PDCA AND SEVEN STEPS

BY: JENNIFER DEMATTEOMANAGING FOR QUALITY

FEBRUARY 13, 2016

‘PDCA AND SEVEN STEPS’

• Plan- Do- Act- Study Cycle or Deming Cycle

• Model used for carrying out change

• Should be constantly repeated for continuous improvement

PDCA Cycle

• Systematic series of steps for:• Gaining valuable learning and knowledge• Provides in the continuous improvement of a product/ process

PDCA CYCLE CONT’d

• 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

plan

• Test the change• Carry out a small scale study

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

DO

• 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

change

• 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

act

• 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-plan

• 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-do

• Get together to check on groups performance• Change times that are not working• Monitor signs of success/ areas for improvement

EXAMPLE OF PDCA-change

• 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

EXAMPLE OF PDCA-act

PLAN:• Step 1: Theme Selection• Step 2: Data Collection and Analysis• Step 3: Causal AnalysisDO:• Step 4: Solution Planning and Implementation

Seven step process

CHECK:• Step 5: Evaluation of EffectsACT:• Step 6: Standardization• Step 7: Reflection

Seven step process

• 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

What is the seven step method?

• 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

• 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

When used for reactive problems CONt’d

• 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

Importance of contribution to problem- solving

• 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 1: Theme selection

• 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 2: Data collection and 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 3: causal analysis

• 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 4: solution planning and implementation

• 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 5: evaluation of effects

• 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 6: standardization

• 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

Step 7: reflection

• How Would You Use The PDSA Cycle In Your Personal Life? (2016). Houghton Mifflin Harcourt. Retrieved from: http://www.cliffsnotes.com/cliffsnotes/subjects/management/how-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

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