8D Manager 2 - Quality Assurance Solutions

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8D Manager

Manual

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then please review page 61 to turn off the

security. Then return here.

Subject Topic Page

Company Name

Setup

5

New 8D Form Opening Form 7

8D Form 8

Car Number 9

Start Date 11

D1 and D8 Team 12

D2 Problem 13

D3 Containment 14

D4 Root Cause 18

D5 Corrective Action 20

D7 Preventive

Action

22

Closing the 8D 24

Hyperlink files 25

Printing an 8D Form 27

Example 28

Printing 29

Emailing 30 59Metrics

58Open Actions

57Short CA

54Customer List

49Copying 8D record

31Opening5Y Form

33Assign Root Cause

36Corrective Action

37Example 5Y

Subject Topic Page

Manager List Editing 8D 38

Printing 8D 39

Sorting 40

Filter 42

Filter by Customer 43

Show Open Records 45

Show Internal

Records

47

Deleting a 8D

Record

48

Customizing Labels 50

Global 8D 55

Security Warning 61

Index

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This is the opening form of

8D Manager. Here you will

start new corrective actions,

edit existing corrective

actions and print your 8D

reports.

To Start, Click

Utilities then

Setup

Company Name Setup

6

Type your company name.

This will show on your 8D

reports

Click Save and Continue

Company Name Setup

7

Starting a new 8D Corrective Action

To start a new

corrective action, click

on “New 8D Form”

8

This is a blank 8D form. On

this form you will add your

information and edit as

necessary.

You will enter data into

the blue boxes. As soon

as you enter data into a

field, the data is

automatically saved.

You can change the

labels to match your

business.

Starting a new 8D Corrective Action 8D Form

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First enter a corrective

action number. This must

be a number. Each

corrective action must have

a unique number. Use the

list from the opening form

to assign a sequential

number.

Enter your

company’s

problematic part

number

For Type select one of the 3 items

•External means the problems starts

outside of the company.

•Internal means the problem starts inside

of the company.

•Preventive documents a record taken to

prevent something from possibly

occurring.

8D Form – Car Number

10


Enter your lot

number or main

traceability

Enter the

purchase order

for the problem

Enter who

started this 8D

form

You can press tab or

enter to move from field

to field.

You can leave fields

blank ( except CA

number)

Fields such as Company

PN, PO and Lot Number

can be changed to match

your needs

8D Form – Car Number

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Enter Start Date of

the 8D. This should

be the date that your

were originally

notified of the

problem.

Enter in the

customer PN which

may be different

then your

company’s PN

You can enter more text then the fields

show. When you print the 8D form all

text will show! In most cases you are

limited to 50 characters

Enter the owner

or champion

name or initials of

this 8D. This is

the person who

has final

responsibility for

completion of the

8D. This will

show on the

opening form of

the application.

8D Form – Start Date

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Enter the customer who

is complaining. For a

internal or preventive

action, enter in the

department or operation.

This will show on the

opening form.

Enter in sample

size that the

customer

sampled.

Enter the amount

of defective parts

found. Enter the primary

name of the

contact person at

the customer

location. If internal

this could be a

supervisor or

manager

Enter the names of

the people on the

team involve in

solving the problem.

You can enter last

names or initials.

This is the D1 which

is creating the team. It

also ends at D8 which

congratulates the

team.

Starting a new 8D Corrective Action 8D Form – D1 and D8 Team

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In the customer problems field

record the problem that the

customer is finding. You may

want to copy and paste this

information from the customer’s

SCAR or corrective action

request.

This will show on the opening

form.

This field has unlimited size.

In company’s finding record the

actual problem that was

discovered during your analysis of

the issue. This is the D2 part of

the process.

This field has unlimited size.

Select the location where the problem

occurred

8D Form – D2 Problem

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The D3 Containment allows you to track every

containment action. For each action you can

assign a due date (or completed date) and person

responsible for the action.

You can delete an

action if you click

on the selector bar

and the hit the

delete key.

When entering data you

can see at least 3 of the

actions. You can use the

scroll bar to scroll through

all of the actions. When

the 8D is printed all

actions are printed.

8D Form – D3 Containment

15


Under item, use a

sequential number

1,2,3 for each

separate action.

Provide the

details of the

containment

action in this

block.

This field has

unlimited size.

Name the

owner of this

containment

action

Record the

due date or

completed

date of the

action

If the action

has been

completed

check mark

this box.

For each completed action,

the action must be verified.

This is part of D6. The person

verifying the action should be

different then the owner of the

action. Record the Name and

Date of the Verification.


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When you want to add a new containment action

then click the record with the * and fill in the

information on the row.

