PDCA2Go User Guide for iphone

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PDCA2Go User Guide for iPhone

Version: 1.2

Seven Cookies

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History

Date Author Description Version

21/3/16 Paul Cook Initial draft and screenshots 1.0 24/4/16 Paul Cook Correct wording in Settings (figure 7 changed) 1.1 18/9/16 Paul Cook New iPhone and iPad versions with separate screenshots, removed Stamps reference and added PDCA Menu Options 1.2

About this Document

This document outlines the processes involved in performing various problem solving activities with the PDCA model using the PDCA2Go application. It is assumed that users of this document will have PDCA2Go already installed on their iOS device. PDCA2Go User Guide for iPhone By Paul Cook Copyright © 2016 Seven Cookies. All rights reserved. Printed in Brisbane, Australia. This publication is protected by copyright, and permission must be obtained from the author prior to any prohibited reproduction, storage in a retrieval system, or transmission in any form or by any means, electronic, mechanical, photocopying, recording, or likewise. For information regarding permissions, contact Seven Cookies via www.sevencookies.com.au. The Seven Cookies name is a trademark of Seven Cookies. The author has taken care in writing and printing this e-book but make no expressed or implied warranty of any kind and assume no responsibility for errors or omissions. No liability is assumed for incidental or consequential damages in connection with or arising out of the use of the information or programs contained herein. Many of the designations used by manufacturers and sellers to distinguish their products are claimed as trademarks. Where those designations appear in this book, and the publisher was aware of a trademark claim, the designations have been printed with initial capital letters or in all capitals.

Audience

This document is intended for a general iOS user with some experience in the PDCA problem solving model and are using PDCA2Go on their iOS device.

Typographical Conventions

To make this e-book easier to read, major user interface elements will be shown in a bold font. Warning information on a topic will be shown with a large exclamation mark followed by italic text.

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Adding an Issue

To add an issue from your team into the PDCA2Go application, tap on the Plus or Add button.

Figure 1 - Add Issue Button.

After tapping on the Add button, you can add the issue details in the table area of the application.

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Editing an Issue

To edit details of an issue, e.g. altering the name of the team member raising the issue, select the issue and scroll and tap on the field that requires changing (in figure 3 below, the Problem Statement has been selected). After editing, click on the Save button. Figure 3 – Editing PDCA details. The issue details that can be edited are; Issue; Description of the issue, Problem Statement; The problem statement should be defined by the team and is “a concise description of an issue that needs to be addressed by a problem solving team and should be created by them before trying to solve the problem” (Ellis and Levy, 2008), Furthermore, a problem statement should have the following (Cygi, Williams and DeCarlo, 2012); o A brief statement of the problem, o Where the problem is occurring, o The timeframe over which the problem has been occurring, and o The size or magnitude of the problem. Raised By: The person who raised the problem (sometimes referred to as the “Problem Owner”) Date Raised: The date the problem was raised should be recorded. Once the problem statement has been defined by the team, the RASCIQ Roles should be recorded. The RASCIQ model “describes the participation of various roles in completing the problem solving task (Cleland and Lewis, 2006). It is useful in clarifying roles and responsibilities in cross-functional or departmental (Brennan, 2009) issues”. The clarification of roles in the problem solving process also ensures the team has the required people resources to assist them in resolving the problem.

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The RASCIQ is an acronym for; Responsible; The person responsible for leading the problem solving activities for the team, usually the team leader, Approval; The person who signs-off at the various stages of the problem solving activities, usually the manager of the team or the person who raised the problem, Support; The person or team who will support, provide input and help complete the problem solving activities, Consulted; The person whose opinions are sought, typically a subject matter expert (Smith, 2005), Informed; The person who should be informed of the findings and results which can be the approval person’s manager, and Quality Review; The person or team to ensure the solutions meet quality expectations. The problem solving activities are defined into Plan, Do, Check and Adjust (PDCA) stages; Plan; The team works out a Plan to collect data and define the actions to resolve the problem. The collection of data helps to define the problem baseline of the problem so that when actions are implemented, the improvement can be monitored and this data provides a quantitative evidence of improvements. It is usual for teams to define the To-Be state whereby they may wish to discuss this with Consult resources. Do; This is the stage to implement the actions from the Plan stage although additional actions can be recorded to monitor activities in the Do stage, Check; When the Do stage has been completed, the improvements implemented need to be monitored and checked to ensure that the solution resolved, Adjust; During the Check stage, the To-Be baseline may not be achieved and the team may wish to refine or add additional activities to achieve the desired results. The end of the Adjust stage is the final sign-off of the problem solving process and this should be performed by the Person who raised the problem. Each PDCA stage has a Complete switch to determine if the stage is complete. A stage will close after the Complete switch is on and the next stage will open to allow for adding any initial findings. Tapping on the disclosure triangle after its name will toggle the open and closing of the selected section.

