPLYING DECISION ANALYSIS METHODS
• POSSIBLE SOLUTIONS NOT TESTED PRIOR TO IMPLEMENTATION, SOLUTIONS MAY NOT ADDRESS ALL ASPECTS
OF PROBLEM OR MAY CREATE OTHER PROBLEMS
• FAILING TO PLAN HOW TO IMPLEMENT & EVALUATE CHOSEN SOLUTION
• PERMANENT SOLUTION NOT MONITORED/CONTROLLED
• MANAGEMENT SYSTEM/PROCESS NOT CHANGED TO PREVENT RECURRENCE OF PROBLEM


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INHIBITORS TO EFFICIENT EFFECTIVE PROBLEM SOLVING

• PROBLEM DESCRIBED INCORRECTLY
• PROBLEM SOLVING EFFORT EXPEDITED
• POOR TEAM PARTICIPATION
• NOT LOGICAL THOUGHT PROCESS
• LACK OF TECHNICAL SKILLS
• MANAGEMENT’S IMPATIENCE – ‘JUS GET ER DONE…’
• POTENTIAL CAUSE MISIDENTIFIED AS ROOT CAUSE
• PERMANENT CORRECTIVE ACTIONS NOT IMPLEMENTED


USING 8D

PROBLEM SOLVING ASSUMPTIONS

• A PROCESS EXISTS – IDENTIFY THE PROCESS
• GOALS OBJECTIVES & REQUIREMENTS FOR INPUTS PROCESS STEPS &
OUTPUTS HAVE BEEN ESTABLISHED
• KEY PERFORMANCE MEASURES HAVE BEEN ESTABLISHED & APPLIED

SECRETS TO SOLVING PROBLEMS

• DEFINE PROCESSES
• RECOGNIZE WHICH FACTOR OF EACH PROCESS STEP AFFECT THE OUTPUT
OF A PROCESS
• DETERMINE HOW TO MANAGE/CONTROL THESE FACTORS
• USE DATA TO MONITOR/EVALUATE PROCESSES


USING 8D

WHAT ARE THE PROCESS FACTORS? DESIRED OUTCOME Y=(X) = MANPOWER, MATERIAL,
MACHINE, METHOD, MEASUREMENT – A COMBINATION OF CONTROLLING THESE INPUTS

PROCESSES ARE MAINLY INFLUENCED BY:

• MANPOWER
• MATERIAL
THESE PROCESS INPUTS ARE
• MACHINE BETTER KNOWN AS THE
• METHODS ‘5Ms’

• MEASUREMENT

PROCESSES OTHER INFLUENCES CAN BE:

• MANAGEMENT (POLICES)
• MONEY
• ENVIRONMENTAL


USING 8D

TYPES OF PROCESS MEASURES

• INPUT MEASURES – QUALITY LEVEL OF PROCESS INPUTS
• PROCESS MEASURES – FACTORS WITHIN THE PROCESS
• OUTPUT MEASURES – MEASURE OUTCOME/OUTCOME OF PROCESS
(USUALLY THE PRODUCT OR SERVICE) PROCESS CONTROLS CAN BE A PRESSURE SENSOR AS
WELL AS PROCESS SET UP CHECK SHEETS


USING 8D

WHAT IS DISCIPLINED PROBLEM SOLVING?

• A SYSTEMATIC INVESTIGATION OF A PROCESS TO IDENTIFY THE ROOT
CAUSE OF THE GAP & TAKE CORRECTIVE ACTIONS TO ELIMINATE THE GAP &
KEEP IT FROM OCCURRING IN THE FUTURE

• PROBLEM SOLVING PROCESS – SEQUENCE OF STEPS TO FOLLOW
• STANDARD – FACT – DATA BASED COMMITMENT TO SOLVING ORIGIN OF A
PROBLEM
• REPORTING FORMAT – COMMUNICATE PROGRESS ON RESOLVING A
PROBLEM


USING 8D

WHAT IS 8D (EIGHT DISCIPLINES) OF PROBLEM SOLVING?

8D GIVES US A STRUCTURE, SYEMATIC METHOD FOR PROBLEM SOLVING. IT
WAS DERIVED FROM A PROCESS CREATED BY THE EDUCATION MARKETING
SERVICES OF TOLEDO, OHIO & THE FORD MOTOR COMPANY. 8D IS A
COMMON SENSE APPROACH THAT HELPS US AS A STEP-BY-STEP GUIDE TO
ELIMINATE OUR RANDOM STABS & GUESSING IN SOLVING OUR PROBLEMS.


USING 8D

DISCIPLINED PROBLEM SOLVING MODEL

• BASED ON DR. EDWARDS DEMINGS IMPROVEMENT CYCLE
• USUALLY BEGINE AT CHECK STAGE WHERE THE PROBLEM IS IDENTIFIED
• IDENTIFICATION OF THE PROBLEM LEADS TO ACTION TO DETERMINE ROOT
CAUSE & SOLUTIONS
QUADRANT DESCRIPTION
DEFINE OBJECTIVES & DETERMINE CONDITIONS &
PLAN METHODS REQUIRED TO ACHIEVE THESE
ACT PLAN OBJECTIVES
CREATE CONDITIONS PROVIDING NECESSARY
DO TRAINING WITH A THOROUGH UNDERSTANDING OF
THE OBJECTIVES & THE PLAN
DETERMINE WHETHER WORK IS PROGRESSING
CHECK ACCORDING TO PLAN. COMPARE RESULTS TO
OBJECTIVE & WHERE DIFFERENT SEARCH FOR
ROOT CAUSES.
CHECK DO
IF THE ‘CHECK’ REVEALS WORK IS NOT BEING
ACT PERFORMED TO PLAN OR THE RESULTS ARE NOT
WHAT WAS ANTICIPATED DETERMINE ACTIONS


USING 8D

WHEN TO USE DISCIPLINED PROBLEM SOLVING

• CAUSE UNKNOWN SITUATIONS
• SYTEMATIC PROBLEMS
• WHEN THE PROBLEM HAS SIGNIFICANT IMPACT CUSTOMER SATISFACTION,
PROCESS
• VERY COMPLEXED

DISCIPLINED PROBLEM SOLVING CONSISTS OF 3 MAIN ACTIVITIES

• PROBLEM SOLVING
• DECISION MAKING
• PLANNING


USING 8D

DISCIPLINES LATIN ROOT WORD ‘DISCRERE’ MEANING TO LEARN

• TELL WHAT IS TO BE DONE
• ENFORCE A MINDSET TO AVOID OMITTING CRITICAL CONSIDERATIONS
• INCLUDE: DESCRIBING THE PROBLEM
DEFINING THE PROBLEM’S CAUSES
ISOLATING THE PROBLEM FROM THE CUSTOMER OR END
USER
CORRECTING THE PROBLEM
PREVENTING THE PROBLEM FROM RECURRING


