Quality Companion: The Solution

What Companion offers to management, practitioners, and quality leaders.

Agenda

1. Quick Overview of Roles and the challenges of an improvement initiative

2. Companion for the Practitioner

3. Companion for the Master Black Belt

4. Companion for the Manager

5. Quick overview of Companion

6. Common Companion Misconceptions

7. The case for consultants

Green Belt [practitioner]

Generally a part time practitioner who works on project improvement teams

Basic Statistical analysis (data summaries, graphical

displays, some statistical tests)

Will work on other tools/aspects of the project (Fishbone, Cause and Effect Matrix, etc)

Black Belt [practitioner]

Generally a full time practitioner who works on a project improvement team

Statistical analysis skills required (data summaries,

graphical displays, more statistical tests)

Must have good project management skills

May or may not have a Master Black Belt as a mentor-many smaller organizations train a few people when they initially start a quality improvement initiative

Master Black Belt

Assumed to have strong analytical skills, significant statistical experience

Acts as Mentor to many black belts

Will provide training to GB’s and BB’s

Will be responsible for many projects

Works with stakeholders (project champions, other management)

Nine High Performance Constructs

Business Skills

Innovative

Quick learner

System perspective

Technical aptitude

Communication

Active listener

Positive

Speaks clearly

Corporate Compatibility

Ability to lead change

Adaptable

Customer Focused

Customer oriented

Record of accomplishments

Decision Making

Open minded

Personal courage

Problem solving skills

Strategic thinker

Passion for Excellence

Continuous learner

Interest in 6 Sigma

Personal improvement

Project Management

Financial acumen

Hard work ethic

Meeting management

Team Development

Coaching skills

Collaborative

Mentor

Respected

Leadership Style

Influencing skills

Self Starter

Empathetic

Energetic

DMAIC Methodology

Every Project is Different

• Types of Problems, Data, Tools Used, etc.

Each Project follows a general path

• Define a quantifiable defect that is important to the customer

• Measure the level of defects (pain to your customer)

• Analyze what inputs are causing these defects

• Improve the process

• Control the improvement

DMAIC

DMAIC has 5 phases, but this can be customized

Each phase has multiple tasks

Quality Companion Roadmap

D

M

C

A

I

Some of the other LSS Models

DFSS: Design for Six Sigma

DMADV: Define, Measure, Analyze, Design,

Verify

IDOV: Identify, Design, Optimize, Verify

Overview: How can Companion Help?

1. Isn’t Six Sigma only for manufacturing stuff?

2. Lack of commitment, too overwhelming!

3. Resistance to change

4. Lack of organizational maturity, e.g. it’s not my job

5. Forcing a project to fit a Six Sigma format (Project Risk Assessment)

6. Lack of support (Financial Analysis, communicate success with the Presentation tool)

Overview: How can Companion Help?

7. Diversity in Six Sigma is a necessity

8. Poorly trained in Six Sigma (Coaches & Minitab

training)

9. Failure to communicate (Companion’s project charter form)

Overview: How can Companion Help?

Elements of a project

Receive Reservation Request

Requirements/Availability

Book Reservation/ Collect Fees

Manage (enforce use)Facilities

Input

MailWalk inPhone

Determine need(confirm/cancel)

What?Where?When?How Many?

Collect /refund feeIssue /modify (cancel?) PermitUpdate inventory

Issue Permit

SuppliersProcess Outputs Requirements

CitizensCity of BuffaloClubsOrganizations

Reservation RequestsPermit request’sSee Below

CustomersRentalsReservationsPermitsRevenueCustomer Satisfaction

Suitable venueAvailabilityPaymentVenue preparationVenue cleanupVenue oversightActivity (use) reporting

SIPOC Buffalo and Erie County Recreational Reservation Process

Golf Permits * Sports Fields * Courts * Pools * Shelters * Camp Sites * Stages *

Venue/Facility staffVenue/Facility mgmt.

Elements of a project

C ount 49 46 21 20 14 8 5

Perce nt 30.1 28.2 12.9 12.3 8.6 4.9 3.1

C um % 30.1 58.3 71.2 83.4 92.0 96.9 100.0

pa rk Othe rspra guea krone llicottem e ryche stnutcom o

180

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100

80

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Pareto Chart of Shelters by Park

W orkshe e t: W orkshe et 2

Elements of a project

© 2009 Minitab, Inc.

Value Stream Map in Visio

Presentations throughout the project

Status reports to share with stakeholders

Using the Tools

The Master Black Belt has to create and manage the forms

The Black and Green belts have to use the forms, keep

them organized so other members of the team can easily access them and maintain them (many forms are updated on a daily basis)

Elements of a project

Receive Reservation Request

Requirements/Availability

Book Reservation/ Collect Fees

Manage (enforce use)Facilities

Input

MailWalk inPhone

Determine need(confirm/cancel)

What?Where?When?How Many?

