# Performing 5 Whys Analysis (QMS) QualityOne Vaults help identify the root cause of a problem using a cause-and-effect technique. The 5 Whys Analysis feature allows users to create a visual representation of a root cause analysis which they can use to perform an investigation by iteratively asking and answering the question "Why?" until the root cause is identified. You can perform a 5 Whys Analysis during the _Containment & Investigation_ lifecycle state of a _Quality Event_, _NCR_, _HSE Event_, or _CAR_. After specifying an initial problem statement, you and your team can work together to create a _5 Whys Root Cause Analysis_ diagram by asking and answering "Why?" questions until the participants cannot come up with any further useful "_Because…_" statements. Depending on your Admin's configuration, object, field, and section labels may appear differently than the labels mentioned in this article. ## About 5 Whys Root Cause Analysis Diagrams {#about-diagram} _5 Whys Root Cause Analysis_ diagrams have the following conventions: * _Why_ items have a tree structure and have parent-child relationships relevant to the first _Why_ item in each tree. * Each _Why_ item has an auto-managed level code which reflects its level in the tree. * A diagram can have more than one (1) tree (more than one (1) first-level _Why_ item in response to the initial problem statement). * Each _Why_ item asks the question "Why?" as a response to either the initial problem statement or the answer from the related parent _Why_ item, and requires you to type a "Because…" statement. * Parent _Why_ items can have more than one (1) child _Why_ item. * The last _Why_ item in a tree is referred to as a "leaf" _Why_ item. * Leaf _Why_ items must be marked as either _Root Cause_ or as _Expected_. * _Root Cause Why_ items require you to specify a _Category_ and _Sub Category_, and _Expected Why_ items require you to enter a _Justification_. * You can modify the zoom level of a diagram at any time by selecting an appropriate zoom percentage. By default, diagrams appear at 100%. _Why_ items have the following border colors to help you recognize the type of _Why_ item: * **Grey borders**: you can continue to add child items. * **Green borders**: a leaf _Why_ item that is _Expected_. * **Orange borders**: a leaf _Why_ item that is a _Root Cause_. 5 Whys Root Cause Analysis Diagram ## About the 5 Whys Analysis Process {#about-process} 5 Whys Analysis consists of the following processes: 1. [Working with _Root Cause Analysis_ records][2] 1. [Creating _Root Cause Analysis_ records][5] 2. [Modifying _Root Cause Analysis_ records][6] 2. [Working with _5 Whys Root Cause Analysis_ diagrams][3] 1. [Assigning _5 Whys Analysis_ to _Root Cause Analysis_ records][7] 2. [Viewing and saving _5 Whys Root Cause Analysis_ diagrams][4] 3. [Adding _Why_ items to _5 Whys Root Cause Analysis_ diagrams][8] 4. [Editing _Why_ items in _5 Whys Root Cause Analysis_ diagrams][9] 5. [Deleting _Why_ items from _5 Whys Root Cause Analysis_ diagrams][10] 3. [Working with the _5 Whys Analysis_ workflow][11] ## Working with Root Cause Analyses {#working-with-rca} Before you can complete a 5 Whys Analysis, you must create a root cause analysis. Root cause analyses are managed as objects within Vault. When you create the root cause analysis, Vault creates the _5 Whys Analysis_ and a blank _5 Whys Root Cause Analysis_ diagram to work with. ### How to Create Root Cause Analyses {#create-rca} To create a _Root Cause Analysis_: 1. Navigate to the _Root Cause Analyses_ section of an existing _Quality Event_, _NCR_, _HSE Event_, or _CAR_ in the _Containment & Investigation_ lifecycle state. 2. Click **Create**. 3. Optional: Select associated objects to reference to this _Root Cause Analysis_. 4. Enter a **Problem Statement**. This is the problem you are investigating to determine the root cause. 5. Optional: Enter a **Description**. 6. Optional: Select an **Owner** for the _Root Cause Analysis_. 7. Optional: Select a **Due Date**. 8. Click **Save**. To create another _Root Cause Analysis_, click **Save + Create**. ### Modifying Root Cause Analyses {#modify-rca} QualityOne keeps root cause analyses and their related records synchronized when you associate the _Root Cause Analysis_ with more than one (1) parent object in the following ways: * _5 Whys Root Cause_ records generated from the _Root Cause Analysis_ update to the same values. * Removing an object reference from a _Root Cause Analysis_ also removes the object reference from the _5 Whys Root Cause_ records generated from the same _Root Cause Analysis_. * When syncing a root-cause _Why_ of a _Root Cause Analysis_ to _5 Whys Root Causes_, Quality object references (_Quality Event_, _NCR_, _HSE_, and _CAR_) do not need to be initially linked to a _Root Cause Analysis_ as you can update these at a later time. ## Working with 5 Whys Root Cause Analysis Diagrams {#Whys-diagrams} After you have created the _Root Cause Analysis_ and _5 Whys Analysis_, you must assign the _5 Whys Analysis_ before you can work with the diagram. The selected assignees will be responsible for completing the analysis and sending it for approval. ### How To Assign a 5 Whys Analysis {#assign-5-whys} 1. Navigate to the appropriate _Root Cause Analysis_. 