Quality Assurance Solutions 8D Manager V4 1

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1 Index pg. pg. Notes 2 Setup Labels 45 Security 3 Editing Drop Down Lists 51 Security Trust Location 4 Metrics 52 Security Macro 8 Employee Reports 58 Company Name 11 Network Setup 60 8D / 9D / Corrective Action 12 Printing Reports 23 ing Reports 27 Working with Lists 28 RMA 32 4M 35 5Y 38 Templates 42 Deleting 8D / 9D / Corrective Action 43 Copying 8D / 9D / Corrective Action 44 Quality Assurance Solutions 8D Manager V4 1

2 Notes 1. The software is design for Microsoft Access 2007 through the current version of Microsoft Access. This manual was written for Microsoft Access For other versions, the options remain the same but you may find different colors and some different looks than the pictures in the manual. 2. In addition to Microsoft Access, for those users who do not have MS Access, we offer 8D Manager with Microsoft Access Runtime. We call this the Non Microsoft Access 8D Manager. With this version, you do not have to worry about built in security, note 3 below. On the same network, you can have users with MS Access and users who do not have MS Access using 8D Manager with the same data. See pg. 60 for setup instructions. 3. Microsoft Access has built in security. You will need to enable the code within 8D Manager to work with the security. See pg. 3 8D Manager Security on how to do this. 4. Each user / PC will need to have a license to use 8D Manager. When the user opens the software, a serial number will be provided. After purchase of license(s) please provide serial number back to rcbhome@comcast.net or support@quality-assurance-solutions.com Quality Assurance Solutions 8D Manager V4 2

3 8D Manager Security 8D Manager contains code and macros. None of these are harmful to your computer or network. This is necessary for the Microsoft Access Version only. If you purchased the Non-Microsoft Access Version, you can skip to page 11. In order for the software to properly work you must do one of the two below items. 1) Create a Trusted Location for the software. See pages 4-6 Or 2)Enable all Macros. See pages 8-10 Quality Assurance Solutions 8D Manager V4 3

4 8D Manager Security - Create a Trusted Location for MS Access 2016 Click Create. Don t worry about File Name. Open Microsoft Access (not 8D Manager) and select Blank database Click File This process is similar for MS Access 2007 through 2013 Quality Assurance Solutions 8D Manager V4 4

5 8D Manager Security - Create a Trusted Location for MS Access 2016 Click Options Click Trust Center and Trust Center Settings Quality Assurance Solutions 8D Manager V4 5

6 8D Manager Security - Create a Trusted Location for MS Access 2016 Browse to Your 8DManagerV4.accdb file. For example the location here is C:\Users\Robert\Documents\8DV4. Click Ok through exit, exit out of MS Access and restart 8D Manager. Select Trusted Locations and then Add New Location Quality Assurance Solutions 8D Manager V4 6

7 Blank Quality Assurance Solutions 8D Manager V4 7

8 8D Manager Security - Enabling Macros for MS Access 2016 Click Create. Don t worry about File Name. Open Microsoft Access (not 8D Manager) and select Blank database Click File This process is similar for MS Access 2007 through 2013 Quality Assurance Solutions 8D Manager V4 8

9 8D Manager Security - Enabling Macros for MS Access 2016 Click Options Click Trust Center and Trust Center Settings Quality Assurance Solutions 8D Manager V4 9

10 8D Manager Security - Enabling Macros for MS Access 2016 Click Macro Settings. Select Enable all Macros. Close the database and then open 8D Manager Quality Assurance Solutions 8D Manager V4 10

11 Company Name Setup Type in Company Name Click Close Select Utilities Select Set Labels To start new line type ctrl+enter Click these 4 buttons. See Setup Labels for other label changes. Quality Assurance Solutions 8D Manager V4 11

12 Starting a New Corrective Action Click New This is a blank Corrective Action Form. Here you will add your information and edit as necessary. You will enter data into the blue boxes. As soon as you enter and edit data, your data is saved. Throughout the form, you can change the labels to match your company terms. See Setup Labels. Quality Assurance Solutions 8D Manager V4 12

13 Starting a New Corrective Action First enter a corrective action number (CA). This must be a number. Each corrective action must have an unique number. Use the list from the opening form to assign a sequential number. Some of the fields have drop down lists. You can enter repeatable data into tables from the opening form. Select the pertinent table from the ribbon You can press tab or enter to move from field to field. You can leave fields blank (except CA number) Quality Assurance Solutions 8D Manager V4 13

