six sigma project management - bizagi

Six sigma project

management

Bizagi Suite

Copyright © 2014 | Bizagi

Copyright © 2014 | Bizagi Confidential

Six sigma project management | 1

Table of Contents

Six Sigma Project Management ..................................................................................................... 3

Process Elements ............................................................................................................................. 9

Project Charter ......................................................................................................................... 9

Define ......................................................................................................................................... 11

Measure .....................................................................................................................................12

Analyze .......................................................................................................................................12

Improve ......................................................................................................................................13

Control .......................................................................................................................................13

Modify Project .........................................................................................................................13

Abort Project............................................................................................................................16

Minutes ...................................................................................................................................... 17

Is the Project Finished? ........................................................................................................18

Next Phase ................................................................................................................................18

Is The Project valid? ..............................................................................................................19

Can the project continue? ..................................................................................................19

Phase ....................................................................................................................................................... 20

Phase ............................................................................................Error! Bookmark not defined.

1.1.1 Process Elements .........................................................................................................21

Set Phase Details ....................................................................................................................21

Create Deliverable ................................................................................................................ 23



Finalize Phase ........................................................................................................................ 24

Create Deliverable ............................................................................................................................. 26

Create Deliverable ...................................................................Error! Bookmark not defined.

1.1.2 Process Elements ........................................................................................................ 27

Create Deliverable ................................................................................................................ 27

Approve Deliverable ............................................................................................................ 28

Deliverable Approved? ....................................................................................................... 29

Other Approval? .................................................................................................................... 30

Finalize Deliverable............................................................................................................... 30

Performers ............................................................................................................................................ 32



Six Sigma Project Management

Version: 1.0

Author: Bizagi Process Modeler.

Description

Successful companies are always searching for new and better ways to do things.

Some have found in the Six Sigma methodology, an excellent way to improve their

processes.

Six Sigma uses statistical tools to measure processes in terms of defects and

variation, transforming them into opportunities for business growth. A company

that uses Six Sigma is a company whose main priority is the customer’s satisfaction.

Six Sigma uses five phases (DMAIC) to improve the process:

The first phase is Define, where a project is chosen and its goal, scope, and

deliverables are established.

The second phase is Measure where the current state of the process is

measured.

In the third phase, Analyze, the root causes of the problems and defects are

determined.

The fourth phase is to Improve the process, thus a solution is proposed.

The last phase is to Control the performance of the process.



Implementing a conventional Six Sigma project is usually time-consuming whereby

a lot of manual work is required and results are presented in an old fashioned way.

With Bizagi’s Six Sigma Project Management process , companies can perform their

projects more effectively. Bizagi´s Six Sigma Project Management guides you easily

through the DMAIC phases, reduces the task assignment time by assigning activities

to the appropriate person in the right time, improves the manner in which

information is collected and the project is presented through complete case

summaries data and ensures the information availability at all times.

Objectives

The process covers:

Presenting the project information.

Suggesting the deliverables for each DMAIC phases.

Assigning the various project tasks to team members.

Approving or requesting changes to the deliverables.

Scope

Bizagi’s Six Sigma Project Management process is designed to implement and

control a Six Sigma Project. It helps to meet the project’s goals minimizing effort

and resources.

The Project Management also requests the necessary information to perform each

step of the DMAIC cycle.

Global Forms

1. Name: Global Form

Description: Global Form

Prototype:



Summary forms

1. Name: PhaseSummaryForm

Prototype:

2. Name: DeliverableSummaryForm

Prototype:



Tabs

1. Name: Project History

Description: The tab holds the project information.

Prototype:

2. Name: Comments history

Description: All comments made throughout the process are shown on the

form.

Prototype:



3. Name: Phase

Description: The phase information is shown.

Prototype:

4. Name: Project Charter

Description: The tab includes the project charter information

Prototype:



Process Elements

Project Charter

Description

Six Sigma Project Management starts with the Project Charter task. It is performed

by the Project Sponsor. The Sponsor is the person who owns the process or can

allocate resources to the project.

The Project Charter must be completed for each project, and should include the

project justification, deliverables, project objectives, etc.

Performers

Sponsor

Allocations

Condition Description

Case Creator The case creator must be the project

sponsor

Notify assignment

Yes

Forms

1. Name: frm_Project_Charter

Description: Principal Activity Form

Prototype:



2. Name: Add Team Member

Prototype:

Forms behaviors

Description

The form contains a grid validation, it is necessary to include at least one member

of the team.

Actions

Type Description

On Enter Add the deliverables related to the

phase

On Exit Set the initial phase, Define

Set the Actual Start Date

Validate that the finish date is after the

start date

Validate that the finish date from each

phase is after the start date of the phase

Define

Description

In the first phase of a Six Sigma project: Define, the Six Sigma Team answers the

question: What is wrong with the way things are?. The team defines the problem

statement and describes the current state.



