Step 4: Focused Problem Statement

Stage 2: Analyze

Key MessageThe Focused Problem makes it

easier to identify causes and take corrective action by identifying the

critical storm clouds

Outline• Data Collection• Data Analysis• Selecting the Focused Problem Statement

Focused Problem Statement• Objective

– Focus the improvement effort by analyzing the gathered data on the process area

• Deliverables– Focused problem statement– Data that pinpoints problem

http://us.123rf.com/400wm/400/400/chudtsankov/chudtsankov1202/chudtsankov120200196/12493294-detective-dog-holding-a-magnifying-glass.jpg

Link to walk the process• The team has a detailed process map of the

process for improvement• The team has identified storm clouds in the

details steps of the process for improvement• Identified relevant measures on storm

clouds items• The team has developed a data collection

plan

DATA COLLECTION

Data Collection• Review: Data Collection Plan• Data Collection Forms• Tips on Data Collection

Review: Data Collection Plan

Data Collection Forms• Samples of common data collection forms

Report Preparation Confirmation Checksheet

Step Done?

Completion DataPlanned

dateActual date

Planned duration

Project completed Client review & approval Final report, draft Final report review Final report revisions Desktop publishing of report Final report submission

6-12

6-17

6-30

7-12

7-21

7-28

7-30

6-26

7-6

7-21

7-28

8-2

Actual duration

5d

13d

12d

9d

7d

2d

10d

15d

7d

5d

N/A N/A

NotesCust requested changes

Client personnel on vacation

Minor changes requested

Checksheet

Frequency PlotPackage Weight

16.0 16.1 16.2 16.3 16.4 16.5 16.6 16.7 16.8Weight in ounces

Correct cashier error OK check

Checkout Line Delays

Cashier Date

Reason Frequency Comments

Price check needed No cashier available Register out of tape Not enough money Forgot item Wrong item Manager assistance needed Other

Wendy May 19

Tally Sheet

E E E E

E

R R R R R R

E E E E E

E E E E R R R E A

M M T M F

E E E E A E A E E A E E A E

E E E E E A E E A

E: Entry missing R: Receipt missing M: “Misc.” not explained T: “Trans” no explained A: Arithmetic error

Expense ReportName: _____________________ Week ending ___________ 19___July 2 94

Date Project Code

Hotel Trans Meals Misc Total Comments

Totals

Concentration Diagram

Checksheet Features

Burned Flakes Low weight

Machine Downtime- Line 13 -

Operator Date

Reason Frequency Comments

Carton Transport Metal Check No Product Sealing Unit Barcoding Conveyor Belt

Bad Product

Other

Wendy May 19

Defines what data is being collected

Includes place to put the data

Has room for comments

May want to add space for tracking

stratification factors

List

s th

e ch

arac

teris

tics

or c

ondi

tions

of i

nter

est

Collecting Time Data1. Review operational definitions for the starting and ending

points of each process step.

2. Note down any information observed that is relevant to the time of the process step

3. Develop a data collection form

Process Step

Time Start Time End Cumulative Time

Notes

Getting Data from a Process• A process is dynamic and ever-changing• Sample systematically or with subgroups (not randomly)

across time.• Preserve the time order to represent the process behavior

better.• Try to sample from enough time periods to fairly represent the

sources of variation in the process.• Apply a consistent interval between samples (every 10th unit,

every 7th unit; every day, every month, etc.).• Collect small samples more frequently so that the process

trend is captured

Tips when collecting data• Have an orientation on gathering data• Do preliminary tests on collection• Measuring device is sufficient to capture accuracy

needed• Procedure of collecting data is consistent across all

data collectors• Data collected should be consistent in the unit of

measure• Process owners and subjects are informed of the data

collection

DATA ANALYSIS

Data Analysis• Introduction to Excel

- Functions, Formulas and Formatting• Graphical Data Display and Analysis

- Stratification- Line Chart- Histogram- Histogram Bins- Pareto Chart- Scatter Plot

Main Talking PointThe appropriate use of graphical

display and analysis tools coupled with the proper treatment of data leads to a clearer and better understanding of the

problem to be tackled.

INTRODUCTION TO EXCEL

Why Use Spreadsheet Software?• Easily available – MS Excel.• Speeds up data processing.• Allows one to do graphical data display with

ease.• Great support tool for data analysis.

The Excel InterfaceOffice Button

Quick Access Toolbar

View Toolbar

Scroll bar

Ribbon

Calculation Bar

Status Bar

Functions and Formulas• Excel Functions

– Mathematical expressions already available in Excel• Excel Formulas

– Mathematical expressions that you create

Inserting a Function• Formula Tab

Steps to Inserting a Function1. Click “Insert Function” icon.2. Choose appropriate function, click OK.

