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Continuous Improvement Toolkit Project Charter Continuous Improvement Toolkit Project Charter www.citoolkit.com The Continuous Improvement Map Managing Selecting & Decision Making Planning & Project Management* Risk PDPC Break-even Analysis Importance Urgency Matrix Daily Planning PERT/CPM FMEA RAID Log* Quality Function Deployment Cost Benefit Analysis MOST RACI Matrix Activity Networks Risk Analysis* Payoff Matrix Delphi Method TPN Analysis SWOT Analysis Stakeholder Analysis Fault Tree Analysis Decision Tree Pick Chart Voting Four Field Matrix Project Charter Improvement Roadmaps Critical-to X Force Field Analysis Portfolio Matrix Traffic Light Assessment PDCA Policy Deployment Gantt Charts Kano Decision Balance Sheet Paired Comparison Lean Measures OEE DMAIC Kaizen Events Control Planning Cost of Quality* Pugh Matrix Prioritization Matrix Process Yield A3 Thinking Standard Work Document control Matrix Diagram Project KPIs KPIs Pareto Analysis Best Practices Implementing Capability Indices Understanding Descriptive Statistics Chi-Square Nonparametric TPM Automation Solutions*** Gap Analysis* Cause & Effect Hypothesis Probability Distributions ANOVA DOE Mistake Proofing Health & Safety Bottleneck Analysis Histograms Normal Distribution Multivariate Multi-vari Studies Simulation Just in Time 5S Reliability MSA Graphical Methods Scatter Plots Correlation Regression Quick Changeover Visual Management Understanding Run Charts 5 Whys Root Cause Analysis Data Mining Product Family Matrix Flow Pull Performance** Control Charts SIPOC* Spaghetti** Process Redesign Benchmarking*** Fishbone Diagrams Relations Mapping Data collection planner* Sampling How-How Diagram*** Tree Diagram* Waste Analysis** Value Stream Mapping** Check Sheets** Interviews Brainstorming SCAMPER*** Attribute Analysis Value Analysis** Process Mapping Questionnaires Focus Groups Affinity Diagrams Morphological Analysis Flow Process Charts** Time Value Map** Data Observations Mind Mapping* Lateral Thinking Flowcharting IDEF0 Service Blueprints Collection Suggestion Systems Five Ws Group Creativity Designing & Analyzing Processes www.citoolkit.com 2 Project Charter One page document that summarizes the fundamental information of a project before it begins www.citoolkit.com 3 Project Charter Clarifies the project objectives and scope Addresses the needs of the stakeholders Defines the roles and responsibilities www.citoolkit.com 4 Project Charter The information in the project charter is critical for obtaining leadership support and commitment to provide the necessary funding and resources www.citoolkit.com 5 Project Charter Once signed, it authorizes the project leader to formally start on the project and use the necessary resources and funding to complete the project successfully www.citoolkit.com 6 Project Charter Although project charters are short and brief, they often refer to more detailed documents www.citoolkit.com 7 Project Charter Benefits Establishes a shared understanding of the project scope and objectives Enables all stakeholders to review the project and commit it www.citoolkit.com 8 Project Charter Benefits Acts as a contract between the project sponsor, key stakeholders and the project team www.citoolkit.com 9 Project Charter Benefits Communicates the objectives to those outside the project team Serves as a reference for future projects www.citoolkit.com 10 Project Charter Benefits It ensures that the project . Is business Is well scoped focused Is executed in Have the Have the a timely necessary necessary manner resources support www.citoolkit.com 11 Project Charter The components will vary depending on the methodology used, but often include . Objectives Problem statement Business Impact Baseline data Time frame for Scope & boundaries executing the project Project team www.citoolkit.com 12 Project Charter They should, however, provide answers to: What must be done? Why doing it? What are the benefits of implementing the project? When must it be done? Who does what? www.citoolkit.com 13 Project Charter Key Elements Problem Goal Project Project statement Statement Team Scope Project Time VOC Signature metrics Frame www.citoolkit.com 14 Project Charter Key Elements – Problem Statement A problem exists when there is a difference between where we are and where we want to be REQUIRED STATE CURRENT STATE www.citoolkit.com 15 Project Charter Key Elements – Problem Statement Problem Business case statement vs. The problem in one Why the problem statement needs to be solved www.citoolkit.com 16 Project Charter Key Elements – Problem Statement The business case should – describe what is the impact on the customer when it occurs The business case may – describe when and how often the problem occurs The business case may – state the symptoms and their effects www.citoolkit.com 