Standard Work Developing and Managing an Action ListCategory: Operational Excellence Business: General Application Lesson: 41 Author: Nero Haralalka

TBM Consulting Group, Inc. 4400 Ben Franklin Blvd., Durham, NC 27704 P: 800.438.5535 www.tbmcg.com

TBM Consulting Group Operational Excellence One Point Lesson

2013 TBM CONSULTING GROUP, INC ALL RIGHTS RESERVED v6-13

RESULTS Better way of tracking the various implementation phase for a given action item Color coding to show if we are on track or behind

PROBLEM OR OPPORTUNITYMany action item lists are confusing and do not properly communicate when actions are completed. Full closure of an action item requires a potential solution, implementation, communication , training and lastlyauditing. Each of these phases should have a target and actual completion date and a visual system to indicate if the action item completion is on track.

COUNTERMEASURE Developed Action List format for identifying the various phases of an action including target and actual

completion dates

Date:

Project Name Action ListLeader:Item # Description Who

Completion Date Status Expected Results CommentsTarget Actual

1

2

3

4

Date: 3/11/13Page: 1 Project Name Action ListLeader: Team LeaderItem # Description Who Completion Date Status Expected Results Comments

Target Actual

1 Develop an action lis t template to track project status.

Luter

3/15/133/22/13 g y4/5/13

4/30/13

1) In the upper left hand corner fill-in the date of update, pages are automatically numbered, and the team leader's name. Change the Project Name to the actual project to which the action list is connect (for example, Lapped Rolls - Action List). This will transfer to the other pages.

2) For each Item #, provide a detailed description of the action item. Be as specific as possible - don't be afraid to divide each item into to addition items if it will faciliate the tracking of the actions. Also include who is primarily responsible for the item. Someone else may be involved, but who is going to make sure that it gets done. You can have multiple people under Who if there is significant responsibility for muliple people. But be careful - everybody can't be responsible for everything.

3) Set a target date for each phase (discussed below) and the actual completion date when each status box turns to green. The top is Phase 1, the next one down is Phase 2, the next is Phase 3, and the bottom is Phase 4. Be realistic, but aggressive with your dates. The beginning phases will be easier that the final phases.

4) The Status area tracks the action item through the four phases of completion.> Phase 1 - Plan in place and ready to move forward.> Phase 2 - Action taken / Communicated / Procedures Written 1 2

> Phase 3 - Training Completed with ALL affected personnel. 4 3

> Phase 4 - Process successfully audit for complete adherence.

5) The Status area is a color coded area to indicate progress in a visual manner. > YELLOW indicates that the action item phase has begun / on schedule. > type y in the box, it will turn yellow.> GREEN indicates that the action item phase is complete. y g > type g in the box, it will turn green.> RED indicates that the action item phase is behind schedule. r > type r in the box, it will turn red.> WHITE indicates that the action item phase has not started yet. > nothing in the box, it will be white.

6) Expected Results should list a brief list of improvements associated with the specific action item. If the action item does not have specificexpected results, but is rather part of the larger project - leave this section blank.

7) The Comments section can be used concerning status information or any other notes of importance to the action item.

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