Collect /refund feeIssue /modify (cancel?) PermitUpdate inventory

Issue Permit

SuppliersProcess Outputs Requirements

CitizensCity of BuffaloClubsOrganizations

Reservation RequestsPermit request’sSee Below

CustomersRentalsReservationsPermitsRevenueCustomer Satisfaction

Suitable venueAvailabilityPaymentVenue preparationVenue cleanupVenue oversightActivity (use) reporting

SIPOC Buffalo and Erie County Recreational Reservation Process

Golf Permits * Sports Fields * Courts * Pools * Shelters * Camp Sites * Stages *

Venue/Facility staffVenue/Facility mgmt.

Count 49 46 21 20 14 8 5

Perce nt 30.1 28.2 12.9 12.3 8.6 4.9 3.1

C um % 30.1 58.3 71.2 83.4 92.0 96.9 100.0

pa rk Othe rspra guea kronellicotte m e ryche stnutcom o

180

160

140

120

100

80

60

40

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80

60

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Percent

Pareto Chart of Shelters by Park

W orkshe e t: W orkshee t 2

Quick Overview of Companion

� Analysis Capture Tools

� Forms

� Fishbone

� Process Maps

� Value Stream Mapping

� Presentation Mode

Quick Overview of Companion

Project Management Tools

Roadmap

Workspace (displays the

active tool)

Task bar

Define 1 Tool

Quality Companion – Project Risk Assessment

Define 1 Tool

Quality Companion – CT Tree

Define 1 Tool – High Level Process Map

Quality Companion – SIPOC

Define 2: Define Defect

Defect Definition helps define the scope of the project

It should be short and clear

Critical to Project success

Example:

Any payment on an invoice that is posted 35 days or more past

the invoice date.

Define 3: Plan and Document Project

Establish Project Team Members

• Leadership & Functional

Establish initial goals and estimated benefits

Document Defect and Project Scope

Obtain Project Approval

Define 3 Tool - Project Charter

Measure 1: Evaluate Measurement System

Evaluate your measurement system so that you can trust your data

Measuring your Project Output or Project ‘Y’

Statistical Tools are frequently used at this phase

• Gage R&R, Attribute Agreement Analysis, Graphing, etc.

Can you trust your data?

Measure 1 Tools

Minitab Examples

Measure 2: Establish Baseline

Establishing the Capability of your output to meet the expectations of your clients.

• DPMO, Sigma Level, Cpk, etc.

• Extensive use of Minitab capabilities

Measure 2 Tools - Minitab

Measure 3: Set Improvement Goals

Re-Evaluate Initial Goals

• Now that you know your true capability re-evaluate your goals,

target dates, and stretch goals

Measure 4: Map Process & Indentify X’s

Detailed Process Map, Flow Chart, or VSM

• List all the steps of scoped process to improve

List all your inputs and outputs (X & Y)

Characterize the Process

• Step DPMO, Yield TP, Cycle Time

Goal to have a list of potential inputs

• You will whittle these variables down to find the vital few

Measure 4 Tools

Quality Companion – Process Map

Analyze 1: Isolate Key Inputs

Start the process of narrowing the list of potential X’s to vital few.

First Pass – Semi-Scientific Tools

• Quality Companion Soft Tools

• Easy fixes and improvements

Second Pass – Statistical Tools

• Minitab Tools

• Determine Statistical Significance

Analyze 1 - First Pass Tools

Quality Companion Tools

Fishbone, C&E Matrix, FMEA, Brainstorming

Analyze 1 - Second Pass Tools

Minitab Tools

• Hypothesis Testing, Regression, Graphical Analysis

• Determine Vital Few

Count

Percent

Defects

Count

13.9 10.2 4.5 2.4 4.3

Cum % 64.8 78.7 88.9 93.4

274

95.7 100.0

59 43 19 10 18

Percent 64.8

Other

Inco

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art

Defectiv

e Housi

Leaky

Gask

et

Miss

ing C

lips

Mis

s ing S

crew

s

400

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0

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Pareto Chart of Defects

Analyze 2: Develop Y=f(x) Function

Evaluate how the inputs affect the output

• You have already identified them now just understand affect

Build Mathematical Model – Y=f(X)

• This step frequently employs DOE or Regression

Answers: What inputs can I change to affect my process output.

Y = f (x)

Process Output Process Inputs

Analyze 2 Tools

Minitab Tools

• Design of Experiments – DOE

• Regression

Analyze 3: Determine Optimal Settings

Having established which inputs (Xs) have an affect on our output (Y), we now determine where to set these

inputs to optimize our desired output.

Change the process to meet customer specifications.

