Recap of Part
1: In the first installment about our analytically-inclined time traveler, Rick Asplundh plans an easy test of
the company's time machine at the request of the R&D Division
chief, intending to go back in time just a few minutes and then
return. But the uncalibrated machine goes back much further, dumping him in the Black Hills outside Deadwood, Dakota Territory. Date: 1877. And
the “return to home” button doesn't work either. Asplundh waits
by the stranded machine, then goes into town to find work. He takes a
job at a gold mine tending mules underground, and quickly learns that
the underground workings are deep in a business crisis. Earlier that
month, something very odd started afflicting the mules and the mining
gear too, reducing daily tonnage, and then ore quality.
Seeing the
miners spiral into despair, Asplundh realizes he has a skill nobody
in 1877 has: training in root cause analysis! He convenes a group of
fellow miners at a saloon and takes them through the initial scoping
steps. Rick used their bullet points to write up an incident
description, but that's just the beginning. He needs the Acme mine
management to empower a team and get behind a business-improvement
process that won't be invented for another seventy years. Now, Part 2
of the memo that Rick is writing to his boss, “A Traveler's Tale.”
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SECOND
MEMO
From:
Richard C. Asplundh, Staff Engineer, Rapid Prototyping Div.
To: Boss
Re:
Mixed Results with Prototype X-1A Time Machine, Continued
Date:
September 6, 1877
Via: "Winged-Victory" Brand beer bottle
Picking
up from the first memo: I was on the way to Too-Tall Johnson's office after
getting off work one morning, pondering how I could get the mine bosses
to take my incident description and root-cause analysis seriously.
I
find the front office abuzz with sports talk. Forget the gold mine
going bust: today's panic is the mine's baseball team, because the
playoffs are coming up. Another mine has hired away our coach, and
odds are long. It looks like the crises are just piling up into a
big explosion, but I am not discouraged. Using principles from Eliyahu
Goldratt's Theory of Constraints, I think I'll try an
Evaporating Cloud diagram.
It's one way to work through apparently unsolvable dilemmas to
a win-win solution by breaking down preconceptions. I go to a dusty
counter, unroll a sheet of butcher paper, and draw the boxes and
arrows, Goldratt-style: The mine bosses want the business problem to
be fixed but they are so discouraged they don't want to invest any
effort or staff … unless it's for the baseball team. I probably
could help the mine by nominating and leading a root-cause
investigation team if I could get one with knowledge and
implementation authority, but that's a hard sell in the 1870s. I've
got a true dilemma on my hands that if left unsolved, will wreck the
business and my confidence as well.
Goldratt
said that every dilemma offers a way out – no exceptions.
The word “team” sticks in my mind. I decide to focus my thinking
on the mine's nine and its place in this puzzling picture, then
Eureka!
I
evaporate the cloud by injecting more details and getting past old
assumptions, just like Goldratt described in his business novel The Goal.
Fact: the Acme Nine needs a head coach. Fact: I coached Little League
baseball. Fact: from going to the games, I know that our batting
roster has almost all the mining knowledge I need, from
hard-rock miners to drillers, bookkeepers to blacksmiths to the steam
hoist operators. We even have a shift boss as a third bagger, and
we'll need a supervisor to carry the weight when the going gets
tough, as every root-cause process does. It's got a few holes but I
can figure a way to fill out any knowledge gaps, or my initials
aren't RCA.
I
turn, call for attention, and shout these immortal words: “What if
I coach the team, and finish out the season?”
A
pause, then “Huzzah for Rick!,” they say. They know from my color
commentary in the stands that I understand the game, and I've shown
them a few pitches outside the Gem Theater that turned their heads.
Or was it the beer?
“But
first!” I pull out my first-draft Problem Statement
and ask for some advice. After some editing around the
potbelly stove, it reads like this when signed by the mine
superintendent:
“Problem:
Beginning in early August the Acme Mine began suffering from a
mysterious, abrupt production crisis, first reflected in daily
tonnage and then a declining ore assay. Together these have slashed
revenue and threaten to close the operation. Goal: Find the root
cause and meet or exceed revenue targets before the next quarterly
report to Corporate.”
“One
more thing,” I add as I fold up the paper, which is critical to
scoping my investigation and pursuing implementation schemes. “We've
got a problem in the infield, so I need to switch out our shortstop
with a Welshman who works in the powder magazine. I'm thinking
Scorch-Face Smith.” Yes, Scorch is a good switch-hitter when he's
sober, the superintendent agrees, but wants to know why. I think fast
and say daily exposure to nitroglycerine is going to give Scorch that
extra burst of speed to steal some bases.
The
real reason is that the first wave of data-gathering has given me an
intuition (yes, hunches are a valid part of any root-cause
investigation, if followed with data and logical cause-and-effect rigor) that we can't dig up our root cause without an explosives guy
on board.
