ng bb 14 define tollgate
DESCRIPTION
TRANSCRIPT
Black Belt Define
Tollgate Briefing
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Project NameDEPMS Project Number
Name of Belt
OrganizationDate
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Define Tollgate Requirements
PROJECT DELIVERABLES NGB COMMENTS
DEFINE
Problem Statement Mandatory Part of project charter
Goal Statement Mandatory Part of project charter
Project Scope Mandatory Part of project charter
Project Timeline Mandatory
Project Sponsor and Core Team Mandatory
Process Map (High Level) / SIPOC Mandatory
Voice of Customer / Voice of Business Analysis Mandatory
Replication Check / Benchmarking Mandatory Was it done before?
Strategic Alignment Cross Check Mandatory Is it important to org?
Communication Plan Mandatory For team/stakeholders
Stakeholder Analysis Recommended Use to develop comm plan
Storyboard / A3 Mandatory 1-page proj summary
Barriers/Issues/Risks Mandatory
Quick Wins Recommended
Lessons Learned Optional
NG CPI BLACK BELT TOLLGATE REQUIREMENTS
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NOTE: THIS IS A TEMPLATE FOR ALL NG CPI BELTS
NG has developed this template as a basic format with standard deliverables to
help guide NG CPI belts through the NG tollgate requirements for certification.
It is recognized that each project is unique and has unique deliverables with
unique flows. Therefore, this format does not have to be followed exactly to the
letter of the law for your project.
(DELETE THIS SLIDE FOR YOUR PROJECT)
Define Tollgate Templates
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Project CharterProblem Statement:
Business Case:
Goal Statement:
Unit:
Defect:
Customer Specifications:
Process Start:
Process Stop:
Scope:
Project TimelinePhase Start Stop Status
Define mm/dd/yy mm/dd/yy
Measure mm/dd/yy mm/dd/yy
Analyze mm/dd/yy mm/dd/yy
Improve mm/dd/yy mm/dd/yy
Control mm/dd/yy mm/dd/yy
Take away
message goes
here
(impact of
problem)
Team Members
Name Role Affiliation DACI
Black Belt Driver
Master Black Belt Driver
Project Sponsor Approver
Process Owner Approver
Required Deliverable
Charter and Timeline
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Team MembersName Role Affiliation DACI
Black Belt Driver
Master Black Belt Driver
Project Sponsor Approver
Process Owner Approver
Contributor
Contributor
Contributor
Contributor
Inform
Inform
Inform
Inform
Required Deliverable
Cross Functional Team
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I confirm that:
DEPMS (DoD Enterprise Performance Management System) has been searched for similar projects: Yes / No
Replication: List relevant initiatives / potential replication projects found (if any):
• Project 1: (DEPMS # or other tracking tool project number)
• Project 2:
Collaboration: Identify organizations that can/should be considered for working this project collaboratively:
• Organization 1:
• Organization 2:Required Deliverable
Replication Check
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Strategic Alignment
The Define Tollgate requires a linkage to organizational strategy.
Include an organizational metric/metrics for which your project will help improve
Refer to your organization’s Strategic Plan and/or other referenced documents
Required Deliverable
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Business Impact
Insert as much information as possible about the potential operational and/or financial benefits
Include any assumptions upon which these estimates are based
Example: Operational benefits – This project is expected to reduce PLT by 35%, improve SQL from 1.2 to 3.0, save 20 man hours per shift
Example: Financial benefits – This project is expected to save $xx in FYxx
Required Deliverable
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Measurable Y:
Required Deliverable
Suppliers Inputs Process Outputs Customers
High-Level Process Map (SIPOC)
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Voice of the Customer /
Key Customer Issue(s)Critical Customer
Requirement
What does the customer want from us? What does the customer want from us? We need to identify the issue(s) that
prevent us from satisfying our customers.
We should summarize key issues and translate them into specific and measurable
requirements
Required Deliverable
Voice of Customer / Voice of Business
Voice of the Business
Key Process Issue(s)CriticalBusiness
Requirement
What does the business want/need from us? What does the business want/need from us? We need to identify the issue(s) that prevent us from meeting strategic
goals/missions.
