Problem Solving A3 tool January 2020 8 Step

Problem Solving & A-3 tool January 2020

8 -Step Problem Solving 1. Clarify the Problem 2. Break Down the Problem to an Issue 3. Target Setting 4. Root Cause Analysis 5. Develop Countermeasures 6. See Countermeasures Through 7. Monitor Both Results and Process 8. Standardize Successful Processes 2

8 -Step Problem Solving is done at ALL Levels • Policies • Annual Objectives • Resources • Strategic Improvement Supervisors & Team Leaders Operators/TM • Cross Organizational Problem Solving • Systems Improvement Top Management • Objectives & Budgets Management • Management Directed Kaizen • Process Improvement Plant Manager & Value Stream MGR • Worksite Problem Solving • Process Improvement • Standardized Work • Kaizen • 5 S

8 -Step Problem Solving Link: PDCA to 8 -Step to Drive & Dedication Concrete Actions & Processes 1. Clarify the Problem 2. Break Down the Problem to an Issue 3. Target Setting 4. Root Cause Analysis 5. Develop Countermeasures 6. See Countermeasures Through 7. Monitor Both Results and Process 8. Standardize Successful Processes

8 -Step Problem Solving – narrow it down! 1. Clearly Define Problem & Impact to Operation 2. Use FACTS to break down into smaller Issues to prioritize (test as needed) 3. Choose ONE Issue to pursue, set target, timing 4. Find Root Cause(s) 5. ID & evaluate 1+ CM for each Root Cause found 6. Implement CM to plan 7. Confirm CM effective 8. Standardize Successes Think “FUNNEL”: You MUST narrow down to an Issue you can find R. C. and fix ! 12/3/2020

8 -Step Problem Solving What is an “A-3” ? ? ~ 11” x 17” paper size. Also term is used to refer to a completed document of problem solving activity Rules for A-3 Visual “Story” Guidelines: v Make the overall context of situation simple and clear v Identify Target Audience – design information accordingly v Only necessary information v Show Linkage from Company to Plant to Shop, etc. v Show Historical context / trends to show importance v Discuss with others up/down & across to ensure clear

8 -Step Problem Solving We will learn by visualizing a case study ! ACME Manufacturing Company Case Study Hand Out 10’ to read

8 -Step Problem Solving PDCA Step 1. Clarify The Problem – Visualized ! Ultimate Goal Ideal Situation 1. What is the “Ultimate Goal” of YOUR work = how you contribute to Company Goals. Consider ‘What’, ‘How’, ‘Who’ 2. What is the “Ideal Situation” of YOUR work = necessary accomplishments. Concrete & measurable metrics Consider ‘What’, ‘How’, ‘Who’ Clarified Large Problem GAP Current Situation 3. What is the “Current Situation” of YOUR work vs. necessary accomplishments. Concrete & Measurable metrics How are you aware? Trigger? 4. Visual - picture / graph!!!

8 -Step Problem Solving PDCA Step 1. Clarify The Problem – ACME STEP 1 Clarify Problem Corporate Goals 2018 - Revenue > $1. 5 Billion - Productivity + 10% - COPQ -10% - Op Profit > 9% Plant Ops Goals 2018 - Productivity + 12% - Scrap - 15% - Operating Cost - 5% - Maintenance Cost - 8% - Output +18% GAP vs Goal 0. 4% Goal 2. 6%

8 -Step Problem Solving PDCA Step 2. Break down the problem Clarified Large Problem Prioritized Issue Step 2. a) Go-and-See to Flow chart main steps of the Process 1 2 3 Point of Ocurrance 4 5 6 7 Point of Detection Step 2. b) Identify Where Problem Detected + Where Occurred (conduct confirmation ‘trials’ as needed to prove by facts)

8 -Step Problem Solving PDCA Step 2. Break down the problem Step 2. c) Use FACTS to break into Sub. Problems and Issues What, Where, When, Who How Much? Clarified Large Problem Sub-Problem Issue Prioritized Issue Sub-Problem Issue Step 2. d) Use FACTS to prioritize Issues by size & ability to fix them Step 2. e) Select the Issue to Pursue Break down Prioritize Issue

8 -Step Problem Solving PDCA Step 2. Break down the problem Clarified Large Problem Prioritized Issue Step 2. c) alternate method to Use FACTS to break down into Sub-Problems and Issues METHOD 4 M's Analysis Necessary condition is clear ? Instruction What / Which is different from std? STD Current condition 1. 2 Judgment 3. 5 Criteria 4. 5 4. 7 Basic skill 3. 7 MAN MACHINE MATERIAL

8 -Step Problem Solving Step 2. Break down the problem Clarified Large Problem STEP # 1 Prioritize by Department STEP # 2 Prioritize by Cell Prioritize By Defect PDCA

8 -Step Problem Solving PDCA Step 2. Break down the problem - ACME STEP 2 Break Down • Finishing Scrap includes costs of all previous manufacturing steps • This is #1 Machining Issue Main Issue

8 -Step Problem Solving PDCA ACME’s A-3 How to Develop the Theme / Title of A-3: v Based upon your Step # 1 and Step # 2 v Describes What Your Activity is Doing / ”Focus” v Action – Based Words / Sentence ACME’s Theme: “Reducing Scrap Due to Quality Losses in Machine Shop”

8 -Step Problem Solving PDCA Step 3. Make Target for Issue to Pursue Prioritized Issue Step 3. a) Set Challenging Target to achieve for Issue to Pursue (concrete, measurable and close to ideal) Step 3. b) Establish Rapid Timing to accomplish Step 3. c) Identify contribution to overall Problem once fixed Ideal Situation • How much? Make it VISUAL ! • By when? • Any smaller steps needed? Current Situation • Impact on overall Problem? current +1 month

