Stephen Sondheim’s lyrics to “Putting it Together” could
have been applied to creating art as well as a Six Sigma project. “Bit by bit,
part by part, sheet by sheet, chart by chart.”
A Six Sigma project starts as an approach to solving a complex problem that is having a
major impact on a process or resource. In the end, the project team seeks to
achieve a practical solution that reduces variation and improves the efficiency
of the process. The Six Sigma Black Belt
leading the project is well versed in the Six Sigma DMAIC philosophy and
application of the tools and techniques to support this methodology. Where an
opportunity lies for maximizing the benefit of the methodology is in the delivery of the review of the project with the stakeholders.
So much time goes into running the project that the preparation for the review and
review details take a back seat. There are some instances where those reviewing
the project aren’t really sure what questions they should even be asking.
Adequate reviews at each stage of the DMAIC process ensure that project is
on target to meet its established goals is critical to effective stakeholder
communication. An important part of the
review is addressing certain questions and preparing certain deliverables, specific and appropriate to the DMAIC phase. Asking
and answering the proper questions can support project success. Below are recommended questions by DMAIC phase:
Define Stage
Relevant Questions:
- Who is the Customer?
- What data do you have to understand
the customer requirements?
- What are the business reasons for
completing this project?
- What key business output measure does
this project impact?
- What is the problem being addressed?
- Who are the stakeholders that will be
affected by this project?
- Has this or a similar problem been
solved before?
- What is the goal for the project?
- Has the current state process map been
validated?
Measure Stage
Relevant Questions:
- Have any
charter revisions been made?
- What key input, output, and process
measures are critical to understanding the performance of the process?
- How well are we currently meeting
critical customer’s requirements?
- What are the definitions of defect,
unit and opportunity that you will use to calculate process sigma levels?
- What is your data collection plan?
- What have you done to ensure the
reliability and validity of the measurement process?
- What are the current process measures
and goal for this project?
- Have you found any "quick
win" improvements? If so, how were they implemented?
- Has the financial baseline from which
benefits will be measured been established?
Analyze Stage
Relevant Questions:
- Have any charter revisions been made?
- Which tools did you use to identify
potential root causes?
- What are the root causes and how did
you draw this conclusion?
- In what ways does the current process
fail to meet critical customer requirements?
- Provide your detailed process map(s).
- What are the sources of variation in the
process?
- Which of our process inputs has the
greatest effect on the desired outcome?
- What is the opportunity represented
by addressing the problem? What are the costs of current process performance?
- What are the anticipated impacts on
customer satisfaction, retention, and loyalty?
- How can this potentially increase
capacity?
- Has the financial representative been
notified of significant changes in facts or assumptions?
Improve Stage
Relevant Questions:
- What criteria did you use to evaluate
potential solutions?
- How does the evaluation criteria tie
into business strategy and project objectives?
- Show me your desired future state process
map.
- How does the preferred solution
address the root cause of the problem?
- Walk me through your cost/benefit
analysis. What assumptions were made?
- Did you validate the cost/benefit
analysis with a financial SME?
- Explain the compelling need for this
change.
- Have you followed your communication
plan to explain the change?
- Has the financial representative been
notified of any significant changes in the projected financial opportunity?
Control Stage
Relevant Questions:
- How was the solution validated on a
small scale?
- Did you achieve the goals set out in
the project charter?
- What is the implementation plan? What
training is required?
- Will the implementation plan be
monitored to ensure its success? Who is accountable?
- What controls are in place to assure
the problem doesn't happen again?
- Is there a response plan in place for
when the process measures indicate "out of control?”
- Who is the process owner? How will
responsibility for continued monitoring and improvement be transferred to the
owner?
- What barriers to change are remaining
that will prevent institutionalization of the improvement?
- What did the team learn from the
project?
- Can others benefit from these
lessons? How can they be shared?
- What is the next problem that should
be addressed in the process?
Hopefully, the proposed questions provide you
with a starting point or guide to prepare and lead effective Six Sigma project
reviews to ensure the project meets the targeted results.
