TMC Quality Improvement Program

Self-Instructional Modules

We have what it takes! THE PDCA CYCLE SERIES

Continuous
quality improvement -
our tool
for delivering...

service of greater worth.

CHECK SHEET

Join TMC’s Quality Improvement

Program now!

Published by the
Medical Quality Improvement
Office
12
 Resources:
1. Benchbook on Performance Improvement of Health Ser-
vices, PhilHealth,
2. A Toolbox for Quality Improvement and Problem Solving,
by David Staker,
3. Continuous Improvement Tools Vol 1, by Richard Chang
and Matthew Niedzwiecki, 1993: Wheeler Publishing.
4. www.asq.org (website of the American Society for Quality)
5. www.mycoted.com for more creativity tools.

2 11
9. Graph the results using a Pareto chart (see Module
What is a check sheet?
No. 6).
A check sheet is a data collection tool usually in the
Complaint No. of Per cent Cumulative form of a table. It is where events and observations
type complaints per cent are recorded by placing a checkmark or a tally mark
c 14 47% 47%
d 6 20 67 as the event or observation occurred.
b 5 17 84
a 3 10 94
A check sheet is a counting tool. It enables you to
e 2 6 100
Total 30 100 record manually and then count an event within a
specified period of time. Oftentimes, events are re-
corded as they happen, but historical data may like-
wise be tallied in a check sheet. Use of check sheets,
15 100
therefore, starts the process of translating opinion
80
10 into facts.
60
40
5 A well– and carefully-designed checklist is easy to
20
use. Data generated are easy to interpret. Trends
0 0
and patterns are easier to spot because data are re-
c d b a e
corded and compiled systematically and comprehen-
sively.

Check sheets translate “I think the

problem is…” into “The data shows
the problem is…”

10 3
When to use a check sheet?
5. Record data for two weeks, starting at 8:00 am De-
cember 1 to 8:00 am December 15.
6. The Help Desk receptionist on duty is designated
A check sheet is the appropriate tool when to fill up the check sheet. All the Help Desk staff
you need to - are oriented on the form. The items listed are ex-
plained to them.
 Record facts The check sheet is tested for three days to
give each of the Help Desk receptionists a chance to
try out using the form.
 Determine how frequently a particular 7-8. Data is collected. Tick marks are placed appro-
event or observation occurs within a cer- priately on the form as complaints are logged in at
tain time the help desk.

Our Printer Com- System Doc-

 Ensure that data recording is accurate Shift printer of re- puter doesn’t tor’s
won’t ceiving hangs respond name
print unit up when when we not in
 Ensure that data will be easy to use later when we won’t we tag List of
charge print transact rooms Values
our or-
ders
(a) (b) (c) (d) (e)
6am- / // ///
2pm
2pm- // /// /// //
10pm
10pm- ///// /// ///// /
6am
Total 3 5 14 6 2

4 9
Designing and using the check sheet -
Illustrated... Why use a check sheet?
STEP
1. You want to count the kind of complaints logged in at
the IT help desk. You define a “complaint” as a state- A check sheet -
ment about a problem with the computer hardware or
the software encountered by a TMC employee during  Is simple and efficient.
their work shift. Limit the complaints to those referring
to the Shaman system only.
2. For every complaint received, have the IT help desk  Distinguishes between fact and opinion
note the time and write the exact words of the com-
plainant.
3. Group similar complaints together.
4. Organize the check sheet as follows:
 Builds clear picture of “the facts”.
The first column records the time the complaint was
received at the help desk. The rest of the columns are
labeled with the type of complaint. One check sheet is  Forces agreement on definition of condi-
used per day of observation. tion or event.

Our Printer Com- System Doc-

printer of re- puter doesn’t tor’s  Brings out patterns in data.
Shift won’t ceiving hangs respond name
print unit up when when we not in
when we won’t we tag List of
charge print transact rooms Values
our or-
ders
6am-
2pm
2pm-
10pm
10pm-
6am
Total

8 5
How is a check sheet designed 5. Decide who will collect the data. Go
and used? through the check sheet with data collec-
tors and make sure that they have the
STEP same understanding of the events to be
1. Decide what event or problem you want to recorded.
be observed (or counted) and agree on
operational definitions. 6. If time permits, you might want to test the
2. Decide on the time period during which check sheet first for a short trial period to
you want to collect the data. ensure it picks up the appropriate data
3. Decide from where the data will be col- and that it is easy to use.
lected (sources).
4. Design the check sheet. 7. During data collection, a check mark is
 List the categories in the first column placed on the check sheet each time the
of the table or across the column event being observed occurs.
headings.
 Set it up so that the event can be re- 8. Continue collecting the data within the
corded simply by check or tick marks. time period specified. Make sure the
 Label all row and column headings. data is collected consistently and accu-
rately.

9. At the end of the data collection period,

get the row and column totals. You may
develop a graphic summary like a histo-
gram or a Pareto diagram.

6 7