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NG BB 06 Project Charter

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  • 1. UNCLASSIFIED / FOUO UNCLASSIFIED / FOUO National Guard Black Belt Training Module 06 Project Charter UNCLASSIFIED / FOUO UNCLASSIFIED / FOUO
  • 2. UNCLASSIFIED / FOUOCPI Roadmap – Define 8-STEP PROCESS 6. See 1.Validate 2. Identify 3. Set 4. Determine 5. Develop 7. Confirm 8. Standardize Counter- the Performance Improvement Root Counter- Results Successful Measures Problem Gaps Targets Cause Measures & Process Processes Through Define Measure Analyze Improve Control ACTIVITIES TOOLS • Identify Problem •Project Charter • Validate Problem Statement •Project Selection Tools • Establish Strategic Alignment •Value Stream Map • Gather Voice of the Customer & Business •Various Financial Analysis • Create Goal Statement •Effective Meeting Skills • Validate Business Case •Stakeholder Analysis • Determine Project Scope •Communication Plan • Select and Launch Team •SIPOC Map • Develop Project Timeline •High-Level Process Map • Create Communication Plan •Project Management Tools • Prepare High-Level Process Map / SIPOC •VOC and Kano Analysis • Complete Define Tollgate •RACI and Quad Charts •Strategic Alignment 2 Note: Activities and tools vary by project. Lists provided here are not necessarily all-inclusive. UNCLASSIFIED / FOUO
  • 3. UNCLASSIFIED / FOUOLearning Objectives  Apply the elements of project chartering to a CPI project  Understand the roles and responsibilities associated with chartering a CPI project 3 UNCLASSIFIED / FOUO
  • 4. UNCLASSIFIED / FOUOSelecting CPI Projects 1 Identify Value 2 Identify Project 3 Screen Initial List 4 Scope and 5 Prioritize List of Levers Opportunities of Opportunities Define Projects Defined Projects Identify value levers in  Translate value levers  Score each project as  Assign opportunities to  Evaluate projects using the organization into opportunity areas High / Med / Low for project sponsors for evaluation criteria • Strategic  Translate opportunity benefit and effort project definition  Update benefit / effort • Financial areas into project ideas  Fill in benefit / effort  Complete draft Project matrix • Customer matrix Charters  Review plotted results • Operational (Process)  Review plotted results  Prioritize projects Prioritize value levers  Select highest priority  Schedule project opportunities for launches based on further analysis resource availability 4 UNCLASSIFIED / FOUO
  • 5. UNCLASSIFIED / FOUO Selecting the Best Project  Look for an existing process within your area that is not meeting customer expectations  Think about the things that cause “pain” for you or your organization  Typically projects fall into 2 types:  Primary focus on doing things faster with an overall goal of reducing cycle time  Primary focus on doing things better with an overall goal of reducing errors  Ensure there is strategic alignment  Tie the project goals to one or more of the strategic goals for your organization  Properly scope the project  Do not try to “boil the ocean” 5 UNCLASSIFIED / FOUO
  • 6. UNCLASSIFIED / FOUOProject Chartering  The charter defines the team‟s mission  It includes the following elements:  Opportunity or Problem Statement  Business Case  Goal Statement  Project Scope  Project Timeline)  Team Selection  The Project Charter does NOT solve the problem  It is a living document that will change over time 6 UNCLASSIFIED / FOUO
  • 7. UNCLASSIFIED / FOUOWho Develops the Project Charter?  The Project Sponsor is responsible and accountable for developing a draft Project Charter, with assistance from:  Deployment Director, who might start the process of filling out the Project Charter  Resource/Financial Manager  Take the lead in developing cost data  Buy-in  Other Executive Leadership  Black Belt facilitator and potential team members (if possible) 7 UNCLASSIFIED / FOUO
  • 8. UNCLASSIFIED / FOUOHow Does the Charter Develop? Scope must address Scoping can change what Benefits are the bulk of the measurements need to be proportional to problem identified tracked scope Opportunity Goal Business or Problem Project Scope Statement Impact Statement • What is the „Current • What is the desired • What is the value • What are the boundaries State‟? „Future State‟? (strategic and/or of the initiative (start and • What “pain” are we or • What are our financial) of closing the end points of the process our clients experiencing? improvement objectives gap between „Current‟ or parts of a system)? and targets? and „Future‟ states? • Is the scope reasonable? • What is wrong or not working? • Specifically, what is going • What is the financial • What is not within scope? to be better? benefit – the quantified value of the project • How will success be ($$$)? measured? What specific parameters will be measured? 8 UNCLASSIFIED / FOUO
