Check Sheet (Data Collection Sheet)
What is it?
✔ A check sheet , also known as tally sheet, is a form for systematic data gathering and registering to get a clear view of the facts.
✔ It is used to keep track of how often something occurs.
✔ The form of the check sheet is tailored for each situation/application.
When do we use it?
✔ A check list is used to indicate the frequency of a certain occurrence.
How do we construct it?
A checklist may be constructed using the following steps:
- Formulate the objective for collecting data.
- Decide which data is necessary.
- Determine who and how data will be analyzed.
- Draw a format to record data.
- Collect and record data problem-wise by putting tally lines.
- Start counting by tallying on the list: I, II, III, IIII and
represent the numbers 1,2,3,4 and 5 respectively. - Mark on the list the total number of facts, which were noticed.
Types of Check Sheets
The widely used different types of check sheets are:
1. Process distribution check sheet
✔ This check sheet is used to collect on process variability.
2. Defective item check sheet
✔ This check sheet is intended to specify the variety of defects occurring, together with their frequency of occurrence.
3. Defect location check sheet
✔ This check sheet is intended to identify where defects occur on the product.
4. Defect factor check sheet
✔ This check sheet is used to monitor the input parameters in a process that might affect the incidence of defects.
Illustrations
Example 1: Fig.1 illustrates the check sheet of customer complaints by category.
| S. No. | Problems | Frequency | |||||
| (i) | Delivery | |
II | 7 | |||
| (ii) | Packaging | II | 2 | ||||
| (iii) | Quality/Performance | |
|
I | 11 | ||
| (iv) | Personnel | |
|
10 | |||
| (v) | Invoicing | |
|
|
III | 18 |
Fig. 1. Check sheet/tally sheet of customer complaints
Example 2: A xerox making machine company notices a sudden increase in complaints about poor quality photocopies. To analyse these complaints, the causes of defects are traced using a check sheet, as shown in Fig.2.
| Causes of defects | Types of defects | Total | |||
| Missing pages | Muddy copies | Pages out of sequence | show through | ||
| Humidity | II |  |
I | 11 | |
| Machine jams | II | I | 3 | ||
| Toner | III | II | I | II | 8 |
| Conditions of original | I | II |  |
I | 10 |
| Total | 6 | 14 | 7 | 5 | 32 |
Fig. 2. Check sheet to analyse the causes of defects