3. Choose required cells, click OK.

Sample Function: AVERAGE• Returns the arithmetic mean of a set of

numbers.• Syntax:

=average(number1,number2,number3,...)Note:

1. You can just click and drag the set of numbers whose average is of interest as long as these numbers are contiguous.

• Illustration: In ‘Grades.xls’ get the average quiz score of the whole class across the 3 quizzes.

Sample Function: SUMIF• Adds the cells specified by a given criteria.• Syntax:

=sumif(range,criteria,sum_range)

Note: 1. Range – range of cells that is evaluated.2. Criteria – a number, expression, or text that defines which cells will be added.

Text and expression needs to be enclosed in double quotations.3. Sum_range – the actual cells to add if their corresponding cells in range match

criteria.

• Illustration: In ‘Grades.xls’ get the total of average quiz score of all the students under the MGT Degree Program.

Sample Function: COUNTIF• Counts the number of cells within a range that meets

the given condition.• Syntax:

=countif(range,criteria)Note: 1. Range – range of cells that is evaluated.2. Criteria – a number, expression, or text that defines which cells will be

added. Expression and text needs to be enclosed in double quotations.

• Illustration: In ‘Grades.xls’ count how many among the students in the class are of MGT Degree Program.

Other Functions

Other Functions

Constructing a Formula• To start entering a formula in a cell, click in that

cell and then type the formula. • All formulas begin with the = symbol• All formulas use the following mathematical

operators: • “*” multiplication• “/” division• “+” addition• “-” subtraction

Constructing a Formula• Formulas containing numbers will produce a result

that will not ever change.• Ex. =3*8 produces the results 24

• Formula containing cell references produces a result that may change if the data in those cells changes.

• Ex. The formula =C3+D3 will produce a result based upon the data in cells C3 and D3.

• Using the order of mathematical operations• MD/AS Rule

• Illustration: In ‘Grades.xls’ get the overall average quiz score of the MGT students.

Excel Formatting Functions• Sort• Freeze Columns/Rows• Hide/Unhide Columns/Rows• Changing Cell Formats

Sorting in Excel1. Select all the cells in the list. 2. On the Excel Ribbon, click the Data tab.3. In the Sort & Filter group, click the Sort button.4. Click the Add Level button, to add the first sorting level.5. From the Sort by dropdown, select the first column you want to sort. 6. From the Sort On drop down, select the option that you want. 7. From the Order drop down, select one of the options. The list of Order 

options will depend on what you selected in the Sort On column.8. If you are sorting on multiple columns, click the Add Level button, to add the 

next level, and select options from its drop down boxes.9. After you have selected all the Sort levels, and their options, click OK.

Freeze/Unfreeze Cells1. Position the cell cursor based on what

you want to freeze:– Columns: Select the column to the right of the 

columns you want to freeze. – Rows: Select the row below the rows you want 

to freeze. – Columns and rows: Click the cell below the rows 

and to the right of the columns you want to freeze — essentially, the first cell that isn't frozen

2. To Freeze: In the Window group of the View tab, choose Freeze Panes→Freeze Panes.

3. To Unfreeze: In the Window group of the View tab, choose Freeze Panes→Unfreeze Panes.

Hide/Unhide Columns/Rows1. Select the column or row

headings you want to hide.

2. Click the Format button in the Cells group on the Home tab.

3. Point to the Hide & Unhide command under Visibility in the Format menu.

Changing Cell Formats

1. Select the cell(s) containing the value(s) you want to format.

2. Select the desired number format.

Activity : Test Driving Excel• Using Excel for Data Processing and Formatting

– File: Grades.xls1. Create a Formula to compute for the Final Grade (column P)

Final Grade = Quiz Contribution Score (column I) + Attendance Score (column J) + Recitation Score (column K) + Assign Score (column L) + Final Exam Score (column O)

2. Sort the database according to the nickname of the students (from A to Z).

3. From #3, freeze column A to D.4. Count how many of the students have a grade from 80-85.5. What would be the average final grade of all female students?

GRAPHICAL DATA DISPLAY & ANALYSIS

Stratification• When data is lumped together the meaning and

insight from the data can be clouded or distorted.WHEN TO STRATIFY:• Before collecting data.• When data come from several sources or conditions,

such as classes, days of the week, suppliers or year level groups.

• When data analysis may require separating different sources or conditions.

Stratification Procedure• Prior to data collection, consider which

information about data source might have an effect on the results. Set up the data collection so that you collect that information as well.