14 Starting a New Corrective Action Start Date and Owner Enter the Start Date of the 8D. This should be the date that your were originally notified of the problem. The software uses this date for metrics and graphs. Enter the customer who is complaining. For a internal or preventive action, enter in the department or operation. This will show on the opening form. You can enter more text then the fields show. When you print the forms all text will show! In most cases you are limited to 50 characters for the traceability fields. For Problem, Findings and Actions you can enter unlimited characters. Enter the owner / champion name or initials of this 8D. This is the person who has final responsibility for completion of the 8D. This will show on the opening form of the application. Enter the names of the people on the team involve in solving the problem. You can enter last names or initials. This is the D1 which is creating the team. It also ends at D8 which congratulates the team. Quality Assurance Solutions 8D Manager V4 14

15 Starting a New Corrective Action Customer Problems and Company s Findings In the customer problems field record the problem that the customer is finding. You may want to copy and paste this information from the customer s SCAR or corrective action request. In company s finding record the actual problem that was discovered during your analysis of the issue. This is the D2 part of the process. This field has unlimited size. This will show on the opening form. This field has unlimited size. It will show on most reports. Select the location where the problem occurred. This field is optional. You can change the label to your desired name. 8D Manager provides some common choices. You can edit the table for this drop down list. This will not print on any reports. Quality Assurance Solutions 8D Manager V4 15

16 Starting a New Corrective Action 8D Form D3 Containment The D3 Containment allows you to track every containment action. For each action you can assign a due date (or completed date) and person responsible for the action. 8D Manager uses the Owner information for Employee reports. When entering data you can see 3 of the actions. You can use the scroll bar to scroll through all of the actions. When the 8D is printed all actions are printed. You can have unlimited actions. You can delete an action if you click on the selector bar and then hit the delete key. This works throughout the program. Quality Assurance Solutions 8D Manager V4 16

17 Starting a New Corrective Action 8D Form D3 Containment Name the owner of this containment Record the due date or completed date of the action. If the action has been completed check mark this box. Reports for employees and metrics use this for filtering. Under Item, use a sequential number 1,2,3 for each separate action. Reports will print in order of the numbers. You can renumber in terms of importance or desired order. Provide the details of the containment action in this block. This field has unlimited size. Click more to expand action and add more information. See next page. In the 8D process, for each completed action, the action must be verified. This is D6. The person verifying the action should be different then the owner of the action. Record the Name and Date of the Verification. Quality Assurance Solutions 8D Manager V4 17

18 Starting a New Corrective Action 8D Form D3 Containment More Button - Verification details, Codes, Costs, Printing Option. The more button expands the selected action You can assign company cost for each action. This generates Pareto cost charts. For each cost select the appropriate code. Update the codes in codes table. You can edit the action with an expanded view. Some customers expect you to detail Checkmark the box titled Do Not Print on 8D or exactly how you verified the action. This 9D Report. This action will still be seen in the will print below the D6 verification on program but when you create the report for the Reports. printing or ing, the action will not be seen. Quality Assurance Solutions 8D Manager V4 18

19 Starting a New Corrective Action 8D Form D4 Root Cause The D4 Root Cause allows you to track every identified root cause. For each root cause you need to identify the person verifying the root cause and the date of verification. Record the root cause information The field size is unlimited. Quality Assurance Solutions 8D Manager V4 19

20 Starting a New Corrective Action D5 Corrective Action, D7 Preventive Action, and D9 Risk Safety D5 corrective action, D7preventive action, and D9 Risk Safety works similar to D3 containment action Quality Assurance Solutions 8D Manager V4 20

21 Starting a New Corrective Action Closing the 8D When the actions are complete or the 8D is closed then fill in the Date closed and Closed By Name. The Date Closed will be shown on the Opening Form. You can assign an overall Due Date. This Date will be shown on the opening form. Quality Assurance Solutions 8D Manager V4 21

22 Starting a New Corrective Action Supporting Documents and Hyperlinks Because a corrective action can become messy with many supporting documents, the 8D form allows you to hyperlink to other files on your computer. This allows you to have all of your information in one place. To Hyperlink, click in the field and then press the Hyperlink button. (You can also press ctrl + K) Hyperlinks will not be shown when printing reports Quality Assurance Solutions 8D Manager V4 22