  • 9. UNCLASSIFIED / FOUOProject Charter Elements Business Impact Opportunity or Problem Statement • Why should we do this? What is the benefit? • What “pain” are we or our clients experiencing? • How does this project align with the business strategy? • What is wrong or not working? • What is the quantified value of the project ($$$)? • Why do we think we can generate the value proposition described in the Business Impact? Goal Statement Project Scope • What are our improvement objectives and targets? • What are the boundaries of the initiative (start and end points of the process or parts of a system)? • Specifically, what is going to be better? • What authority do we have? • How will success be measured? What specific parameters will be measured? • What is not within scope? Project Plan / Timeline Team Selection • How are we going to get this done? • Who are the team members? • When are we going to complete the work? • What is their role? • What are the major milestones (tollgates)? • How much of their time will be dedicated to the project? 9 UNCLASSIFIED / FOUO
  • 10. UNCLASSIFIED / FOUOProject Charter Template Team Members Name Role Affiliation DACI Black Belt Driver Master Black Belt Driver Take away Project Sponsor Approver message goes Process Owner Approver here Project Charter (impact ofProblem problem)Statement:Business Case: Project TimelineGoal Statement: Phase Start Stop StatusUnit: Define mm/dd/yy mm/dd/yyDefect: Measure mm/dd/yy mm/dd/yyCustomer Analyze mm/dd/yy mm/dd/yySpecifications: Improve mm/dd/yy mm/dd/yyProcess Start: Control mm/dd/yy mm/dd/yyProcess Stop: 10Scope: Required Deliverable UNCLASSIFIED / FOUO
  • 11. UNCLASSIFIED / FOUOProblem Statement Opportunity or Problem Statement Business Impact • What “pain” are we or our customers experiencing? • Why should we do this? What is the benefit? • What is wrong or not working? • How does this project align with the business strategy? • What is the quantified benefit of the project ($$$)? Goal Statement Project Scope • What are our improvement objectives and targets? • What are the boundaries of the initiative (start and end points of the process or parts of a system)? • Specifically, what is going to be better? • What authority do we have? • How will success be measured? What specific parameters will be measured? • What is not within scope? Project Timeline Team Selection • How are we going to get this done? • Who are the team members? • When are we going to complete the work? • What are their roles? • What are the major milestones (tollgates)? • How much of their time will be dedicated to the project? 11 UNCLASSIFIED / FOUO
  • 12. UNCLASSIFIED / FOUOBuilding a Problem Statement An Opportunity or Problem Statement:  Contains information that gives specificity to the issue  Quantifies the “pain” caused by the current problem  What is happening? (Example: Increase in cycle time)  When did the problem start? (Example: starting in FY03)  Where is the occurrence? (Example: at all locations)  What is the magnitude of the problem? (Example: average of 21 days to process an Interim Flight Clearance) Problem Statement Template: The [customer] expects [metric (central tendency/spread)] and the current process is operating at [metric (central tendency/spread)]. This (What) began (When) at (Where). 12 UNCLASSIFIED / FOUO
  • 13. UNCLASSIFIED / FOUOProblem Statement Examples  Bad Problem Statement Example: The CAC, Common Access Card, issuing process needs to be improved. We‟ve received numerous complaints from DA Civilians and Soldiers.  Good Problem Statement Example: The Civilians and Soldiers expect the CAC issuing process lead time to ne less than 2 hours and the current process lead time has averaged 6.2 hours. The CAC process has shown a steady increase in lead time since November 2001 at the Pentagon. 13 UNCLASSIFIED / FOUO
