Anticlue

Creating a Data Collection Plan

A data collection plan creates a factual understanding of the existing process or problem for the team. Remembering that the information you are giving is only as good as your inputs into analysis. A data collection plan needs to be based on solid precise data.

There are five steps in creating a data collection plan:

1. Decide what to measure – Deciding what to measure can be determined either by evaluating what is practical to measure versus what is most useful. Practicality normally depends on whether the data is easy to obtain, the level of complexity, and the cost of collection. Usefulness is dependent on the data’s accuracy and relevance.
2. Identify the sources of data – Identifying the sources of data is a critical component of the data collection plan. The data obtained should be accurate and a good representative of the process currently being analyzed.
3. Identify the data stratification factors – Identifying data stratification factors is the process of categorizing the data through the who, what, when, and where questions. Who is associated with the process problem? What is the type of problem that is occurring? When does the problem occur in the process? Where is the problem occurring?
4. Develop an operational definition – Developing operational definition assures the team has a clear specific description of the item which is being measured. The litmus test for an operational definition is:
   • The requirement being measured should be bought into, agreed upon, realistic, and formalized.
   • The method of measured should be bought into, agreed upon, realistic and formal.
   • The scope of what is not included in the definition should be clear and understood.
   • The customer agrees on the appropriateness of the operational definition.
5. Create a data collection form – Creating the data collection form is the development of the tool for the data gathering process. Some common techniques that are used on the form are:
   • Checklists are used to provide a list of items which can be compared, verified, or identified.
   • Data sheets are normally used to provide a list of items to be measured. The measurement is placed right next to the item.
   • Traveling checklists go with the product or services all the way through the process. Items are recorded at checkpoints along the way.
   • Frequency plot checklists illustrate how often varying data value appear.
   • Concentration diagrams have the collector record the data on a picture which is representative of the product, service, or process.

Having a well define data collection plan is a good place to start off any investigation or audit.