23 Printing Corrective Action Reports You can print from the 8D form or from the main list. Click on the desired report. 8D Report is the common 8D report for the entire 8D actions 9D Report includes all 8D report elements and adds D9 Risk / Safety Global 8D Report removes some headers and containment. You can use this for issues that spread across multiple customers. 3D Report shows containment actions only 4D Report shows Root Cause issues only 5D Report shows Corrective Actions only Short CA Hori provides a simple corrective action report in horizontal (landscape) format. This shows only containment, root cause and corrective action. It does not show Preventive action, Risk and Safety, and Company findings. Set the labels to meet your needs. Short CA Vert is similar to Short CA Hori but prints the report in vertical (portrait) format. Quality Assurance Solutions 8D Manager V4 23

24 Printing Options Click to print Do not use Portrait, Landscape and Columns. Reports have already been properly formatted Change number of pages shown on screen. Quality Assurance Solutions 8D Manager V4 24

25 Printing Options Page Setup and Printer Click Page Setup for Margins and Selecting Printer. Depending on your printer, you may want to adjust margins. Minimum margin is.25 To select Printer, click Use specific Printer and then click Printer Quality Assurance Solutions 8D Manager V4 25

26 Printing Options Creating PDF Click PDF Enter Name Click to open the pdf and review. Click to create pdf Quality Assurance Solutions 8D Manager V4 26

27 Printing Options ing Click Select Format. PDF is best. Click Ok Your program will open with the report attached. Quality Assurance Solutions 8D Manager V4 27

28 Working with Corrective Action List Opening and Editing a Corrective Action To Open a Previous Corrective Action, find the pertinent 8D in the list. Double click anywhere along the record and it will open. You can also click it and then select Edit 8D from the menu. If the corrective action is not shown, click Toggle Filter. This may happen just after you create a new Corrective Action. Quality Assurance Solutions 8D Manager V4 28

29 Working with Corrective Action List Headings If you cannot see your desired CA, click on Toggle Filter twice. The opening form contains the 8D Manager list of all corrective actions. You cannot edit data on this list. You can sort by any of the categories CA # is the unique number for the corrective action. You assign this at the start of the CA process. Customer is the company, person, department that started the corrective action. Problem is the abbreviated problem of the corrective action Open Date is the CA start date Type is for external, internal and preventive. You can add your own. Owner is the champion of the corrective action CA Due is the overall due date 3D due date is the last due date for containment 5D due date is the last due date for corrective action Date Closed is the date you closed the corrective action Quality Assurance Solutions 8D Manager V4 29

30 Working with Corrective Action List Sorting Click the field. Click Ascending or Descending. All records will be sorted. To Remove the sort, Click Remove Sort Sorting allows you to find your desired record quicker Quality Assurance Solutions 8D Manager V4 30

31 Working with Corrective Action List Filtering Filter by Customer Now only records with Crimson Colors are shown. This works with all fields You can further sort and filter from the subset list. Click the field. In this case we click on Crimson Colors. Click on Selection Select Equals Crimson Colors To Remove the Filter, Select Toggle Filter. Filtering allows you to find your desired record quicker and quickly review records Quality Assurance Solutions 8D Manager V4 31

32 RMA RMA List Click RMA List. RMA stands for Return Material Authorization. You can use the list to track all return parts and credits. You can define the labels in this list to match your company s terms. Filtering and Sorting works the same in this list. You cannot edit this list. To edit, double click the record to open up the RMA form. Quality Assurance Solutions 8D Manager V4 32

33 RMA RMA Form From the corrective action list, click the desired corrective action. Then click Edit RMA You can also get the RMA Form from the RMA List. See previous page. Here you assign RMAs. You can add / edit only the white fields. All Issued RMAs will show in the RMA List. You can change the labels to match your company terms. Quality Assurance Solutions 8D Manager V4 33

34 RMA RMA Report From the RMA Form or the Corrective Action List select RMA Report Quality Assurance Solutions 8D Manager V4 34

35 4M Form You can create and edit 4M reports for existing Corrective Actions The 4M Form is similar to a fishbone diagram. This form helps you explore the details that cause the corrective action. You classify the detail items as Human, Method, Material and Machine. For each detail you list the parameter (sub item) in question. You then assign an investigation action item for each detail. From the 4M Form you can then classify the investigation item as a root cause or a corrective action. You can then opt to include these on the primary 8D report. Click the corrective action record for the 4M form. Click Edit 4M. Quality Assurance Solutions 8D Manager V4 35

