Effective prob. solving technique

1

Effective Effective Problem Solving Problem Solving

TechniqueTechnique

Knowledge is, turning high potential into high performance

By: By: Mohd. ShahjahanMohd. Shahjahan

Anything that Anything that Deviates from the Deviates from the Standard or TargetStandard or Target

What is a “Problem”What is a “Problem”


An unfulfilled customer’s need

A Gap between Actual & Desired condition

Introduction to Effective Problem Solving Technique

Negative Variance

“Problem”

Perf

orm

ance

T I M E

Look at Problem Diagrammatically

Positive Variance

“Opportunity”

Diagram of a Problem



Perf

orm

ance

Time

Negative VarianceProblem

Look at Problem Diagrammatically

X

When actual performance started to deviate,Something happened at the time ‘X’ which caused the problem to occur



What skills are necessary when solving a problem?

KnowledgeKnowledge Experience Experience Communication Skills Communication Skills Grouping SkillsGrouping Skills Motivation Motivation



How to solve Problems?


A problem WELL DEFINED WELL DEFINED

is a problem half solved


Benefit of Structured Problem Solving

Remove time lost in debate

Identify weak points in processes

Discover systemic causes

Explain with reasons why an incident occurred

Gives a factual representation of the incident

Compare what actually happened against what

should have happened

To ensure Problems don’t Re-occurTo ensure Problems don’t Re-occur



8 Steps Problem Solving


Step 1 Identify/Select

Problem

Step 2 Understand

Present Situation

Step 3 Identify Root

Cause

Step 4 Plan

Improvement

Step 5 Execute

Improvement

Step 6 Confirm Result

Step 7 Standardize

Improvement

Step 8 Future

Plan


The key to a good problem definition is ensuring that you deal with the real problemdeal with the real problem,

not its symptoms. not its symptoms.

True problem must be understood before action is taken.

Problems are often masked for Problems are often masked for a variety of reasonsa variety of reasons


Step 1 - Identify & Select Problem

Handy question of ‘What’ ‘What’ When attempting to solve a problem.

Questioning Tool Box

What is wrong?What did you do about it?What was the result?What happened next?

What was their reaction?What are the symptoms?What are their effects?What did you notice first?

The list give you a clue how to go about using them

Analyzing the Problem



Any Improvement or Projects, has to be aligned to Customer Satisfaction and or Business Needs.

1. Management Driven 2.Customer Driven 3.Data Driven

The Typical Tools used to Identify or Select the Right Problem



1. Improve Operation Cost

2. Improve Delivery / Project Completion

3. Improve Service

4. Grab more business


1. Management Driven


Month Jan Feb Mar Apr May Jun

Customer Complaint 6 9 5 7 7 8

Customer Complaint Trend from Jan - Jun

Goal = 1 Case/Month


2. Customer Driven(ex: Not meeting Quality)


ExampleExample

3. Data Driven

Month Jan Feb Mar Apr May Jun

RM K 52.0 50.0 55.0 67.0 89.0 91.0

Cost Increasing

trend



ExampleExample

1 – Identify / Select Problem

2 – Understand Present Situation3 – Identify Root Cause

4 – Plan Improvement

PLAN

5 – Execute Improvement DO

6 – Confirm ResultCHECK

7 – Standardize Improvement

8 – Future PlanACT

Introduction To PDCA Cycle


PP

DD

CC

AA

Understand the overall process involved and collect data on the specific problem identified.

What contributes to “Highest Occurrences” problem and quantify it.

Understand Present Situation

Step 2 – Understand Current Situation


Recommended Tools: Pareto Diagram

Bar Chart

Metal Bender Breakdown Frequency

Prolem FrequencyIndexer Jammed 42Form Angle Out 23Ejector Error 18Hydraulic Pressure Drop 11Machine Hang 8Total 102



Understand Present SituationExampleExample

Calculate the Cumulative Percentage and Construct 80/20 Pareto Chart

10

0

20

40

30

100

80

50

60

40

20

Indexer Jammed

FormAngleOut

Hyd.Press.Drop

M/cHang

EjectorError

Indexer Jammed

Pareto Diagram of Metal Bender Top 5 Problem



Understand Present SituationExampleExample

Goal setting - How to set a Goal?