2. From the **Workflow Actions** menu, select **Assign 5 Whys Analysis**. 3. Select a _5 Whys Analysis Team Member_ from the list of suggestions, or type to narrow the list and then select a value. Include as many team members as required. 4. Select a **Quality Department** from the list of suggestions, or type to narrow the list and then select a value. Select as many users as required. This assigns a task to a _Quality Department_ user who will approve or reject the final _5 Whys Root Cause Analysis_ diagram. 5. Click **Start**. ### How to View and Save Diagrams {#view-save-diagram} To view a _5 Whys Root Cause Analysis_ diagram: 1. Navigate to the appropriate _5 Whys Analysis_. You can view the _5 Whys Root Cause Analysis_ diagram in all lifecycle states except the _Initiated_ state. 2. From the **Actions** menu, select **View 5 Whys Analysis**. _5 Whys Root Cause Analysis_ diagrams auto-save with the following actions: * When you change focus away from a _Why_ item by clicking outside of the item. For example, by clicking **Add Why** or clicking into another existing _Why_ item. * When you **Close** the diagram. The diagram displays a last-saved timestamp in the bottom left corner of the diagram for the current user's session.
### How to Add Why Items {#add-why-items} To add a _Why_ item: 1. [Open][4] the _5 Whys Root Cause Analysis_ diagram. 2. Select the **plus** (**+**) icon. You can add _Why_ items at any level by clicking the **plus** (**+**) icon from the appropriate existing _Why_ item or at the top level to create a new tree. 3. Enter a statement which completes the sentence "Because…" as an answer to an appropriate "Why?" question from the previous _Why_ item. Depending on the level of _Why_ item, this will be in response to either the initial problem statement at the top of the diagram or to the parent _Why_ item. 4. Do one (1) of the following: * If the _Why_ item is a root cause, select **Root Cause** and then select a **Category** and **Sub Category**. * If the _Why_ item is expected, select **Expected** and then enter a **Justification**. * If the "Because…" statement requires another _Why_ item level to determine the root cause, select the **plus** (**+**) icon to add a child _Why_ item. Repeat the process until you have determined the root cause or causes of the initial problem statement. ### How to Edit Why Items {#edit-why-items} To edit a _Why_ item: 1. [Open][4] the _5 Whys Root Cause Analysis_ diagram. 2. Locate the _Why_ item and modify the appropriate fields as needed. To mark a _Why_ item as _Root Cause_ or _Expected_, the _Why_ item must be a leaf item with no children. Depending on the changes you want to make, you may need to delete child _Why_ items before you can make your changes. 3. To save your changes, click outside of the _Why_ item you modified or close the diagram. ### How to Delete Why Items {#delete-why-items} Deleting a parent _Why_ item also deletes all of its child _Why_ items. Deleted _Why_ items cannot be recovered; you must recreate them. To delete a _Why_ item: 1. [Open][4] the _5 Whys Root Cause Analysis_ diagram. 2. Locate the _Why_ item and select the **delete** (Delete Icon) icon. 3. When prompted, confirm you want to delete the _Why_ item by clicking **Continue**. ## Working with the 5 Whys Analysis Workflow {#work-with-wf} To complete a 5 Whys Analysis, the following must happen: 1. Complete the 5 Whys Analysis task and submit it for approval. 2. The user or users assigned as the _Quality Department_ must verify and approve the _5 Whys Root Cause Analysis_ diagram. Approving a diagram closes the _Root Cause Analysis_ record. Rejecting the diagram assigns it back to the team members. ## Limitations {#limitations} The following limitations affect the _5 Whys Root Cause Analysis_ diagram: * Number of trees per diagram: 20 * Number of _Why_ items per tree: 20 [2]: #working-with-rca [3]: #Whys-diagrams [4]: #view-save-diagram [5]: #create-rca [6]: #modify-rca [7]: #assign-5-whys [8]: #add-why-items [9]: #edit-why-items [10]: #delete-why-items [11]: #work-with-wf