8D Manager 3 - Quality Assurance Solutions

1

8D Manager

Manual

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35Opening5Y Form

37Assign Root Cause

40Corrective Action

41Example 5Y

42Blank 5Y

308D Example

319D Example

32Blank 8D Example

33Printing

34Emailing

27Hyperlink files

25Excluding Actions

24D9 Safety / Risk

Subject Topic Page

Company Name Setup 5

New 8D Form Opening Form 7

8D Form 8

Car Number 9

Start Date 11

D1 and D8 Team 12

D2 Problem 13

D3 Containment 14

D4 Root Cause 18

D5 Corrective Action 20

D7 Preventive Action 22

Closing the 8D 26

Printing an 8D Form 29

43Opening4M Form

44Completing

45Printing

464M Example

47Blank 4M

71Cost by Code

70Cost by Customer

69Charting

67Allocating Costs and CodeMetrics

73Count by Corrective Action

72Cost by Corrective Action

74Count by Code

75Summary

48IntroductionManager List

79Open Actions

78Short CA

66Editing Lists

60Copying 8D record

Subject Topic Page

Editing 8D 49

Printing 8D 50

Sorting 51

Filter 53

Filter by Customer 54

Show Open Records 55

Show Internal Records 58

Deleting a 8D Record 59

Customizing Labels 61

Global 8D 76

Security Warning 80

Index

5

This is the opening form of

8D Manager. Here you will

start new corrective actions,

edit existing corrective

actions and print your 8D

reports.

To Start, Click

Utilities then

Setup

Company Name Setup

6

Type your company name.

This will show on your 8D

reports

Click Save and Continue

Company Name Setup

7

Starting a new 8D Corrective Action

To start a new

corrective action, click

on “New 8D Form”

8

This is a blank 8D form. On

this form you will add your

information and edit as

necessary.

You will enter data into

the blue boxes. As soon

as you enter data into a

field, the data is

automatically saved.

You can change the

labels to match your

business.

Starting a new 8D Corrective Action 8D Form

9


First enter a corrective

action number. This must

be a number. Each

corrective action must have

a unique number. Use the

list from the opening form

to assign a sequential

number.

Enter your

company’s

problematic part

number

For Type select one of the 3 items

•External means the problems starts

outside of the company.

•Internal means the problem starts inside

of the company.

•Preventive documents a record taken to

prevent something from possibly

occurring.

8D Form – Car Number

10


Enter your lot

number or main

traceability

Enter the

purchase order

for the problem

Enter who

started this 8D

form

You can press tab or

enter to move from field

to field.

You can leave fields

blank ( except CA

number)

Fields such as Company

PN, PO and Lot Number

can be changed to match

your needs

8D Form – Car Number

11


Enter Start Date of

the 8D. This should

be the date that your

were originally

notified of the

problem.

Enter in the

customer PN which

may be different

then your

company’s PN

You can enter more text then the fields

show. When you print the 8D form all

text will show! In most cases you are

limited to 50 characters

Enter the owner

or champion

name or initials of

this 8D. This is

the person who

has final

responsibility for

completion of the

8D. This will

show on the

opening form of

the application.

8D Form – Start Date

12

Enter the customer who

is complaining. For a

internal or preventive

action, enter in the

department or operation.

This will show on the

opening form.

Enter in sample

size that the

customer

sampled.

Enter the amount

of defective parts

found. Enter the primary

name of the

contact person at

the customer

location. If internal

this could be a

supervisor or

manager

Enter the names of

the people on the

team involve in

solving the problem.

You can enter last

names or initials.

This is the D1 which

is creating the team. It

also ends at D8 which

congratulates the

team.

Starting a new 8D Corrective Action 8D Form – D1 and D8 Team

13


In the customer problems field

record the problem that the

customer is finding. You may

want to copy and paste this

information from the customer’s

SCAR or corrective action

request.

This will show on the opening

form.

This field has unlimited size.

In company’s finding record the

actual problem that was

discovered during your analysis of

the issue. This is the D2 part of

the process.

This field has unlimited size.

Select the location where the problem

occurred

8D Form – D2 Problem

14


The D3 Containment allows you to track every

containment action. For each action you can

assign a due date (or completed date) and person

responsible for the action.

You can delete an

action if you click

on the selector bar

and then hit the

delete key.

When entering data you

can see at least 3 of the

actions. You can use the

scroll bar to scroll through

all of the actions. When

the 8D is printed all

actions are printed.

8D Form – D3 Containment

15


Under item, use a

sequential number

1,2,3 for each

separate action.

Provide the

details of the

containment

action in this

block.

This field has

unlimited size.

Name the

owner of this

containment

action

Record the

due date or

completed

date of the

action

If the action

has been

completed

check mark

this box.