Starting a new 8D Corrective Action 8D Form – D3 Containment

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Here is an example of D3 containment

actionsWhen entering data you

can see at least 3 of the

actions. You can use the

scroll bar to scroll through

all of the actions. When

the 8D is printed all

actions are printed.


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The D4 Root Cause allows you to track every

identified root cause. For each root cause you

need to identify the person verifying the root

cause and the date of verification.

The D4 Root Cause, D5 corrective

action and D7 preventive action works

similar to D3 containment action

Record the root

cause information

The field size is

unlimited.

8D Form – D4 Root Cause

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Here is an example of D4 Root Cause

8D Form – D4 Root Cause

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Under item, use a

sequential number

1,2,3 for each

separate action.

Provide the

details of the

corrective action

in this block.

This field has

unlimited size.

Name the

owner of this

corrective

action

Record the

due date or

completed

date of the

action

If the action

has been

completed

check mark

this box.

For each completed action,







8D Form – D5 Corrective Action

21


Here is an example of D5 Corrective Action

8D Form – D5 Corrective Action

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Under item, use a

sequential number

1,2,3 for each

separate action.

Provide the

details of the

preventive action

in this block.

This field has

unlimited size.

Name the

owner of this

preventive

action

Record the

due date or

completed

date of the

action

If the action

has been

completed

check mark

this box.

For each preventive action,







8D Form – D7 Preventive Action

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Here is an example of D7 Preventive action

Notice there is an empty row of

boxes. The record selector has

an asterisk. This is a non

existent row. It will not print.

8D Form – D7 Preventive Action

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After the preventive action section is the closure info

section. This information will not be printed on the 8D

report.

When the actions are complete or the 8D is closed

then fill in the Date closed and Closed By Name.

The Date Closed will be shown on the Opening

Form.

You can assign an overall Due Date. This Date will

be shown on the opening form.

These dates determine your corrective action

metrics. If the Date Closed does

not have a date, then the

8D corrective action is

considered to be open.

8D Form – Closing the 8D

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Because a corrective action can become messy with many supporting

documents, the 8D form allows you to hyperlink to other files on your computer.

This allows you to have all of your information in one place.

To Hyperlink, click in the field and then press the Hyperlink

button. (You can also press ctrl + K)

Hyperlinks will not be shown when the report is printed.

Hyperlink files

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1. Locate the file

2. Type in a

familiar name

3 Click Ok

Hyperlink files

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Printing an 8D Form

At the top of the 8D form screen is the print button.

This will give you a preview of the report in its final format.

See next page for an example

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Printing an 8D Form Example

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Printing an 8D Form

Click Print Icon to print to default

printer

Set up or select printer on Page Setup

You can print to a pdf file if you have a

pdf printer. You can download a pdf

printer from the internet.

Printing

You have a couple of

choices for email.

A) If the email is going to

someone that has

Microsoft Access,

select Snapshot

Format.

If they don’t have MS

Assess, they can

quickly download a

free viewer from

Microsoft.

B) You can also print to a pdf file if you

have a pdf printer. You can download a

pdf printer from the internet. Try Primo

pdf. Save the pdf and then send the pdf.

Emailing an 8D Form

5Y Form

5Y Form is driven from the 8D form.

Select 5Y Form

With the 5 Why form you enter root causes. After each root cause

you ask yourself why that occurred. By the 5th Why, one should

be able to drill down the exact root cause.

One ask 5 whys for these three scenarios – Why the problem

occurred, Why containment let the problem escape, Why the

system allowed the problem.

One can also ask 5 whys for these other three scenarios, Why

the system did not protect the customer, Why the system did not

predict the problem, Why the system did not prevent the issue

from occurring

Once you find the root cause

for each of the three

scenarios, you then assign

corrective actions to the

primary root cause.

The 5Y form documents the

5Ys and corrective actions.

5Y Form

Here is the start of the 5Y form.

You will fill in the areas in white.

5Y Form

Select the

type of 5Y

element.

Enter the

level of the

5Y

statement.

The higher

the number

the closer

to the Main

Cause.

Enter the 5Y

statement for that

element and 5Y

level.

If this is the main

cause for the 5Y

element then

click the box.

When this

occurs, you will

create Corrective

Actions for that

item

For each root cause

statement, you can

add this to the 8D form

by clicking here.

Afterwards you will

need to edit the item

for dates on the 8D

form.

Do this only if the 8D

form has not already

capture the root

cause.

5Y Form

5Y Form

For root causes that you have

assign as a main cause, you

will need to create corrective

actions for that main root

cause.