USING 8D

PROCESSES

• TELL US HOW TO COMPLETE DISCIPLINES
• ENCOURAGE SYSTEMATIC APPROACH
• INCLUDE: ANALYZING THE SITUATION
COLLECTING DATA
MAKING DECISIONS
STANDARDIZING


USING 8D

TOOLS

• FACILITATE THE PROCESSES
• IMPROVE QUALITY & PRODUCTIVITY OF PROBLEM SOLVING USING
ANALYTICAL & GRAPHICAL METHODS
• INCLUDE: CHECKLISTS
PARETO DIAGRAMS
HISTOGRAMS
DESIGN OF EXPERIENTS
OTHERS


USING 8D

DISCIPLINED PROBLEM SOLVING

IS

• DEFINING DISCIPLINES TO CONSISTENTLY ADDRESS
• USING SPECIFIC PROCESSES TO MOVE TOWARD RESOLUTION
• USING TOOLS TO PROVIDE FACTS & FACILITATE PROCESS UNDERSTANDING

IS NOT

• A SIMPLE SET OF THINGS TO DO
• JUST FILLING OUT A FORM
• OPINION BASED


USING 8D

DISCIPLINED PROBLEM SOLVING REQUIRES

• CORRECT PROBLEM DESCRIPTION – BECOMES THE VISION OF WHAT IS TO
BE RESOLVED; PROBLEM SCOPE MUST IMPROVE CUSTOMER SATISFACTION
• ADEQUATE TIME – SKIPPING STEPS TO OBTAIN QUICK SOLUTION IS FATAL
• FULL TEAM PARTICIPATION – TEAM MEMBERS CHOSEN FOR SPECIFIC
TALENTS.
• LOGICAL PROCESSING – DISCIPLINED SYSTEM FOR PRIORITIZING
ANALYZING & REVIEWING PROBLEMS
• TECHNICAL SKILLS – PROBLEM SOLVING METHODS, STATISTICAL
PROBLEMS SOLVING TOOLS
• MANAGEMENT’S PATIENCE – ALLOCATE RESOURCES TO EFFORT
• INDENTIFICATION OF ACTUAL ROOT CAUSE – SEPARATE POTENTIAL
CAUSES & SYMPTOMS FROM ROOT CAUSE; PROBLEMS OFTEN RECUR
BECAUSE ROOT CAUSE HAS NOT BEEN DEFINED & ELIMINATED.

CONT.


USING 8D

DISCIPLINED PROBLEM SOLVING REQUIRES CONT.
• IMPLEMENTATION OF PERMANENT CORRECTIVE ACTIONS – REQUIRE THE
APPROVAL OF MANAGEMENT FOR COSTS & IMPLEMENTATION &
PERSEVERENCE UNTIL ACTION COMPLETED.


USING 8D

TYPICAL CONCERNS RE: DISCIPLINED PROBLEM SOLVING

• SLOWS DOWN PROBLEM SOLVING PROCESS – ALLOWS DEFINITION OF
REAL PROBLEM/IMPROVEMENT POTENTIAL, MEASURE SUCCESS, EFFECTIVE
PLAN RATHER THAN SHOT GUN APPROACH SHOOT - AIM…
• OBVIOUS PROBLEMS WITH EASY SOLUTION – UNLESS CAUSE IS KNOWN
FROM PAST DATA/EXPERIENCE, DISCIPLINED PROBLEM SOLVING PROVIDES
A STRUCTURED MEHTOD TO INSURE ALL QUESTIONS ARE CONSIDERED
FOR PROPOSED SOLUTIONS & TRULY UNDERSTANDING THE CAUSES.
• WHAT ABOUT LOOKING FOR ‘PERFECT’ SOLUTION – THE DISCIPLINED
PROBLEM SOLVING PROCESS IS AN EXPERIMENT; OBTAINING ENOUGH
DATA FOR THE ‘PERFECT’ SOLUTION IS USUALLY NOT FEASIBLE, BUT
MAKING AN INFORMED DECISION IS A WISE USE OF PROBLEM SOLVING
RESOURCES WHICH ARE LIMITED IN ANY ORGANIZATION.
• INSISTENCE OF CHOOSING A CERTAIN SOLUTION – USUALLY ONE OR MORE
STEPS OF THE PROBLEM SOLUTION PROCESS HAS BEEN SKIPPED.
CONT.


USING 8D

TYPICAL CONCERNS RE: DISCIPLINED PROBLEM SOLVING CONT.
• WHAT IF THE SOLUTION FAILS – REGROUP, ANALYZE FAILURE & TRY AGAIN,
REMEMBER THIS IS EXPERIMENTATION, TRY TO UNDERSTAND IF THE
FAILURE WAS IN THE UNDERSTANDING OF THE PROBLEM THE NATURE OF
THE SOLUTION OR IMPLEMENTATION OF THE SOLUTION.


USING 8D

MANAGEMENT RESPONSIBILITIES RELATIVE TO PROBLEM SOLVING

• PROVIDE THE ENVIRONMENT FOR DISCIPLINED PROBLEM SOLVING
• IDENTIFY & PRIORITIZE PROBLEMS SOLVING MODEL
• SUPPORT IMPLEMTATION OF PROBLEM SOLUTIONS

DISCIPLINED PROBLEM SOLVING METHODOLOGY APPLIES TO

• CORRECTIVE ACTIONS – CLOSING THE GAP WHEN A PROCESS WHEN IT
DOES NOT MEET CURRENT CUSTOMER REQUIREMENTS
• PREVENTIVE ACTION – TAKING ACTIONS TO PREVENT THE GAP FOR
OCURRING
• IMPROVEMENT ACTION - RAISING THE DESIRED PERFORMANCE LEVEL AS
WELL AS THE PROCESS PERFORMANCE


USING 8D

RELATIONSHIP OF IMPROVEMENT

NEW AT TARGET GOAL, SPEC.

IMPROVEMENT
ACTION

AT TARGET GOAL, SPEC.

CORRECTION
ACTION

PREVENTIVE
ACTION
BELOW TARGET, GOAL, SPEC.

ALLWAYS OPPORTUNITY TO IMPROVE EVEN IF THE PROBLEM HAS BEEN
RESOLVED


USING 8D

PROBLEM SOLVING PROCESS

• SYMPTOM MONITORING
• PROBLEM IDENTIFICATION
• PROBLEM DEFINITION
• PROBLEM UNDERSTANDING
• ROOT CAUSE INDENTIFICATION
• ROOT CAUSE ELIMINATION


USING 8D

STEPS IN DISCIPLINED PROBLEM SOLVING – 8Ds

1. USE TEAM APPROACH
2. DESCRIBE THE PROBLEM
3. IMPLEMENT & VERIFY CONTAINMENT ACTIONS
4. DEFINE & VERIFY ROOT CAUSES
5. VERIFY CORRECTIVE ACTIONS
6. IMPLEMENT PERMANENT CORRECTIVE ACTIONS
7. PREVENT RECURRENCE
8. CONGRATULATE THE TEAM


USING 8D

WHAT IS UNIQUE ABOUT THIS PROBLEM SOLVING MODEL?

