Kepner-Tregoe Problem Solving and Decision Making

Conduct rigorous KT analysis using the four rational processes with built-in quality validation, specification matrices, and weighted decision scoring.

Overview

Kepner-Tregoe is a structured methodology comprising four interconnected processes for systematic problem-solving and decision-making. Developed in the 1960s, it emphasizes fact-based analysis over intuition, separating problem identification from decision-making.

The Four Rational Processes:

1. •Situation Appraisal (SA): What's going on? (Clarify, separate, prioritize)
2. •Problem Analysis (PA): Why did this happen? (IS/IS NOT specification, cause identification)
3. •Decision Analysis (DA): What should we do? (MUSTS/WANTS, alternative evaluation)
4. •Potential Problem Analysis (PPA): What could go wrong? (Risk anticipation, contingency planning)

Workflow

Process 1: Situation Appraisal

Entry point for complex or unclear situations with multiple concerns.

Collect from user:

1. •List all current concerns, threats, opportunities, or issues (brainstorm without filtering)
2. •For each concern: What tells us this is a concern? What's at stake?

Separate and Clarify each concern:

• •Is this a PROBLEM (deviation needing cause explanation)?
• •Is this a DECISION (choice to be made)?
• •Is this a POTENTIAL PROBLEM (future risk to plan for)?
• •Does this need to be broken into sub-concerns?

Prioritize using SUI Framework:

• •Seriousness: What's the impact if unresolved? (H/M/L)
• •Urgency: How time-sensitive? (H/M/L)
• •Impact/Trend: Is it growing worse? (H/M/L)

Quality Gate: Each concern must be assigned to exactly one KT process (PA, DA, or PPA) before proceeding.

Process 2: Problem Analysis

Use when seeking the root cause of a deviation from expected performance.

Phase 2A: Deviation Statement

Collect from user:

1. •What OBJECT has the problem? (Be specific - not "the system" but "the hydraulic pump model H-450")
2. •What DEVIATION or defect does it have? (Observable symptom, not assumed cause)

Format: "[Object] is experiencing [Deviation]"

Quality Gate: Deviation statement must be:

• •Specific and observable
• •Describing a change from expected state
• •Free of assumed causes
• •Single object + single deviation (split if multiple)

Phase 2B: IS/IS NOT Specification Matrix

Build a 4-dimension specification comparing what IS observed vs. what IS NOT but COULD BE:

Critical Questions per Dimension:

• •WHAT: Which specific items? What type of defect exactly? What condition?
• •WHERE: Which location/position/stage? Geographically where? In which system/process?
• •WHEN: First noticed when? Pattern (constant, intermittent, cyclical)? In product lifecycle when?
• •EXTENT: How many units? What percentage? What magnitude? Trending?

Phase 2C: Distinction Analysis

For each IS/IS NOT pair, ask: "What is DIFFERENT, CHANGED, PECULIAR, or UNIQUE about the IS compared to the IS NOT?"

Record all distinctions - these are clues to the cause.

Phase 2D: Possible Cause Generation

For each distinction, ask: "What CHANGE in or related to this distinction could have caused the deviation?"

List all possible causes generated from distinctions.

Phase 2E: Cause Testing

Test each possible cause against EVERY specification:

Scoring: ✓ (explains), ? (partially/unknown), ✗ (doesn't explain)

Most Probable Cause = fewest ✗ marks, most ✓ marks

Phase 2F: Cause Verification

For the most probable cause(s):

1. •How can we verify this IS the cause?
2. •What test/observation would prove it?
3. •Can we replicate the problem by introducing this cause?
4. •Can we eliminate the problem by removing this cause?

Process 3: Decision Analysis

Use when selecting between alternatives to achieve an objective.

Phase 3A: Decision Statement

Collect from user:

1. •What decision must be made?
2. •What is the desired outcome/objective?

Format: "Select [what] to achieve [outcome]"

Phase 3B: Objectives Classification

Collect from user:

• •What are all the criteria/objectives for this decision?

Classify each objective:

MUSTS = Mandatory, non-negotiable requirements. Pass/Fail only. WANTS = Desired outcomes. Weight 1-10 based on importance.

Phase 3C: Alternative Generation

List all possible alternatives/options. Eliminate any that fail ANY MUST criterion.

Phase 3D: Alternative Scoring

For each surviving alternative, score against each WANT (1-10 scale):

Use: python scripts/calculate_scores.py for automated scoring.

Phase 3E: Risk Assessment

For top 2-3 alternatives, identify adverse consequences:

• •What could go wrong with this choice?
• •How likely is this risk? (H/M/L)
• •How serious if it occurs? (H/M/L)

Phase 3F: Decision

Select alternative with best balance of weighted score and acceptable risk profile.

Process 4: Potential Problem Analysis

Use when planning implementation to anticipate and mitigate risks.

Phase 4A: Plan Statement

Collect from user:

1. •What action/plan is being implemented?
2. •What are the critical steps/milestones?

Phase 4B: Potential Problem Identification

For each critical step:

• •What could go wrong?
• •What has gone wrong in similar situations before?

Phase 4C: Risk Evaluation

Combined Risk = Higher of the two ratings (conservative approach)

Phase 4D: Preventive Actions

For HIGH and MEDIUM risks:

• •What can be done to REDUCE the likelihood?
• •Assign responsibility and deadline

Phase 4E: Contingent Actions

For risks that cannot be fully prevented:

• •What will we do IF this problem occurs?
• •What is the trigger to activate contingency?
• •Who is responsible for monitoring the trigger?

Quality Scoring

Each analysis is scored on six dimensions (see references/quality-rubric.md):

Score Interpretation: ≥85 Excellent | 70-84 Acceptable | <70 Needs Revision

Generate score: python scripts/score_analysis.py

Reference Materials

• •IS/IS NOT Guidance: references/is-is-not-guide.md - Detailed matrix construction
• •Decision Analysis Guide: references/decision-analysis-guide.md - MUSTS/WANTS criteria
• •Common Pitfalls: references/common-pitfalls.md - Mistakes and remediation
• •Quality Rubric: references/quality-rubric.md - Detailed scoring criteria
• •Worked Examples: references/examples.md - Complete KT analyses

Scripts

• •scripts/calculate_scores.py - Decision Analysis weighted scoring
• •scripts/generate_report.py - Professional HTML/PDF report generation
• •scripts/score_analysis.py - Quality assessment scoring

Integration with RCCA Toolkit

KT integrates with other analysis tools:

• •Problem Definition → KT PA: Use 5W2H to gather initial facts, then build IS/IS NOT specification
• •KT PA → 5 Whys: After identifying most probable cause, use 5 Whys to drill deeper if needed
• •Fishbone → KT PA: Brainstorm potential causes with Fishbone, then test against KT specification
• •KT DA → FTA: After selecting alternative, use FTA to analyze failure modes of the chosen solution
• •KT PPA → FMEA: Expand PPA risks into full FMEA for critical implementations