Click Create CA

5Y Form

Enter the corrective actions to address the primary

root cause. Assign owners and due dates

When you create the corrective action, this item will

be automatically added to the 8D form. Be sure to

review the 8D form after completing the 5Y form.

5Y Form 5Y Report

Click print

from the 5Y

form for the

5Y report.

You can

email this

report.

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Edit 8D Form from Manager List

1. Select the desired

record by clicking the

edge (or anywhere

along the record row)

2. Click Edit 8D

Form

You can also

double click

anywhere along

the record.

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Print 8D Form from Manager List

1. Select the desired

record by clicking the

edge (or anywhere

along the record row)

2. Click Print Forms

and Select 8D

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Sort Records by Field from Manager List

1. Click in the desired

field. For Example, Click

the Open Date Field

2. Click sort Ascending or

Descending

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Sort Records by Field from Manager List

3. Records are sorted

Descending by Date4. To Remove the

sort click Remove

Filter/Sort

Sorting allows you to find your

desired record quicker

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Filter Records by Field from Manager List

Filtering allows you to look at only a subset of the records.

Use filters to:

• see only one company

•See internal 8D records

•open records

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1. First click on the information that you want to only see. For

example I want to see all records with the customer Crimson

Colors

2. Then click on Filter By Selection

Filter by Customer

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Notice only records with Crimson Colors are

shown.

To remove the filter to

see all the records

click “Remove Filters”

Filter by Customer

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1. Click on a blank field under “Date Closed”


Show Open 8D

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Filter Records by Field from Manager List Show Open 8D

Notice only records with that do not have a closed

date are shown.

To remove the filter to

see all the records

click “Remove Filters”

47


1. Click on a field that has “internal” under “Type”


Show Internal 8D

This also works with external and preventive

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Deleting a 8D record.

1. First click the record selector that starts the row of the desired

record.

2. Select Delete 8D from the Utilities Menu

3. Select yes when the message occurs.

When you delete a record, the

entire 8D form and report are

gone. You cannot recover it.

Be sure you want to delete the

record.

Copying an 8D record.

1) Select the record to copy

2) Select Copy 8D from Utilities

3) Enter new CA #

4) Enter Customer Name

5) Click Make the Copy

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You can change the

labels to match your

business.

Customizing Labels on 8D form and report.

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Click on Setup from Utilities Menu


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Change the label to

reflect your company’s

terminology

Keep these fields names to mean

the same thing.

1) CA Number

2) Customer

3) D2 Company Findings

4) Customer Problems

5) Date Labels

6) Owner

7) Type

8) All 8D Labels


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Notices the changes. When

completed then click on Save and

Continue

To Restore the initial

settings click on Restore

Defaults


Setup your customer list

from utilities. This prevents

retyping customer names.

Building the Customer List

55

Other Forms Global 8D Form

When you have a new SCAR but you have previous addressed this

issue on an older 8D corrective action, you can use a Global 8D to

quickly show the actions taken. The Global 8D does not refer to the

previous customer or containment issues.

Select Global 8D

from Print Forms

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Global 8D Form

Notice the Problem fields and containment fields are not on the Global

Form. You will need to create a new 8D corrective action to document

those items. On the new 8D corrective action for the root cause, corrective

action and preventive action refer to the CA Number on the Global Form.

Other Forms Short Corrective Action Form

Some customers may not

need a full 8D report. In these

cases, use the short CA form.

Other Forms Open Action Forms

This report shows open actions and open verification actions on all

corrective actions that do not have an overall closure date.

Other Forms Metrics

Corrective action metrics

can be used for data

analysis, goal setting, goal

comparisons and quality

metrics.

Determine the

data range then

click the Metrics

button.

Other Forms Metrics

Closure time is number of days it took

to close.

Metric: (Close date – Start Date)

Close Time Past Due Date are those

corrective actions that were closed past

the due date

Metric: (Close date – Due Date)

Calculates time for Open Corrective Actions,

those that do not have a close date

Metric: (Today – Due Date)

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You may get this message when

opening the 8D Manager.mdb File.

There are no harmful code in this

application.

Click Open to run the program.

Security Warning Message

See next page to eliminate this message

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Security Warning Message

You can remove this

message by starting

Microsoft Access

Select Tools –

Macro -Security

Set the Security level

on Low

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Microsoft Access 2007 Discussion

Software will work with

Microsoft Access. The

Menu Bars will look

slightly different

64

You may see

a security

warning.

Click Options

Microsoft Access 2007 Discussion

There are no

dangerous Macros.

Click Enable Content

then OK.

65

To see the toolbars

discussed in the manual,

Click on Add-Ins on the

Access Toolbar.

Documents

8D Manager 2 - Quality Assurance Solutions