Root Cause Determination

Q: I am a quality professional in charge of investigations. Sometimes our company has trouble coming up with the root cause for some of our investigations. Can you provide some advice on how to effectively determine root causes for our investigations?

 

root cause A: You aren’t alone in your concerns regarding the inability to identify the root cause when performing an investigation. The regulations for the United States and the European Union require investigations to be performed when deviations in the manufacturing process happen.

 

The ultimate goal of these investigations is to determine why something went wrong, what caused it to go wrong, and how to address the issue and prevent its recurrence. The analysis is simply a systematic problem-solving approach used for determining the cause of a deviation that occurred during processing and identifying solutions to prevent recurrence.

 

Root Problem

 

The following are a few general considerations to keep in mind while considering root problem and conducting investigations:

  • One size investigation doesn’t fit all situations. Simple errors require simple documentation while more serious deviations require broader investigations.
  • The best tool to have is inquisitiveness. Ask yourself how far this deviation could extend.
  • Widen your perspective. Look for ways to relate, not separate, similar issues.
  • Human error is rarely a sufficient cause.
  • Always verify information or your instincts and never assume you are correct without proper data to support your instincts.
  • Applying these general rules throughout the investigation should help you get to the true cause of the deviation.

 

Root Cause Analysis

 

root causeOnce you have recorded the basics of the deviation, you can begin the root cause analysis portion. Many tools can assist you in this process. Choosing the right analysis tool is crucial in assuring the process is effective and ensuring the true root cause has been identified. Keep in mind there is no one right tool to use for analysis, and the tool you choose does not need to be complex to achieve its purpose.

 

Some of the available tools include brainstorming (e.g. 5why analysis, the 5whys, 5 y’s analysis), flowcharting, and fishbone diagrams. Using some or all of these tools in combination during an investigation is practical and necessary. Most investigation teams start off with the brainstorming technique.

 

This technique is ideal for flushing out root issue theories about the deviation but may not be ideal for compiling the data needed to prove the correct root cause has been identified. Using the 5 Whys or the fishbone diagram in conjunction with brainstorming adds assurance that you have found the true root cause and have gathered the supporting data. Root cause analysis tools can be detrimental to the outcome of an investigation if they are improperly used, so it is important to train people in their proper use.

 

Determining Root Cause

 

root cause

The information needed for identifying root causes in any investigation should be appropriately documented. The first piece of information to be recorded should be a thorough and precise description of the event. A timeline that discusses the process up to the time the deviation occurred should be established. Once the event and timeline are properly recorded, a number of questions should be asked and information collected to ferret out the root cause. To make sure the true root cause and corrective action is identified, each investigation must address the following elements:

 

  • Historical evaluation; have we seen this before on this or other products? Have we seen this before on this line? Have we seen this before with these operators?
  • An evaluation of the process or methods used during the operation
  • An evaluation of the materials used during the operation
  • An evaluation of the equipment/instruments used during the operation
  • An evaluation of the personnel involved
  • An evaluation of the laboratory analysis associated with the operation
  • A review of the validation information for the operation.

 

RCA Meaning in Quality

 

root causeWhatever tool/tools you use to identify the root cause of an issue, they need to be supported by a robust, well-documented investigation. Some of the critical elements needed to be addressed in the investigation to support the root cause include a clear, concise description of the issue that delineates what happened, when it happened in the process, and an accounting of who was involved or observed the incident.

 

Other information that should be addressed in the investigation is a record of the immediate action that was taken to minimize or contain the situation. The investigation should be broad so that all possible causes of the deviation can be captured and evaluated as the possible root cause.

 

Root Cause Corrective Action

 

Avoid jumping to conclusions and investigate all possible causes so they can be properly eliminated, thus exposing the true root cause. Also, remember that there could be more than one possible root cause to a deviation. If you keep these investigational elements in mind, properly apply your root cause tools, and thoroughly document the investigation, you should have no trouble identifying the true root cause of a deviation and corrective action needed to improve in the future.

 

Article Details

 

 

Pharmaceutical Technology
Vol. 43, No. 2
Page: 54

 

About RCA

strategic consultingRegulatory Compliance Associates® (RCA) provides worldwide services to the following industries for resolution of compliance and regulatory challenges:

 

 

We understand the complexities of running a life science business and possess areas of expertise that include every facet of R&D, operations, regulatory affairs, quality, and manufacturing. We are used to working on the front lines and thriving in the scrutiny of FDA-and globally-regulated companies. As your partners, we can negotiate the potential minefield of regulatory compliance and private equity due diligence with insight, hindsight, and the clear advantage of our unique expertise and experience.

 

 

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