36 4M Form Select the 4M type of Human, Machine, Method and Material Enter in the name of the Item. Enter the characteristic or parameter of the item. Describe the investigation action for each item / parameter At your option, you can include this action in the corrective action or root cause phase of the 8D. Click the button to add the item. Be sure to review the 8D form afterwards. Quality Assurance Solutions 8D Manager V4 36

37 4M Form 4M Report From the 4M Form or the Corrective Action List select 4M Report Quality Assurance Solutions 8D Manager V4 37

38 5Y Form With the 5 Why form you enter root causes. After each root cause you ask yourself why that occurred. By the 5th Why, one should be able to drill down the exact root cause. One ask 5 whys for these three scenarios Why the problem occurred, Why containment let the problem escape, Why the system allowed the problem. Or One can also ask 5 whys for these other three scenarios, Why the system did not protect the customer, Why the system did not predict the problem, Why the system did not prevent the issue from occurring Once you find the root cause for each of the three scenarios, you then assign corrective actions to the primary root cause. The 5Y form documents the 5Ys and corrective actions. When you create a corrective action on the 5Y form, 8D Manager will automatically add this to the 8D Data Entry Form. You can also elect to add the 5Y statement to the Root Cause. To start the 5Y process click the desired corrective action. Then click Edit 5Y Quality Assurance Solutions 8D Manager V4 38

39 5Y Form For each root cause statement, you can add this to the 8D form by clicking here. Afterwards you will need to edit the item for dates on the 8D form. Do this only if the 8D form has not already capture the root cause. Select the type of 5Y element. Enter the level of the 5Y statement. The higher the number the closer to the Main Cause. Enter the 5Y statement for that element and 5Y level. If this is the main cause for the 5Y element then click the box. When this occurs, you will create Corrective Actions for that item. For root causes that you have assign as a main cause, you will need to create corrective actions for that main root cause. Click Create CA. See next page. Quality Assurance Solutions 8D Manager V4 39

40 5Y Form Creating a corrective action When you create the corrective action, this item will be automatically added to the 8D form. Be sure to review the 8D form after completing the 5Y form. Enter the corrective actions to address the primary root cause. Assign owners and due dates Quality Assurance Solutions 8D Manager V4 40

41 5Y Form Printing a Report From the Corrective Action List select the desired corrective action and choose 5Y Report. You can also select 5Y Report from the 5Y Form. Quality Assurance Solutions 8D Manager V4 41

42 Templates 8D Manager offers templates for 8D / 9D, 4M, and 5Y work forms. These blank forms have headers with the corrective action information. Use these for meetings and brainstorming. Select the desired corrective action from the corrective action list. Then click Reports Tab and then select the desired Template. 8D / 9D Template 4M Template 5Y Template Quality Assurance Solutions 8D Manager V4 42

43 Deleting a corrective action When you choose to delete a corrective action you will delete the entire corrective action. You will also delete any RMAs, 4M, and 5Y associated with the corrective action. In addition all metric details are removed too. Delete with care. Select the desired corrective action Click Utilities Tab Click Delete 8D Click OK to Delete Click Cancel to stop Delete. Quality Assurance Solutions 8D Manager V4 43

44 Copying a corrective action You can copy an existing corrective action to a new corrective action. This will copy the 8D / 9D, 4M and 5Y information to the new corrective action. In addition it was copy the metrics (costs and codes) to the new 8D as well. You may want to edit the new 8D to remove the costs and codes to eliminate duplicate cost entry. Select the desired corrective action Click Utilities Tab Click Copy 8D Enter in new Corrective Action Number Enter in Customer Name Click Make the Copy. Quality Assurance Solutions 8D Manager V4 44

45 Setup Labels Almost all the labels for the data entry fields can be customized to meet your company terms. But we recommend changing what you only need to change and leaving the rest as is. We define the labels into two categories. Category one (designated by a green box) can be anything you desire. The other category, we recommend leaving as is or changing the name to something very similar to its current name. Select Utilities Tab Select Set Labels There are 4 categories for the Labels 1) 8D / 9D Forms and Reports and Main Labels. 2) 5Y Forms and Reports 3) 4M Forms and Reports 4) RMAs Forms and Reports If you make a change in 8D / 9D Forms and Reports, you should Click the button Set XX Labels for all 4 categories. Quality Assurance Solutions 8D Manager V4 45

46 Setup Labels Green Fields can be any label. Yellow fields should be similar in name. Color may be different in other Access versions. If you make a mistake, click Default Values and original values will return. If you make a change in 8D / 9D Forms and Reports and Main Labels section, click Set Labels button in all the sections to make all forms and reports are updated. Quality Assurance Solutions 8D Manager V4 46

