problem

1.Refine the Old Problem

The following is a simple example of the problem solving
process in practice: The dairy farm owner notices that the
bulk tank weights are lower this week than last week. In
the next sections we will go through the seven steps to
solve this problem
Step 1: Define the Problem(s)
• Evaluate the situation. Have all possibilities been considered? In this stage,
explore all possibilities, ask all involved or interested individuals for their input
into identifying the problem. Is there just one problem or are there more?
• Our farm owner conducts a thorough investigation in trying to determine why the
bulk tank weights are down. He checks with the veterinarian to be sure there is
not a contributing health factor. He also has the nutritionist evaluate the ration
to be sure they are feeding at the proper level. In addition, he interviews
employees who interact with the cows on a daily basis. This is what he finds:
• Standard Operating Procedures are being followed thoroughly in the milking
parlor.
• Several substitute feeders found some premixes in short supply. In order to feed
the milking cows they had to prepare premixes before mixing the herd rations.
• The veterinarian visits and reports the cows are in good health.
• The nutritionist evaluates the rations and finds them to be appropriate for the
various production groups.
• The farm owner begins to suspect the problem is a result of variation in the feed
ration being fed as a result of different people mixing the feed.
• Step 2: Collect and Analyze the Data
• Now that we have identified the problem, we collect and analyze data to prove or
disprove the assumption that our problem is a result of inconsistent ration. We
analyze the situations by asking questions.
• What ingredient(s) in the computer ration is the likely problem?
• What do others (veterinarian, nutritionist, herdsman) see as the reason for the
lower bulk tank weights?
• What do the feeders see? How much feed is in the alley when new feed is put
out?
• What does test data indicate? Compare the sample analyses of the ration being
fed, the ration being eaten by the cows, and the ration left when new feed is
delivered.
• In our scenario, the farm owner reviews the bulk tank weights and confirms that
tank weights are down. Next he checks the cow numbers to see if perhaps these
are down. Instead, he finds that cow numbers are up. As he is gathering data
from the employees he is reminded that the old feeder left for a new position. He
finds that different people have been pitching in to mix the feed ration. The owner
begins to suspect that the cow's daily rations are not being made consistently. He
reviews analysis of feed samples at the next three feedings and finds that the
variation is beyond the limits for acceptability.
Step 3: Clarify and Prioritize the Problem(s)
• If there is more than one problem, you will need to prioritize the
problems so you can focus on the most important problems first.
Ask the following questions to help you sort the problems with
the higher priority issues at the top of the list.
• Which problem could result in negative consequences in terms of
cow or employee health?
• Are any of the problems putting the operation in danger of being
in noncompliance with regulations?
• Which problems have the greatest impact on the long-term
economic stability of the operation?
• Which problems have short-term impact on the stability of the
operation?
• In this case we only have one problem -- lack of a consistent
ration so prioritization is not necessary.
Step 4: Write a Goal Statement for Each Solution
• The next step in the process is setting S.M.A.R.T. goals, or goals
that are:
• S - Specific
• M - Measurable
• A - Achievable
• R - Relevant
• T – Timely

• The team needs to go through the problems that have been

identified and evaluate them for each of these items. If all the
goals that have been set are S.M.A.R.T. goals, great -- you are
ready to move on to Monitoring Progress. Otherwise, work with
the team to make the necessary adjustments to make the goals
S.M.A.R.T.
S - Specific
• Specific goals are clear and focused, not broad, ambiguous, or
general. Specific goals provide specific information on the
behaviors that are associated with the goal. These goals
indicate who will do what, when and how.
• Example of a goal that is not specific - "The advisory team will
improve Pleasant view Dairy's profitability."
• Example of a specific goal - "Employees of Pleasant view Dairy
will lower feed costs by producing high-quality forages
(RFV>125), having forage equipment in top working order by
May 1, storing the first crop of hay silage by May 25, and
continuing to harvest at 31-day intervals throughout the
growing season."
(RVF)RELATIVE FEED VALUE MEASURES FORAGE QUALITY
The most widely accepted measure of the quality of alfalfa is Relative Feed Value (RFV). RFV is
an index used to compare the quality of forages relative to the feed value of full bloom alfalfa.
M - Measurable
• Measurable goals provide a measurable indicator of
success, so that it becomes easy to monitor progress and
determine when success has been attained. Measurements
of success may be quantified with numbers or a simple
yes/no determination.
• Example of a goal that is not measurable - "Employees of
Pleasantview Dairy will improve feed quality."
• Example of a measurable goal - "Employees of
Pleasantview Dairy will increase the average relative feed
value from 100 to greater than 140 for all hay silage stored
this summer" or "All ingredients in the TMR will be
weighed using the electronic scales and delivered to the
feed bunk by 10:00 a.m.
• R - Relevant
• A relevant goal is appropriate to a person who will be
attempting to achieve it and to the overall goals and
objectives of the farm.
• Example of a goal that is not relevant - "All feed will be
delivered to the cows by 10:00 a.m." This goal is easy
enough to measure and achieve, but doesn't do
anything to ensure the quality of the feed.
• Example of a relevant goal - "Farm staff will improve
milk production and lower feed waste by assuring that
the computed ration is fed to the cows accurately, in
the proper amounts and by 10:00 a.m. each morning.