Analyze 3 Tools

Minitab

• Response Optimizer

Quality Companion

• Documented Settings

Improve 1: Implement Improvement

Implement the proposed Improvement

• Pilot the improvement

• Training

• Buy-in from Process Owners and Stakeholders

• Document new process

Improve 1 Tools

Quality Companion – Solution Implementation Checklist

Improve 2: Validate Improvement

Statistically validate changes to process parameters

• Changes to mean, variation, defect rate

• Compare baseline vs. improved

Statistically validate improvement in performance metrics

• Changes in DPMO, Sigma Level, Capability Metrics

• Compare baseline vs. improved

Improve 2 Tools

Minitab Tools

Process Parameters

• Hypothesis Tests

Performance Metrics

• Capability Analysis

Control 1: Implement Control Strategy

Develop a Control Plan

• Make sure project benefits continue

• Quality Companion & Minitab Tools

Implement the Control Plan

Evaluate the Control Plan

Have a set of implemented, documented, and auditable controls to maintain project benefits

Control 1 Tools

Quality Companion – Control & Audit Plans

Control 1 Tools

Minitab – SPC (Statistical Process Control)

Control 2: Close Out Project

Submit Project for Approval

• Project Closure Presentation

• Reviewed by Master Black Belt to make sure the project

followed DMAIC and Statistical Tools were properly used

Obtain Approvals for Closure

• Process Owner, Financial, and Champion Review

Control 2 Tools

Quality Companion – Project Closure & Presentation

Complete DMAIC Project

Quality Companion Roadmap

Quality Companion Tools

Minitab Tools

Phases & Tasks

The benefits of good documentation

A learning library, which leads to easier project replications

Improved project communication across departments, upward through process owners & champions

Easier to bring new hires/trainees up to speed

Case for Companion

Management

Implementation

Companion for the Manager

� How to measure the success of yourimprovement program?

� How to monitor the progress of your

quality initiative? � Provides input on the appropriate

metrics, and how they should bereported

How is Companion different?

Compared to Project Portfolio Management platforms like Primavera and Powersteering, we do not yet have the

enterprise level solution

The seamless connection to Companion is what does and will differentiate us in this market

Companion for the LSS Master Black Belt

� Companion was designed to allowMBB to invest their time in more value added activities.

� Companion can be customized to

fit the exact philosophy of a company.: Collect and report therelevant metrics

� Maintain consistency.

� Creates a learning library/projectrepository

� How to justify the investment in Minitab products?

Companion for the Practitioner

Companion for the Practitioner

� How to standardize the use of forms?

� What are the tools typically used in

a DMAIC methodology?� How to quickly and efficiently

summarize the results of a project?� 5 basic principles: Standardization,

Help, Ease of Use, Structure(Roadmap), and Monitoring Tasksand Tools.

� Companion provides the soft toolsneeded to replace Excel and Visio.

Common Companion Misconceptions

�It is an add-in to Minitab� Quality Companion is only for Lean Six Sigma initiatives

� Customizing the software is a very difficult task

� Customizing is a very easy task

� Companion was designed to substitute training, but toguarantee the success of projects

� Extensive learning curve to master Quality Companion

Pushback- expect it

Why the Green Belt may not value Quality Companion

• “I only need to work on a few tools within the projects- why learn complicated software for something I can do in Excel and other things I already know?”

Show the Brainstorming tools (my opinion only, other

tools may resonate better)

Pushback- from the Black Belt

Why the Black Belt may not value Quality Companion

• “I already have all of the soft tools I need, and Minitab. I don’t want to keep my data somewhere that no one will be able to see it”

Reinforce the idea of the Roadmap, which will keep them focused on which project phase they are on, as well as which tools they are using.

Pushback- from the Master Black Belt

“I was trained at XYZ and we didn’t need it”

Or “I don’t have time to use that”

Again, reinforce the idea of the Roadmap and the organization it provides. It will save them time when mentoring multiple BB’s and projects.

The Companion Coaches will be the first line for help, so the MBB can spend more time mentoring and less time answering basic questions

Consultants

Convincing consultants that Companion has value is harder than we’d like

They’ve already solved the problems of tools and how to

‘do’ Lean Six Sigma

Many push back and tell us “the organization is not ready for it yet”

Others tell us “they don’t have time to add Companion into their curriculum” (Materials)

~15% of US consultants we work with have embraced Companion, most of our consultants are neutral and have asked about it because of their client requesting it

The Consultant Slide Deck

A slide deck is available for consultants to help overcome the trouble of updating their material

This can be modified as needed by the consultants

We should not share this with customers, as we do not want to discourage them from using our training services.

It is available on the Minitab Partner Portal.

Big Selling Points for Companion

� Provide a general framework that follows yourcompany’s work methodology (Roadmap). [MBB]

� Provide project management tools (Team Members,

Task Manager, Gantt charts). [MBB and practitioners]

� It has the necessary tools (e.g. FMEA, SIPOC, Process Maps, VSM) to perform Six Sigma, Lean Six Sigma, and other improvement methodologies. [Practitioners]

� Data sharing within the tools. [Practitioners]