• When plotting or graphing the data use different marks or colors to distinguish data from various sources or plot in different panels according to the source.

• Analyze the subsets of stratified data separately.

Review: Line Graph• A time plot is a graph of data in time order.• It show trends or patterns over a specified

period of time.

Line Graph: Individual Practice ExerciseThe following is a 15-year data on drop-out rate for QC division schools. We will use Excel to do a run chart. (Data is in Exercise Data File.xlsx-’Line Graph Sheet’).

Year Drop-Out Rate1 3.42 2.33 2.64 3.25 3.56 3.17 2.68 3.59 3.3

10 3.811 4.212 413 3.914 4.515 4.2

Constructing Line Chart Using Excel1. Arrange the time-series data. By convention the

time/period indicator is on the left column (will be the X-axis). The variable data of concern is on the right column. This will be plotted on the Y-axis.

2. Highlight the data of concern (right column) and go to ‘Insert’ tab of Excel. Go to line chart and choose the design you prefer.

Disaggregating (Stratifying) the Line Chart

9/91

10/9

1

10/9

1

11/9

1

12/9

1

1/92

2/92

3/92

4/92

5/92

6/92

7/92

8/92

9/92

10/9

2

11/9

2

12/9

2

1/93

2/93

3/93

4/93

5/93

6/93

7/93

Total Tons of Waste Collected

Month

Tons

2000220024002600280030003200

AD-727

Month

Canteen Tons of Waste Collected

Tons

300500700900

11001300

9/91

10/9

110

/91

11/9

112

/91

1/92

2/92

3/92

4/92

5/92

6/92

7/92

8/92

9/92

10/9

2

11/9

2

12/9

2

1/93

2/93

3/93

4/93

5/93

6/93

7/93

Library Tons of Waste Collected

Month

Tons

300500700900

11001300

Gym Tons of Waste Collected

Month

Tons

300500700900

11001300

9/91

10/9

1

10/9

1

11/9

1

12/9

1

1/92

2/92

3/92

4/92

5/92

6/92

7/92

8/92

9/92

10/9

211

/92

12/9

2

1/93

2/93

3/93

4/93

5/93

6/93

7/93

9/91

10/9

1

10/9

1

11/9

1

12/9

1

1/92

2/92

3/92

4/92

5/92

6/92

7/92

8/92

9/92

10/9

2

11/9

2

12/9

2

1/93

2/93

3/93

4/93

5/93

6/93

7/93

Notes for Stratified Line Chart: 1. Encode data from each source in separate columns. 2. Highlight multiple columns at the same time. Choose a Line Chart type. Excel does stratification for the user giving a line plot for each column or data source.Example given in Exercise Data File.xlsx- ‘Stratified Line Graph’- Worksheet.

Review: Histogram• A frequency plot shows the shape or

distribution of the data by showing how often different values occur.

Number of Bins in a HistogramToo Few Bins

• Aggregates data too much thus hiding pertinent patterns that effectively describes data

Too Much Bins

• Details data too much thus failing to make pertinent patterns immediately obvious

Number of Bins in a Histogram

Right Number of Bins• Makes noticeable the

center and spread of data in one glance

Right Number of Bins Dependent on Number of Data Points

Tabular Guide on Number of Bins Depending on Number of Data Points

Data Points Number of Bins

20-50 6

51-100 7

101-200 8

201-500 9

501-1000 10

1000+ 11-20

Histogram Construction Steps1. Count the number of data.2. Determine the number of bins.3. Get the maximum and minimum data value.

Compute the difference between the two and divide by number of bins. Call this resulting number as the class width. (Round off to a convenient value.)

Histogram Construction Steps4. The smallest data is the lower limit of the first

bin range. Add class width to this for the lower limit of next bin. Upper limit of a bin is the number before the lower limit of the next bin range. Do this until the maximum value is reached.

5. Count the number of data falling into a bin range and do a bar chart.

Histogram: Individual Practice Exercise The following are the grades of 100 high school students in their Algebra final exam. Using your Excel build a histogram for this data. (Data is in Exercise Data File.xlsx- Histogram Sheet’).

91 76 81 95 9383 71 93 89 5654 81 95 59 6299 89 59 93 9767 79 95 53 8983 99 42 74 4058 74 88 65 5198 90 40 60 8679 58 89 57 7777 99 52 52 7663 70 86 61 8386 75 80 44 8897 67 99 88 5958 71 81 91 5966 75 97 91 7053 85 98 87 6197 52 66 87 4041 94 66 90 6442 49 53 94 6187 44 78 47 48

Constructing Histogram Using Excel1. Make sure bin ranges and frequency data

count are placed side-by-side in Excel by columns.

