Seven Basic Quality Control Tools CHECK SHEETS TOOL

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1 Seven Basic Quality Control Tools CHECK SHEETS TOOL QUALITY TOOLS Check Sheets Description of Check Sheets: Check sheets are forms, chart or graphs used to systematically collect and analyze data in real time. Check sheets help identify patterns and trends at source thus providing immediate conclusions on gathered data. There are different types of check sheets available depending on the type of data recorded and analysis method chosen. Three types of check sheets are widely used. They include the tabular check sheet or tally sheet, location or concentration diagram/check sheet and the graphical or distribution check sheet. When to use the Check Sheets: Check sheets are used to gather data at source i.e. perform inspection activities, count defects by types, cause, location or frequency. They are used during auditing or to verify current or future state during kaizen or Six Sigma process improvement activities. 1) Tabular check sheet or Tally sheets are used to gather frequency of occurrence of an activity. i.e. count or tally number of times a defect is produced in a machine within a shift. Count the number of customer complaint to a fast food delivery service every day of the week. To count the number of defect types received in a computer repair shop. See Fig. 1 below. 2) Location or concentration diagram/check sheets are used to gather data by identifying the number of occurrence on an object or location. These types of check sheets also called measles charts are typically used by vehicle rental services to perform inspection and identify defect by location on a vehicle. They are used in hospitals to identify location of illness on a patient. Also used by laundry services or tailors to identify location of specific problem or request. In all cases, a sketch or outline of the object in question is prepared. See Fig. 2 below 3) The graphical or distribution check sheets are similar to a frequency distribution chart with frequency of occurrence obtained in real time during the data collection process. It could be used to instantaneously visualize distribution or spread of data during data collection process. See Fig. 3 below Page 1 of 5 9/12/2012

2 Fig 1: Tabular or tally sheet Electronic type: Computer Company: XYZ Date: Repair Technician: Jamie Fig. 2: Location or concentration diagram/check sheet XYZ company CSR rep: Abel J Date: 22 June, 2012 Page 2 of 5 9/12/2012

3 Fig. 3: Distribution check sheet Distribution : Number of students arriving late to school on a given day. School begins at 8:15am XYZ High school Principal: John Mark Date: 18 June, 2012 Frequency Time interval :16 to 8:20am 8:21 to 8:25am 8.26 to 8:30am 8.31 to 8:35am 8.36 to 8:40am 8.41 to 8:45am How to use the Check Sheet: This tool will focus on creating a tabular check sheet/tally sheet only 1) Title the top of the sheet with the name of the item or process being analyzed. 2) Determine if an immediate analysis can be completed or if observation of the subject is necessary to gather the data. If it is completed, record the time period. 3) Provide any additional information about the analysis that will be helpful for others to review.(i.e. who is conducting the analysis, the date and time of the analysis, and where and why the analysis is being done) 4) List in a column on the right hand side of the sheet what subcategories or items are being tallied. If more than one part is being analysed, create separate sections with individual headers. 5) Record the information in bundles of up to five tallies per bundle, as shown in the following example. Page 3 of 5 9/12/2012

4 Tips on use of Check Sheets: Ensure a title or brief description of your check sheet is included on top of your document. In-order to quickly record data and complete a check sheet from your observations, print out the attached template and MANUALLY fill out the tallies as shown above. Application of Check sheets: Fig 4. Use of a check sheet by a customer service technician for a computer repair shop. Customer complaint logged by tech Enter a mark for each defect. Mark like the following: Time period: 22July to 27 Jul 2012 Repair Technician: Jamie Electronic type: Laptop Electronic type: desktop The tech needed to quickly gather data and summarize by defect and hardware types. The data gathered on the entry log is a quick and effective way of displaying trends. It provides useful information i.e. on allocation of skill sets and inventory management. Page 4 of 5 9/12/2012

5 References: Juran Quality Handbook Sixth Edition: Joseph M Juran; Joseph A De Feo Page 5 of 5 9/12/2012