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It is usual for teams to use additional problem solving tools like “Brainstorming:, “5 Whys and 2 Hows” or “Cause and Effect (Fishbone)” diagrams to determine these actions.

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Removing an Issue

If you have completed an issue, you may wish to remove it from the list on your application. To remove an issue, swipe the issue to the left (swipe to delete). After swiping to delete, a Delete button will appear asking you whether you wish to remove the issue (see figure 4). Figure 4 – Removing a PDCA item. Tap on Delete to remove the issue from your list, otherwise, tap elsewhere on the screen.

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Filtering

To filter the list of issues in the table, tap on the Search bar and select Issue, Problem, Raised By or RASCIQ. Figure 5 – Filter Selector. After selecting the filter, typing part of a word in the Search field to filter the list that contain those words. In figure 6, the letter “M” is entered to filter issues that were raised by Michael and Megan. Figure 6 – Filtering Issues by Raised By.

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PDCA Menu Options

After adding or editing a PDCA item, the following menu options are available. Figure 7 – PDCA Menu. Action Button; This allows you to will email your manager (name and email address are defined in PDCA2Go Settings) the details of the selected PDCA item. The body of the email will contain the problem statement, raised by and date, the findings of the plan, do, check and adjust stages and any before and after photos will be attached. Camera Button; This allows you to take or select a photo from your iPhoto library as a Before or After photo. The Before photo would show the issue the team are problem solving to resolve whereas the After photo would show the solution that resolved the issue. Trash Button; This allow you to delete the PDCA item. A confirmation will appear to confirm the delete action.

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iCloud Options

The use of the iCloud drive is on by default to enable the sharing of your PDCA data across your mobile (iPad and iPhone) devices. To disable storing PDCA data on the iCloud Drive, go to Settings > PDCA2Go and move the "Store data on iCloud Drive" slider to off. To re-enable, repeat the same process but move the slider to the on position. Figure 8 – Enable iCloud Drive. With iCloud Drive enabled, to backup your PDCA data to your device, tap on the iCloud button and select “Backup to Device”. The backup will overwrite any data stores on your device. Figure 9 – iCloud options.

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Use the "Switch to Device" option to review the backup data on your device prior to restoring. Tap on the “Device” button and select "Switch to iCloud" followed by "Restore from Device" to restore using this backup. Restoring data will remove your data on the iCloud drive before refreshing it with the device data. Figure 10 – Device option.

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The backup option will overwrite any PDCA data stored on your device and the restore option will remove any PDCA data stored on your iCloud Drive, prior to refreshing it with your backup data. Use the Switch to Device and Switch to iCloud options to review data stored locally or on the iCloud Drive prior to perform a backup or restore respectively.

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Reference List

1. Timothy J. Ellis and Yair Levy, 2008, “Framework of Problem-Based Research: A Guide for Novice Researchers on the Development of a Research-Worthy Problem”, Retrieved from http://www.inform.nu/Articles/Vol11/ISJv11p017-033Ellis486.pdf at 10:00am on 21st September 2015. 2. Craig Gygi, Bruce Williams, and Neil DeCarlo, 2012, “How to Write a Problem Statement for Six Sigma”, Six Sigma For Dummies, 2nd_{Edition, Retrieved from} http://www.dummies.com/how-to/content/how-to-write-a-problem-statement-for-six-sigma.html at 10:30am on 21st September 2015.

3. David Cleland and Ireland Lewis, 2006, “Project management: strategic design and implementation”, McGraw-Hill Professional. page 234. ISBN 0-07-147160-X. 4. Kevin Brennan, 2009, “A Guide to the Business Analysis Body of Knowledge (BABOK Guide)”, International Institute of Business Analysis. page 29. ISBN 0-9811292-1-8. 5. Michael Smith, 2005, “Role & Responsibility Charting (RACI)”, Project Management Forum, page 5, Retrieved from https://pmicie.org/images/downloads/raci_r_web3_1.pdf at 11:00am on 21st September 2015.

PDCA2Go User Guide for iphone