Six Sigma Project Management supports the team in many ways. The Template

suggests some useful deliverables for the phase, reduces the approval time of them,

and provides a more effective way of presenting the results through summary forms.

Measure

Description

The second phase is Measure, whereby the Team defines the process and baseline

of the current state. It is important that the team specifies the data required, and

the way to collect it.

Six Sigma Project Management suggests some deliverables that help to answer

questions like ‘How is the process working?, What is the variance impact on the

customer? or Where are the causes of the problem? ‘

Diagram

Phase

Analyze

Description

In this phase, the team identifies the root causes of the problem and validates them.

Six Sigma Project Management knows that it is necessary to focus on two things:

Analysis of the data

Analysis of the process

For this reason, the Template proposes some deliverables such as Process

Capability and Causes and Effect-diagrams for the analysis of the process.

The analysis of the data requires the uses of statistical tools and techniques for

example: Design of experiments and Correlation and regression analysis, which are

proposed by the template also.

Diagram

Phase



Improve

Description

In the previous phases the team understood and validated the causes of variation

and determined the state of the process.

In the Improve phase the team gives a solution for the problem, defines the

necessary human and technological resources to achieve the project goals and

executes a pilot test.

Diagram

Phase

Control

Description

In this phase, the team should focus on two things: Solution Implementation and

Control Plan. The team needs to monitor the implementation plan based on the

pilot test which was performed during the Improve phase. The Implementation

must include the working instructions, training process and the Control Plan.

Six Sigma Project Management shows all the significant information through the

summary form where any member of the team can find all the information related

to the project in order that control can be maintained easily and quickly.

Diagram

Phase

Modify Project

Description

This task is performed when changes to the scope or objectives of the project are

required.

The process assigns the task to the Black Belt of the project who is the person who

has the authority to make the changes.



Performers

Black Belt

Allocations


Black Belt The project can be modified by the black

belt of the project.

Forms

1. Name: frm_Modify_Project


Prototype:



Actions

Type Description

On Enter Set actual phase

On Exit Send an email to the team members

Notifications

Description Recipients Email

subject

Email body

Inform

about the

changes on

the project

charter.

Black Belt

Green Belt

Team

members

Sponsor

Changes in

the project

Dear Team

The project had some changes

Please read the comment history and the

project chapter.

<SixSigmaProject.ProjectChapter.ProjectBl

ackBelt.userName>

Good Day

Abort Project

Description

When the Project is not linked with the organization´s goals or is not clearly defined,

it is not a Six Sigma Project and it is necessary to abort it.

Performers

Sponsor

Allocations


Case Creator The project can be closed only by the

case creator.



Forms

1. Name: frm_Abort_Project


Prototype:

Notifications


subject

Email body

Cancel

Project

Sponsor

Black Belt

Green Belt

Team

Members

Cancel

Project

The Project

<SixSigmaProject.ProjectChapter.ProjectNa

me> was aborted because

<SixSigmaProject.CancelProjectReason>

<SixSigmaProject.ProjectChapter.ProjectSp

onsor.userName>

Good day

Minutes

Description

Meetings are necessary throughout a Project for all members of the team. Six Sigma

Project Management gives the possibility of distributing the minutes of these

meetings on a formal basis.



Form

Is the Project Finished?

Description

The gateway checks whether the project has finished, if not, it is very important to

distribute the minutes of team´s meeting to all parties involved.

Gateways

Yes: If the project is finished the process ends.

No: If the projects is not finished the process goes to the Minutes event.

Next Phase

Description

This gateway validates the next phase of the DMAIC to be performed or if the

project needs some modification.

Gateways

Yes: If the phase ends correctly, the process continues to the next

phase.

Changes in project scope required: If the process needs some changes,

the process continues to the Modify Project activity. It is performed by

the Black Belt of the project.



Is The Project valid?

Description

If the Black Belt in mutual agreement with the team decides that the project is not

a Six Sigma Project, then it has to be aborted.

Gateways

No: If the project is a Six Sigma Project, valid project, the process goes to

the first phase of the DMAIC cycle, Define.

Yes: If the project is not a valid project, the process continues with the

Cancel Project activity.

Can the project continue?

Gates

No: If, after modification, the project is still not valid, then it continues to

the Cancel Activity.

Next Phase: If the project is valid, the process continues to the next

task to be performed.



Phase

Version: 1.0

Author: Bizagi Process Modeler.

Description

Each phase of the DMAIC process is performed in the same way. In each phase it is

necessary to establish the details deliverables which will be completed to finalize

the phase.