Specific – Clear & Definite

Measurable – Quantifiable

Achievable – Realistically do-able within the time & resources

Relevant – Align Company KRA, Business Goal, Customer Focus

Timeline- Clear & Specific deadlines

Set SMART Goal

Example :Eliminate Indexer Jammed frequency from

42 Occurrence to 0 Occurrence, by Dec 2013



Brainstorming

BrainstormingIs a technique for generating a list of ideas about an issue.

Fishbone DiagramFishbone Diagram graphic tool used to explore and display opinion about sources of variation in a process


Problem solving ToolsProblem solving Tools


Pareto Chart

Pareto ChartHelps to focus on problems that will have the greatest impact if solved.

Recommended Tools 1. Brainstorming

2. Fishbone Diagram3. Why-Why Analysis

How to identify the Root Causes of the Problem

1. Identify and gather helpful facts on the causes of the problem

2. Confirm opinion on root causes with data, whenever possible

Step 3 – Identify Root Caused


Causes & Effect Analysis for Indexer Jammed

Indexer not assemble correctly

Stopper Low Hardness

Belt Low Quality

Bearing jammed

Index Motor Out

Stopper Ware offMotor Belt Broken

Step 3 – Identify Root Caused

IndexerJammed

Man Method

Machine Material

Did not perform servicing

Wrongly assembleWrong mounting screw used

Screw not tighten properly

Mounting screw loose

ExampleExample

a) Plan the change process. Ask questions starting with:• What?• Who?• When?• Where?• How?

Step 4 – Plan Improvement


b) Do contingency planning when dealing with new and risky plan

Brainstorm on the Workable solutions to curb the problem

Root Caused Containment ActionCategory : Machine

Replace Ware Off Stopper

Long Term ActionStopper Ware OffFabricate new Stopper with different hardness for long

lasting


• Consider: How to eliminate the root causes• Use creativity techniques to generate large number ofideas


ExampleExample

Work out solution for potential risks

Root Caused Containment Action Responsible Target Disadvantage Potential SolutionCategory : Machine

Replace Ware Off Stopper Ronie WW 10Potentially will

Ware Off

Long Term Action Responsible Target Disadvantage Potential SolutionStopper Ware OffFabricate new Stopper with different hardness for long

lasting Ronie WW 16

Nil, higher hardness will last

longNil

Perform Periodic check on stopper



Evaluate Improvement Actions - Disadvantages/ Risk factors

ExampleExample

Impact & Effort Analysis(Prioritize based on action that give Highest Impact

with least Effort)

EFFORT

High

Low

HighLow

IMPACT #1

#2

#3

#4

Prioritize Action

Step 5 – Execute Improvement


High Impact

Low Effort

Change to Harden Stopper

ExampleExample

Assign task to team members with target completion timeline.

Set Timeline

Step 5 – Execute Improvement


ExampleExample

Confirm and establish the methods of monitoring the solution.

e.g. : manual data collection / audits Does the solutions have the intended effect?

Any undesired consequences?

Review / Evaluate the Effectiveness of Improvement Actions

Recommended ToolsRecommended Tools1.1. Bar ChartBar Chart2.2. Trend ChartTrend Chart3.3. Pareto DiagramPareto Diagram

Step 6 – Confirm Result


Construct the Pareto Chart: Construct the Pareto Chart: ““Before” & “After” Before” & “After”

BEFORE

10

0

20

40

30

100

8050

60

40

20

Indexer Jammed

FormAngleOut

Hyd.Press.Drop

M/cHang

EjectorError

10

0

20

40

30

100

8050

60

40

20

Indexer Jammed

FormAngleOut

Hyd.Press.Drop

M/cHang

EjectorError

AFTER

Step 6 – Confirm Result


ExampleExample

1. Documentation (Specification / SOP) Document the system and simplify it so that all users will understand.

2. Proliferation (Best practices are deployed) (at own area, other departments / sites)

Reason : - Standardization can help maintain the results and effects of

improvement activities being executed.- Develop a training model for standardization (Train existing and new

employees)- Audits are necessary to ensure conformance.

Two Important Steps at Standardizing Improvement

Step 7 – Standardize Improvement


1. Work on the same problem to improve further ( Continual Improvement with higher goal setting ) Repeat the problem solving process

2. Work on the next highest problem

3. Work on a completely new project based on Department / Business needs/ Customer requirement.

Team has 3 Options at this Step

Step 8 – Future Plan


End of Presentation………

Terima Kasih


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Effective prob. solving technique