We should summarize key issues and translate them into specific and measurable
requirements
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Stakeholder
Name/Group
Project Impact
On Stakeholder
(H, M, L)
Stakeholder
Level of
Influence on
Success of
Project (H,M,L)
Stakeholder’s
Current Attitude
Toward Project
( +, 0, - )
Explanation of
Current
Stakeholder
Attitude
(list)
Stakeholder
Score
(H=3, M=2, L=1,
+=3, 0=1, -=-3)
Action Plan
For
Stakeholder
Recommended Deliverable
Stakeholder Analysis
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Audience Media PurposeTopics of
Discussion/
Key MessagesOwner Frequency Notes/Status
Communication Plan
Required Deliverable
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Project Barriers/Issues/Risks
Barriers
Issues
Risks
Required Deliverable
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9 – 10
7 - 8
5 - 6
3 - 4
0 - 2
0 – 2Little
3 – 4Low
5 – 6Medium
7 – 8High
9 – 10Critical
Consequence
Lik
eli
ho
od
Low Risk Medium Risk High Risk
9 – 10
7 - 8
5 - 6
3 - 4
0 - 2
0 – 2Little
3 – 4Low
5 – 6Medium
7 – 8High
9 – 10Critical
Consequence
Lik
eli
ho
od
Low Risk Medium Risk High Risk
•Process Mapping (Schedule)•Risk: Very large process to map. Team may not have time to define sufficient level in the time available.•Mitigation Plan: Scope to the “critical few” process paths•Consequence: 1-2 week slide in schedule
• Data Availability (Schedule)• Risk: Process tracking which shows enough
critical process time information in some stages of the process may not be available.
• Mitigation: TBD• Consequence: May have to spend 1-2 weeks
to collect enough data to be statistically significant.
• Personnel Availability (Schedule)• Risk: Team Members have multiple schedule
conflicts during Month of March. Lack of team member availability and participation on team could slow data collection during MEASURE phase.
• Mitigation: TBD• Consequence: May have to delay MEASURE Tollgate
•Contractor Process Mapping (Performance)•Risk: Contractor Process impact on cycle time could be high. Team has no control over getting information from the contractor and may not be able to get verifiable information level in the time available.•Mitigation Plan: Team will scope this out of the process.•Consequence: 1 week lost time on project
•Project Scope (Performance)•Risk: Current scope of process is very large with multiple sub-processes. Team unlikely to be able to complete DMAIC process on currently defined scope.•Mitigation Plan: Team will scope this out of the process according to the following plan:
•Complete process mapping•Reduce scope to Critical Path•Based on data, reduce scope to parts of process that most affect PCT within control of the Project Team.
•Consequence: If mitigation plan is unacceptable, team unlikely to be successful.
Address Risk speaking points here Be sure to include the risk of potential IT solutions and mitigation plans (I.e., work-
arounds), if any
Project Risk Analysis – Example
Recommended Deliverable
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Define
BUS CASE: Be #2 Fin Service Provider
GOAL: Reduce Loan/Lease CT from9.2 to 8.0 days by July 1
FIN IMPACT: $2.7M per year
Project Charter1.2 Day CCR Gap
Define Story Board
Required Deliverable
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Company: Department: Date: Prepared by:
1. Define the problem situation
2. Problem Analysis
3. Action plans to correct problems
4. Results of Activity
5. Future Steps
8-Step A3 Project Summary Report
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NG CPI Tollgate Tool
Control Charts Process Capability
Process Capability High Level Process Map (SIPOC)
(Finance Owner)(Finance Owner)
(MBB)(MBB)(MBB)(MBB)(MBB)
(Sponsor)(Sponsor)(Sponsor)(Sponsor)(Sponsor)
I accept the ControlTollgate
I accept the Improve Tollgate
I accept the Analyze Tollgate
I accept the MeasureTollgate
I accept the Define Tollgate
(Process Owner)(Process Owner)(Process Owner)(Process Owner)(Process Owner)
Project Charter• Problem Stmt• Defect Definition• Goal Statement• Project Scope• Business Impact• Strat Alignment
Detailed As Is Process Map
Value Stream Map Key Process Metrics
Potential Xs• Brainstorming• 5 Whys • Fishbone • Affinity Diagram
“To Be” Process Map
Solution Generation / Prioritization
Process Control Plan
Process Owner Accountability
Sponsor & Team
Replication Check
Data Collection Plan
Measure Systems
Analysis
Data Collected
Critical Xs • Cause & Effect Matrix• Hypothesis Testing• Regression• Time Studies• Theory of Constraints
Improvement Strategy• Improvement Model• Implementation Plan• Pilot • “X” Improvement Target
Updated Financial Benefits
Replication Opportunities
Measurable Y
Voice of Customer
Customer Specs
Voice of Business
Baseline Data Analysis
• Descriptive Stats
• Graphs
• Pareto Charts
FMEA• Risk Analysis • Risk Mitigation Plan
Mistake Proofing Project Documentation of revised policies, SOP’s, procedures, and training
Project Timeline
Communication Plan• Stakeholder Analysis
Est Financial Benefits
Control Charts (as needed)
FMEA• Risk Analysis • Risk Mitigation Plan
Visual Process Control Tools (Optional)
1. ValidateProblem
4. Find Root Cause
3. Set Targets
5. Develop C-Ms
6. See C-Ms Through
2. IdentifyGaps
7. Confirm Results
8. Standardize
Define Measure Analyze ControlImprove
8-STEP PROCESS