For each completed action,

the action must be verified.

This is part of D6. The person

verifying the action should be

different then the owner of the

action. Record the Name and

Date of the Verification.


16

When you want to add a new containment action

then click the record with the * and fill in the

information on the row.

Starting a new 8D Corrective Action 8D Form – D3 Containment

17


Here is an example of D3 containment

actionsWhen entering data you

can see at least 3 of the

actions. You can use the

scroll bar to scroll through

all of the actions. When

the 8D is printed all

actions are printed.


18


The D4 Root Cause allows you to track every

identified root cause. For each root cause you

need to identify the person verifying the root

cause and the date of verification.

The D4 Root Cause, D5 corrective

action and D7 preventive action works

similar to D3 containment action

Record the root

cause information

The field size is

unlimited.

8D Form – D4 Root Cause

19


Here is an example of D4 Root Cause

8D Form – D4 Root Cause

20


Under item, use a

sequential number

1,2,3 for each

separate action.

Provide the

details of the

corrective action

in this block.

This field has

unlimited size.

Name the

owner of this

corrective

action

Record the

due date or

completed

date of the

action

If the action

has been

completed

check mark

this box.

For each completed action,







8D Form – D5 Corrective Action

21


Here is an example of D5 Corrective Action

8D Form – D5 Corrective Action

22


Under item, use a

sequential number

1,2,3 for each

separate action.

Provide the

details of the

preventive action

in this block.

This field has

unlimited size.

Name the

owner of this

preventive

action

Record the

due date or

completed

date of the

action

If the action

has been

completed

check mark

this box.

For each preventive action,







8D Form – D7 Preventive Action

23


Here is an example of D7 Preventive action

Notice there is an empty row of

boxes. The record selector has

an asterisk. This is a non

existent row. It will not print.

8D Form – D7 Preventive Action

Starting a new 8D Corrective Action 8D Form – D9 Risk / Safety

If you have any

safety or risk

related actions,

you can enter

this under D9

Risk / Safety

You can choose to

print the 8D or the 9D

report. The 9D report

includes Risk and

Safety items. The 8D

report does not have

Risk and Safety.

Starting a new 8D Corrective Action Not Printing Actions

You may have actions on your corrective action form that you do not

want to print or share with others. To Exlcude these actions Click more

on that action.

Checkmark the box titled Do Not Print on 8D or 9D Report.

This action will still be seen in the program but when you create the report for

printing or emailing, the action will not be seen. The cost and the code will be

included for the metrics.

26


After the risk / safety action section is the closure

info section. This information will not be printed on

the 8D report.

When the actions are complete or the 8D is closed

then fill in the Date closed and Closed By Name.

The Date Closed will be shown on the Opening

Form.

You can assign an overall Due Date. This Date will

be shown on the opening form.

These dates determine your corrective action

metrics. If the Date Closed does

not have a date, then the

8D corrective action is

considered to be open.

8D Form – Closing the 8D

27


Because a corrective action can become messy with many supporting

documents, the 8D form allows you to hyperlink to other files on your computer.

This allows you to have all of your information in one place.

To Hyperlink, click in the field and then press the Hyperlink

button. (You can also press ctrl + K)

Hyperlinks will not be shown when the report is printed.

Hyperlink files

28


1. Locate the file

2. Type in a

familiar name

3 Click Ok

Hyperlink files

29

Printing an 8D Form

At the top of the 8D form screen is the print button.

Here you can chose between 8D, 9D and blank form.

• 8D is the standard 8D form

• 9D is the 8D form with safety / risk actions

• Blank form is a template for hand written information

These options give you a preview of the reports in its final

format. See the next pages for examples

30

Printing an 8D Form 8D Example

Printing an 8D Form 9D Example

Printing an 8D Form Blank 8D Example

33

Printing an 8D Form

Click Print Icon to print to default

printer

Set up or select printer on Page Setup

You can print to a pdf file if you have a

pdf printer. You can download a pdf

printer from the internet.

Printing

You have a couple of

choices for email.

A) If the email is going to

someone that has

Microsoft Access,

select Snapshot

Format.

If they don’t have MS

Assess, they can

quickly download a

free viewer from

Microsoft.

B) You can also print to a pdf file if you

have a pdf printer. You can download a

pdf printer from the internet. Try Primo

pdf. Save the pdf and then send the pdf.

Emailing an 8D Form

5Y Form

5Y Form is driven from the 8D form.

Select 5Y Form

With the 5 Why form you enter root causes. After each root cause

you ask yourself why that occurred. By the 5th Why, one should

be able to drill down the exact root cause.

