1. 1EAI Confidential
Epson Project Management Toolkit
An unwavering commitment to drive innovation and performance
EPSON
INNOVATION
ENGINEVersion 1.0 – January, 2016
2. Project Management Phases
Initiating Planning
Executing,
Monitoring &
Controlling
Closing
Define the project and
align stakeholders
Refine the project
objectives and plan
Manage the project
to deliver its benefits
Close out the project
• Define initial scope,
goals, schedule, and
resource requirements
• Create project brief
• Obtaining authorization
to start the project
• Align stakeholders’
expectations with the
project’s purpose
• Refine the project
objectives and estimates
• Create specific targets
• Update the project
brief and related
documents
• As more information is
gathered and better
understood, updates
must be made
• Coordinate people and
resources to perform the
activities in accordance
with the project brief
• Manage risks and issues
• Engage and manage
stakeholders
• Track, review, and report
progress/performance
• Control changes and
make corrections to plan
• Conclude all project
activities to formally close
the project
• Obtain acceptance by
sponsor and customer
• Conduct post-project
review
• Document lessons
learned
• Celebrate!
Alignment with
problem-solving
phases (DMAIC)
The project management and problem-solving phases are presented as discrete elements with well-defined interfaces.
In practice, these phases overlap and interact with one another as activities are completed and new ones started.
Define Measure Analyze Improve Control
3. Project Management Knowledge Areas
Area Objective Recommended Tools
Integration
Identify, define, combine, and coordinate the various project
management activities below.
Project Brief
Scope
Ensure that the project includes all the work required, and only the work
required, to complete the project successfully.
Work Breakdown Structure
(WBS)
Time Manage the timely completion of the project.
Project Schedule, Kanban
Board
Cost Manage costs to complete the project within the approved budget. Project Budget
Quality Ensure that the project satisfies the needs for which it was undertaken. Success Metrics (Project brief)
Human Resource Organize, manage, and lead the project team. Team Leadership Toolkit
Communication
Ensure timely and appropriate creation, distribution, storage, and
disposition of project information.
Meeting Agenda and Minutes,
Project Storyboard
Risk
Identify, analyze, and manage project risks to increase the likelihood and
impact of positive events and decrease those of negative events.
Risk Register
Stakeholder
Identify, analyze, and manage expectations of the people, groups, or
organizations that could impact or be impacted by the project.
Stakeholder Register
Procurement
Purchase or acquire products, services, or results needed from outside
the project team.
The following are knowledge areas that make up the project management field and are used on most projects most of
the time. Project teams should utilize them as appropriate for their specific project (source: PMBOK Guide).
4. Project Brief Kanban Board
Provides an overview of the
project and serves as an
agreement between
management and the team on
the expected project outcome.
Visually displays the status of
individual work items within the
project in order to determine
workflow and bottlenecks.
Work Breakdown Structure (WBS) Project Storyboard
Breaks down the project work
into deliverables and organizes
the deliverables into tiered,
manageable sections that can
be completed by the team.
Tells the story of a project by
illustrating it using graphical
elements (e.g. charts, graphs,
tables, and diagrams) that
show the sequence of project
events or results.
Project Schedule & Budget Risk & Stakeholder Registers
Defines the project’s activities,
milestones, and deliverables.
Identifies dependencies,
resource requirements, and
associated costs.
Identifies project risks and
potential risk responses as
well as any person with an
interest in the project and their
information.
Our Core Project Management Tools
5. Project Brief
Why use this tool?
To clearly define and gain agreement on the expected project outcome and key elements such as scope,
estimated benefits, timeline, potential obstacles, stakeholders, sponsor, and team members.
What benefits you can expect?
• Develop a team consensus about
the project vision
• Acquire project approval from
management
• Develop stakeholder buy-in
• Keep the project on track (keeping
in mind timeline, budget, and
objective) and avoid scope creep
• Identify and minimize risks
• Increase project efficiency
• Evaluate the success of the project
(*) This tool is also known as project charter, specification,
definition document, and proposal, among other names.
6. Work Breakdown Structure (WBS)
Why use this tool?
To break down the project work into deliverables and organize the deliverables into tiered,
manageable sections that can be completed by the team.
What results you can expect?