Why?
I hear that the powder monkeys know more about some problems down
below than they have let on. And that reluctance doesn't necessarily
mean they are part of the root cause. Typical for root cause
investigations: somebody's always dragging their feet, or actively
misdirecting the effort, and guilt may have nothing to do with it.
They act out of fear their department will get blamed or maybe
they'll have to do more work because somebody else screwed up. I'd
say that office politics is in the top three reaons why root-cause
efforts fail, along with lack of persistence and poor followup at the
end of of the improvement process, during implementation.
So
on top of everything else in managing my new 1870s lifestyle and
running the mule team downstairs, I'm supposed to coach a pretty
rough bunch into a championship baseball team. I teach them a few
pitching and hitting tricks that Abner Doubleday never thought up.
They appreciate the tips and that's why they're willing to indulge my
root-cause work on the side. They think I'm half-addled – I can't
even keep my story straight on where I came from. That's okay –
whatever it takes!
I
don't have to remind you that mustering the right investigation team
is key: they need to have subject-matter expertise, good
interpersonal skills to
dig out the “who, what, when, where, why, and how” information,
and finally the ability to implement a solution.
Because this is looking like we have a long and tangled chain of
causation that produces multiple symptoms – nothing simple here --
they need a good facilitator to
keep them on track. That's me.
One
of my jobs is to keep the root cause team/ baseball team in
the containment zone. That
means sticking to the range of relevant operations: not all events
that affect business operations, but only those that they have the
ability to change. So when they start blaming gold prices in Frisco,
that's out of bounds. I'm not looking for cheery faces all the time:
I usually find constructive disagreement gives the best results.
And
there's plenty of unhappiness to keep me happy. Right away I have to
a put a new man in right field since I need a really smart guy from
the steam-drilling department. He's got bad eyesight and this would
have caused an uproar except that our pitcher is developing quite a
slider and not many balls are getting out to right field.
Two
weeks pass. The baseball team has won a few games nobody expected and
now it's time to introduce my newly energized baseball team to the
Ishikawa fishbone diagram. “Now, I know what you're going to say, so just hold your horses,” I start out. “Scorch, you were going to say that fishbones have their
detractors, but! I like fishbone diagrams because filling out them out
brings forth rich speculation about the full range of possible causes
and connections. So bear with me.” These are hard-rock miners who
haven't been doing a lot of diagramming on the frontier or any kind
of symbolic logic for that matter, so it's not easy to sell them on
the idea, but I insist that this is part of my strategy to raise team
morale before the playoffs.
So
after the practice each afternoon, and with a few gallons of beer
that I buy, we flesh out the fishbone. You'd recognize it right away:
problem statement goes on the right, linked to a spine that ties
together branches representing major categories of possible causes.
We settle on six fishbone categories adjusted for the setting:
Machines:
Steam drills (drills, boilers that supply steam); tools for dressing
bits; tools used at the working face in the mine; Hoist gear; Mine
cars; Mine rails; Timbers to hold up workings
Men:
Miners (poor training, poor safety discipline, labor unrest); Hoist
operators; Mule wranglers and stablehands ( I make sure to include
my department, to make the point that no one is immune from the evil
eye)
Materials
used up daily: Dynamite, Coal used for raising steam, Steel
drill bits, water quality
Management:
Superintendent; shift foremen
Measurement:
Assay office, scalehouse that weighs tonnage, surveys of underground
workings
Mine
(Environment): Ore bodies; Temperature; Humidity; Flooding; Fire;
Cave-ins
Normally
I'd keep my fishbone nice and dry in a conference room with a big whiteboard,
using markers and sticky notes. A good fishbone is something the
Japanese keep posted in meeting rooms for months, in fact. But in the
Wild West, I settled with a whitewashed wall on the back of a
toolshed by the baseball diamond and that's my whiteboard. We just
nail the pieces of paper to the board.
It
can be hard to move the notes around on such a board but we've got to
have something that keeps the paper from blowing away in the Chinook
wind. Four-Finger Halloran, the second baseman, says we should move
the mining engineer from “Men” to “Management” since he does
the geology and his plans guide the excavations. The bat-boy, who's
wanted in Texas for a murder or two, speaks up: “Yep, if the
engineer was on the job! He was visiting his uncle over in the Glory
Hole Mine last month, stepped on a rotten trapdoor and fell down a
shaft. He's been laid up all month.” I tell them not to jump to
conclusions like blaming it all on the absent engineer. But something
here is worth pursuing, so I enrich this stem with some notes and
move the Mine Engineer stem and all its twigs to a new spot under the
Management branch. I need a nail to hold it and one of the boys
obliges with a throwing-knife: it lodges in the paper and misses me.
I give him a hard look but we now have a set of possible intermediate
causes and will add earlier causes to them.
