A Check Sheet is a tool used to systematically collect data on the frequency of an occurrence of defects, patterns and possible causes, ad defected measured by quantitative or qualitative.

Checksheet cannot be eliminated in education of QC. because it is one to the tool to measure quality of the process to improve the process efficiency and effectiveness. so defects needs to be identified.

But these checksheet are losing the original formats from paper sheets to softcopy due to various softwares introduced.

Check sheet is a effective lean QC tool to collect the real time data from the accurate location. Check sheets are famous as one of the effective tools in 7 QC tools. It is sometimes referred to as a concentration diagram. Check sheets are useful in all phases of lean six sigma DMAIC phases.Check sheets should be used appropriately when the data can be observed and collected repeatedly by same person or from same locations.

 

But now a days as the data collection and analysis of data are automated the use of check sheets are less when compared to earlier.

Check sheets have now become obsolete. They have been replaced by modern day Business Process Management software. This has enables more complex data to be automatically recorded. The process now depends neither of the intelligence of the human nor on the reliability of the check sheet. Data is now automatically recorder and can be arranged in whatever manner required in a few clicks. Many software even produce the data in a ready to use graphical format enabling further convenience for the users.

 

BPM is useful for only the data that can be collected online and also automatically. Check sheets will not get replaced by BPM for manual data collections. They can be modified and used according to the requirement. Correct usage of check sheets is important in manual data collection. BPM cannot replace the check sheets usage in lean world. But they may acquired other shape for correct usage.

Check sheet is a basic tool of six sigma which is structured way of recording and analysing data for accessing a process or input to other analysis. It is a simple tool used by people on shop floor for data collection. A check sheet consists of  information of who has filled the check sheet, what was collected, where was data collected i.e. facility, when collection took place and why was data collected

 

When should Check Sheet be used:

1) when data is observed repeatedly by same person or at same location

2) when data is recorded on basis of frequency or patterns of problems, defects , events etc.

3) when collecting data from production process 

 

Have Check Sheets become Obsolete ?

The check sheets which were once among the 7 basic tools of six sigma have now become obsolete since it was difficult to deal with complex data .  They have been replaced by Business Management softwares which can collect data automatically making assessment of processes independent of human intelligence and reliability of check sheet . Through these softwares we can study the data in any format (Tabular of graphical) in just few clicks. hence the day is not far when it will be completely removed as a topic in QC.

 

What is a Checksheet ?

A check sheet is meant to record simple facts and statistics that happen on the shop floor/business for over a period of time.

 

It is designed to show the possible source of errors, User can add it and can brainstorm if needed.

 

There are varieties of check sheet -  domain wise and Industry wise[examples: - tabular check sheets or tally sheets, location check sheets and graphical or distribution check sheets, Frequency Check sheet, Measurement scale check sheet etc].

 

I think it depends upon industry to industry – in IT and in some automated industry it became obsolete because of BPM software – which enables more complex data to be recorded automatically. So, chances of human error or reliability or availability of check sheet and its dependency is gone. Due to BPM softwares we can see the data on different business angle in few clicks. Even graphical representation gives a better understanding to common users.

 

Where system is not getting automated ot where BPM software implementation is cost effective there check sheet is very much important.

 

Conclusion: the more automation is going to happen the more check-sheet is going to obsoleted.
 

 

With digitization we see many tools and methods being modified Check sheets will not be exceptions. As we continue to move in the digital age, we will not only see digitization of check sheets (which many organizations have already done) but also elimination of few basic attributes from check sheets. E.g. in call center industry one of the basic attributes in check sheet is Security Verification which is progressively being automated with more than 80% customers automatically verified by the system... As this moves to 100% the need of having this attribute will no longer exist.

In a nutshell, Check sheets will continue to exist in digital form with few attributes checked (and tracked) by automated systems, remaining will still need assessment from human auditors.

There is no doubt that with the introduction of BPM softwares, checksheets are becoming obsolete but i personally feel that they still hold importance because of their simplicity and power to provide extremely useful information about the process. Understanding about the use of Checksheet is must and can not be ruled out, however at the same time, while teaching about 7 basic QC tools additional information shall be provided about the use of softwares and data input automation, which make their application even simpler and help us in handling large amount of data easily and effectively.

Check sheet is a document / form that is used to collect the data in a real situation, where the data is created. The check sheet collects both quantitative and qualitative data. It is a structured easiest way of data collection process.

A properly designed check sheet will have answers to 5 “W” – what, when, why, where and Who.  A check sheet is a very useful process improvement and problem solving tool.

7 QC tools was designed by Ishikawa. When he had improve his processes, he gave a lecture to his engineers on the statistical tools and techniques which were used for problem solving. Later he realized that the statistics are way high to understand and implement. Then he implemented his thoughts and created 7 basic quality tools which will help the team to identify the problem from the workflow of process using process flow, collect relevant data using check sheet and stratification, categorize them using cause & effect matrix / fish bone, analyses and find a solution using pareto, histogram to understand the magnitude of the problem and scatter diagram, implement solution and create control plan.

Check sheets are of 5 types – Process check sheets, defect by location check sheet, defect check sheet, stratified defect check sheet and cause & Effect diagram check sheet.

Check Sheet Procedure

1.     Decide what to observe / record

2.     Decide how long the data to be observed

3.     Design the form and label it accordingly

4.     Trial it for short period to make sure if the data is sufficient to perform data analyses.

5.     Keep that as a reference for future data collection process.

Check sheets are also called as defect concentration diagram since it helps to collect the data that is defect. Ex. For the data collection process.

Date
Reason	10/4/2017	10/5/2017	10/6/2017	10/7/2017
Incorrect coding	III	III	II	I
Query error	IIII	IIII	III	II
Typo error	II	I	II	I

 Conclusion:

The Check sheet is required for education of quality as 7 QC tools. It depends on the data collection process to modify or have the predefined form.

Dear Participants,

 

Firstly, it’s a pleasure to learn from so many industry experts under the BSS roof about their varied experience and diverse views on an interesting topic. Kudos to everyone for sharing such enlightening aspects.

 

I must make a mention of some brilliant comments with regards to their views on both checksheets and BPM interventions.  Mohan draws a wonderful analogy from spices preparation at home vs. outsourcing the same. Rajesh Chakrabarty lists down the advantages and disadvantages of digitization in the simplest way. Sandhya brings out the difference between a checksheet and a checklist adeptly. 

 

Additionally some great arguments by Sabyasachi,  Kiran, and Arunesh.

 

The one that I found quite intriguing and more structured argument, for and against Checksheets is by R Rajesh. He lists down the what, how of a checksheet, future state and then logically defends his argument in his conclusion. The post is here

 

Thank you all for sharing your thoughts.

 

Best wishes,
Tina Arora