• EMPHASIZES USE OF A TEAM FOR PROBLEM SOLVING
• FOCUSES ON THE USE OF TOOLS AT EACH STEP IN THE PROCESS TO
GATHER & ANALYSE RELEVENT DATA
• RECOGNIZES THE SYSTEM-VIEW OF PROBLEMS BEING SOLVED &
ENCOURAGES THE APPLICATION OF PREVENTIVE ACTIONS
• CLOSE THE LOOP OF DEMING’S IMPROVEMENT CYCLE BY REFLECTING ON
LESSONS LEARNED IN THE PROBLEM SOLVING PROCESS (CONGRATULATE
THE TEAM)


USING 8D


USING 8D

WHO OWNS THE PROBLEM?

• DEPARTMENT MANAGER
• INDIVIDUAL EMPLOYEE
• GROUP OF EMPLOYEES
• THE ENTIRE GROUP

TEAM BASED PROBLEM SOLVING

• UNDERSTAND THAT PRODUCTS/SERVICES ARE THE RESULT OF A PROCESS
• IDENTIFY IMPORTANT PROBLEMS TO WORK ON
• DEVELOP TEAM SKILLS
• FIND ROOT CAUSE OF PROBLEMS
• GENERATE INNOVATIVE SOLUTIONS
• TYPICALLY CROSS-FUNCTIONAL


USING 8D

WHY PROBLEM SOLVE AS A TEAM?

• INCREASE CONTRIBUTION OF IDEAS BASE ON KNOWLEDGE & EXPERIENCE
• PROMOTE CREATIVITY
• LEARNING EXPERIENCE
• COLLECT, SHARE, ANALYZE DATA
• DEVELOP INTERPERSONAL SKILLS WORKING TOGETHER
• BETTER THE WISEDOM OF MANY PEOPLE THAN THE KNOWLEDGE OR ONE


USING 8D

DISCIPLINE 1 – USE TEAM APPROACH
• STRUCTURE
• COMMITMENT/GOALS
• ROLES
• PROCEDURES
• INTERPERSONAL RELATIONSHIPS


USING 8D

TEAM MEMBERSHIP

• BASED ON PROBLEM STAKEHOLDERS

• THOSE WHO KNOW THE PROBLEM – KNOWLEDGE SKILL & EXPERIENCE
• THOSE WHO CARE OR CAN BE IMPACTED – DIFFERENT PERSPECTIVES OF
THE PROBLEM (THOSEWHO WOULD, WOULD NOT SUPORTSOLUTION OF
PROBLEM)
• THOSE WHO CAN – DEVOTE TIME NECESSARY TO WORK ON THE PROBLEM
& HAVE AUTHORITY TO IMPLEMENT SOLUTIONS
• TEAM SIZE – 5 TO 8, SMALLER CORE TEAM IS RECOMMENDED
• ADDITIONAL SUPPORT – UTILIZE ADJUNCT MEMBERS WHEN SPECIALIZED
SKILLS ARE NEEDED
• TEAM LEADER – PRINCIPLE STAKHOLDER


USING 8D

ESTABLISH TEAM COMMITMENT

GOALS & OBJECTIVES

• DEFINE PROBLEM BOUNDERIES
• INDENTIFY RIGHT PEOPLE TO SOLVE PROBLEM
• ESTABLISH MEASURES OF END RESULTS
• DEVELOP PLAN OF HOW TEAM WILL ACCOMPLISH GOAL

EFFECTIVE PROBLEM SOLVING IS BASED ON SMART GOALS

• SPECIFIC
• MEASURABLE
• ATTAINABLE BY THE TEAM
• REALISTIC & RESULTS DRIVEN
• TIMELY DEFINED


USING 8D

TEAM ROLES

• CHAMPION
• LEADER
• FACILITATOR/COACH
• RECORDER
• LOGISTICIAN
• MEMBER


USING 8D

TEAM CHAMPION ROLE

• OWNERSHIP IN TEAM GOALS
• EDUCATE TEAM MEMBERS ABOUT TEAM’S PURPOSE, AUTHORITY
• COMMUNICATE WITH MANAGEMENT ABOUT TEAM’S PROGRESS & NEEDS
• COMMUNICATE WITH REST OF ORGANIZATION ABOUT TEAM’S ACTIONS &
ACHIEVEMENTS
• REMOVE BARRIES TO TEAM PROGRESS
• HELP RESOLVE CONFLICT


USING 8D

TEAM LEADER ROLE

• TRACK TEAM’S GOALS & ACHIEVEMENTS
• ANTICIPATE & RESPOND TO CHANGES IN TIMING, SHCEDULES, WORKLOADS
& PROBLEMS
• COMMUNICATE WITH TEAM CHAMPION ABOUT TEAMS PROGRESS
• HELPS TO RESOLVE ANY CONFLICT & MISUNDERSTANDINGS
• LEADS TEAM MEETINGS


USING 8D

TEAM FACILITATOR COACH ROLE

• RESOURCE/NEUTRAL ASSISTANT, NOT A TEAM MEMBER
• NOT INVOLVED IN MEETING CONTENT
• PROVIDE TRAINING ON TEAM MECHANICS & DEVELOPMENT
• COACH ON TEAM SKILLS, PROBLEM SOLVING MEHTODOLOGY & TOOLS
• HELP TEAM DEAL WITH CONFLICT
• MONITORS PROGRESS OF TEAM’S INTERACTION TO KEEP TEAM FOCUSED
ON GOALS


USING 8D

TEAM LOGISTICIAN

• ARRANGE FOR MEETING PLACE
• ENSURE TOOLS & MATERIALS ARE AVAILABLE AT MEETINGS
• NOTIFY TEAM MEMBERS OF UPCOMING MEETINGS
• UPDATE ABSENT TEAM MEMBERS
• THESE ACTIVITIES MAY BE DONE BY RECORDER & LEADER


USING 8D

TEAM MEMBER

• DEVELOP ATMOSPHERE OF TRUST & RESPECT
• LISTEN
• COMMUNICATE CLEARLY
• PARTICIPATE
• RESPECT EACH OTHER’S IDEAS
• UNDERSTAND ASSIGNMENTS & ACCEPT THEM WILLINGLY
• KEEP COMMITMENTS
• KEEP AN OPEN MIND
• BE RECEPTIVE TO CONSENSUS DECISION MAKING


