Quality control is essential for every organisation. Dr Ishikawa introduced seven tools of quality viz. Fishbone diagram, Check sheet, Control chart, Histogram, Pareto chart, Scatter diagram, and Flow chart/stratification [1].
This article discusses how information managers and library professionals can track and troubleshoot issues related to quality using check sheets with the help of Google sheets.
Basically, in the library and information centres, quality is maintained in circulation, technical processing, resource acquisition, shelving/arrangement, general maintenance, security-related issues, and other services.
More information on the check sheet and other tools could be explored in the wiki article "Seven basic tools of quality".
Here, we will be applying two different parameters: the use of data validation and bar marks.
#Step 1: Template design
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| Fig.1 |
This is a demo template designed for this. A total of seven issues are added ( for example). We can set this by Days or Years. In this template, we will be counting weekly issues of the month of September.
#Step 2: Simple data validation and SUM function.
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| Fig.2 |
We need to select the range (1), then Data from the tab and then data validation (2). We will select the list of items(3) and add numbers (can be less or more) (4).
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| Fig.3 |
We have to copy the drop-down format from C5:C11 and paste it to columns W2-W4. After completing this task, we can see the drop-down list. We can select the occurrences of issues.
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| Fig.4 |
Next, we need to put the SUM() formula to get the total in three dimensions. First, we will get the total in G6 by formulating SUM(C5:F5) and then drag it down up to G11. Further, we will get the sum value of G5:G11 in G12. Second, we will get the sum of each column (W1-W4) in the same manner.
#Step 3: Using Pipe (like tally)
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| Fig5 |
In the above template (Col W1-W4), we can use pipes/bars instead of the drop-down list. We have to follow two formulations.
- First, we have to concatenate all the values in the cells of W1-W4 one by one. For example, in the G19, we will use CONCATENATE(C19:F19); it will add all the bars together in a single cell.
- To get the number of the bars, we can use LEN() function; it will give us the total number of bars in the G19. The whole formula is like the marked object in the formula bar.
- E.g. =LEN(CONCATENATE(C19:F19))
#Step 4: Visualization
In the last, to make it more interactive, we can use charts. Bar charts, column charts, pie charts are suitable for this.
This demonstration exemplifies with a 3D Doughnut pie chart.
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| Fig.6 |
- We have to select the range B4:B11 (1); will press control + select G4:G11 (2);
- Then we will select Insert(3)>Chart(4)>Chart type>3D pie chart (5). In the same manner, we will do for the pipes also. It will visualize the following figures:
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| Fig.7 |
There it is; we can easily track and resolve issues in management using this tool.
[1] https://en.wikipedia.org/wiki/Seven_basic_tools_of_quality