2. Highlight cells and go to ‘Insert’ tab and choose ‘Column’ chart type of preference.

Review: Pareto Chart• The Pareto chart is a frequency

distribution (or histogram) of attribute data arranged by category.

Pareto Chart: Individual Practice ExerciseThe following are listed reasons as to why students are having problems accessing files in the computer lab. Construct a Pareto Chart for this data using Excel. (Data is in Exercise Data File.xlsx, ‘Pareto Plot Sheet’).

Reasons FrequencyUnable to Download 50

Can’t Find the File 30

Open as Read Only 15

Can’t Change Background 7

Can’t Open the File 6

Found a Bug 5

Can’t save Changes 4

Don’t Have Excel 4

Doesn’t Work in OpenOffice 4

Constructing Pareto Chart Using Excel1. First obtain the cumulative % contribution of each qualitative data category (from highest to lowest frequency).2. Highlight the data cells. Go to the ‘Insert’ tool bar and choose a 2-D column chart.

Constructing Pareto Chart Using Excel3. Click the on the chart. Go to ‘Chart Tools’ tab and ‘Select Data’ button. Select the Cumulative % Contribution data series.

Constructing Pareto Chart Using Excel4. Still under the Chart Tools, select ‘Format Tab’. Under the ‘Current Selection’ pane, select ‘Series % Contribution’ then ‘Format Selection’. Go to the ‘Series Option’ and click ‘Secondary Axis’.

Constructing Pareto Chart Using Excel5. Under the ‘Format’ tab and ‘Current Selection’ pane select the ‘Series % Contribution’. Then go the ‘Design’ tab.

Constructing Pareto Chart Using Excel6. Under the ‘Design’ tab, select the ‘Change Chart Type’ under the ‘Type’ pane. Choose ‘Line’ then click OK. You should now have the completed Pareto chart.

Difference of Histogram & Pareto Chart

• Use histogram if data to be tallied is quantitative.

• Computation of average, variability and changes over time is possible.

• Can be used to display how bad the problem is.

• Use pareto chart if data to be tallied is qualitative.

• Average and variability computation not possible.

• Can be used to display which and where the problem is the greatest.

Review: Scatter Plot• Graphs pairs of

numerical data, with one variable on each axis, to look for a relationship between them.

• If the variables are correlated, the points will fall along a line or curve. The better the correlation, the tighter the points will hug the line.

X

Y

Scatter Plot: Individual Practice ExerciseIn 2 sections in the 4th year level, the final grades of the students in Math and Science were gathered. Construct a scatter plot using Excel. (Data is in Exercise Data File.xlsx, ‘Scatter Plot Sheet’).

Section A Section BMath Scores Science Scores Math Scores Science Scores

84 98 87 7593 84 96 8571 57 74 7881 73 84 7659 71 62 7065 65 68 6548 58 51 6048 38 51 8051 56 54 6547 47 50 7567 80 70 7672 79 75 6595 89 98 8289 85 92 7565 65 68 5078 86 81 5393 95 96 9074 74 77 8593 96 96 82

Constructing Scatter Plot Using Excel1. Go to the ‘Insert’ tool bar and choose ‘Scatter’

and a chart type. (Do not highlight data!)

2. Under the ‘Chart Tools’ click ‘Design’. Go to ‘Select Data’.

Constructing Scatter Plot Using Excel3. Click ‘Add’ to enter data for each section one at a time. In ‘Series Name’ click on the cell in the worksheet containing the label ‘Section A’. For ‘Series X Values’, click and drag across the Math Scores of section A. For ‘Series Y Values’, click and drag across the Science Scores. Do the same thing for section B.

4. Note that the scatter plot produced by Excel is already stratified. (Same procedure could be used if data comes only from a single source). Label chart axis by clicking on ‘Axis Titles’ under ‘Chart Tools-Layout’.

Some Final Words• Use and take advantage of MS Excel.• Take care to stratify data from collection to

analysis.• Scales and categories matter.• Data types dictate the appropriate graphical

display tool.

SELECTING THE FOCUSED PROBLEM STATEMENT

Review: What is a Focused Problem Statement• Problem statements that pertain to a specific

component only• Problem statements that include information

about the following questions• What is problem, and how often is it happening• Where is it happening• Who is engaged in the behavior• When the problem is most likely

Review: The Focused Problem Definition

Quality not quantity

FEW

DEEP

SHALLOW

MANY

Depth of Analysis

Problems Dealt With

Review: Focusing a Problem Definition

The canteen service is poor.

What: Poor service

The cashier service of the canteen is taking too long.