USING 8D

TEAM PROCEDURES

• TEAM CHARTER
• GROUND RULES
• TEAM MEETINGS


USING 8D

TEAM GROUND RULES GROUP NORMS

• GUIDESLINES FOR HOW THE TEAM WILL FUNCTON
• DEFINES WHAT IS EXPECTED OF TEAM MEMBERS & HOW TO AVOID
CONFLICT
• ACCEPTABLE & UNACCEPTABLE BEHAVIOR

TYPICAL GROUND RULES:

• DECISION MAKING
• CONFLICT RESOLUTION
• USE OF DATA
• CONFIDENTIALITY
• ASSIGNMENTS
• PARTICIPATION
• MEETINGS


USING 8D

PURPOSE OF MEETING

• TO REVIEW PROGRESS
• TO MAKE DECISIONS
• TO PLAN NEXT TEAM ACTIVITIES
• TO BRAINSTORM & EVALUATE IDEAS
• TO CELEBRATE TEAM SUCESSES


USING 8D

ELEMENTS OF TEAM MEETINGS

ACT –
POST MEETING PLAN –
RESULTS TEAM MEMBER DO AGENDA LOCATION, TIME
FOLLOW UPS

CHECK – DO –
MEET, GROUND RULES
EVALUATE MEETING
DISCUSSION, DECISIONS
EFFECTIVENESS
ASSIGNMENTS


USING 8D

ESSENTIALS TO TEAM SUCCESS

• SUPPORT OF MANAGEMENT
• OPPORTUNITY TO ESTABLISH COMFORT & TRUST AMONG TEAM MEMBERS
• DEFINITION OF CONTROL RULES & PROCEDURES
• TEAM ESTABLISHMENT OF GOALS
• RECOGNITION OF INDIVIDUAL SKILLS & TALENTS

TEAMS IN OUR ORGANIZATION’S PROBLEM SOLVING PROCESS

• ARE THEY CURRENTLY USED?
• WHEN IS THE TEAM IDENTIFIED?
• WHO IS RESPONSIBLE FOR IDENTIFYING THE TEAM?
• WHO CHARTERS THE TEAM’S EFFORTS?
• IS A TEAM LEADER ASSIGNED?
• IS THERE A CHAMPION FOR THE TEAM?


USING 8D

‘YES’ ASSESSMENT

CAN WE CHECK ALL THE BOXES TO EACH OF THESE QUESTIONS

1. IS OUR TEAM READY & ABLE TO ACT ON THE ISSUE YOU HAVE
IDENTFIED?
2. IST AT LEAST ONE MEMBER OF OUR TEAM POSITIONED TO HAVE THE
POWER TO AUTHORIZE ANY ACTION WE MAY DETERMINE TO BE
NECESSARY TO SOLVE THE PROBLEM?
3. DO WE HAVE THE BEST PEOPLE TO WORK ON THIS PROBLEM?
4. HAVE WE IDENTIFIED/INCLUDED ALL INDIVIDUALS WHOSE INPUT WILL BE
REQUIRED IN THE PROBLEM SOLVING PROCESS – FOR THE ENTIRE
PROJECT & AS INTERIM ‘SUBJECT EXPERTS’?
5. IS THERE A SYSTEM IN PLACE TO OBTAIN APPROPRIATE SIGN-OFF AT
THE VARIOUS STAGES OF THE PROCESS?


USING 8D

DISCIPLINE 2 – DESCRIBE THE PROBLEM
• DESCRIBE THE PROBLEM IN 5 WORDS OR LESS KEEPING IT SIMPLE, EASY TO GRASP
• SYMPTOMS
• SPECIFY THE INTERNAL/EXTERNAL CUSTOMER PROBLEM
• WHAT IS WRONG WITH WHAT?
• WHAT SHOULD BE – WHAT IS (ACTUAL) = PROBLEM
• OPERATIONAL DEFINITION – COMMON MEANING TO EVERYONE WHO READS
IT
• IDENTIFY 5W’s & 2H’s
• IS/IS NOT ANAYLSIS
• SPECIFY CUSTOMER PROBLEM BY INDENTIFYING IN QUANITIFIABLE TERMS
FOR THE PROBLEM
• SYMPTOMS ARE ONLY THE STARTING POINT IN PROBLEM DEFINITION


USING 8D

DEFINE THE PROBLEM

• FOCUS ON THE RIGHT PROBLEM
• BREAK THE PROBLEM INTO MANAGEABLE PIECES WHICH THE TEAM CAN
CONTROL/CHANGE I.E. SPLITTING THE DICTIONARY ILLUSTRATED BELOW
• GAIN MORE KNOWLEDGE TO BETTER DEFINE THE PROBLEM

A-M N-Z A-H I-M A-D E-H A-B C-D A B AB AB AM- A-B A-M A-B


USING 8D

WHY USE DATA TO DEFINE THE PROBLEM?

• REVEAL A PROBLEM EXISTS
• DESCRIBE THE PROBLEM TO UNDERSTAND WHAT THE REALLY IS & NOT
JUST ITS SYMPTOMS
• MONITOR & CONTROL THE CONTROL THE PROBLEM
• PREVENT A PROBLEM BY IDENTIFYING TRENDS

TYPES OF DATA

VARIABLE DATA:

• DATA WHICH IS MEASURED & PLOTTED ON A CONTINUOUS SCALE OVER
TIME
• RUN CHARTS, HISTOGRAMS, SCATTER DIAGRAMS, VARIABLES CONTROL
CHARTS, X-BAR/R


USING 8D

WHY USE DATA TO DEFINE THE PROBLEM?

• REVEAL A PROBLEM EXISTS
• DESCRIBE THE PROBLEM TO UNDERSTAND WHAT THE REALLY IS & NOT
JUST ITS SYMPTOMS
• MONITOR & CONTROL THE CONTROL THE PROBLEM
• PREVENT A PROBLEM BY IDENTIFYING TRENDS

TYPES OF DATA

ATTRIBUTE DATA:

• DATA WHICH IS COUNTED & PLOTTED AS DISCRETE EVENTS FOR A
SPECIFIED PEROID OF TIME BASED ON SOME CHARACTERISTIC
• CHECK SHEETS, PARETO CHARTS, ATTRIBUTE CONTROL CHARTS, GO – NO
GO GAUGES,P, NP, U


USING 8D

WHAT TO DO

• IDENTIFY & MONITOR IMPORTANT MEASURES OF THE BUSINESS OR
PROCESS
• IDENTIFY TYPE OF DATA NEEDED TO DEFINE THE PROBLEM
• ARRANGE DATA INTO FORMAT THAT CAN BE ANALYZED
• WRITE A PROBLEM STATEMENT THAT DESCRIBES THE PROBLEM AS A GAP
BETWEEN PRESENT THE CONDITION (WHAT IS) & REQUIRED OR THE
DESIRED (WHAT SHOULD BE)
NOTE: A VERY CLEAR PROBLEM STATEMENT IS VERY IMPORTANT SO THE TEAM HAS A CONCERTIVE START.
A PROBLEM STATEMENT SHOULD NOT SOUND LIKE A CAUSE. IN THE PROBLEM STATEMENT ‘WHEEL (THE
OBJECT) WILL NOT TURN (THE DEFECT)’ DESCRIBES THE GAP BETWEEN WHAT IS & THE GAP BETWEEN THE
REQUIRED OR THE DESIRED CONDITION ‘WHEEL TURNS’. IN THE PROBLEM STATEMENT ‘WHEEL SEIZED UP’ IS A
POSSIBLE CAUSE & CAN BE MISLEADING AS A PROBLEM STATEMENT AS IT HAS NOT BEEN DETERMINED THAT
THE WHEEL IS INDEED SEIZED.


