Finalizing the Solution

To finalize the solution, ensure that it is permanent and institutionalized by:

• Validating the solution
• Updating related documentation
• Training the affected groups in the new process and procedures
• Implementing audit schedules
• Sharing lessons learned

Validate:

• Verification versus Validation:
  • Verification: Was the solution built right?
  • Validation: Was the right solution built? (Or: Have the desired outcomes or effects been realized?)
• Things to check:
  • Does the outcome meet expectations?
  • Does it work for all possible conditions?
  • Does it create any new problems?
  • Do customers agree with (or at least accept) the solution?
  • Has the solution affected suppliers?

Update Documentation:

• Updating systems and related procedures and controls is part of finishing the job
• Update:
  • Related procedures
  • Quality Systems
  • Control Plans
  • FMEAs

Train:

• If the solution has lead to changes in procedures or systems have changed, those using the systems will need training on how to work with the changes.
• Most likely, informal training has been conducted as part of the solution implementation and verification. Now is the time to develop a formalized training program around the new system.
  • Who, how and when will users be trained?
  • How will suggestions for potential revisions or enhancements be collected and used?

Audit:

• Early audits are checks on documentation and training
  • Auditing helps assure that all users understand the new systems the same way.
  • Noncompliance may be a sign that not all users understand the new system or that the instructions are not clear.
• Audits help hold the gains
  • Ongoing audits make sure that the solution continues to be both useable and used.

Knowledge transfer:

• Identify other processes that are similar; the same root cause analysis solutions may apply to them.
• Leverage best practices by considering a Knowledge Base to archive and retrieve best practices.
• Mitigating a root cause creates a best practice; publicize best practices through (internal) forums, newsletters or blogs.