A3 Training Session

Introduction…. We all are involved in… – Looking for ways to save resources – Finding ways to improve quality – Fixing problems – Finding better ways to do things In each case, we also need to communicate & share… – Report to supervision – Help others learn from our success and failures

How do we get better in our abilities to…. Make Improvements & Communicate ?

Lets find a proven method….. Based on sound principles….. With a track record of success…..

The Scientific Method…. Developed in the early 1600’s by Sir Francis Bacon Widely used and adopted by the scientific community from that time forward Modified and made popular in the mid 1900’s by Walter Shewhart and Edward Deming, becoming the “PDCA Cycle”. These men are known as the Fathers of Statistical Quality Control and Quality Control respectively

Plan Understand the problem/situation, create plan to see if assumptions are correct Do Run test Check Evaluate the results of the test Act Respond to the results, act upon what has been learned PDCA Cycle

The power in using this method comes from: – Following the standard method, which encourages accuracy and completeness – Repeating the cycle, upon completion, “once a hypothesis is confirmed (or negated), executing the cycle again will extend the knowledge further. Repeating the PDCA cycle can bring us closer to the goal, usually a perfect operation and output” Wikipedia

How are the Scientific Method and A3 Reporting related? The A3 Report is a “picture” of the PDCA cycle And is a great tool to share the progress and results of the efforts to others

A3 Report A3 represents the size of the paper (11 X 17) Is meant to guide through the PDCA cycle Is not meant to require significant efforts to document the “project”, do by hand at first Documents each of the PDCA steps, on a high level Is meant to be very visual Is meant to contain data to support understanding of the “problem” (plan) and results of the “experiment” (Check)

What does an A3 Report look like?

Title: _________________________________________ BACKGROUND Write according to target audience Use VISUAL information as much as possible Provide clear understanding of problem/issue Include historical data, dates, names that might provide insight List individuals participating in the event CURRENT CONDITIONS Depict an overview of the current process or system Highlight key features in the current state Identify what you know about the problem. What it is, is not? Use data, numbers to further explain the current situation GOAL/TARGET Set a clear goal or target state for the situation Be clear on the measure of performance Consider how to collect the data to evaluate effectiveness ROOT CAUSE ANALYSIS Show the Root Cause identified Separate Symptoms and Opinions from cause and effect Show the tools used in Root Cause analysis (5 whys, Fishbone, etc.) Identify tests needed to build confidence in Root Cause analysis Summarize main findings of the Root Cause analysis, Visually if possible Use visual methods of explanation when possible COUNTERMEASURES (ACTION ITEMS) Make sure action items address the potential Root-Causes Clarify implementation order and location clear Identify who is responsible for the action item Be clear on exactly what is expected Clarify due dates for all actions EFFECT CONFIRMATION Determine ways to confirm effect, by each root cause if possible Show data and how it confirmed, or not, action items Plan in advance for data to be collected Collect data, verify effectiveness of action items Use the same measures as called out in goal section FOLLOW UP ACTIONS Standardize those countermeasures that had a positive effect Look for similar processes that may benefit from what was learned Re-address any Root Causes that remain a problem Plan next steps, may include next “cycle” of PDCA May include Gantt Chart (Timeline)

Root Cause Analysis Often the most missed step Various tools to help get to the Root Cause – 5 Whys – ask the question “why” at least five times, until arriving at the root cause Example – The Car Won’t Start: 1.Why won’t the car start? Appears to not be getting fuel 2.Why is it not getting fuel? No fuel is getting to the fuel injection system 3.Why fuel not getting to the fuel injection system? Fuel is not coming from the pump 4.Why is fuel not coming from the pump? The fuel is not getting to the pump 5.Why is fuel not getting to the pump? There is no fuel in the gas tank 6.Why is there no fuel in the gas tank? The kids don’t want to use their own $ to put fuel in the gas tank.

Root Cause Analysis Ishikawa Diagram

A3 EXERCISE Handwritten, group exercise “POOR MPG ON KID’S CAR”

Root Cause Analysis – Fishbone Diagram

What’s the next step? 1.Find an opportunity for improvement 2.Talk to supervisor, get OK to begin work 3.GO FOR IT! Oh, don’t forget to share your A3 with others, & repeat the cycle