USING 8D

WHAT TO DO

• IDENTIFY & MONITOR IMPORTANT MEASURES OF THE BUSINESS OR
PROCESS
• IDENTIFY TYPE OF DATA NEEDED TO DEFINE THE PROBLEM
• ARRANGE DATA INTO FORMAT THAT CAN BE ANALYZED
• WRITE A PROBLEM STATEMENT THAT DESCRIBES THE PROBLEM AS A GAP
BETWEEN PRESENT CONDITION (WHAT IS) & REQUIRED OR DESIRED
CONDITION (WHAT SHOULD BE)


USING 8D

PHASE 1
WHAT TO DO

• STATE SYMPTOM EXTENT & CONSEQUENCE OF PROBLEM
• PREPARE PROCESS FLOW DIAGRAM
• START ACTION PLAN TO DEFINE PROBLEM


USING 8D

PHASE 1
DESCRIBE CURRENT PROCESS

• CREATE A FLOWCHART OF THE CURRENT PROCESS
• VALIDATE THE FLOWCHART WITH PROCESS OWNERS
• DETERMINE RESPONSIBILITIES FOR THE PROCESS STEPS
• IDENTIFY CURRENT MEASURES
• NOTE BOTTLENECKS OR DELAYS IIN THE CURRENT PROCESS
• REVIEW CURRENT QUALITY PROBLEMS OF THE PROCESS
• IDENTIFY VALUE ADDED VS. NON-VALUE-ADDED PROCESS STEPS


USING 8D

PHASE 1
EVALUATING CURRENT PROCESS

• VALUE-ADDED PROCESS STEPS
• MAKE PRODUCT MORE USEFUL TO CUSTOMER
• CUSTOMER WOULD BE WILLING TO PAY FOR ACTIVITY IN THAT STEP
• STEP IS REQUIRED TO MAKE PRODUCT FUNCTION PROPERLY WHEN USED
BY THE CUSTOMER

• NON-VALUE ADDED PROCES STEPS
• INSPECTIONS
• PRODUCT IS STALLED AT SOME POINT IN THE PROCESS
• REWORK
• PRODUCT GOES ANYWHERE EXCEPT NEXT PLANNED STEP


USING 8D

PHASE 2
• IDENTIFY 5Ws – 2Hs: WHO, WHAT, WHERE, WHEN, WHY, HOW, HOW MANY
• QUANTIFY EXTENT OF PROBLEM
• EVALUATE SIMILAR SITUATIONS WHERE PROBLEM MIGHT BE EXPECTED TO
OCCUR
• USE ALL AVAILABLE INDICATORS, BE CREATIVE
• SPLITTING THE DICTIONARY & IS/IS-NOT ANALYSIS

QUESTIONS

• WHAT TYPE OF PROBLEM IS IT?
• WHAT RESOURCES/DOCUMENTS MIGHT HELP YOU SPECIFY THE PROBLEM
MORE EXACTLY?
• CAN THIS PROBLEM BE SEPARATED INTO SMALLER PARTS?
• IS THERE ANY EVIDENCE THAT THE PROBLEM SURFACED BEFORE?


USING 8D

PHASE 2
USE DATA TO DETERMINE

• WHERE PROBLEM IS & IS NOT OCCURRING
• WHEN PROBLEM BEGAN
• WHAT THE EXTENT OF THE PROBLEM IS
• NARROW THE PROJECT FOCUS
• DATA ALSO REDUCES THE IMPACT OF OPIONS & ILL-INFORMED DECISIONS
ON THE PROBLEM SOLVING PROCESS


USING 8D

PHASE 2
5Ws-2Hs

• WHO? - INDENTIFY CUSTOMERS COMPLAINING
• WHAT? - DESCRIBE THE PROBLEM ADEQUATELY
• WHERE? - LOCATE THE PROBLEM
• WHEN? - WHEN DID THE PROBLEM START
• WHY? - IDENTIFY KNOWN EXPLANATIONS
• HOW? - IN WHAT MODE OR SITUATION DID THE PROBLEM OCCUR?
• HOW MANY? - QUANTIFY THE PROBLEMS SCOPE


USING 8D

PHASE 2
IS/IS-NOT ANALYSIS

• PROVIDES FURTHER DETAIL ABOUT THE PROBLEM SO A COMPLETE
OPERATIONAL DEFINITION OF THE PROBLEM CAN BE FORMULATED
• USED AT THIS STAGE AS WELL AS IN APPLYING INTERIM CONTAINMENT
ACTIONS & IMPLEMENTING/VERIFYING PERMANENT ACTIONS.


USING 8D

PHASE 2
COMPONENTS OF THE PROBLEM STATEMENT

• DIRECTION – ACTION RELATED TO PERFORMANCE LEVEL
• BUSINESS MEASURE – KEY MEASURE FOR PROCESS UNDER STUDY
• PERFORMANCE MEASURE – CURRENT PERFORMANCE LEVEL OF THE
BUSINESS MEASURE
• PROCESS NAME – PROCESS BEING STUDIED


USING 8D

A GOOD PROBLEM STATEMENT…

• CONTAINS MEASUREABLES OF CURRENT PROBLEM & DESIRED STATE
• DOES NOT IMPLY CAUSES
• DOES NOT IMPLY SOLUTIONS
• IS CONCISE & HAS COMPLETE MEANING
• PASSES THE “SO WHAT?” TEST – IS THE PROBLEM WORTH SOLVING? WHY?


