Green Belt Chapter 12: Define Phase

Question 1

Creating a Project Charter

Answer 1

Project Charter basics:
-complete problem statement

• list of quality measures
• name and roles of team members
• a list of internal/external process customers (SIPOC Analysis)
• timeline with duration for project (tentative)
• name of sponsor/ champion for initiative
• stakeholder list
• expected financial benefits
• documents that a process is given over to a 6S team for process
  improvement.

Question 2

Benefits of an Organizational Team Charter Template

Answer 2

It’s beneficial to have a project charter template because it gives universal guidance for what the business executives/ project leaders want to see.

Question 3

Details for Charter Elements

Answer 3

1. ) Business Case- a business case is a short introduction to the problem and how a change will bring positivity to the organization.
2. ) Project Scope -gives a breakdown of the process that is in need of repairing. It gives the proper SIPOC breakdown for process as well.
3. ) List the Stakeholders
   - this is an accountability measure that is written down so that the 6S team knows that there jobs are on the line.
4. ) Team member roles
   - Gives list of all team members with a breakdown for how long within a week they are expected to spend on the project in percentages and hrs.
5. ) milestones and timeline
   - breaks down the DMAIC process into conrete dates and how many weeks each of the phases should take for the team.
6. ) measurements of success (quantitative)
   - this tells business executives how you will measure the improvement and problem. It should be quantitative.
7. ) expected financial benefits
   - do NOT EVER over-estimate cost-savings.

Question 4

Review the Charter with Success in Mind

Answer 4

If you want your project charter to succeed, well then ask these questions:

• is everything realistic?
• can everyone commit to the designated dedicated time commitments?
• does the team have support from the department with resource allocation? is it stated in the charter?
• does the team leader have skills in six sigma tools and project management?

Question 5

Project Ground Rules

Answer 5

Is the project for the team well understood?
- team members can’t negate their responsibilities; everyone must understand how meetings will be conducted, the time dedications, goals, etc.

Question 6

Define Toolset

Answer 6

The Define Toolset includes:

-SIPOC Diagram

• 5 Whys
• Stakeholder Analysis (Power vs. Interest)
• In & Out of the Box Methods
• IS/IS NOT MATRIX

Question 7

Stakeholder Analysis

Answer 7

Stakeholder Analysis includes:

• Power vs. Interest Graph

4 QUADRANTS:
Upper Left-keep satisfied; have power to control resources not industry; less interest

Lower Left- minimal effort; general info like newsletters & emails

Upper Right-
key players; they have complete control over resources

Lower Right- low power, high interest; ambassadors of goodwill who can help you out and give you access to resources

Question 8

In and Out of the Box Method

Answer 8

1. ) On a whiteboard, you will create a complete list of all the problems for a process.
2. ) Then, you will create a box. Inside the box, you will put what is in scope in terms of ideas.
3. ) Take a picture of those ideas.

***Remember that this is a brainstorming phase.

Question 9

Is/Is Not Matrix

Answer 9

The Is/Is Not Box is a very important way to stay in-scope of a project:

-Answer these questions:
+ Where is the location of the problem?

+What is the problem as in the item that needs to be fixed?

+When? When will the team begin the work for the 6S project.

Question 10

Define Tollgate Checklist

Answer 10

After the “Define” Phase is completed the following needs to be done:

1. ) Comprehensive Project Statement
2. ) A team charter
3. ) an understanding of the process + project diagram or map (SIPOC)
4. ) An understanding of VoC
5. ) A definition of what success will look like based on the team leaders idea of reality.