One ask 5 whys for these three scenarios – Why the problem

occurred, Why containment let the problem escape, Why the

system allowed the problem.

One can also ask 5 whys for these other three scenarios, Why

the system did not protect the customer, Why the system did not

predict the problem, Why the system did not prevent the issue

from occurring

Once you find the root cause

for each of the three

scenarios, you then assign

corrective actions to the

primary root cause.

The 5Y form documents the

5Ys and corrective actions.

35

5Y Form

Here is the start of the 5Y form.

You will fill in the areas in white. 36

5Y Form

Select the

type of 5Y

element.

Enter the

level of the

5Y

statement.

The higher

the number

the closer

to the Main

Cause.

Enter the 5Y

statement for that

element and 5Y

level.

If this is the main

cause for the 5Y

element then

click the box.

When this

occurs, you will

create Corrective

Actions for that

item

37

For each root cause

statement, you can

add this to the 8D form

by clicking here.

Afterwards you will

need to edit the item

for dates on the 8D

form.

Do this only if the 8D

form has not already

capture the root

cause.

5Y Form

38

5Y Form

For root causes that you have

assign as a main cause, you

will need to create corrective

actions for that main root

cause.

Click Create CA

39

5Y Form

Enter the corrective actions to address the primary

root cause. Assign owners and due dates

When you create the corrective action, this item will

be automatically added to the 8D form. Be sure to

review the 8D form after completing the 5Y form.

40

5Y Form 5Y Report

Click print

from the 5Y

form for the

5Y report.

You can

email this

report.

5Y Form Blank 5Y Report

Click print from the 5Y

form for the Blank 5Y

report.

Use this as a template

for handwritten notes

4M Form Starting a 4M Report

The 4M Form is driven from the 8D form.

Select 4M Form

The 4M Form is similar to a fishbone diagram. This form helps

you explore the details that cause the corrective action. You

classify the detail items as Human, Method, Material and

Machine. For each detail you list the parameter (sub item) in

question. You then assign an investigation action item for each

detail.

Form the 4M Form you can then classify the investigation item as

a root cause or a corrective action. These will then be included

on the primary 8D report.

In addition you can print a

blank 4M template which you

can bring to a brainstorming

session.

43

4M Form Starting a 4M Report

Select the

4M type of

Human,

Machine,

Method and

Material

Enter in

the name

of the

Item.

Enter the

characteristic or

parameter of

the item.

Describe the

investigation

action for each

item / parameter

At your option, you can

include this action in the

corrective action or root

cause phase of the 8D.

Click the button to add the

item. Be sure to review

after you add to the 8D.

44

4M Form Printing a 4M Report

•To print the 4M report select Print and then 4M. See the example on

the next page.

•You can also Print a blank 4M template to take handwritten notes.

Select Blank 4M. See example on page H

45

4M Form Example 4M Report

46

4M Form Example Blank 4M Report

8D Manager List

•On the opening form is the 8D Manager list of all corrective

actions.

•You cannot edit data on this list.

•You can sort by any of the categories

•Open Date is the 8D start date

•Due Date is the overall due date

•3D due date is the last due date for containment

•5D due date is the last due date for corrective action

•Date Closed is the date you closed the 8D

•Type is for external, internal and preventive. You can add your

own.

•CA # is the unique number for the corrective action. You assign

this at the start of the 8D process.

Introduction

48

49

Edit 8D Form from Manager List

1. Select the desired

record by clicking the

edge (or anywhere

along the record row)

2. Click Edit 8D

Form

You can also

double click

anywhere along

the record.

50

Print Reports from the Manager List

1. Select the desired

record by clicking the

edge (or anywhere

along the record row)

2. Click the desired

report from the Print

Forms menu.

If the form is blank,

you haven’t entered

any data for that

form.

51

Sort Records by Field from Manager List

1. Click in the desired

field. For Example, Click

the Open Date Field

2. Click sort Ascending or

Descending

52

Sort Records by Field from Manager List

3. Records are sorted

Descending by Date4. To Remove the

sort click Remove

Filter/Sort

Sorting allows you to find your

desired record quicker

53

Filter Records by Field from Manager List

Filtering allows you to look at only a subset of the records.

Use filters to:

• see only one company

•See internal 8D records

•open records

54


1. First click on the information that you want to only see. For

example I want to see all records with the customer Crimson

Colors

2. Then click on Filter By Selection

Filter by Customer

55


Notice only records with Crimson Colors are

shown.

To remove the filter to

see all the records

click “Remove Filters”

Filter by Customer

56


1. Click on a blank field under “Date Closed”


Show Open 8D

57

Filter Records by Field from Manager List Show Open 8D

Notice only records with that do not have a closed

date are shown.