• Carefully define the project
activities and deliverables
• Lay the groundwork for the
creation of a project schedule,
budget, and responsibility matrix
• Reduce the risk of later conflict
over project scope, activities, and
deliverables
• Reduce the risk of missing
important project steps
• Help communicate the project
scope to stakeholders
Project
Define
Project brief
Measure
SIPOC
diagram
Current state
map
Voice of the
customer
Analyze
Cause-Effect
Diagram
Root-cause
prioritization
Future state
map
Improve
Solution
prioritization
Solution test
Control
Control plan
Control chart
Lessons
Learned
| LEARN MORE
7. Project Schedule
Why use this tool?
To schedule a project’s activities, milestones, and deliverables (identified in the WBS) including
associated start dates, completion dates, dependencies, resource requirements, and constraints.
What results you can expect?
• Enhance in-depth thinking about
the project work
• Foster planning and coordination
between departments
• Improve planning for resources
• Identify problems before work
begins
• Keep the project on track
• Track progress against the plan
• Reduce delivery time
• Optimize cost to deliver the project
| LEARN MORE
8. Project Budget
Why use this tool?
To estimate all costs involved in executing a project (e.g., materials, labor, contractors, operating
costs, office resources, software, and travel).
What results you can expect?
• Determine whether a project can
be completed with the available
funds
• Determine a project cost/benefit
ratio or return on investment
• Identify cost risks
• Help prioritize projects
• Track costs against a baseline
budget
• Keeps team members focused on
controlling costs
| LEARN MORE
9. Kanban Board
Why use this tool?
To visually display the status of individual work items (deliverables) within the project in order to
determine workflow and bottlenecks.
What results you can expect?
• Visually display the status of
project deliverables
• Optimize workflow
• Identify project impediments
• Improve communication
• Increase productivity
• Identify areas for improvement
10. Project Storyboard
Why use this tool?
To tell the story of a project by illustrating it using graphical elements (e.g. charts, graphs, tables,
drawings, and diagrams) that show the sequence of project events or results.
What results you can expect?
• Develop support for the project
• Communicate project progress to
the stakeholders
• Communicate data analysis results
to the team
• Highlight team accomplishments
• Guide discussions during team
meetings
Project
“Hercules”
Define Measure
Analyze Improve Control
| LEARN MORE
11. Risk & Stakeholder Registers
Why use this tool?
To identify project risks, potential risk responses, any person with an interest in the project, and their
information (e.g. motivations, expertise, importance to project, influence, and communication needs).
What results you can expect?
• Provide a clear view of project
risks
• Prioritize, reduce, manage, and
monitor risks
• Clarify and confirm stakeholders’
expectations
• Understand stakeholders’
motivations in order to avoid issues
• Reduce project time and cost by
avoiding issues
• Match stakeholder expertise to
project needs
Risk
Register
Stakeholder
Management
12. Roles & Responsibilities
Roles Definition Main Responsibilities
Project
Sponsor
Responsible to the business for the success of the
project (owns the business case).
• Establish clear vision, goals, and expectations
• Provide resources and remove roadblocks
• Stay involved throughout the project, but trust the
problem-solving process and the team
• Keep the team motivated
Project
Leader
Has overall responsibility for the successful
planning and execution of the project.
• Lead the team through the DMAIC process to deliver the
project’s goals
• Keep the team motivated and engaged
• Keep stakeholders engaged and informed
Project
Coach
Responsible for coaching and mentoring the
project leader and helping keep the initiative on
track.
• Coach and mentor the project leader on areas such as
problem-solving (DMAIC), project management, and
team leadership
Team
Members
Participate in the project helping deliver tangible
results to the organization and our customers.
• Assist the team leader throughout the project, providing
invaluable expertise and insights
• Stay engaged and deliver on commitments
• Support implementation of solution
Process
Owner
Individual who has the ultimate responsibility for
the performance of a process in realizing its
objectives.
• Ensure the process delivers on customers’ expectations
• Ensure the process is documented, managed, and
regularly updated/improved
• Monitor process performance with data
Project
Stakeholders
Individuals, groups, or organizations that have an
interest, are affected by, or can affect the project.
• The team is responsible for identifying, analyzing, and
engaging stakeholders throughout the project
