Root Cause Problem Solving Report Template
v2.0
Purpose. This template is used to investigate a recurring operational, quality or reliability problem to root cause and to record the corrective actions and their verification.
1.When to use this template
Use this template for any problem that has recurred three or more times in a month, any off-grade run over four hours, any customer complaint, and any incident the HSE team classifies as serious potential. The report is led by the area supervisor or engineer with the operators involved. Completed reports are reviewed at the daily production meeting.
2.Define the problem
State what is happening, where, when, how often and how much it costs in downtime, off-grade tonnes or complaints. Use data from the Production Shift Log, the quality system and the Maintenance Work Orders. Record what is normal so that the gap is clear.
3.Contain
Record what has been done to protect the customer or the plant while the cause is found, such as holding reels, increasing testing or running at reduced speed. Containment is not the fix and must have an end date.
4.Analyse the cause
Use the five whys or a cause and effect diagram with the crew to work from the problem to the root cause. Test each possible cause against the data before accepting it. Record the causes ruled out and why.
- Machine, method, material, measurement, people, environment
- Ask why until the answer is a system or process failure
- Verify with data before acting
5.Corrective actions
List the actions that remove the root cause, with an owner and a due date, and raise maintenance work orders where equipment work is needed. Update the relevant procedure or setpoint sheet where the method was the cause. Record the training given where people were affected.
6.Verify and close
State the measure that will show the problem is fixed and the period over which it will be checked. The report is closed only when the measure confirms the fix. Share the outcome at the toolbox talk of every crew.