Second Concept: PDCA Cycle and Quality Improvement Story

Plan stage

Step 1: Problem Identification and Validation
The problem identified is usage of many papers by students. The existence of this problem is validated by the results of the survey of one hundred respondents who are students of School of Management. According to the survey, 64% students use around 1-5 pieces of papers everyday. This quantity of papers is considered a lot and this can be seen if we sum up the amount of papers for a month which is (3 × 30) = 90 papers.

Step 2: Understanding the Current Situation
Respondents are using many papers in their daily life as USM students. The usage of many papers will increase the burden of students in term of costs of printing and photostating. Furthermore, by using many papers, students are required to store enough papers and this will lead to the reduction of space in their rooms.

Step 3: Analysis of Cause
This step can refer to the cause and effect diagram above. The usage of many papers is due to students’ attitudes which is insensitive and also not concern about the negative impact of usage of too many papers. Therefore, they use a lot of papers in their daily life as students. Another cause of usage of many papers is requirement of lecturers that students need to print out and pass up lecture notes, tutorial assignment and also project. Moreover, technology in USM is incompatible and not in advance if the paperless students life implemented. For example, speed of internet is too slow and cost of buying and maintaining the computers is high. Usage of many papers is due to the students throw the half used papers and also misuse of papers.

Do stage

Step 4: Corrective Action/ Proposed Solution
We can minimize the usage of papers of a student by downloading lecture notes, upload assignment on the internet, e-examination, e-learning and also e-communication. Hence, these proposed solutions should be implemented.

Check Stage

Step 5: Check Results
Based on the survey results, % of students agree that they should download lecture notes, % of students feel should upload assignment, % students agree e-examination should be implemented, % of students agree that e-learning should be implemented and % of students agree that e-communication should be implemented. According to the interview with Dr. Lee Lik Seng, Dr. Lee also agrees that the lecture notes shall not be printed out and should be viewed from the computer screen in order to reduce usage of papers.

Act Stage

Step 6: Standardization
As the students agree that the most effective solution to minimize usage of papers is downloading lecture notes. This statement is also supported by the interview with Dr. Lee as stated above. Therefore, all the lecturers are advised to deliver their materials to their students via internet.

Step 7: Conclusion/ Next Steps
In this last step, a complete report about the problem of usage of many papers and also the progress and improvement of the proposed solutions implemented is to be created. Alternately, a presentation about this to management of School of Management can be made.