Mindsights Sharepoint Solution

Step 1: Define the problem situation that needs analysis or fixing.

Purpose: Root Cause Analysis (RCA) problem solving can be defined as a deviation or gap between the problem state and the past normal or standard state.

Unlike a typical problem solving where problem statements maybe unclear, RCA problem statements should be fairly easy to develop because it is going back to an already specified standard.

Problem (Normative) Statement: 

States the existing condition that needs restoring.

Past or Standard Data: 

Identifies the facts, as they really existed in the past.

Deviation Analysis: 

Describes the deviation from a previous state or condition.

Transient (Change) Description: 

Describes how the current problem came into existence.

Step 2: Perform a root cause analysis to find problem source.

Purpose:   Analyze what is believed to be the underlying reason (root cause) of the problem. Remember, however, that solving the root cause might not resolve ‘ALL’ of the causal chain, only part of it. You might need to identify and resolve multiple causes.

Cause & Effect Diagram:

Fishbone diagram arranges possible cause into groups.

Root Cause Analysis Questions:

Questions to determine a problem source (root cause).

Why/Because Causal Chain:

Find the optimal point where a solution can be applied.

 Step  3. Develop corrective actions to fix the problem.

Purpose:   Before making any significant investment of time or money, get a sense of the necessity and the right corrective action approach to fix the problem.  Remember that RCA problems should be resolved at their source (root cause); otherwise the solution itself might become another problem.

So What Test:

Analyze “what if” the problem was not fixed.

Fix-It Approaches: 

Determine what kind of “corrective action” is best.

STOP (Situation-Target-Obstacle-Proposal):

Brainstorm removal of obstacles and develop proposed solution

Failure Mode and Effect Analysis (FMEA):

Problem elimination tool that identifies actions to take to stop failures before they occur.

Step  4: Create a corrective action plan and a systems feedback process.

Purpose: Develop a plan of action to fix the problem. Action planning means creating specific corrective action tasks that will lead to successful implementation. Typically, this includes assigning responsibility for tasks, gaining acceptance, identifying and overcoming barriers, etc.  Also consider developing a feedback process that promotes continuously adapting to ongoing changing conditions

Action Work Plan: 

Identify the steps and tasks needed to fix the problem.

Systems Feedback: 

Tool to avert future problems and promote continuous improvement.