17 Project Charter Key Elements – Problem Statement There is no right or wrong way of writing a problem statement It should be brief and specific It is sometimes written in the following format . • The problem of... • Is affecting... • The impact of which is... www.citoolkit.com 18 Project Charter Key Elements – Problem Statement The problem statement should not Include background information It should not discuss the causes or solutions www.citoolkit.com 19 Project Charter Key Elements – Problem Statement Should not Should be Include brief and background specific information Should not Should be discuss the supported causes or with data solutions www.citoolkit.com 20 Project Charter Key Elements – Problem Statement Example of a problem statement The manual oil refilling process using drums in the forming machines in line #4 make it difficult to control oil losses which may reach more than 4% per drum www.citoolkit.com 21 Project Charter Key Elements – Problem Statement What is the Problem of this Problem Statement: “The business is not making enough profit” Not supported with data Too general You can’t solve all the problems at once www.citoolkit.com 22 Project Charter Key Elements – Problem Statement No problem Means .. No improvement www.citoolkit.com 23 Project Charter Key Elements – Goal Statement Should respond to the problem statement Should clearly define the purpose of the project THERE IS ALWAYS ROOM FOR IMPROVEMENT www.citoolkit.com 24 Project Charter Key Elements – Goal Statement Should have a Should be brief Should start with measurable and specific a verb target Increase . SMART Reduce . Eliminate . www.citoolkit.com 25 Project Charter Key Elements – Goal Statement It is often written in the following format . Improve (primary metric) from (baseline performance) to (desired future performance) by (desired date of completion) www.citoolkit.com 26 Project Charter Key Elements – Goal Statement Avoid using technical language when writing a goal statement Avoid suggesting or assuming a solutions www.citoolkit.com 27 Project Charter Key Elements – Goal Statement Specific Example of Measurable a GOAL statement Time bound Reduce oil losses of the manual Defines refilling process of the forming the scope machines in line #4 to less than 1% per drum by the Does not refer 30th of October to solutions or causes www.citoolkit.com 28 Project Charter Key Elements – Project Team Composed of a dedicated project leader and team members from cross functions www.citoolkit.com 29 Project Charter Key Elements – Project Team The Project Leader . Establishes a Provides the shared purpose ownership Communicates Monitors and and facilitates tracks www.citoolkit.com 30 Project Charter Key Elements – Project Team The team members are responsible for executing the project activities to produce the desired deliverables www.citoolkit.com 31 Project Charter Key Elements – Project Team It is also common to have a project sponsor He should have the authority to afford the necessary resources and provide support as needed www.citoolkit.com 32 Project Charter Key Elements – Project Scope Defines what is involved in the project and what is not It is important to identify . Departments Products Locations Services Customer Processes www.citoolkit.com 33 Project Charter Key Elements – Project Scope Avoid the temptation of expanding the scope of the project . You will not be able to complete the project within the allocated time More resources will be required The action and control plans will be too detailed www.citoolkit.com 34 Project Charter Key Elements – Project Scope Use SIPOC mapping to identify key Suppliers, Inputs, Process boundaries, Outputs and Customers S I P O C www.citoolkit.com 35 Project Charter Key Elements – VOC Customers are the elements that identify the need for executing the project It is important to take the Voice of the Customer into account during the project definition phase www.citoolkit.com 36 Project Charter Key Elements – VOC A customer representative may be needed to evaluate the outcomes of the project definition process and provide feedback as necessary www.citoolkit.com 37 Project Charter Key Elements – Project Metrics Bring attention to the future progress and results Keep the team focused to achieve the project goals and expectations www.citoolkit.com 38 Project Charter Key Elements – Project Metrics The success of any project is measured by each or both of . Primary metric Financial metric Tracking these metrics is important not only during the project period but also several years after the project completion www.citoolkit.com 39 Project Charter Key Elements – Time Frame The time required to complete the project Often represented by the start and expected completion dates It is possible to assign approximate completion
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