  • 14. UNCLASSIFIED / FOUOExercise: Create a Problem Statement Objective Create a Problem Statement for your project Instructions:  Follow the problem statement template  Share with others and get feedback Problem Statement Template: The [customer] expects [metric (central tendency/spread)] and the current process is operating at [metric (central tendency/spread)]. This (What) began (When) at (Where). Time = 10 Minutes 14 UNCLASSIFIED / FOUO
  • 15. UNCLASSIFIED / FOUOGoal Statement Opportunity or Problem Statement Business Impact • What “pain” are we or our customers experiencing? • Why should we do this? What is the benefit? • What is wrong or not working? • How does this project align with the business strategy? • What is the quantified benefit of the project ($$$)? Goal Statement Project Scope • What are our improvement objectives and targets? • What are the boundaries of the initiative (start and end points of the process or parts of a system)? • Specifically, what is going to be better? • What authority do we have? • How will success be measured? What specific parameters will be measured? • What is not within scope? Project Timeline Team Selection • How are we going to get this done? • Who are the team members? • When are we going to complete the work? • What are their roles? • What are the major milestones (tollgates)? • How much of their time will be dedicated to the project? 15 UNCLASSIFIED / FOUO
  • 16. UNCLASSIFIED / FOUOGoal Statement Objectives  Specifically, what are we going to do and deliver?  What are our improvement objectives and targets?  How will success be measured? What specific parameters will be measured? Goal Statement Template: [Action verb] [metric] from [baseline] to [target] 16 UNCLASSIFIED / FOUO
  • 17. UNCLASSIFIED / FOUOHow to Establish a Goal Statement Several Options:  Meeting or exceeding customer requirements, established through the VOC process  Meeting or exceeding business requirements, established through the VOB process (i.e. requirements of the Process Owner)  Comparing performance and/or benchmarking best practice performance of others  A portion of the process „entitlement‟  Entitlement is the historical best performance of the process 17 UNCLASSIFIED / FOUO
  • 18. UNCLASSIFIED / FOUOBad Goal Statement Examples  Reduce cost of the process  Establish a good CAC issuing process  Develop an automated CAC issuing system  Implement kiosk to create CACs. 18 UNCLASSIFIED / FOUO
  • 19. UNCLASSIFIED / FOUOGood Goal Statement Example Problem Statement:  The Civilians and Soldiers expect the CAC issuing process lead time to be less than 2 hours and the current process lead time has averaged 6.2 hours. The CAC process has shown a steady increase in lead time since November 2001 at the Pentagon.  Goal Statement:  Reduce the average lead time for issuing CACs from 6.2 hours to less than 2 hours. 19 UNCLASSIFIED / FOUO
  • 20. UNCLASSIFIED / FOUOExercise: Create a Goal Statement Objective Create a Goal Statement for your project Instructions:  Follow the goal statement template  Share with others and get feedback Goal Statement Template: [Action verb] [metric] from [baseline] to [target] Time = 10 Minutes 20 UNCLASSIFIED / FOUO
  • 21. UNCLASSIFIED / FOUOBusiness Impact Opportunity or Problem Statement Business Impact • What “pain” are we or our customers experiencing? • Why should we do this? What is the benefit? • What is wrong or not working? • How does this project align with the business strategy? • What is the quantified benefit of the project ($$$)? Goal Statement Project Scope • What are our improvement objectives and targets? • What are the boundaries of the initiative (start and end points of the process or parts of a system)? • Specifically, what is going to be better? • What authority do we have? • How will success be measured? What specific parameters will be measured? • What is not within scope? Project Timeline Team Selection • How are we going to get this done? • Who are the team members? • When are we going to complete the work? • What are their roles? • What are the major milestones (tollgates)? • How much of their time will be dedicated to the project? 21 UNCLASSIFIED / FOUO
  • 22. UNCLASSIFIED / FOUOBusiness Impact Objectives Define:  A clear and common understanding of “why we should do the project”  How the project links to and supports the strategic objectives of the organization?  What is the benefit of doing the project in financial and operational terms (expense reduction, productivity increases, cost avoidance, non-financial)? - more on this later! 22 UNCLASSIFIED / FOUO
