‘PDCA AND SEVEN STEPS’

BY: J ENNIFER DEMATTEO

MANAGING F OR QUALITY
F EBRUARY 1 3 , 2 016
 PDCA Cycle
• Plan- Do- Act- Study Cycle or Deming Cycle

• Model used for carrying out change

• Should be constantly repeated for continuous improvement

 PDCA CYCLE CONT’d
• Systematic series of steps for:
• Gaining valuable learning and knowledge
• Provides in the continuous improvement of a product/ process
 plan
• Recognize an opportunity
• Make a plan for change
• Analyze an approach

• Identify a goal or purpose

• Formulate a theory
• Define success metrics
• Put a plan into action
 DO
• Test the change
• Carry out a small scale study

• Components of a plan are implemented, e.g. making a product

 change
• Review the test
• Analyze the results
• Identify what you have learned

• Outcomes are monitored

• Test the validity of the plan
• Watch for signs of success/ progress
• Monitor problems/ areas for improvement
 act
• Take action based on what you learned
• If change didn’t work:
• Go through cycle again with a different plan
• Adjust goal/ change methods/ reformulate theory

• If change worked:
• Incorporate what you learned into wider changes
• Use what you learned to:
• Plan new improvements
• Begin the cycle again
 EXAMPLE OF PDCA-plan
• Doing well in class raises your GPA/ helps college applications
• Talk to classmates if material don’t make sense
• Form a study group to help gain knowledge needed
 EXAMPLE OF PDCA-do
• Meet with group at set time/ quiet place
• Allows members to focus on coursework
• Invite exchanges of ideas
• Concentrate on overall understanding
 EXAMPLE OF PDCA-change
• Get together to check on groups performance
• Change times that are not working
• Monitor signs of success/ areas for improvement
 EXAMPLE OF PDCA-act
• Check results to see if groups would be better meeting in pairs/ smaller groups
• Make changes
• If it has worked, keep it as is
• Monitor the group and change as needed
 Seven step process
PLAN:
• Step 1: Theme Selection
• Step 2: Data Collection and Analysis
• Step 3: Causal Analysis
DO:
• Step 4: Solution Planning and Implementation
 Seven step process
CHECK:
• Step 5: Evaluation of Effects
ACT:
• Step 6: Standardization
• Step 7: Reflection
 What is the seven step method?
• Step- by- step method process of problem solving
• Enables teams to get to the root of the problem
• Helps them respond effectively
• Used by:
• Managers
• Workers
• Quality improvement teams
• executives
 When used for reactive problems
• Use when process goes out of control
• A problem that occurs continuously
• Sign of a weak process
• Five reactive evils:
• Defects
• Delays
• Mistakes
• Waste
• accidents
 When used for reactive problems CONt’d
• Reactive problem- solving methodology
• Method must be applied when:
• Correction must be made to a plan
• When it is based on the reoccurring incidents of any one of the five evils
 Importance of contribution to problem- solving
• Allows more people to be involved
• Solves many different types of problems
• Helps focus on the most important problems
• Allows teams to develop more effective solutions
• Helps foster organizational learning
 STEP 1: Theme selection
• Recognizes the importance of a problem
• Defines the problem clearly
• Tools that can be used:
• Run charts
• Graphs
• Brainstorming
• Flowcharts
• Theme selection matrix
• Block diagrams
 STEP 1: Theme selection
• Collect examples/ facts that help to describe the problem
• Identify pain that problem caused
• Team needs to select a theme that works for the problem
• Address methods or machines, not human behavior
• Address one of the five evils
• Create a reasonable time frame
• Consider on what level to tackle the problem
• Visualize the problem, use tools
 Step 2: Data collection and analysis
• Investigate the specific features of the problem
• Use a wide range of viewpoints
• Tools that can be used:
• Checksheets
• Graphs
• Pareto diagrams
