Tools for Problem Analysis

1. Tools for Problem Analysis Relations Diagram Matrix Diagram

2. Relations Diagram • Tool to identify logical cause-and-effect relationships in a complex and confusing problem • Similar to cause-and-effect chart  more suited to complex problem • Types of relations diagram: • Qualitative Relations Diagram • Quantitative Relations Diagram

3. Generating a Qualitative Relations Diagram • Isolate all factors believed to be related to the problem  without forming an opinion about the relationship between factors • Identify the causal relationships between factors  use arrow • Classify the factors depending on the role in the cause-and-effect • Identify main causes • Concentrate improvement around the main causes for the problem

4. Example of Qualitative Relations Diagram A company spent a lot of time and money in introducing a performance measurement system. But, the system was not widely used, viewed with little respect among the employees and at times directly sabotaged. The company spent quite some time on constructing the relations diagram and found the two main causes.

5. Qualitative Relations Diagram Inaccurate measurement Lacking measurement training Poor knowledge About data collection Nonmotivating Measures The measurement System does not work The measures are Not taken seriously Poorly defined Measures Some measures conflict

6. Quantitative Relations Diagram Simpler numerical approach is used to determine the role of different factors • Approach to construct the diagram • Place the factors throughout the diagram  preferably in a coarse circular shape • For each factor, assess which factors impact and impacted by this factor  use arrow to show direction of impact • The number of arrow pointing into and away from each factors is counted and denoted in the diagram

7. Roles in quantitative relations diagram • Performance driver or cause (throttle variable) • A factor that impacts or enables the performance level of another factor • Has more arrows pointing away from it than into it • Result indicator or effect • A factor that indicates a consequence as a result of a performance driver • Has more arrows pointing it than away from it

8. Example Using quantitative relation diagram in the preceding example, the result is as follow 0 in 3 out Lacking measurement training 3 in 2 out 1 in 2 out Inaccurate measurement Poor knowledge About data collection 1 in 1 out Nonmotivating Measures The measures are Not taken seriously 3 in 1 out Poorly defined Measures 0 in 5 out The measurement System does not work Some measures conflict 7 in 0 out 1 in 2 out

9. Matrix Diagram • Has similar objectives to previous tools  looking at cause-and-effect relationship • But, has the ability to graphically portray the strength of relationships • Can be used in several stages in the improvement work: • Prioritize improvement areas • Identifying problems and causes • Planning

10. Examples of Matrix Diagram • Roof shaped: • Used in QFD • Relationships are classified as neutral, positive or negative • L-shaped • Relationships in one direction i.e. weak, medium or strong • T-shaped • Y-shaped • X-shaped • T-shaped, Y-shaped and X-shaped use is not clear!

11. Example of L-shaped diagram

12. Tools for Idea Generation and Consensus Solutions Brainstorming Brainwriting/Crawford Slip Method Nominal Group Technique Affinity Chart

13. Brainstorming • Finding solution requires creativity! • The purpose is to find as many solutions as possible and proceed with the most promising ones • Brainstorming is a technique for idea generation that: • Stimulates creativity • Encourages joint problem-solving • Makes it possible for the participant to build on one another’s idea • Minimizes the tendency to prematurely evaluate ideas • Appreciate thinking that expands the traditional boundaries of the solution space

14. Ways to brainstorm • Structured brainstorming • Individual participant in turn launches one idea • Ensures equal participation • Less spontaneous and to some extent limits the possibility for building on one another’s idea • Unstructured brainstorming • Everyone can freely launch ideas all the time • Very spontaneous • Often more confusing • Can lead to one or a few persons ending up dominating the activity

15. Brainstorming Procedure • Define topic of brainstorming • Launch ideas according to approach • Write down every idea • Not allowed to discuss, criticize, or evaluate ideas during the brainstorm • If an idea is not clear enough, further explanation can be solicited • Allow one recess or one period when the flow of ideas stagnate • When ideas seems to become only reformulation of previous ones  close the process • Ideas are evaluated  start picking the obviously good ideas

16. Established rules for brainstorming • No criticism or discussion of ideas is permitted during the brainstorming • Laugh with crazy ideas, not at them • Be loose and spontaneous, there are no stupid ideas • Keep all ideas • Combine ideas  ideas are not mine or yours, they are group’s

17. Brainwriting/Crawford slip method • Two similar methods for conducting a brainstorming in writing • The advantage: easier to describe more detailed and coherent ideas

18. Brainwriting • Almost solely a written adaptation of brainstorming • Can be done in two ways: • The card method: ideas are written on the small cards and circulated among participants for addition of related ideas or extension with other elements • The gallery method: ideas are written on the number of white boards or flip charts and the participants circulate among these to add related ideas or expand on existing ones

19. Brainwriting Procedure • Start with clearly defined topic • Write down ideas • Participants are allowed to add to others’ ideas • In the end, the ideas are verbally discussed by the groups  preferably also sorted into classes of ideas

20. Crawford slip method How does it differ to brainwriting?

21. Crawford Slip Method • Variant of the card method • Cards are not circulated for extending others’ ideas • Sorting ideas is done by one person • Final document that summarizes all ideas can in the end be used openly in the group to reach agreement • Protect anonymity • Used when: • The group experiences conflict • When large amount of information are expected to surface

22. Nominal Group Technique • Possible downside of brainstorming: • The loudest person in the group dominate • Full potential for ideas of the group  not realized • Those overlooked  not committed to the conclusion • Nominal Group Technique (NGT) • Render possible a brainstorming where all participants have the same vote when selecting solutions

23. NGT procedure • Each person generates idea and writes on idea cards (1 idea on each card) • All ideas are registered on a flip chart • Ideas are briefly discussed • Each idea is assigned a letter from A onward • Participants rank the ideas • Each participant can select up to five ideas that are written on the ranking card • Assign points to the ideas  5 most important/best ideas and 1 for the least important/good idea • Session leader collects the ranking cards • Writes down the assigned points • Summarizes total score for each idea • Idea achieving the highest total score is the group’s prioritized idea or solution

24. Class Exercise • In your group, brainstorm this topic How can the information system department improve English proficiency of its students?

25. Affinity Chart • Also known as KJ (Kawakita Jiro) chart • Purpose: to create relationship between seemingly unrelated ideas, conditions or meanings • Done by grouping visual data points and finding underlying relationships connecting the group

26. Procedure for Affinity Chart • Write the topic at the top of a white board • Ideas/solution are brainstormed and written on adhesive notes  attach on totally random pattern • The group should try to move the notes around to form group of ideas that are related • Either set a time limit or letting the board stay for a longer period of time • Participants discuss the final shape of the chart • Explain motives for placing notes in specific spots • Total number of group should be 5 - 10 • Make titles for the group • Draw chart by drawing boxes around the groups and adding arrows between them to indicate further relationship • Evaluate the chart for further effort