  • 23. UNCLASSIFIED / FOUOExercise: Create a Business Case Objective Create a Business Case for your project Instructions:  Why is your project important? How does your project align with the strategic objectives of your organization?  Share with others and get feedback Time = 10 Minutes 23 UNCLASSIFIED / FOUO
  • 24. UNCLASSIFIED / FOUOProject Scope Opportunity or Problem Statement Business Impact • What “pain” are we or our customers experiencing? • Why should we do this? What is the benefit? • What is wrong or not working? • How does this project align with the business strategy? • What is the quantified benefit of the project ($$$)? Goal Statement Project Scope • What are our improvement objectives and targets? • What are the boundaries of the initiative (start and end points of the process or parts of a system)? • Specifically, what is going to be better? • What authority do we have? • How will success be measured? What specific parameters will be measured? • What is not within scope? Project Timeline Team Selection • How are we going to get this done? • Who are the team members? • When are we going to complete the work? • What are their roles? • What are the major milestones (tollgates)? • How much of their time will be dedicated to the project? 24 UNCLASSIFIED / FOUO
  • 25. UNCLASSIFIED / FOUOProject Scope Objectives Define:  What are the boundaries of the project (start and end steps of the process)? – SIPOC will help here!  What authority do we have?  What is not within scope?  Commandments?  “Thou shalt” or “Thou shalt nots” of the project  Monuments?  Things that can‟t be moved/changed (i.e. IT system) 25 UNCLASSIFIED / FOUO
  • 26. UNCLASSIFIED / FOUOElements of a Scope Statement A Scope Statement defines the boundaries of the project.  Scope-In  Areas that will be addressed  Consider applying the 80/20 rule to narrow the scope  Example: The project will address all standard Interim Flight Clearances at all sites.  Scope-Out  Specific areas that will not be addressed  Aspects of the problem  Areas of the business / physical locations  Related issues that can be addressed later  Example: The project will not address Special Flight Clearances or Permanent Flight Clearances. 26 UNCLASSIFIED / FOUO
  • 27. UNCLASSIFIED / FOUORelationship to Other Charter Elements  Business Impact  Benefits are proportional to scope  Problem Statement  Scope must address the bulk of the problem identified  Consider using Pareto analysis to narrow the scope  Goal Statement  Scoping can change what measurements you want to use / track  Project Plan  Consider splitting projects into pieces when effort is too high – covered in the Multi-Generational Project Planning module 27 UNCLASSIFIED / FOUO
  • 28. UNCLASSIFIED / FOUOProblem Timeline and Team Selection Opportunity or Problem Statement Business Impact • What “pain” are we or our customers experiencing? • Why should we do this? What is the benefit? • What is wrong or not working? • How does this project align with the business strategy? • What is the quantified benefit of the project ($$$)? Goal Statement Project Scope • What are our improvement objectives and targets? • What are the boundaries of the initiative (start and end points of the process or parts of a system)? • Specifically, what is going to be better? • What authority do we have? • How will success be measured? What specific parameters will be measured? • What is not within scope? Project Timeline Team Selection • How are we going to get this done? • Who are the team members? • When are we going to complete the work? • What are their roles? • What are the major milestones (tollgates)? • How much of their time will be dedicated to the project? 28 UNCLASSIFIED / FOUO
  • 29. UNCLASSIFIED / FOUOProject Timeline - Guidelines  RIE (Rapid Improvement Event)  Define – 1 week  Measure – usually 1-3 weeks, could be longer depending on process  Analyze – during RIE (3-5 days)  Improve – might be during RIE, pilot might follow RIE  Control – 1 week-1 month depending on process  DMAIC and Other 8-Step Projects  Define – 1 week  Measure – usually 1-4 weeks, could be longer depending on process  Analyze – 1-4 weeks, usually on the shorter side  Improve – 2-6 weeks  Control – 1 week-1 month depending on process 29 UNCLASSIFIED / FOUO