47 Setup Labels Type in your Label Click Set Labels The labels in these sections are pertinent only to those reports and forms. 1) 5Y Forms and Reports 2) 4M Forms and Reports 3) RMA Forms and Reports The title of the label represents the default value for the Forms and Reports Quality Assurance Solutions 8D Manager V4 47

48 Setup Labels RMA List Example RMA List Quality Assurance Solutions 8D Manager V4 48

49 Setup Labels Main Opening List Example Quality Assurance Solutions 8D Manager V4 49

50 Setup Labels RMA List Example These fields are Names of the Reports. If desired, You can add your own form numbers and revisions to the reports for your documentation system. To start a new line within the field use ctrl + enter Quality Assurance Solutions 8D Manager V4 50

51 Editing Drop Down Lists Within 8D Manger you have drop down lists. You can add or edit the values in these lists. There are 6 types of lists. 1) Employees 2) Part Numbers 3) Customer 4) Codes 5) Failure Locations 6) Types Click Utilities Tab On the Tables Group, Select the desired List. If you edit a field to a new name, previous corrective actions well not update with the new name. Quality Assurance Solutions 8D Manager V4 51

52 Metrics Click on More to assign costs. For each 8D action item you can assign a cost to that action. You can also classify each action item with a code. With this information 8D Manager generates many different graphs based on your selection parameters. Quality Assurance Solutions 8D Manager V4 52

53 Metrics For the action item, assign a cost to complete the item. Assign a code to the action. Use Utilities menu to create / edit codes. See Editing Lists When setting up codes consider departments, positions, machines, etc. Try to make each code mutually exclusive. Make sure the codes do not overlap. You can only assign one code per action, but you might have many different actions. Each action can have its own code. Cost and codes are a powerful tool for improving your overall corrective action system! Quality Assurance Solutions 8D Manager V4 53

54 Metrics To view your metrics, Select the Reports tab and then click Metrics. You can run your charts and metrics by dates and customer. On the left hand side you define your criteria. Clicking Default Values lets you see all data from the past to todays date. If you want to see all customers use *. After you select your criteria, click on any desired chart. Charts show the top 10 categories (in Pareto format) for your defined criteria Quality Assurance Solutions 8D Manager V4 54

55 Metrics - Examples Quality Assurance Solutions 8D Manager V4 55

56 Metrics Total Costs break up the cost by the type of action. Closure time is number of days it took to close. Metric: (Close date Start Date) Closure time for 4D is (Verification date 8D Start Date) Closure time for 3D, 5D, 7D is (Action date 8D Start Date) Quality Assurance Solutions 8D Manager V4 56

57 Metrics Close Time Past Due Date are those corrective actions that were closed past the due date Metric: (Close date Due Date) Calculates time for Open Corrective Actions that do not have a close date. Metric: (Today Due Date) Quality Assurance Solutions 8D Manager V4 57

58 Employee Reports 8D Manager lets you create action reports for employees. Select the Reports Tab Select Employees Select the employee name or enter * for all employees Select the desired report. Quality Assurance Solutions 8D Manager V4 58

59 Employee Reports - Examples Quality Assurance Solutions 8D Manager V4 59

60 Setting up 8D Manager on Company Network Users with Microsoft Access: 1) Choose a directory on your network. 2) Copy 8DManagerV4.accdb to the directory 3) Purchase license for each user 4) Create links for each user to 8DManagerV4.accdb on the network. 5) Enable Macros and Code for each user. See Security at beginning of this manual. 6) Send serial numbers to Quality Assurance Solutions for unlock codes. instructions are shown upon opening 8DManager. Users without Microsoft Access: 1) Choose a directory on your network. 2) Copy either 8DManagerV4.accdr or 8DManagerV4.accdb to the directory 3) Contact Quality Assurance Solutions for the installation file for the Non Microsoft Access version of 8D Manager 4) Run the installation file on each user computer 5) Purchase license for each user 6) Create links for each user s PC to 8DManagerV4.accdb or 8DManagerV4.accdr on the network. 7) Enable Macros and Code for each user. See Security at beginning of this manual. For those who don t have Microsoft Access, you can create a trusted location with Microsoft Word or Excel. 8) Send serial numbers to Quality Assurance Solutions for unlock codes. instructions are shown upon opening 8DManager. 9) To avoid confusion, delete 8DManagerV4.accdr that resides locally on the user s computer. Quality Assurance Solutions 8D Manager V4 60