How to Present Action Plans in Response to Internal Audit Findings?

S

Silbil

#1
How to present action plans

Hi all

I'm a student in QA, and for one assignment we have a case study. Given the findings of an internal audit (with no statistics or results of any investigation to find root causes of problems) we are to come up with improvements and an action plan.

My question is, how do you present an action plan? Since I don't have any results or findings, I can only suggest possible causes, and require a Quality Improvement team to investigate and come up with the most likely solutions to implement. So I can't really use a time frame.

Anyway back to the point - what sort of format do you use to present action plans, and what to include?

Thanks in advance

Silbil
 
Elsmar Forum Sponsor
E

energy

#2
Action Plan

For your assignment, you are being asked to portray the role of a department manager receiving a Corrective Action Request. CAR. It is now your responsibility to determine Cause and Corrective Action. I guess as a "Quality" person, they want you to know what it's like on the receiving end of a CAR. You determine the Root Cause, why it happened, and Corrective Action, what you do immediately to correct the deficiency. There is then "Preventive Action", what you intend to do to prevent it from happening again.
Most CAR's have a form that is used to address those areas. For now, you can use a memo format, broken down into three sections. Call it "Action Plan". 1. Root Cause, 2. Corrective Action, 3. Preventive Action. There may be, a question as to how you measure the effectiveness of your preventive actions. A possible answer may be that you will monitor routinely for deviations of this type. That can be thrown into the section dealing with Preventive Action. Welcome to the world of Quality. Yes, Quality, JW.:vfunny: Good Luck. Keep us posted, whatever you decide to do. Then we can all mix it up real good for you. :ko: :smokin:
 
G

Greg Maggard

#3
Hello,
I suggest you try looking at the PDCA method. (PLAN, Do, Check, Action) This is just one of many methods. I actually taught the TPS (Toyota Problem Solving) for years. This is also a simple approach to what you seek. Any search engine will have this information. I actually have a slide show for TPS if you are interested.:) 5- why (Why made, why shipped) I also have PFS (Problem Follow up sheet) attached, just click read only.

Hope this helps. :evidence:
 

Attachments

H

HFowler

#4
Silbil,

There are many "Corrective Action Forms" available that could be used to document an action plan. A generic one that I found by a quick search of the internet can be found at the link below:

http://www.asu.faa.gov /ASU200/QualitySystem/QF-01.doc

An action plan should show as a minimum:
- Reference to the finding being addressed,
- The action / recommendation,
- The person(s) responsible,
- Proposed implementation date(s),
- Date of completion

You exhibit very sound thinking in questioning:

...how do you present an action plan? Since I don't have any results or findings, I can only suggest possible causes, and require a Quality Improvement team to investigate and come up with the most likely solutions to implement.

Good luck in your assignment. You have come to the right place to get helpful advice. Read the comments of others for possible solutions to your case study.

Best Regards,
Hank Fowler
:)
 

Marc

Hunkered Down for the Duration
Staff member
Admin
#5
Greg Maggard said:

Hello,
I suggest you try looking at the PDCA method. (PLAN, Do, Check, Action) This is just one of many methods. I actually taught the TPS (Toyota Problem Solving) for years. This is also a simple approach to what you seek. Any search engine will have this information. I actually have a slide show for TPS if you are interested.:) 5- why (Why made, why shipped) I also have PFS (Problem Follow up sheet) attached, just click read only.
Nice sheet! Thanks, Greg!

Good link, Hank! There's a lot out there if you know where and how to look for it, isn't there.

Here's a complex one: http://Elsmar.com/pdf_files/ - Look for NC_DBASE.pdf
 
G

Greg Maggard

#6
Thx, I have a million of these type items cha cha cha cha:smokin:
Now if I could only get middle management to use the darn thing I would be cooking with gas :vfunny:
 
D

David Mullins

#8
another aussie

Silbil

What were the findings of the audit?

It sounds like you have to make some assumptions.

As the other guys have suggested:
- determine (fictitious) root cause.
- decide what to do with the nonconfoming product (if you have any), dispositioning - throw it, rework it under concession, etc
- decide how to prevent the findings from recurring.
- what procedures, machines, programmes, etc need to be altered and by when.
- advice to other parties/customers required?

All this sort activity, and more, is included in the action plan.
 
R

Rick Goodson

#9
Silbil,

A couple of additional remarks. As others have stated, you need to first do a root cause analysis. This will involve some process, many have been mentioned, that uses the basic quality tools to determine the root cause of the problem. Usually the auditor identifies the symptoms of the problem. By definition the auditor should not be providing a solution only a statement of the 'problem' as they see it. Although I am not a big fan of the automotive paperwork mill, the '8D' or '7D' problem solving processes do work well. Marc has references and help here in the Cove files.

Once you get to the root cause and have selected, once again using the basic quality tools, a solution, you need to develop an action plan for implementation. If using an 8D problem solving process solution selection will be included. The important thing about the action plan is to include the three W's, what, who, and when. Final step, evaluationof the success of the solution at a future date. Go back and make sure the implemented solution fixed the problem.

Hope this helps.

Regards,

Rick
 

SteelMaiden

Super Moderator
Super Moderator
#10
Greetings,

I'll take a stab here, not sure exactly what you are looking for, but I read it as saying "I need to know what format to to use to answer a nonconformance" If I missed the intent, just ignore me.:biglaugh:

Define the problem:
This may just be restating the nonconformance, or it may require a little digging to see if the the stated nonconformance is the true problem or a symptom of something larger.

Identify the cause:
Why did the nonconformance happen, what part(s) of the system did not contain the problem, I kind of use my own version of 5 whys. Keep asking until you can come up with no more reasons.

Plan to eliminate recurrance:
This is the corrective action part. What can you do to make sure that this problem is fixed? Remember that the solution should add value, not be more complicated or costly than the original nonconformance calls for, and most of all it needs to be something that can be implemented and effective within some reasonable time period (once again dependent upon the severity of the problem and its possibility of recurrance)

Assign Responsibilities:
Who will carry out each step of the corrective actions?

Schedule corrective actions:
When will each step be carried out? Make sure that if one action depends upon another action's completion that you schedule them accordingly. Also make sure that communications are adequate between the assignees.

Follow up on the activities:
Schedule a date to follow up on what has been done. Was it effective? Was it timely?

Does this help??;)
 
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