  • 30. UNCLASSIFIED / FOUOKey Elements of Team Selection  How many team members?  Which functions or skills are required (identify specific individuals, if necessary or Extended Team possible)? • Supporting skills • “Pull-in” as needed  Include customers and suppliers  What percentage of their time is required? Core Team Critical skills  Too many team members is 3-5 team members Black Belt leader difficult to manage and could also be an early indicator of a scope issue  Too few team members will reduce the breadth of support for the change  Also include a resource/financial manager to validate the financial and operational benefits 30 UNCLASSIFIED / FOUO
  • 31. UNCLASSIFIED / FOUOProject Charter Elements Opportunity or Problem Statement Business Impact • What “pain” are we or our customers experiencing? • Why should we do this? What is the benefit? • What is wrong or not working? • How does this project align with the business strategy? • What is the quantified benefit of the project ($$$)? Goal Statement Project Scope • What are our improvement objectives and targets? • What are the boundaries of the initiative (start and end points of the process or parts of a system)? • Specifically, what is going to be better? • What authority do we have? • How will success be measured? What specific parameters will be measured? • What is not within scope? Project Timeline Team Selection • How are we going to get this done? • Who are the team members? • When are we going to complete the work? • What are their roles? • What are the major milestones (tollgates)? • How much of their time will be dedicated to the project? 31 UNCLASSIFIED / FOUO
  • 32. UNCLASSIFIED / FOUOProject Charter Checklist  Have all of the questions been answered for each element of the Project Charter?  Will the Black Belt facilitator clearly understand:  What is to be improved?  By when?  With what resources?  Measured by what results?  Does the Sponsor clearly understand:  Whether the project is “do-able”?  Worth doing?  A high enough priority to dedicate resources?  How to measure progress and the conclusion? 32 UNCLASSIFIED / FOUO
  • 33. UNCLASSIFIED / FOUO S.M.A.R.T. Project Charter Evaluation  Another way to evaluate a Charters completeness is Specific • Does it address a real problem? though an evaluation methodology called Measurable • Are we able to measure the problem, “SMART” establish a baseline, and set targets for improvement?  Use SMART to ensure that Attainable • Is the goal achievable? Is the project the charter is effective and completion date realistic? thorough Relevant • Does it relate to a strategic objective? Time Bound • Have we set a date for completion? 33 UNCLASSIFIED / FOUO
  • 34. UNCLASSIFIED / FOUOProject Charter: Name of Your Project Team Members Name Role Affiliation DACI Black Belt Driver Master Black Belt Driver Take away Project Sponsor Approver message goes Process Owner Approver here Project Charter (impact ofProblem problem)Statement:Business Case: Project TimelineGoal Statement: Phase Start Stop StatusUnit: DefineDefect: MeasureCustomer AnalyzeSpecifications: ImproveProcess Start: ControlProcess Stop: 34Scope: Required Deliverable UNCLASSIFIED / FOUO
  • 35. UNCLASSIFIED / FOUOCross Functional Team Team Members Name Role Affiliation DACI Black Belt Driver Master Black Belt Driver Project Sponsor Approver Process Owner Approver Contributor Contributor Contributor Contributor Inform Inform Inform Inform 35 Required Deliverable UNCLASSIFIED / FOUO
  • 36. UNCLASSIFIED / FOUOExercise: Prepare a Project Charter Instructions  Using your own project, begin to complete the Project Charter template, including:  Problem Statement  Business Impact  Goal Statement and Metrics  Project Scope  Project Timeline  Team Leadership  For any sections that have issues, formulate specific questions to ask to clarify with your project sponsor next week Time = 20 Minutes 36 UNCLASSIFIED / FOUO
  • 37. UNCLASSIFIED / FOUOTakeaways Now you should be able to:  Develop a problem statement and the other elements of a good project charter  Assess the quality of all elements of a good project charter  Describe the roles and responsibilities associated with the CPI project chartering process 37 UNCLASSIFIED / FOUO
  • 38. UNCLASSIFIED / FOUO What other comments or questions do you have? 38 UNCLASSIFIED / FOUO