Perform A3 Report Assessment using eAuditor

An A3 Report is a structured problem-solving and continuous improvement tool that originated from the Toyota Production System (TPS). It is named after the international paper size A3 (297mm × 420mm), on which the entire report is typically documented on a single sheet.

The purpose of an A3 Report is to provide a concise, visual, and logical summary of a problem, its root cause, countermeasures, and an action plan, making it easier for teams to communicate, collaborate, and drive improvements without lengthy reports.

Performing A3 Report Assessment using eAuditor ensures a concise, visual, and evidence-driven problem-solving workflow mapped to the PDCA cycle, while maintaining accountability, traceability, and standardized reporting across teams and sites.

1. Purpose, Scope, and Outcomes

• Purpose: Digitize the full A3 Report methodology (Background → Current State → Problem → Target → Root Cause → Countermeasures → Plan → Follow-up) with verifiable evidence and action tracking.
• Scope: Quality, production, maintenance, supply chain, service operations, and continuous improvement projects.
• Expected Outcomes:
  • Clear, single-page A3 summaries auto-generated from structured data.
  • Closed-loop CAPA with owners, due dates, and proof of effectiveness.
  • Analytics on lead time to closure, recurrence rates, and savings.

2. Digital Template Architecture (A3 in eAuditor)

Design a single eAuditor template that mirrors the A3 layout. Use required fields, conditional logic, and media capture to enforce completeness and rigor.

2.1 Header & Governance

• Project Title (short text)
• A3 ID / Project Code (text; unique)
• Site / Line / Asset (dropdowns)
• Process Owner, Coach, Sponsor (people pickers)
• Date Raised / Target Close (dates)
• Revision & Version Notes (auto-increment; text)
• Digital Signatures: Owner, Coach, Sponsor

2.2 Background (Why this matters)

• Business Context (paragraph)
• Voice of Customer / Safety Risk / Compliance Driver (multi-select)
• Impact Statement (numeric fields: scrap%, defect ppm, downtime min, cost)
• Attachments: customer complaint, audit finding, nonconformance report (file/image)

2.3 Current State (Go & See)

• Process Description (paragraph)
• SIPOC/Process Map (image upload + annotation)
• Baseline Data (numeric table: KPI name | unit | baseline value | period | source)
• Visual Evidence (photos/video with mark-up)
• Constraints & Assumptions (paragraph; required)

2.4 Problem Statement (Gap)

• SMART Problem Statement (required paragraph)
• Where/When/How Often (5W1H fields)
• Defect Definition & Scope Boundaries (yes/no + detail if “yes”)
• Affected Customers/Processes (multi-select)

2.5 Target/Goal (What good looks like)

• Target KPI Values (numeric with units)
• Target Date (date)
• Acceptance Criteria / Verification Method (paragraph)
• Risk of Not Achieving (low/med/high + mitigation text)

2.6 Root Cause Analysis (Why)

• 5 Whys Table (repeatable set: Symptom → Why → Evidence → Verified? yes/no)
• Fishbone Categories (Materials/Methods/Machines/Man/Metrics/Environment): cause notes + photo/evidence link
• Cause Verification (experiment/test ID, results, conclusion; file upload)
• Confirmed Root Cause(s) (multi-select; required)

2.7 Countermeasures (How we will fix)

• Countermeasure Register (repeatable table):
  • Action Title | Linked Root Cause | Expected Impact (qual/quant) | Risk (FMEA fields: S/O/D, RPN auto-calc) | Owner | Due Date
• Approval Gate (coach review yes/no + comments)
• Proof of Feasibility (trial results, pilot evidence)

2.8 Implementation Plan (Do)

• Gantt-style Actions (use eAuditor “Actions”): task, owner, start/end, dependencies
• Change Management (SOP/work instruction ID, training roster, competency check)
• Communication Plan (stakeholders, message, channel, date)

2.9 Results & Follow-Up (Check/Act)

• Before/After KPI Table (auto-compare baseline vs. post)
• Control Charts/Run Charts (image uploads from source or embedded screenshots)
• Effectiveness Check (met/not met + evidence)
• Standardization (updated documents list; links)
• Recurrence Prevention (poka-yoke/controls implemented; audit schedule set)
• Closure Sign-off (owner, coach, sponsor) + Lessons Learned (paragraph)

3. Execution Workflow in eAuditor

3.1 Plan (Template Setup & Roles)

• Create the A3 template (sections above) with required fields and conditional logic (e.g., if “Verified?” = no, force more evidence).
• Assign Owner, Coach, Sponsor at header; enable shared access to cross-functional members.
• Pre-load dropdowns (sites, lines, asset IDs, KPIs, root-cause tags) to standardize data.

3.2 Do (Capture & Implement)

• Conduct a gemba walk and record Current State with photos, mark-ups, and measured data.
• Build RCA directly in the form (5 Whys, Fishbone) and mark Verified when evidence is attached.
• Create Actions for each countermeasure with due dates and owners; enable reminders.