USING 8D

WHEN CURRENT GAP IS VERY LARGE

• EMERGENCY ACTIONS MAY BE REQUIRED
• CONTAINMENT
• RECALL
• REVIEW OF CURRENT STOCK
• STOPPING PRODUCTION
• IMPLEMENTING IMMEDIATE SAFEGUARDS


USING 8D

DISCIPLINE 3 – DEFINE & IMPLEMENT INTERIM (CONTAINMENT) ACTIONS
• ISOLATE THE EFFECT OF PROBLEM WHILE CORRECTIVE ACTIONS ARE
BEING ADDRESSED (PROTECTING THE CUSTOMER)
• ADDRESS EFFECTS & SYMPTOMS
• TEMPORARY FIXES
• ESTABLISH AN INVESTIGATIVE PLAN
• OBTAIN BASELINE DATA
• INITIATE ON-GOING CONTROL SYSTEM
• DEVELOP FOLLOW-UP & COMMUNICATIONS SYSTEM RE: PROBLEM
• CORRECT PRODUCTS ALREADY PRODUCED
• VERIFY EFFECTIVENESS OF CONTAINMENT ACTION


USING 8D

PURPOSE OF INTERIM ACTIONS

• ISOLATE EFFECTS OF PROBLEM & PREVENT FURTHER ‘DAMAGE’ UNTIL
ROOT CAUSE IS IDENTIFIED & PERMANENT CORRECTIVE ACTIONS ARE
IMPLEMENTED
• ADDRESS EFFECTS & SYMPTOMS
• TEMPORARY FIXES
• MAY INCLUDE: SORTING, INSPECTION, SUBSTITUTING REWORK, TOOLING
CHANGES
• PERFORM ROOT CAUSE ANALYSIS IN PARALLEL WITH INTERIM ACTIONS


USING 8D


• DECIDE IF THE CONDITION CAN BE SORTED
• DETERMINE SCOPE OF PRODUCT FOR :-

1. STOCK AT CUSTOMER
2. IN TRANSIT
3. ON-SITE FINISHED GOODS
4. WORK-IN-PROGRESS (WIP)
5. PURCHASED MATERIAL IN INVENTORY


USING 8D

CONTAINMENT

• ISOLATE POTENTIALLY AFFECTED PRODUCT – AT CUSTOMER, FINISHED
GOODS, IN-PROGRESS WORK
• DECIDE TECHNIQUES EVALUATING/SCREENING FOR PROBLEM
• CONDUCT SCREENING/REPAIR OF POTENTIALLY AFFECTED PRODUCT
• COLLECT DATA DURING CONTAINMENT
• ANALYZE RESULTS OF CONTAINMENT & REFINE PROBLEM

1. DEFINE SORT CRITERIA & METHOD
2. TRAIN PERSONNEL WHO ARE TO PERFORM SORTING PROCEDURE
3. VALIDATE THE SORT ACTIVITY & VERIFY EFFECTIVENESS OF SORT
4. SORT
5. COLLECT RESULTS OF SORT
6. PERFORM PERIODIC VALIDATION OF THE SORT


USING 8D



2. IN TRANSIT


USING 8D

INTERIM (SHORT TERM) ACTIONS ARE:-

• INTRODUCE ADDITIONAL PRODUCTS/PROCESS CONTROLS
• TO BE IN PLACE AT THE CLOSEST POINT TO THE PROBLEM
• FIRST-AID, TEMPORARY FIXES
• EXTRA INSPECTIONS, OPERATIONS
• USUALLY COSTLY, INEFFICIENT
• ARE NOT PERMANENT SOLUTIONS
• TYPICALLY DRIVEN BY SYMTOMS
• USE PROCESS FLOW, CAUSE/EFFECT DIAGRAM TO FIND WHERE THESE
ACTIONS SHOULD BE IMPLEMENTED
• COLLECT DATA DURING INTERM ACTIONS
• VERIFY EFFECTIVENESS OR INTERIM ACTIONS

NOTE ON INTERIM ACTIONS: SOME INTERIM ACTIONS MAY BECOME THE APPROPRIATE CORRECTIVE ACTION FOR
THE ROOT CAUSE. INTERIM ACTIONS SHOULD NOT BE CONSIDERED PERMANENT UNTIL ROOT CAUSE ANALYSIS
CONFIRMS THEIR VALIDITY.


USING 8D



2. IN TRANSIT


USING 8D

DISCIPLINE 4 – DEFINE & VERIFY ROOT CAUSES
• IDENTIFY ALL POTENTIAL CASUSES – 5Ws – 5Ms
• BRAINSTORM USING CAUSE/EFFECT DIAGRAM
• DEVELOP TIME LINE RELATED TO PROBLEM – WHAT IS DIFFERENT


USING 8D

A ROOT CAUSE IS…

A POTENTIAL CAUSE WHICH CAN BE TURNED ON & OFF DURING TESTING
WHICH DIRECTLY DEFINES THE REASON FOR THE PROBLEM


USING 8D

DEFINE & VERIFY ROOT CAUSES

• IDENTIFY POTENTIAL CAUSES WHICH COULD EXPLAIN WHY THE PROBLEM
OCCURRED
• TEST CAUSES FOR PROBABILITY, HYPOTHESIS TESTING
• USE 5 WHYS, CAUSE & EFFECT DIAGRAM, TIME LINE RELATING TO PROBLEM
• CONSIDER WHAT HAS CHANGED WHICH COULD HAVE CONTRIBUTED TO
THE PROBLEM
• ONCE ROOT CAUSE IS KNOWN, THERE ARE TWO OVERALL OPTIONS FOR
SOLUTION: ELIMINATE CAUSE OR CONTROL CAUSE


USING 8D

WHAT IS ROOT CAUSE ANALYSIS?

• TRACKING DOWN SOURCES OF VARIATION TO INDENTIFY KEY SOURCES
THAT CAUSE THE PROBLEM
• PERFORMED THROUGH CREATIVE THOUGHT, DATA COLLECTION, ANALYSIS
& OBJECTIVE REASONING
• GOALS IS TO CONTROL OR ELIMINATE ROOT CAUSES
• A STRUCTURED INVESTIGATION THAT AIMS TO IDENTIFY THE TRUE CAUSE
OF A PROBLEM & THE ACTIONS NECESSARY TO ELIMINATE IT


USING 8D

GROUPS OF ROOT CAUSE ANALYSIS TOOLS

• PROBLEM UNDERSTANDING – FLOW CHARTS, SPIDER CHARTS
PERFORMANCE MATRIX ETC.
• POSSIBLE CAUSE GENERATION & CONSENSUS REACHING – NORMINAL
GROUP TECHNIQUE,BRAINSTORMING ETC.
• PROBLEM & CAUSE DATA COLLECTION – SAMPLING, SURVEYS, CHECKS
SHEETS ETC.
• POSSIBLE CAUSE ANALYSIS – HISTOGRAM, PARETO CHART, SCATTER
CHART, AFFINITY DIAGRAM ETC.
• CAUSE-&-EFFECT ANALYSIS – FISHBONE DIAGRAM, 5 WHYS, MATRIX
DIAGRAM ETC.