The cashier service of the canteen during class recess during Mondays takes 30 minutes too finish. What: Poor Service

What type of service: Cashier serviceWhat about the service: It is too long.How long: 30 minutesWhen is this problem the greatest: Recess time. on Mondays

Broad or vague

Somewhat focused

Narrow focus

Broad or vague

Somewhat focused

Narrow focus

Broad or vague

Somewhat focused

Narrow focus

What: Poor ServiceWhat type of service: Cashier serviceWhat about the service: It is too long.

Practice: Focused Problem Statements

Scenario Broad and Vague Narrow FocusStudent Counseling

Student Grade Computation

Attendance Monitoring

Counseling takes a long time

Pre-counseling activities takes 2x longer than the actual counseling for students with offenses

Wrong computation of grades

Attendance records are not accurate for Section A during the first 3 weeks of the month

Attendance is not accurate

All the 2nd yr students are complaining that their final grade in English this 2nd qrtr is erroneously low

Selecting the Focused Problem Statement among Storm CloudsWhich one should you focus on?

Issue 1

Issue 2

Issue 3

Issue 4

Issue 5

http://www.mynamesnotmommy.com/wp-content/uploads/2013/05/question-mark.png

Relationship of Storm Clouds• A Storm cloud may have an effect on another storm

cloud• Storm clouds that have an effect on another storm

cloud have a causal relationship with the other storm cloud

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Storm Clouds with Causal Relationship

Absences Students Failed in Math

Student Health Absences

Teaching Time Spent in Class

? Mean Percentage Scores of Class

Causal Relationship Example

Check

Attendance

Do Motivation Activities

Review

Previous

Lesson

Lecture on Current Lesson

Assess Studen

t Master

y

Give Homework

Issue 1 Issue

2

Issue 3

Issue 1: Most students are not participating in the class discussion. Issue 2: Students can not see the writing on the black boardIssue 3: The class is not paying attentionIssue 4: Only 20 out of 60 students have a passing average (60% passing rate) for the past three summative tests

School Measure: Low number of passing students in Math for the Grade Level

Issue 4

Scenario 1

Causal Relationship Example Continued

Issue 1: Most students are not participating in the class discussion. Issue 2: Students can not see the writing on the black boardIssue 3: The class is not paying attentionIssue 4: Only 20 out of 60 students have a passing average (60% passing rate) for the past three summative tests

Issue 1

Issue 2

Issue 3

Issue 4

Scenario 2

Issue 1

Issue 4

Issue 2

Issue 3

Key MessageThe Focused Problem makes it

easier to identify causes and take corrective action by identifying the

critical storm clouds

DO: Data Analysis on Math Teaching ProcessRefer to Exercise Data File.xlsx- Workshop Sheet

A particular CI team was tasked to study its student performance in Math. The subject of the study was the Grade 7 level composed of 3 sections (the school only had a small population). At the end of the 1st grading, the grade score (Math Score column) of the students were obtained. The 1st grading exam was analyzed for the purpose of counting and classifying the student mistakes (Count & Classification of Mistakes).

DO: Data Analysis on Math Teaching ProcessIt was also of interest for the CI team to know whether conduct of classes and related processes to teaching math has an impact on the student’s performance on the subject. As such data on time spent by teacher in discussing the concept and principles (Discussion Time) throughout the grading period, student comprehension ability (English Score) and attendance (Number of Absences) were also obtained.

DO: Data Analysis on Math Teaching ProcessObjective:Using the graphical data display techniques, analyze the data to identify which among the storm clouds listed below will be the focused problem statement.

Guide Questions:a. Does Math performance vary across sections?b. Do students perform all types of mistakes equally? If not, what type of

mistake would be the most urgent to address at this stage?c. Is there any reason to consider or link discussion time to the students’ Math

performance?d. Would it be fitting to look into the English teaching and learning practices of

the school as far as it relates to Math?e. What is the link between students’ capacity to do basic operations and their

Math performance?

PROCESS MAP in PROBLEM SOLVING

PROBLEM SOLVING

SELECTION

DISCUSSION

GIVING MORE

EXAMPLESTEST ON

PROBLEM SOLVING

RE-TEST AND

FEEDBACK

CHECK ON THE

ANSWER

FEEDBACK ON TEST RESULT

INCONSISTENT DISCUSSION

TIME

CANNOT COMPLETE

AGONACORRECTLY

CAN’T PERFORM

BASIC OPERATION

CURRENT

STATE

Broad and Vague Narrow FocusInconsistent Discussion Time

Can not perform basic operation

Can not complete AGONA correctly

Focused Problem Statement