As
I've said a million times or more, the typical fishbone diagram
starts as no more than a categorized, broad-span brainstorm list
based on current knowledge, in which the main categories show up as
four to eight big branches. Within each branch are stems. Here,
“drills” and “hoists” are stems under “machinery.” Each
stem that looks promising to the RCA team deserves the addition of
twigs that list the events leading to the specific problem.
It's this
later work, probing into possible causes with methods like the Five Whys, that brings the project to a good conclusion. I don't
believe that using “why” exactly five times for each symptom is
always the best method, and sometimes a better question is “how
could,” but the boys seem to prefer the Whys. There are too many
permutations to investigate to the Nth degree, but there's enough
wisdom on the baseball team to pick the most promising theories for a
closer look. I buck them up by saying that the odds are good that
somewhere in this burgeoning list is our root cause, or causes, along
with the chain of events that led to the bad events described in the
Problem Statement. Now we need facts to prove, or disprove, whether
the circled, top-priority causes were a factor.
“Okay.
Now set aside all your guesses on why the mine is is in so much
trouble,” I say. “Just go out and gather the data and let the
bones fall where they may.” At first the boys struggle with this,
since it could reflect badly on their department, but I compare it to
a bloodhound. Who can lead a bloodhound when it picks up a scent?
Nobody! The bloodhound finds its own trail.
Duly
instructed if not inspired, the Acme Nine baseball/root-cause team
indulges me by bringing new information after each practice. Some of
it is in tabular form. I gather it up and try out a Pareto chart –
trying to find the classic 20% of causes that will bring 80% of the
benefit. Paretos need a heap of statistics and these are sparse along
the frontier. All I have for each day are things like mining
tonnages, water in the sump, steam generation, and staffing levels.
The mining engineer is still out from his fall down the shaft, so I
don't have the benefit of his expertise. In fact, it may be better
that he stays away. The mood was pretty ugly last week, because some
of the fellows thought he had sabotaged the mine.
We
circle a dozen possible causes to start with, though we'll probably
have to dig into more of them later. To illustrate how hard they work
at this, take the Steam Drill Problem, which is just one twig under
the branch labeled Machinery:
Why
– Level 1 “The steam drills are under-performing by 35% when
making holes for placement of explosives - Why?” They guess that
it could be the drills, the driller, or the steam supply. The drill
squad goes off to investigate and reports back to the full team that
nothing is wrong with the drills or drillers, but the steam flow is
low.
So
that leads to the Second Why: “Why is the supply of steam to the
drills low?” The team says it could be due to at least five causes,
including the boiler machinery (such as plugged tubes, from mineral
scaling), or a change in fuel supply, or efficiency of the steam
lines. The “steam team” goes off to check and reports back that
supply pressure is nominal at the boiler side, but strangely low at
the far end of the hoses. A clue!
Now
the Third Why: “Why is steam pressure low at the drills' inlet? “
Before charging off, I have them brainstorm all possible causes:
there could be too much hose in the run, the hose could be leaky, or
maybe it's plugged with rust or debris.” Give me numbers! I cry and
the steam team hustles off check. They discovers that the hoses are
leaking more than usual: an average of 2.5 leaks per 20 feet of hose.
We are starting to close in on a contributing cause, I'm sure.
And
a fourth Why: “Why are there so many leaks in the steam hoses?”
They hypothesize as follows: the leather or rubber could be getting
old, the man in charge of patching the routine holes might be falling
down on the job, there could be sabotage, or something could be
wearing them out faster. A newly appointed Hose Team goes off to
investigate.
So
you get the idea. By now everybody in the mine begins to see that
using Five Whys is no shortcut, and that root-cause work is more
perspiration than inspiration.
Meanwhile
I'm compiling a detailed chronology for the Change Analysis.
That's a complete list of events at the mine, day to day, over
the last six weeks. It took a lot of work, but I like them: a
chronology is one way to sift through the causes and effects, in this
case, what might have driven the deterioration in production
statistics. My Pareto chart
tells me that there's no significant difference between ore
production between the day shift and the night shift, but there was a
striking change in tonnage over time, in one of three payzones where
miners are working. That payzone, called Queen of the North, had been
accounting for most of the revenue, and now it's way down, so the
Pareto charts indicate a cause or causes should be found there.
We
carry on for another week and I feel like we're closing in on it. The
Acme baseball team is on a winning streak. Better yet, a plausible
chain of causation is emerging out of our many Cause and Effect
Diagrams and a Current Reality Tree.
I start them working on an Anticipatory Failure Analysis. Shortly afterward
the crisis hits, which it always does at some point among us
root-cause practitioners. But this crisis is a little more pointed: namely, the point of a Colt .45. When I walk into the office, there's a
committee waiting for me. Or shall I say a posse? I'll finish my report when and if they let me out of the hoosegow.
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