What is 5W2H?

"We need better traceability."

But what does that actually mean? Tracking every item individually? Every batch? Just major movements? And what form should it take—RFID tags? Barcodes? Dashboards? Integration with your ERP?

The problem is that most organizations jump directly to technology selection without first clarifying what they're actually trying to track or why. They ask "Should we use RFID or QR codes?" before answering "What exactly are we tracking, and what do we need to do with that information?"

A better approach: Start by systematically defining your requirements using 5W2H analysis.

What is 5W2H Analysis?

5W2H is a framework that forces you to think systematically about your requirements by answering seven questions:

Originated from Japanese quality management (Toyota Production System), 5W2H is used across industries to define scope, requirements, and success criteria before implementation.

5W2H vs 5W1H: What's the Difference?

You may have heard of 5W1H (What, Why, When, Where, Who, How). The difference is simple:

• 5W1H - The classic journalism framework. Great for understanding situations and events.
• 5W2H - Adds "How Much" for business and engineering applications where cost, quantity, and ROI matter.

For traceability and operations, 5W2H is essential because "How Much" drives technology selection, budgeting, and ROI calculations.

WHO: Identifying Stakeholders and Data Needs

This seems simple, but it's where most requirements documents fail. "Operations team" is too vague.

Key questions to ask:

• Who needs access to the traceability data?
• Who will capture/enter the data?
• Who acts on alerts and exceptions?
• Who is responsible for data accuracy?
• Who audits the system?

Example stakeholder mapping:

WHAT: Defining Your Unit of Traceability

"Inventory" is too broad. Be specific about your unit of traceability:

• Items - Individual products with serial numbers
• Batches - Group of items produced together
• Cartons - Shipping unit
• Pallets - Storage/transport unit
• Returnable containers - Crates, bins, pallets that circulate
• Assets - Equipment, tools, vehicles

Also define what attributes must be captured:

• Batch/lot numbers (for recall traceability)
• Expiry dates (FIFO enforcement)
• Weight/quantity (accuracy, waste tracking)
• Location (storage zone, bin location)
• Quality grade (A/B/C classification)
• Temperature/humidity (cold chain)

WHERE: Mapping Physical and Digital Checkpoints

List every physical checkpoint where data must be captured:

1. Receiving dock (goods in)
2. QC inspection area
3. Storage location (bin, rack, zone)
4. Production line (material consumption)
5. Packing station
6. Shipping dock (goods out)
7. Customer delivery point

Also consider where data needs to be visible/accessible:

• Mobile apps for operators (scan, confirm, alert)
• Web dashboards for supervisors (real-time view)
• ERP/WMS for automated data sync
• Reports for management and auditors

WHEN: Timing and Frequency Requirements

Timing drives technology choices:

• Real-time: IoT sensors, RFID fixed readers sync instantly
• Batch: Handheld scanners sync at end of shift
• Periodic: Manual forms entered weekly (error-prone, avoid)

Also define when alerts are needed:

• Temperature exceeds threshold → Instant alert
• Inventory falls below minimum → Auto-trigger reorder
• Quality check overdue → Escalation notification
• Batch approaching expiry → FIFO warning

WHY: Understanding Business Drivers and Goals

"Better traceability" is not a goal. Specific drivers include:

• Compliance: FSSAI, FDA, ISO 9001, DGFT audit requirements
• Cost reduction: Reduce wastage, eliminate manual data entry
• Quality improvement: Faster root cause analysis, enforce FIFO
• Theft prevention: Real-time asset location, movement alerts
• Process optimization: Identify bottlenecks, reduce cycle time

Why now? What triggered this initiative?

• Regulatory requirement?
• Customer audit finding?
• Competitive pressure?
• Expansion plans?
• Major quality incident?

HOW: Technology Selection Based on Requirements

Now—and only now—do we select technology.

The 5W2H analysis reveals the right choice:

HOW MUCH: Volume, Budget, and ROI

Volume dictates infrastructure:

• Low volume (<100 transactions/day): Simple mobile app + QR codes
• Medium volume (100-1000/day): Mix of technologies, ERP integration
• High volume (1000+/day, multiple locations): Automated workflows, fixed readers

Budget considerations:

• Hardware (scanners, readers, sensors, labels)
• Software (platform, dashboards, integrations)
• Implementation (training, configuration, testing)
• Ongoing (maintenance, support, consumables)

ROI drivers:

• Labor savings from automated data capture
• Reduced wastage through FIFO enforcement
• Faster cycle counting (hours instead of days)
• Prevented stockouts and production delays
• Compliance audit time reduction

Common Mistakes to Avoid

Mistake 1: Technology-First Thinking

"We need RFID" → Why? What are you tracking? How much volume? Often, QR codes are sufficient.

Mistake 2: Trying to Track Everything

Start with one high-impact use case. Prove the approach. Then expand.

Mistake 3: Ignoring Existing Workflows

Operators won't adopt systems that slow them down. Shadow operators first.

Mistake 4: Vague Success Criteria

"Better visibility" is not measurable. Define specific KPIs: 85% → 99% accuracy.

From Analysis to Implementation

1. Prioritize requirements: Must-haves vs nice-to-haves
2. Select pilot location: One facility/process to prove concept
3. Choose technology: Map requirements to solution
4. Define success metrics: Baseline current state, set targets
5. Run pilot: 2-3 months to test and measure
6. Refine and scale: Fix issues, then roll out