How do I streamline/consolidate forms to prevent data over redundancy?

RachelUSA

Registered
I've been tasked with reducing the number of forms we use in our operations, but I'm uncertain about how far I can go with consolidation. This is a new site that will be starting operations soon, the QMS is being adapted from a similar site within the company. We will be pursuing ISO 9001:2015 certification.

In the area in question, there will be 12 forms used daily.
  • Nine forms are logs (ex. feed consumption)
  • One form is a daily report that asks to summarize/rewrite the data from the most important logs (ex. feed consumption log: name, lot number, amount on hand the day before, amount consumed, amount on-hand at end of day).
  • One form is a checklist for checking daily equipment and actions that is used over a month.
  • One form is a spreadsheet, filled out electronically by pulling data from all the logs, which is then referenced to input data into our database for automated metric tracking. Our database can organize data by day, area, etc. and can look for trends.
The site manager at my new job has asked me to consolidate the nine logs into one daily form for operators so there are less forms for them to complete and so it would remove the nessesity for the checklist and spreadsheet forms. However, I was taught in my previous job in pharma that every action should have its own log unless it’s part of a procedure.

So my big question is, with our database's data organization abilities, how does keeping seperate logs and summarizing data benefit quality? Would consolidating everything into one form reduce or increase the likelihood of data errors and oversights?
 

Bev D

Heretical Statistician
Leader
Super Moderator
There is no magic number of ‘logs’
There is an axiom to keep things as simple as possible: Never manually re-enter data; once is enough. 2X+ is a waste and invitation to error.

Automating calculations, reports and trending is the best approach; keep operator input to only data entry. Use data checking such as only allowing certain ranges to be entered. Use bar codes where possible.

Real quality improvement comes from analyzing the data, detecting changes and taking corrective action.

Traceability - or compliance - quality comes from being able to show objective evidence that the right thing was done. Important in regulated industries but it doesn’t help product quality much.

I am curious about the statement that a single honkin big log is better than many single ones: How would this streamline activities? For whom?
 

RachelUSA

Registered
There is no magic number of ‘logs’
There is an axiom to keep things as simple as possible: Never manually re-enter data; once is enough. 2X+ is a waste and invitation to error.

Automating calculations, reports and trending is the best approach; keep operator input to only data entry. Use data checking such as only allowing certain ranges to be entered. Use bar codes where possible.

Real quality improvement comes from analyzing the data, detecting changes and taking corrective action.

Traceability - or compliance - quality comes from being able to show objective evidence that the right thing was done. Important in regulated industries but it doesn’t help product quality much.

I am curious about the statement that a single honkin big log is better than many single ones: How would this streamline activities? For whom?
I think the thought process is that there are too many forms and why keep a month-long log of everything seperately if it can be recorded daily on a 3-4 page form (1 form each day) and entered into our database where it can be organized as needed.

Admin personnel enter the data into the database, so that is why there is a summary form involved (production operations is in a different location from admin operations).

My thinking is that the logs should be kept so they can remain in the production area for consultation and that there be one summary form. The summary form can be a spreadsheet that includes the information in the daily report form and the existing spreadsheet. It can serve as its own checklist to ensure all data entry tasks and general tasks are completed and it can autopopulate the exsiting spreadsheet in another tab to be used to directly enter into the database.
 

Jen Kirley

Quality and Auditing Expert
Leader
Admin
How many entries per day per operator are we talking about? If there are many, maybe it is a good idea to consider an ERP system. I don't mean a monster like SAP, though it does do certain things very well; but something that intakes data, allows it to be calculated and shared with other departments like Planning, and helps reduce the risk of loss which is always present with a paper log.
 

Randy

Super Moderator
Simple, just ask a couple questions...........

Do we really need this?

Can we combine this with something else?

Then act on your answers.
 
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