3.3 Check (Verify Outcomes)

• After implementation, re-measure KPIs and upload charts; compare to targets using a baseline vs. post table (with percentage improvement field).
• Run an effectiveness check (separate verification task) with a different approver if needed.

3.4 Act (Standardize & Prevent Recurrence)

• Link updated SOPs/work instructions and attach training evidence.
• Schedule follow-up audits (e.g., weekly for one month, then monthly).
• Archive the A3 and capture Lessons Learned for reuse.

4. Data Quality, Controls, and Automation

4.1 Required Fields & Validations

• Make Problem Statement, Root Cause Verification, and Countermeasure Owner mandatory.
• Numeric validations for KPIs (units and ranges).
• Enforce photo evidence for high-risk findings.

4.2 Conditional Logic Examples

• If “Effectiveness = Not Met”, show fields for “Re-open RCA”, “New Actions”, and “Escalation”.
• If “Risk (RPN) > threshold”, require FMEA detail and sponsor approval.

4.3 Action Management

• Every countermeasure spawns an Action with SLA.
• Overdue actions auto-escalate to coach/sponsor.
• Bulk-close only allowed after evidence review.

4.4 Document Control & Versioning

• Record A3 revision history in the header.
• Attach superseded documents; mark “Obsolete” to prevent reuse.

5. Analytics & Reporting

5.1 A3 Dashboard Metrics

• Lead time: Open → Implemented → Verified → Closed.
• % A3s meeting target on first pass.
• Top root causes (Pareto), top countermeasure types, recurrence rate within 90 days.
• Savings/benefit tracker (cost avoided, scrap reduction, uptime gain).

5.2 Report Outputs

• One-page A3 PDF auto-compiled from header, problem, RCA, countermeasures, and results (with embedded images).
• Detailed Excel/CSV export for KPI trends and action logs.
• Scheduled email distributions to stakeholders upon closure.

6. Governance, Roles, and RACI

6.1 Roles

• Owner: Drives content, collects evidence, delivers results.
• Coach: Ensures methodological rigor, challenges RCA and measures.
• Sponsor: Removes barriers, approves resources, signs off results.
• Contributors: SME inputs (quality, maintenance, process engineering, supply chain).

6.2 Reviews & Gates

• Gate 1: Background/Current State complete.
• Gate 2: Verified Root Cause(s).
• 3rd Gate : Approved Countermeasures with risk assessed.
• Gate 4: Effectiveness verified; standardization done.

7. Example Field Set (Copy-Ready Snippet)

Use these exact labels when building your eAuditor template:

1. Header
   • Project Title; A3 ID; Site; Line/Asset; Owner; Coach; Sponsor; Dates; Revision; Signatures
2. Background
   • Context; Drivers (VoC/Safety/Compliance/Cost); Impact Metrics; Evidence Upload
3. Current State
   • Process Description; Map/SIPOC (image); Baseline KPI Table; Photos/Annotations; Constraints
4. Problem Statement
   • SMART Statement; 5W1H; Scope; Affected Stakeholders
5. Target
   • KPI Targets; Target Date; Acceptance Criteria; Risk & Mitigation
6. Root Cause Analysis
   • 5 Whys Table; Fishbone Notes & Photos; Tests & Results; Confirmed Root Causes
7. Countermeasures
   • Register: Action | Linked Root Cause | Impact | Risk (S/O/D, RPN) | Owner | Due Date | Approval
8. Implementation Plan
   • Actions (owner, start/end, dependency); Change Mgmt (SOP IDs, training roster); Comms Plan
9. Results & Follow-Up
   • Before/After KPI Table; Charts; Effectiveness Check; Standardization (docs/controls); Audit Schedule; Lessons Learned; Closure Sign-off

8. Advanced Options

8.1 Scoring & Maturity (Optional)

• A3 Quality Score (0–5) across: Problem clarity, Data quality, RCA verification, Countermeasure-cause linkage, Sustainability evidence.

8.2 Integrations (Optional)

• Export analytics to BI tools; link A3 ID to ERP/CMMS work orders; attach machine logs.

8.3 Risk Management

• Built-in mini-FMEA per countermeasure; requires mitigation for high RPN.

9. Post-Assessment Sustainment

9.1 Control Plan

• Owner, control method, sampling frequency, reaction plan, and responsible team.

9.2 Recurrence Monitoring

• Auto-schedule verification audits at 30/60/90 days.
• Trigger re-open if trend drifts beyond control limits.

9.3 Knowledge Capture

• Tag A3s by process/product/line to enable search and reuse of countermeasures and lessons.

10. Summary

An A3 Report Assessment in eAuditor digitizes the entire PDCA-based problem-solving journey into a single, governed workflow. By enforcing required evidence, verified root causes, action ownership, and measurable results—then standardizing changes and monitoring for drift—you convert A3s from static documents into living systems that reduce variation, accelerate learning, and prevent recurrence.