What is a Check Sheet?

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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:
  1. Formulate the objective for collecting data.
  2. Decide which data is necessary.
  3. Determine who and how data will be analyzed.
  4. Draw a format to record data.
  5. Collect and record data problem-wise by putting tally lines.
  6. Start counting by tallying on the list: I, II, III, IIII and List represent the numbers 1,2,3,4 and 5 respectively.
  7. 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 List II 7
(ii) Packaging II 2
(iii) Quality/Performance List List I 11
(iv) Personnel List List 10
(v) Invoicing List List List 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 Defects I 11
Machine jams II I 3
Toner III II I II 8
Conditions of original I II Pages out of sequence I 10
Total 6 14 7 5 32
Fig. 2. Check sheet to analyse the causes of defects
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