Programme Improvement Plan - Optimised Programme Methodology


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Optimise-GB provides you with a free template for the programme start up document. This is the first phase of a three phased programme methodology. This document is based on MSP, Lean and Six Sigma programme methodologies. The key difference and unique perspective for this methodology is that the programme never closes down but focuses on continuous improvement. This document reduces the number of documents that can often lead to confusion as identified in a number of methodologies. The document sets the reason for the programme in regards to operational strategies, objectives and balanced scorecard reporting. As with most programme management methodologies, the document focuses on the now (Current state / as is) again the future (to be / future state). There are several inbuilt excel templates to boot including objectives weighting mechanisms, SIPOC flow diagrams and business cases. The programme start up phase leads into the Programme Improvement plan, which identifies a number of initiatives to be authorised within the project portfolio. The third and final document in this methodology is the programme delivery report, another template, that reports back on the progress made against the strategic goals. Please contact me should you have any questions on and visit for more details. Many thanks Simon Misiewicz

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Programme Improvement Plan - Optimised Programme Methodology

  1. 1. Programme Improvement Plan [Area of focus] [Title] Author: [Author] Your Business Name Street Address Address 2 Telephone Fax E-Mail Date: [Date] Distribution: [Distribution list] Version: [Enter Version number]Version Date Authorised by Narrative1.0
  2. 2. 1.0 PurposeThe purpose of this document is to describe the outcomes / benefits that will bedeveloped through programme Improvement plan.The document will look at the strategies of the organisation and review the current stateagainst future state and how will the gap be closed?2.0 Programme Improvement Team2.1 Programme Improvement team Programme Improvement Manager Name Title User Name Name2.2 Roles & Responsibilities3.0 Process considerations3.1 Process documentation / guidance3.2 Time factors 3.2.1 Process time 3.2.2 Waiting time between processesProject: [Project Name] Version:Author: Date: Page 2 of 7
  3. 3. 3.2.3 Production time V total time 3.3 Overall efficiency of the business processesOverall business process efficiency % efficiency• Staff availability• Staff Efficiency• Systems availability• Quality (right first time every time)• Overall efficiency 3.4 Business process issuesWaste 1 - Over production Impact on business process Impact Occurrence(Producing more than is required) (H,M.L) (H,M,L)• •Waste 2 - Over processing Impact on business process Impact Occurrence(Using over complex processes or systems) (H,M.L) (H,M,L)• •Waste 3 - Waiting Impact on business process Impact Occurrence(Management approval, system downtime, (H,M.L) (H,M,L)WIP)• •Waste 4 - Motion Impact on business process Impact Occurrence(people walking / travelling by car) (H,M.L) (H,M,L)• •Waste 5 - Transportation Impact on business process Impact Occurrence(products and data via post, email etc) (H,M.L) (H,M,L)• •Waste 6 - Inventory Impact on business process Impact Occurrence(stock piling products, work in process) (H,M.L) (H,M,L)• •Waste 7 – Defects Impact on business process Impact Occurrence(Errors in outputs in the business process) (H,M.L) (H,M,L)• • 3.5 Constraints analysisConstraint (specific process) Impact on business process Impact Occurrence (H,M.L) (H,M,L) Project: [Project Name] Version: Author: Date: Page 3 of 7
  4. 4. Waiting on other processes• •Workload management •Flow of workloads from onedepartment and another • 3.6 Cause & Effect analysisIssue Caused by• • 3.6 - 5 S Review (Sort, set in order, shine, standardise, sustain)5S CommentsSort •• Storage of goods, files• Equipment / materials on workstations• Online storageSet in order • Layout of the work environment • • Structured filing (check lists / labelling) • Items easy to reach and easy to find • Storage (shadow boards booking out)Shine• Files stored away all the time •• Work areas clean from dust and grime• Clean workstation policies• Health & safety• Data protection• Rubbish discarded recycledStandardise • The job done by different people in the • See opposite same way (operational manuals) • Use photos to show standard practices • Put up posters to describe above Project: [Project Name] Version: Author: Date: Page 4 of 7
  5. 5. • Set up best practice (super users)Sustain• Monthly review of above • See opposite• Management meetings (one to ones)• Reduce 7 wastes (section 3.6) 4.0 Organisational considerations 4.1 Availability & workload 4.2 Training & Development 4.3 Communication 4.4 Structure 5.0 Technology Considerations 5.1 Technology used 5.2 Technology Effectiveness and Availability 5.3 User capability & effectiveness with technology 5.4 Benchmarking other technologies 6.0 Information Considerations 6.1 What are the main sources of data (who generates information)? 6.2 What additional information / reports are required? Project: [Project Name] Version: Author: Date: Page 5 of 7
  6. 6. 6.3 Where is data stored and captured?6.4 What is the information used for?6.5 How is information passed from one department / process step to another?7.0 Programme Improvement - Identified projectsThe list of projects that have been identified as follows: Must Haves (M) / CriteriaCriteria Weighting (1 to X) Project 1 Project 2 Project 3 Project 4 Pr[Must Haves] M[Must Haves] M[Must Haves] M[Weighted criteria] [Value][Weighted criteria] [Value][Weighted criteria] [Value][Weighted criteria] [Value][Weighted criteria] [Value][Weighted criteria] [Value][Weighted criteria] [Value][Weighted criteria] [Value][Weighted criteria] [Value] 0 0 0 0Ranking 1 1 1 1Expected Benefits £ - £ - £ - £ - £Expected costs £ - £ - £ - £Net Benefits £ - £ - £ - £ - £8.0 Other recommendations9.0 Next stepsProject: [Project Name] Version:Author: Date: Page 6 of 7
  7. 7. This document will be issued to the programme sponsor to be reviewed. Once therelevant project(s) have been identified then it / they will be added onto the projectportfolio log.A project manager will be assigned and a project management team assembled. Aproject set up report will be written and approvedProject: [Project Name] Version:Author: Date: Page 7 of 7