To remove the filter to

see all the records

click “Remove Filters”

58


1. Click on a field that has “internal” under “Type”


Show Internal 8D

This also works with external and preventive

59

Deleting a 8D record.

1. First click the record selector that starts the row of the desired

record.

2. Select Delete 8D from the Utilities Menu

3. Select yes when the message occurs.

When you delete a record, the

entire 8D form and report are

gone. You cannot recover it.

Be sure you want to delete the

record.

Copying an 8D record.

1) Select the record to copy

2) Select Copy 8D from Utilities

3) Enter new CA #

4) Enter Customer Name

5) Click Make the Copy

61

You can change the

labels to match your

business.

Customizing Labels on 8D form and report.

62

Click on Setup from Utilities Menu


63

Change the label to

reflect your company’s

terminology

Keep these fields names to mean

the same thing.

1) CA Number

2) Customer

3) D2 Company Findings

4) Customer Problems

5) Date Labels

6) Owner

7) Type

8) All 8D Labels


64

Notices the changes. When

completed then click on Save and

Continue

To Restore the initial

settings click on Restore

Defaults



These are the names of the forms

and reports in the software.

You can change the name to

better suit your needs.

You may want to include form

numbers and revisions for your

documentation system.

65

Editing Lists

From various lists you can add / edit

the contents. This fills in drop down

boxes as you enter the data.

Allocating Cost and Codes

•For each 8D action item you can assign a cost to that action.

•You can also classify each action item with a code.

•With this information 8D Manager generates many different graphs based

on your selection parameters.

Click on MoreH

Metrics

67

For the action item,

assign a cost to

complete the item.

Assign a code

to the action.

Use Utilities

menu to

create / edit

codes.

When setting up codes consider departments,

positions, machines, etc. Try to make each code

mutually exclusive. Make sure the codes do not

overlap. You can only assign one code per action,

but you might have many different actions. Each

action can have its own code.

Cost and codes are a

powerful tool for

improving your overall

corrective action

system!

Allocating Cost and Codes Metrics

68

Charting Metrics

Select Metrics from

the 8D list.

This screen lets you

create multiple charts

based on your selected

criteria.

The default Values

button lets you include

all corrective actions.

However you can isolate

the data by dates or

customers or a

combination of both.

69

Charting Metrics

Pareto cost by customer

shows the top 10 total costs

from all actions for each

customer.

70

Charting Metrics

Pareto Cost by Code shows

the top 10 total cost from all

actions based on your

codes.

71

Charting Metrics

Pareto Cost by Code shows

the top 10 total cost by your

corrective action.

72

Charting Metrics

Pareto Chart Count by

Customer shows the top ten

number of corrective actions

by customer.

73

Charting Metrics

Pareto Chart Count by Code

shows the top ten number of

actions by code.

74

Closure time is number of days it

took to close.

Metric: (Close date – Start Date)

Close Time Past Due Date are

those corrective actions that were

closed past the due date

Metric: (Close date – Due Date)

Calculates time for Open

Corrective Actions, those that do

not have a close date

Metric: (Today – Due Date)

Summary Metrics

Total Cost: Total costs

per each 8D segments

with actions.

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76

Other Forms Global 8D Form

When you have a new SCAR but you have previous addressed this

issue on an older 8D corrective action, you can use a Global 8D to

quickly show the actions taken. The Global 8D does not refer to the

previous customer or containment issues.

Select Global 8D

from Print Forms

77

Global 8D Form

Notice the Problem fields and containment fields are not on the Global

Form. You will need to create a new 8D corrective action to document

those items. On the new 8D corrective action for the root cause, corrective

action and preventive action refer to the CA Number on the Global Form.

Other Forms Short Corrective Action Form

Some customers may not

need a full 8D report. In these

cases, use the short CA form.

Other Forms Open Action Forms

This report shows open actions and open verification actions on all

corrective actions that do not have an overall closure date.

80

You may get this message when

opening the 8D Manager.mdb File.

There are no harmful code in this

application.

Click Open to run the program.

Security Warning Message

See next page to eliminate this message

81

Security Warning Message

You can remove this

message by starting

Microsoft Access

Select Tools –

Macro -Security

Set the Security level

on Low

82

Microsoft Access 2007 and 2010 Discussion

Software will work with

Microsoft Access. The

Menu Bars will look

slightly different

83

You may see

a security

warning.

Click Options

Microsoft Access 2007 and 2010 Discussion

There are no

dangerous Macros.

Click Enable Content

then OK.

84

To see the toolbars

discussed in the manual,

Click on Add-Ins on the

Access Toolbar.

8D Manager 3 - Quality Assurance Solutions

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Transcript of 8D Manager 3 - Quality Assurance Solutions