Check sheet
Counting & accumulating data
Why use it?
To allow a team to systematically record and compile data from historical sources, or observations as they happen, so that patterns and trends can be clearly detected and shown.
What does it do?
- Creates easy-to-understand data that come from a simple, efficient process that can be applied to any key performance areas
- Builds, with each observation, a clearer picture of “the facts” as opposed to the opinions of each team member
- Forces agreement on the definition of each condition or event (every person has to be looking for and recording the same thing)
- Makes patterns in the data become obvious quickly
How do I do it?
- Agree on the definition of the events or conditions being observed.
- If you are building a list of events or conditions as the observations are made, agree on the overall definition of the project.
- Example: If you are looking for reasons for late payments, agree on the definition of “late.”
- If you are working from a standard list of events or conditions, make sure that there is agreement on the meaning and application of each one.
- Example: If you are tracking sales calls from various regions, make sure everyone knows which states are in each region.
- Decide who will collect the data, over what period, and from what sources.
- Who collects the data obviously depends on the project and resources. The data collection period can range from hours to months. The data can come from either a sample or an entire population.
- Make sure the data collector(s) have both the time and knowledge they need to collect accurate information.
- Collect the data over a sufficient period to be sure the data represents “typical” results during a “typical” cycle for your business.
- Sometimes there may be important differences within a population that should be reflected by sampling each different subgroup individually. This is called stratification.
- Example: Collect complaint data from business travelers separately from other types of travelers. Collect scrap data from each machine separately.
It must be safe to record and report “bad news”; otherwise, the data will be filtered.
- Design a Check Sheet form that is clear, complete, and easy to use.
- A complete Check Sheet, illustrated below, includes the following:
- Source Information
- a Name of project
- b Location of data collection
- c Name of person recording data, if it applies
- d Date(s)
- e Other important identifiers
- Content Information
- f Column with defect/event name
- g Columns with collection days/dates
- h Totals for each column
- i Totals for each row
- j Grand total for both the columns and rows
- Collect the data consistently and accurately.
- Make sure all entries are written clearly.
Managers and/or team members can do their part to help the data collector(s) do their job well by simply showing an interest in the project. Ask the collector(s) how the project is working out. Show your support—tell the data collector(s) you think it is important to collect the information. Above all—act on the data as quickly as possible!
Variations
Defect Location
Shows the concentration of defects by marking a drawing of the product each time a defect is found.
Task Checklist
Tasks in producing a product or delivering a service are checked off as they are done. In complex processes this is a form of “mistake proofing.”
Check Sheet
Keyboard Errors in Class Assignment
Information provided courtesy of Millcreek Township School District, Millcreek Township, Pennsylvania
Check Sheet
Event Registrations
Information provided courtesy of PC Precision Engineering
NOTE: This report needs to be accompanied with information of corrective actions taken as a result of numbers deviating from the norm.
At the production level, similar sheets are used to register the actual events as they happen. As soon as these numbers reach a threshold value, an action is initiated to investigate and correct the issue.
Check Sheet
Workstation Security Study
Information provided courtesy of Cook Children’s Health Plan
NOTE: As part of our ongoing efforts to monitor HIPPA and confidentiality requirements, a study was conducted to assess compliance with user workstations (computers) being locked when unattended in the office.