Project Management: Define Phase Quiz

Lean Six Sigma - DMAIC Model

• DMAIC is a data-driven problem-solving model for process improvement
• The model consists of five phases: Define, Measure, Analyze, Improve, and Control (DMAIC)

Define Phase

• Objective: Identify the problem, define its scope, and set goals
• Activities:
  • Launch Team formation
  • Establishing a project charter
  • Planning the project
  • Gathering customer feedback (voice of the customer)
  • Planning for the change
• Tools/Deliverables:
  • Project Charter
  • Team Charter
  • SIPOC Diagram (Suppliers, Inputs, Process, Outputs, Customers)
  • Problem Statement
  • Project Goal
  • Project Scope
  • Stakeholder Analysis
  • Voice of the Customer (VOC)
  • Critical to Quality (CTQ) requirements
  • Kano Model
• Output of the Define Phase:
  • Well-defined problem/opportunity statement
  • Project charter outlining purpose, goals, and boundaries
  • High-level process map (SIPOC)
  • Customer needs and requirements (VOC)

DMAIC - Define Phase - Key Concepts

• Define the problem: Describe the problem, its impact, and its effect on the organization
• Establish improvement objectives: Clearly define the objectives. Quantify, Measurable, Achievable, Relevant, and Time-bound (SMART) goals
• Develop high-level process maps: Create a visual representation of the process, including inputs, outputs, and steps (SIPOC and High-Level Activity Map)
• Identify customer needs: Understand customer requirements (Voice of the Customer) and translate them into Critical to Quality (CTQ) requirements
• Link problem to key business drivers: Understand how the problem impacts the organization's key business objectives (business case), and why improvement is desired
• Identify performance standards (CTQs): Identify the specific characteristics to measure/control to satisfy customer needs. Quantify critical requirements

Core Processes and Key Customers

• Identify and define the critical processes required for operations (day-to-day business functions)
• Understand the key customers involved, along with their related requirements

Project Charter

• An agreement between management and team members outlining what the project team is expected to accomplish
• Elements of a project charter include the date, project title, project start date, problem description, impacts, project definition & scope, team members, milestones, projected timeline.

Choosing a Project

• Evaluation criteria for choosing a project:
  • Is it within the team's control?
  • Does the project support business goals?
  • Is there a supportable business case?
  • Is there support from process owners and sponsors?
  • Does it align with organizational goals?
  • Does it fit into the allotted schedule?

Problem Statement Example

• Clearly define what the problem is (specific details)
• State the magnitude/trend of the problem (quantify if possible).
• Identify the baseline performance metrics.
• Identify/Specify the effect/pain the issue is creating for the organization and/or customer.
• Define a defect (clearly defined problem).

Project Goal/Mission Statement

• State the goal of the project (SMART).
• Relate it to the problem being addressed.
• Example format: Improve "A" to "B" grade by "time frame."

Stakeholders Analysis

• Identify all stakeholders who can influence the project and who may be affected by the outcome of the project
• Determine their interest and power to understand how to effectively engage with them
• Stakeholder types: internal/external customers, managers, employees, suppliers

Project Scope

• Clearly define the boundaries
• Identify what's in/out of scope (e.g., time frame, product models, locations)
• Be actionable (to enable effective execution)

Voice of the Customer (VOC)

• Method for eliciting/capturing customer requirements and feedback.
• Various methods for capturing customer needs: direct discussions, interviews, surveys, focus groups, customer and service specifications, observations
• Crucial for understanding customer requirements.

Kano Model

• Classification model for understanding customer needs.
• Classifies customer requirements, helping determine priorities for improvement activities.

SIPOC (Suppliers, Inputs, Process, Outputs, Customers) Diagram

• A diagram of a process that depicts the relationship between suppliers, inputs, process steps, outputs, and customers.
• It shows a 30,000-foot view of a process or an activity for outlining and understanding its inputs, outputs, customers, suppliers.
• Useful for visualization and understanding the scope of a process

High-Level Process (Activity) Map

• Illustrates each step of a process visually
• Helps understand and document a process to facilitate identification of causes of variation

Critical to Quality (CTQ)

• translate generic needs into specific items that specify requirements to measure/control.
• Critical to quality (CTQ) requirements are used to gauge if a customer requirement is met
• CTQ Example: Customer feedback: "I want a good hotel room"

CTQ to Metric Example

• Defining how to measure Critical to Quality (CTQ) needs.
• Demonstrates translating CTQ requirements into measurable metrics