USING 8D

GROUPS OF ROOT CAUSE ANALYSIS TOOLS

1. CONTROL CHARTS
2. HISTOGRAMS
3. CHECK SHEETS
4. GAGE R&R
5. CAPABILITY INDICES
6. DESIGN OF EXPERIMENTS (DOE)
7. IS/IS NOT STATEMENTS
8. FMEA’s & PFMEA’s
9. CAUSE & EFFECT ‘FISHBONE DIAGRAM’
10. PROCESS FLOW DIAGRAMS
11. P CHARTS
12. PARETO CHARTS
13. 5-WHYS WORKSHEET
14. CHECK SHEETS


USING 8D

TEST THE POTENTIAL ROOT CAUSE AGAINST THE PROBLEM DESCRIPTION

• VALIDATING CAUSE ‘GUESSES’ BY COLLECTING & ANALYZING DATA
• TEST UNDER CONTROLLED CONDITIONS
• TURN THE PROBLEM ON & OFF BY MANIPULATING THE SUSPECTED CAUSE

COLLECT & ANALYZE DATA

• SEVERAL ITERATIONS OF THE FOLLOWING STEPS
• DESIGN HYPOTHSIS & SELECT METHODS FOR TESTING HYPOTHSIS – STATE
HOW POTENTIAL CAUSES COULD RESULT IN THE DESCRIBED PROBLEM
STATEMENT, DECIDE WHAT DATA WOULD PROVE POTENTAIL CAUSE;
DEVELOP ACTION PLAN FOR STUDY
• PREPARE TO TEST HYPOTHESIS – ORGANIZE & PREPARE MATERIALS
REQUIRED TO CONDUCT STUDY; COLLECT DATA DURING STUDY


USING 8D

COLLECT & ANALYZE DATA CONT.

• ANALYZE RESULTS OF TEST – ANALYZE DATA USING APPROPRIATE
STATISTICAL TOOLS
• INTERPRET RESULTS – CONCLUSIONS FROM STUDY; DOES DATA
ESTABLISH POTENTIAL CAUSE AS REASON FOR PROBLEM


USING 8D

SELECT LIKELY CAUSES

• RE-EVALUATE TEAM COMPOSITION – WHAT TECHNICAL ADVISORS ARE
NEEDED
• CHOOSE SEVERAL POTENTIAL CAUSES FOR INVESTIGATION
• ESTABLISH STABLE MANUFACTURING PROCESS
• DO POTENTIAL CAUSE INVESTIGATION IN PARALLEL FOR EFFICIENT USE OF
TIME & KEEP TEAM OPEN MINDED

PITFALLS OF ROOT CAUSE SEARCH

• ACCEPTING AN ANSWER TOO SOON
• NOT LOOKING TO SEE WHAT INDENTICAL/SIMILAR THINGS NEED SAME FIX
• NOT DETERMINING WHAT OTHER DAMAGE MIGHT HAVE CAUSED PROBLEM
• JUMPING TOO SOON TO ACTIONS BEFORE BEING SURE OF ROOT CAUSE


USING 8D

INDENTIFY & VERIFY ROOT CAUSES

• CAUSES ARE ATTRIBUTABLE TO VARIATION IN HOW WORK GETS DONE
• CAN OCCUR IN ANY OF THE PROCESS FACTORS
• COMMON CAUSE – SOURCE OF VARIATION THAT IS ALWAYS PRESENT;
INHERENT TO THE PROCESS, CAN ONLY BE CORRECTED BY MANAGEMENT
INTERVENTION
• SPECIAL CAUSE – INTERMITTENT LOCALIZED, SEASONAL, UNPREDICTABLE,
UNSTABLE SOURCE OF VARIATION; CAN BE CORRECTED LOCALLY


USING 8D

INDENTIFY & VERIFY ROOT CAUSES

• CAUSES ARE ATTRIBUTABLE TO VARIATION IN HOW WORK GETS DONE
• CAN OCCUR IN ANY OF THE PROCESS FACTORS
• COMMON CAUSE – SOURCE OF VARIATION THAT IS ALWAYS PRESENT;
INHERENT TO THE PROCESS, CAN ONLY BE CORRECTED BY MANAGEMENT
INTERVENTION
• SPECIAL CAUSE – INTERMITTENT, LOCALIZED, SEASONAL, UNPREDICTABLE,
UNSTABLE SOURCE OF VARIATION; CAN BE CORRECTED LOCALLY


USING 8D

CAUSE & EFFECT DIAGRAM

• MAJOR CAUSE CATEGORIES – 5Ms
• MAJOR PROCESS STEPS – BASED ON PROCESS FLOW CHART
• ASK “WHY DOES THIS HAPPEN?” FOR EACH IDENTIFED CAUSE
• KEEP ASKING WHY FOR AT LEAST 5 TIMES UNTILL YOU CAN NOT ANSWER
THE QUESTION OR UNTIL THE CAUSE IS CONTROLLED BY MORE THAN ONE
LEVEL OF MANAGEMENT REMOVED FROM THE TEAM
• CLARIFY CAUSES SO THEY ARE UNDERSTOOD BY ANYONE

CAUSE ANALYSIS MATRIX


USING 8D

SOLUTIONS

• ADDRESS ROOT CAUSE
• DEFINE HOW ROOT CAUSE CAN BE ELIMINATED OR AT LEAST CONTROLLED
• SOLUTION STATEMENTS INCLUDE: ACTION TO BE TAKEN, WHAT/WHOM
ACTION INVOLVES DESIRED EFFECT OF ACTION
• SOLUTION SHOULD ALWAYS ADDRESS CUSTOMER’S NEEDS FIRST

SOLUTIONS – FINDING NEW APPROACHES

• HAS THE SITUATION HAPPENED BEFORE?
• WHAT DID THE TEAM &/OR ORGANIZATION DO? WHAT WERE THE RESULTS?
• HOW IS IT DIFFERENT THIS TIME?
• WHAT COULD BE DONE DIFFERENTLY TO GET BETTER RESULTS?
• WHAT ARE ALTERNATE WAYS OF SOLVING THE PROBLEM?