Process Elements

Set Phase Details

Description

The Six Sigma Process Management Process suggests the deliverables that are

commonly completed in each phase. The person who performs this activity must

select at least one deliverable, which can be modified, as necessary, by the user.

Additional deliverables can be included if necessary.

Performers

Black Belt

Allocations


Black Belt The task is performed by the black belt

assigned to the project

Forms

1. Name: frm_Set_Phase_Details>


Prototype:



2. Name: FrmGridAddPhaseDeliverable

Description: Phase deliverable add form

Prototype:

Forms behaviors

Description

The form includes a grid validation, it is necessary to select at least one deliverable.



Actions

Type Description

On Enter Filter the deliverables from each phase

Set Actual Start Date

On Exit Remove the deliverables that were not

selected

Duration

1 day

Create Deliverable

Description

In the Create Deliverable sub process all the deliverables selected in the Set Phase

Details task are created and approved. The deliverables are created in a sequence

proposed by the process or by the user.

Each deliverable opens a sub process because the information in each ones is

different. Also some activities can be performed by different people with the same

role.

Diagram

Create Deliverable

Loop type

Multi-Instance

MI Ordering

Sequential



Finalize Phase

Description

After all the deliverables have been created and approved, it is necessary to select

the next activity. If the phase ends correctly, the process continues to the next phase.

Otherwise it is necessary to specify the changes required and select the Modify

Project option.

Allocations


Black Belt The task is performed by the black belt

assigned to the project

Forms

1. Name: frm_Finalize__Phase


Prototype:



Actions

Type Description

On Enter Set Actual Final Date

Set the attribute Project modifications

required in Null

On Exit Set the next phase

Set Actual Final Date



Create Deliverable

Version: 1.0

Author: Bizagi

Description

In the Create Deliverable sub process all deliverables selected in the Set Phase

Details task are created and approved.

Each deliverable opens a sub process because the information in each one is

different. Also some activities can be performed by different people with the same

role.



Process Elements

Create Deliverable

Description

All the Information related to the deliverable must be included. The person who

performs the task must attach all the information associated with the deliverable,

e.g. date collected, graphics, results, and conclusions.

The Six Sigma Process Management Process maintains all the files, and facilitates

access and modification of them through the summary form and the Modify Project

activity.

Performers

Green Belt

Allocations


Team Members The tasks are assigned to the team

members by load.

Forms

1. Name: frm_Create_Deliverable


Prototype:



Forms behaviors

Description

The form includes a grid validation, it is necessary to add at least one result.

Actions

Type Description

On Enter Set actual phase

Duration

5 days.

Approve Deliverable

Description

All the Deliverables need two approvals, one from the Green Belt and other from

the Black Belt, The gateway validates what approval is next. If at some point the

Deliverable is not approved, the process goes to the Create Deliverable activity and

the approval process begins again.

Performers

Black Belt



Allocations


Green Belt

Black Belt

All the deliverables need two approvals,

one from the Green Belt and the second

from the Black Belt.

Forms

1. Name: frm_Approve_Deliverable


Prototype:

Deliverable Approved?

Description

All the deliverables need multiple approvals, if the deliverable is approval the

process continues with the next validation, if not the Create Deliverable task is

performed again.

Gateways

No: If the deliverable is not approved, the process returns to the Create

Deliverable activity.



Yes: If the deliverable is approved, the process continues to the next

gateway that validates if another approval is required.

Other Approval?

Description

All Deliverables need several approvals, one from the Green Belt and other from the

Black Belt, etc. This gateway validates what approval is next.

Gateways

Yes: If the Deliverable needs another approval the process continues to

the Approve Deliverable task and validates the person who has to

perform it.

No: If the Deliverable does not need another approval the process can

continue with the final activity, Finalize Deliverable.

Finalize Deliverable

Notifications


subject

Email body

Inform

about the

completion

of the

deliverable

Black Belt

Green Belt

Team

Members

Finalize

Deliverabl

e

Dear Team

The deliverable

<PhaseDeliverables.DeliverableName> is

ended.

Please review the information about it.

<PhaseDeliverables.DeliverableResult>

Good Day



<PhaseDeliverables.SixSigmaProjectPhase.

SixSigmaProject.ProjectChapter.ProjectBla

ckBelt.userName>



Performers Green Belt (Role)

A Green Belt is a person who helps in deploy the success of six sigma techniques,

and leads small-scale improvement projects within their respective areas.

Black Belt (Role)

A Black Belt is a professional who can explain Six Sigma philosophies and principles,

including supporting systems and tools.

Sponsor (Role)

The Sponsor is the person who owns the process or can allocate resources for the

project

Stakeholder (Role)

The Stakeholders are the people who have a direct interest in the outcome of the

project.

six sigma project management - bizagi

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