• Histograms
• Voice of the customer interviews
• Fishbone Diagram
 Step 2: Data collection and analysis
• Collect data into a checksheet
• Place enough categories into checksheet
• Make modifications to checksheet as needed
• Place possible causes into a fishbone diagram
• Generate many pareto diagrams
• Highlight the bar to investigate further
• Use highlighted bar on pareto to develop new ones
 Step 3: causal analysis
• Finds the main causes of a problem
• Tools that can be used:
• Fishbone diagram
• Scattergram
• Pareto diagram
• Flowchart
• Matrix diagram
• Brainstorming
• Relations diagram
• Tree diagram
 Step 3: causal analysis
• Construct fishbone diagram to find root causes
• Aids in communication/ documents activities for future reference
• Make the head of fishbone diagram very specific
• Incorporate 5 whys
• Get facts based on data
• Make a conclusion for each fishbone diagram
• Revert back to step 2
 Step 4: solution planning and implementation
• Takes action to eliminate causes of a problem
• Tools that can be used:
• Fishbone diagram
• Contingency planning (PDPC)
• Brainstorming
• Benchmarking
• 9- step project management system
• Tree diagram
• Matrix diagram
 Step 4: solution planning and implementation
• Develop a solution that prevents reoccurrence of a problem
• Make sure the solution focuses on the root cause in step 3
• Consider effects it will have on other processes
• Create a solution selection matrix
• Show how each solution addresses the major root cause
• Run an experiment
• Use timeline to describe implementation schedule
• Determine measurement to confirm if the solution will work
 Step 5: evaluation of effects
• Make sure that the solution will correct the problem
• Tools that can be used:
• Graphs
• Histograms
• Scattergrams
• Pareto diagrams
 Step 5: evaluation of effects
• Collect data
• Evaluate the results
• Compare data before/ after using pareto and run charts
• Evaluate intangible results of the solution
• If possible, convert data into monetary impact
• If evaluation Is successful, go to step 6
• If not successful:
• Go back to step 4 and revise solution or;
• Go back to step 3 and see if real root problem was missed
 Step 6: standardization
• Ensures that the cause of problem has been eliminated permanently
• Tools that can be used:
• Flowchart
• Control chart
• Trend chart
• 4W & 1H Matrix
• graphs
 Step 6: standardization
• Document the process change
• Ensure process change has provision for updating/ revising the process
• Make changes to flowchart to communicate new standard
• Continue to monitor results over time
• Confirm results don’t deteriorate over time
• Train, inform, and/ or involve the affected individuals
• Ensure they know change and their role
• Summarize changes made
 Step 7: reflection
• Review the problem- solving process and identify the next problem
• Tools that can be used:
• Brainstorming
• Pareto diagram
• Theme selection matrix
• 4W & 1H matrix
 Step 7: reflection
• Compare the milestone chart with the plan and actual
• Recommend a weakness for the next PDCA cycle
• Determine who needs to know and spread what you learned
• Will help others learn
• Motivates others through success
 bibliography
• How Would You Use The PDSA Cycle In Your Personal Life?
(2016). Houghton Mifflin Harcourt. Retrieved from:
http://www.cliffsnotes.com/cliffsnotes/subjects/management/ho
w-would-you-use-the-pdsa-cycle-in-your-personal-life
• O’Brien, B. (2008). The Seven- Step Problem Solving Method.
Granite State Section ASQ. Retrieved from:
file:///C:/Users/jdema/Downloads/The%20Seven-
Step%20Problem%20Solving%20Method%2020080220.pdf
• Plan-Do-Check-Act (PDCA) Cycle. (2004). ASQ. Retrieved from:
http://asq.org/learn-about-quality/project-planning-
tools/overview/pdca-cycle.html
 bibliography
• The Plan, Do, Study, Act (PSDA) Cycle. (2016). The W. Edwards
Deming Institute, Retrieved from:
https://www.deming.org/theman/theories/pdsacycle