8 -Step Problem Solving PDCA Step 3. Make Target for Issue to Pursue - ACME STEP 3. Target GAP vs Target 6. 4% Reduce scrap in Finishing from 8. 4% to less than 2. 0% by May 2018

8 -Step Problem Solving PDCA Step 4. Identify Root Cause(s) - ACME STEP 4 Root Cause We can use a fishbone to brainstorm and look for Root Cause ! Man Contamination defect Main Issue Poor Set Up Machine Spindle Tight Clamp Mechanism Manual Adjustments Grinding Wheel Dimensions Grinding Sequence Undersize Shaft Low hardness Surface Smoothness Material Coolant Amount Wheel Dressing Method

8 -Step Problem Solving Step 4. Determine Root Cause (of “Issue to Pursue”) Step 4. a) Ask “ 5 -Why’s” to uncover Root Cause (based on facts, not assumptions) Step 4. b) Confirm by “Go-and-See” & Testing (need to have a deep understanding of processes) Step 4. c) Check Logic by use of “Therefore” Issue to Pursue Therefore… Why? Therefore… Why? Root Cause PDCA

8 -Step Problem Solving PDCA Step 4. Identify the Root Cause - ACME STEP 4 Root Cause Undersize Shaft over machined Shaft Not on Centerline Spindle Clamp Loosens Torque Setting too low Auto Spindle Clamp not working

8 -Step Problem Solving PDCA Step 4. Identify the Root Cause - ACME STEP 4 Root Cause Undersize Shaft Tool removed too much material Tool too hot, so cut more Lube Oil Contaminated Oil NEVER Changed ! No PM to change Oil

8 -Step Problem Solving PDCA Step 5. Develop & Evaluate Countermeasures Step 5. a) Brainstorm Countermeasure Ideas thinking creatively Step 5. b) Evaluate Countermeasure Ideas and Select CM(s) (need at least 1 Countermeasure for each Root Cause) Step 5. c) Build consensus with stakeholders (consider resources, impacts, capability, etc. ) Step 5. d) Create Clear, Detailed Implementation Plan Root Cause Plan

8 -Step Problem Solving Step 5. Identify and Evaluate Countermeasures - ACME STEP 5 Countermeasures Good = “O” No Good = “X” PDCA

8 -Step Problem Solving PDCA Step 6. Implement Countermeasures Step 6. a) Quickly Begin Countermeasures as a Team Step 6. b) Check Progress Regularly to Plan (have measuring, communications, reporting systems in place) Step 6. c) Never Give Up ! Implementation CM #1 Variation & Average improved, Exceeds Target, positive Trend CM #2 Variation & Average improved, below Target current +1 month +2 month

8 -Step Problem Solving PDCA Step 6. Create Countermeasure Plan & Implement - ACME STEP 6 Implement Countermeasures

8 -Step Problem Solving PDCA Step 7. Evaluate Process and Results of Countermeasures Step 7. a) Check Countermeasures as a Team (Processes and Results) Step 7. b) Evaluate using 3 Views: Customer, Company, yours! Step 7. c) Learn from both Failures and Successes (what are factors for both Failures and Successes? ) Implementation CM #1 Variation & Average improved, Exceeds Target, positive Trend CM #2 1. Your viewpoint (at left) 2. Company viewpoint (any higher level KPI better? ) 3. Customer viewpoint (quality, delivery, etc. ) current +1 month +2 month

8 -Step Problem Solving PDCA Step 7. Monitor Impact of CM on Issue. - ACME STEP 7 Monitor Performance of Countermeasures CM # 1, 2 CM # 4, 5 Monitor ALL metrics as needed. Show when CM are implemented. Here have both Dept and Specific KPI

8 -Step Problem Solving PDCA Step 8. Evaluate Process and Results of Countermeasures Step 8. a) Standardize Successful Countermeasures (add to Standardized Work, etc. ) Step 8. b) Share Learning across Organization (‘Yokoten”) Step 8. c) Start NEXT ROUND of Problem Solving ! (select priority Issue #2!) Ultimate Goal Ideal Situation GAP Previous Situation Ultimate Goal New Ideal Situation Current Situation …eventually… Current Situation

8 -Step Problem Solving Step 8. Standardize & Share - ACME STEP 8 Standardize, Share Best Practices a) Follow Up Item Status b) Applied all CM’s to 9 other Lathes in Finish Dept by 5 -24 -18 ! c) Shared as Best Practice to other ACME plants PDCA

8 -Step Problem Solving PDCA Step 8. Standardize & Share ! STEP 8 Standardize, Share Best Practices a) Check Progress and decide Next Area to Improve Manufacturing Scrap % Next Focus for Finish Dept Goal < 2. 6% Finish Area much Improved !

8 -Step Problem Solving Sample 8 -Step A 3 document (management level) Project Management Failures

8 -Step Problem Solving Sample 8 -Step on white board (TL level) Paint Leaks from inside robot 32

8 -Step Problem Solving PDCA Now, Start Practicing !! 1. Find Problem (KPI, EMDS) 4. Team created to Implement your Countermeasures 2. Management Review & Agree on Problem (appropriate, solvable) 3. Learn by doing with coaching & checks @ each Step # 5. Implement, Evaluate CM and Standardize “OK” 6. Present to “Panel” to confirm your capability (on ‘floor’) 33

8 -Step Problem Solving Evaluation of each Step (requirements & thinking) Step # Rating Guide for each Step Requirements by Step # Coaching Questions for each Step # 34