van Gogh, V.

Many times the data we need to work with are not variable. We may want to know whether or not a series of tasks have been completed. Or we need to know how many of each of several categories occur, such as kinds of errors. In a continuous improvement project, the location of errors becomes important. Or we want to compare the places offering a service and the respective services being offered.
The checksheet is a tool that helps us collect both variable and non-variable data and analyze them. Since it is an organized way to record information, it make the job of collecting and analyzing data easier. A checksheet is simply a form on which we can record data in an organized manner.
There are many kinds of checksheets. We will describe five of the most common ones. We use the first type, the frequency histogram checksheet, to collect variable data. The other four types helps us collect non-variable data.

FREQUENCY HISTOGRAM CHECKSHEET

The frequency histogram checksheet is a special type of frequency histogram. Like the histogram, this cheksheet gives a great deal of information; the center of our data; the amount of variation; and the distribution of the data.
The diagram below is a frequency histogram checsheet. Weights of hand-dipped ice cream cones are recorded directly onto the checsheet. By using the checksheet, data are handled only once - they are not recorded on one piece of paper and then organized and plotted on a separate histogram - each observation is written as an "X" directly on the checksheet. This mean less opportunity for errors in transferring the data. It may also mean less time spent.
Use the simpler frequency histogram checksheet method when we already have some familiarity with the data. We need to know the approximate value of the smalest observation we are likely to get, as well as the largest. One problem with this checksheet is the difficulty in setting it up so that all observations will fit on it. One of the points in the figure was outside the chart. We also need to know what the intervals are for the bottom, horizontal axis of our frequency histogram checksheet. If we don't know these things, then we probably will have to construct a frequency histogram as described earlier.
If the order in which we record our data is important so that we can look for trends through time, then we must record the data in a way that preserves the time factor of our observations. We can't plot them directly onto the histogram checksheet. By plotting directly on the checksheet, we lose the time component, or order, of the data, as we did earlier. If the time factor is not needed then we probably can use this kind of checksheet.

When we think of a checksheet, we probably think of a checklist such as an airlines pilot uses. When boarding a commercial airliner, we may have noticed the pilot holding a clipboard with a checklist on it. The pilot checks off each task as it is finished. This checklist is a type of checksheet because it is a form for recording data in an organized way as the data are collected.
Below is the checksheet for the service person who prepares a rental car for a customer. Notice that as each task is completed, the service person simply checks off that task on the checksheet.
There are many places to use this type of checksheet in service industries. We could use one to make certain that all our materials will be available at a conference. A teacher could use it to assure that all topics are covered in a class. A law firm might keep a checklist of required procedures for certain types of legal work. In problem solving, we could develop a checklist of procedures to follow in identifying and solving problems.

Car servicing checksheet

Exterior 					Engine compartment
Clean 			___			Oil level 		___
Headlights 		___			Transmission fluid	___
Parking lights		___			Radiator fluid		___
Signal lights		___			Belts 			___
Tires inflated		___			Air conditioner	        ___
Gas tank full		___			Visual check		___
Scratches recorded	___

Another kind of checksheet is the item checksheet. In this case, we count the number of times some item occurs. We can list the item as we come to it and count how many times it keeps occurring. Or we can already have a list with the different items on it which we then count. When completed, this checksheet shows at a glance how large each category of items is and is a partial analysis of the data. We can easily take the data from this checksheet and construct a Pareto diagram.
Use the item checksheet to record the types and numbers of transactions at a bank branch, the types and numbers of patient services needed on a particular hospital ward, or the kinds and numbers of errors made in a processing insurance claims.
An example is shown in below:

Type of billing error						occurances
Price error							llll
Quantity incorrect						lllll lllll ll
Colour incorrect						lll
Wrong item							lllll ll
Customer address in error					ll

With this checksheet we can indicate, and thereby see, the physical location of whether data we're collecting.
The location checksheet has many uses. Restaurants can use them to keep track of servers' table assignments. Road departments can use them to determine where potholes are occurring most often. This could help the department schedule street repairs. A life insurance agent could use a sales map as a location checksheet to see where clients are located. An office group trying to improve the layout of the department might plot traffic flow on a location checksheet to identify major traffic patterns.

The figure below is an example of the matrix checksheet. In this figure, we show types of services along a top of the checksheet. Along the left-hand margin, we list sex branch banks. We check off the service if it is provided by a branch bank. This arrangement is called a matrix. It is a checksheet because we record data directly on the form and they are organized.
The matrix checksheet is a powerful tool for many situations. For example, we can set up one showing kinds of errors as well as names of employees. This gives valuable information on both the kinds of errors being made and where they are happening. In solving problems and pursuing continuous improvement, the people component sometimes cannot be ignored. However, we must caution you to be very careful in using names in any analysis. We want to solve problems, not blame people. Be sure that your checksheet is seen as a help to your employees and not a threat. Otherwise, you may win the battle while losing the war!

Service Provided
Branch bank	ATM	Business loan	Teller 	Safe deposit box	Home mortgage loan
A 	         X	       X	  X		               X
B 	         X		          X	        X	
C 	         X	       X	  X		               X
D 	         X		          X		
E 			       X		        X
F 	         X		          X	        X	       X
G 	         X	       X		

Brainstorming
Pareto Analysis
Flowcharts
Storyboarding
Scatter Diagrams

© 1997 say_kian@hotmail.com

1995 Corvette ZR-1 - Last ZR-1

review questionnaire

---

This page hosted by Get your own Free Home Page