USING 8D

INDENTIFY ALTERNATE SOLUTIONS

• IDENTIFY SIMILAR PROBLEMS PREVIOUSLY SOLVED
• AVOID IMPLEMENTING INTERIM ACTIONS FOR PERMANENT ACTIONS
• CONSIDER NEW & CURRENT TECHNOLOGY FOR SOLUTIONS
• INCORPORATE SOLUTION INTO FUTURE

CONSIDER APPLICABILITY OF MISTAKE-PROOFING

• USE OF PROCESS OR DESIGN FEATURES TO PREVENT MANUFACTURE OF
NON-CONFORMING PRODUCT
• MAY ALSO INCLUDE SUBSEQUENT PROCESS DETECTION METHODS

SOLUTION FILTER MATRIX WORK SHEET


USING 8D

DISCIPLINE 5 – VERIFY CORRECTIVE ACTIONS
• DETERMINE IF SELECTED CORRECTIVE ACTIONS WILL RESOLVE THE
PROBLEM
• TEST SELECTED SOLUTIONS PRIOR TO FULL-SCALE IMPLEMENTATION
• USE DECISION ANALYSIS TOOLS – CONSENSUS, CRITERIA, RATING ETC.
• EVALUATE ADVERSE AFFECTS CAUSED BY SOLUTION; USE FMEA
• CONSIDER SOLUTION’S IMPACT ON OTHER PROCESSES
• DEVELOP CONTINGENCY PLANS & COUNTERMEASURES
• PREPARE ACTION PLANS TO MANAGE VERIFICATON ACTIVITIES
• VERIFY THAT CUSTOMER IS SATISFIED WITH SOLUTION & WILL NOT CAUSE
ANY UNDESIREABLE SIDE EFFECTS TO THE CUSTOMER

CRITERIA MATRIX


USING 8D

DISCIPLINE 6 – IMPLEMENT PERMANENT CORRECTIVE ACTIONS
• PERMANENT ACTIONS SHOULD ANSWER “WHY DID THIS PROBLEM OCCUR?”
• ELIMINATES CONCERN WITHOUT CREATING OTHER PROBLEM
• ESTABLISH AN ACTION PLAN
• DEFINE ON-GOING PROCESS CONTROLS TO ENSURE CAUSE IS ELIMINATED
• STATISTICAL PLAN TO MEASURE EFFECTIVENESS OF CORRECTIVE ACTIONS
• IDENTIFY CONTINGENCY ACTIONS
• CONTROLS FOR MONITORING LONG-TERM EFFECTIVENESS
• DOCUMENT CHANGES
• PROVIDE TRAINGING FOR AFFECTED PERSONS TO CHANGES
• ONCE IN PRODUCTION MONITOR THE LONG-TERM EFFECTS OF
CORRECTIVE ACTIONS & IMPLEMENT CONTINGENCY ACTIONS IF NEEDED


USING 8D

ACTION PLANS

• HELPS COORDINATE TEAM EFFORTS
• IDENTIFIES TARGETS & DEADLINES
• ENSURES KEY STEPS ARE NOT MISSED
• BASIS FOR CHECKING PROGRESS
• HELPS IDENTIFY POTENTIAL CONFLICTS IN SCHEDULES
• IDENTIFY NEEDED RESOURCES

ACTION PLANS MAY INCLUDE:

• STEPS OR TASKS – ACTION ITEMS
• DESIRED OUTCOME – DELIVERABLE
• WHO IS RESPONSIBLE AS NEEDED RESOURCES
• PLANNED START & END DATES
• ACTUAL DATES
• OTHERS LIKE BOUNDARIES, HAZARDS, BUDGET, MILESTONES, ETC.


USING 8D

DISCIPLINE 7 – PREVENT RECURRENCE
• CONSIDER SYSTEMATICALLY, HOW THIS PROBLEM WAS ALLOWED TO
OCURR
• UNDERSTAND WHY SYSTEM ALLOWED PROBLEM TO DEVELOP
• AT WHAT POINT COULD THE PROBLEM HAVE BEEN PREVENTED?
• CHANGE MANAGEMENT SYSTEM, OPERATING SYSTEMS, WORK
INTRUCTIONS, PROCESS SET UP & CONTROL SHEETS.
• DOCUMENT NEW STANDARD PROCEDURES
• PROVIDE ADDITIONAL TRAINING TO AFFECTED EMPLOYEES TO NEW WORK
INSTRUCTIONS, STANDARDS, PROCEDURES ETC.
• APPLY PERMANENT SOLUTION TO OTHER AREAS WHICH COULD
EXPERIENCE THE SAME PROBLEM


USING 8D

CORRECTIVE ACTION IMPACT

• CONSIDER APPLYING SOLUTIONS/CONTROLS TO SIMILAR PRODUCTS &
PROCESSES
• PREVENT RECURRENCE OF PROBLEM IN DIFFERENT LOCATIONS


USING 8D

DISCIPLINE 8 – CONGRADULATE YOUR TEAM
• ACKNOWLEDGE SIGNIFICANCE & VALUE OF THE PROBLEM SOLUTION
• RECOGNIZE TEAM’S COLLECTIVE EFFORTS IN SOLVING THE PROBLEM AS
WELL AS INDIVIDUAL CONTRIBUTIONS
• DOCUMENT WHAT WAS LEARNED IN SOLVING THE PROBLEM WHICH WAS
SOLVED BUT ALSO ABOUT THE PROBLEM SOLVING PROCESS
• CONSIDER INVESTIGATING OTHER POTENTIAL CAUSES AS PREVETIVE
ACTIONS
• WRITE A CASE STUDY REPORT


USING 8D

TEAM CELEBRATION

• ALLOW TEAM MEMBERS TO IDENTIFY HOW THEY WISH TO CELEBRATE
THEIR ACHIEVEMENT
• PROVIDE FOR TEAM ONLY CELEBRATION
• PLAN FOR PUBLIC RECOGNITION OF TEAM


USING 8D

LESSIONS LEARNED - LEARNING TRANSFERENCE WORKSHEET

THIS WORKSHEET IS TO BE USED AFTER YOU COMPLETE YOUR INITIAL
PROBLEM SOLVING INITIATIVE. THEN YOU CAN REFER TO THE WORKSHEET
PERIODICALLY TO MAKE SURE THAT YOU CONTINUE TO GROW IN YOUR
PROBLEM SOLVING SKILLS

• LIST THE TEAM-PROBLEM-SOLVER SKILLS YOUR BE BRINGING TO YOUR
DAILY WORK ENVIRONMENT.
• IDENTIFY THREE WORK OPPORTUNIES FOR APPLYING THE 8 STEP
PROBLEM SOLVING PROCESS
• WHO CAN HELP YOU IN ADDRESSING THESE AREA? WHAT SPECIFICALLY DO
YOU NEED FROM EACH PERSON?
• WHAT PROBLEM SOLVING TOOLS DO YOU WANT TO STANDARDIZE IN YOUR
WORKPLACE?
• WHAT WILL YOU HAVE TO DO TO ENSURE THAT THEY BECOME PART OF
YOUR WORK ENVIRONMENT


USING 8D

LESSIONS LEARNED - LEARNING TRANSFERENCE WORKSHEET CONT.
• LIST THREE THINGS THAT YOU HAVE LEARNED ABOUT YOURSELF BY
GOING THROUGH A TEAM BASED PROBLEM SOLVING EXPERIENCE
• HOW WILL YOU USE THIS KNOWLEDGE TO ENSURE THAT YOU ARE AN
EFFECTIVE TEAM PROBLEM SOLVER?

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