Black Belt Define

Tollgate Briefing

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Project NameDEPMS Project Number

Name of Belt

OrganizationDate

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2

Define Tollgate Requirements

PROJECT DELIVERABLES NGB COMMENTS

DEFINE

Problem Statement Mandatory Part of project charter

Goal Statement Mandatory Part of project charter

Project Scope Mandatory Part of project charter

Project Timeline Mandatory

Project Sponsor and Core Team Mandatory

Process Map (High Level) / SIPOC Mandatory

Voice of Customer / Voice of Business Analysis Mandatory

Replication Check / Benchmarking Mandatory Was it done before?

Strategic Alignment Cross Check Mandatory Is it important to org?

Communication Plan Mandatory For team/stakeholders

Stakeholder Analysis Recommended Use to develop comm plan

Storyboard / A3 Mandatory 1-page proj summary

Barriers/Issues/Risks Mandatory

Quick Wins Recommended

Lessons Learned Optional

NG CPI BLACK BELT TOLLGATE REQUIREMENTS

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3

NOTE: THIS IS A TEMPLATE FOR ALL NG CPI BELTS

NG has developed this template as a basic format with standard deliverables to

help guide NG CPI belts through the NG tollgate requirements for certification.

It is recognized that each project is unique and has unique deliverables with

unique flows. Therefore, this format does not have to be followed exactly to the

letter of the law for your project.

(DELETE THIS SLIDE FOR YOUR PROJECT)

Define Tollgate Templates

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Project CharterProblem Statement:

Business Case:

Goal Statement:

Unit:

Defect:

Customer Specifications:

Process Start:

Process Stop:

Scope:

Project TimelinePhase Start Stop Status

Define mm/dd/yy mm/dd/yy

Measure mm/dd/yy mm/dd/yy

Analyze mm/dd/yy mm/dd/yy

Improve mm/dd/yy mm/dd/yy

Control mm/dd/yy mm/dd/yy

Take away

message goes

here

(impact of

problem)

Team Members

Name Role Affiliation DACI

Black Belt Driver

Master Black Belt Driver

Project Sponsor Approver

Process Owner Approver

Required Deliverable

Charter and Timeline

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Team MembersName Role Affiliation DACI

Black Belt Driver

Master Black Belt Driver

Project Sponsor Approver

Process Owner Approver

Contributor

Contributor

Contributor

Contributor

Inform

Inform

Inform

Inform

Required Deliverable

Cross Functional Team

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6

I confirm that:

DEPMS (DoD Enterprise Performance Management System) has been searched for similar projects: Yes / No

Replication: List relevant initiatives / potential replication projects found (if any):

• Project 1: (DEPMS # or other tracking tool project number)

• Project 2:

Collaboration: Identify organizations that can/should be considered for working this project collaboratively:

• Organization 1:

• Organization 2:Required Deliverable

Replication Check

UNCLASSIFIED / FOUO

UNCLASSIFIED / FOUO

7

Strategic Alignment

The Define Tollgate requires a linkage to organizational strategy.

Include an organizational metric/metrics for which your project will help improve

Refer to your organization’s Strategic Plan and/or other referenced documents

Required Deliverable

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8

Business Impact

Insert as much information as possible about the potential operational and/or financial benefits

Include any assumptions upon which these estimates are based

Example: Operational benefits – This project is expected to reduce PLT by 35%, improve SQL from 1.2 to 3.0, save 20 man hours per shift

Example: Financial benefits – This project is expected to save $xx in FYxx

Required Deliverable

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9

Measurable Y:

Required Deliverable

Suppliers Inputs Process Outputs Customers

High-Level Process Map (SIPOC)

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Voice of the Customer /

Key Customer Issue(s)Critical Customer

Requirement

What does the customer want from us? What does the customer want from us? We need to identify the issue(s) that

prevent us from satisfying our customers.

We should summarize key issues and translate them into specific and measurable

requirements

Required Deliverable

Voice of Customer / Voice of Business

Voice of the Business

Key Process Issue(s)CriticalBusiness

Requirement

What does the business want/need from us? What does the business want/need from us? We need to identify the issue(s) that prevent us from meeting strategic

goals/missions.

We should summarize key issues and translate them into specific and measurable

requirements

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Stakeholder

Name/Group

Project Impact

On Stakeholder

(H, M, L)

Stakeholder

Level of

Influence on

Success of

Project (H,M,L)

Stakeholder’s

Current Attitude

Toward Project

( +, 0, - )

Explanation of

Current

Stakeholder

Attitude

(list)

Stakeholder

Score

(H=3, M=2, L=1,

+=3, 0=1, -=-3)

Action Plan

For

Stakeholder

Recommended Deliverable

Stakeholder Analysis

UNCLASSIFIED / FOUO

UNCLASSIFIED / FOUO

12

Audience Media PurposeTopics of

Discussion/

Key MessagesOwner Frequency Notes/Status

Communication Plan

Required Deliverable

UNCLASSIFIED / FOUO

UNCLASSIFIED / FOUO

13

Project Barriers/Issues/Risks

Barriers

Issues

Risks

Required Deliverable

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14

9 – 10

7 - 8

5 - 6

3 - 4

0 - 2

0 – 2Little

3 – 4Low

5 – 6Medium

7 – 8High

9 – 10Critical

Consequence

Lik

eli

ho

od

Low Risk Medium Risk High Risk

9 – 10

7 - 8

5 - 6

3 - 4

0 - 2

0 – 2Little

3 – 4Low

5 – 6Medium

7 – 8High

9 – 10Critical

Consequence

Lik

eli

ho

od

Low Risk Medium Risk High Risk

•Process Mapping (Schedule)•Risk: Very large process to map. Team may not have time to define sufficient level in the time available.•Mitigation Plan: Scope to the “critical few” process paths•Consequence: 1-2 week slide in schedule

• Data Availability (Schedule)• Risk: Process tracking which shows enough

critical process time information in some stages of the process may not be available.

• Mitigation: TBD• Consequence: May have to spend 1-2 weeks

to collect enough data to be statistically significant.

• Personnel Availability (Schedule)• Risk: Team Members have multiple schedule

conflicts during Month of March. Lack of team member availability and participation on team could slow data collection during MEASURE phase.

• Mitigation: TBD• Consequence: May have to delay MEASURE Tollgate

•Contractor Process Mapping (Performance)•Risk: Contractor Process impact on cycle time could be high. Team has no control over getting information from the contractor and may not be able to get verifiable information level in the time available.•Mitigation Plan: Team will scope this out of the process.•Consequence: 1 week lost time on project

•Project Scope (Performance)•Risk: Current scope of process is very large with multiple sub-processes. Team unlikely to be able to complete DMAIC process on currently defined scope.•Mitigation Plan: Team will scope this out of the process according to the following plan:

•Complete process mapping•Reduce scope to Critical Path•Based on data, reduce scope to parts of process that most affect PCT within control of the Project Team.

•Consequence: If mitigation plan is unacceptable, team unlikely to be successful.

Address Risk speaking points here Be sure to include the risk of potential IT solutions and mitigation plans (I.e., work-

arounds), if any

Project Risk Analysis – Example

Recommended Deliverable

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15

Define

BUS CASE: Be #2 Fin Service Provider

GOAL: Reduce Loan/Lease CT from9.2 to 8.0 days by July 1

FIN IMPACT: $2.7M per year

Project Charter1.2 Day CCR Gap

Define Story Board

Required Deliverable

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Company: Department: Date: Prepared by:

1. Define the problem situation

2. Problem Analysis

3. Action plans to correct problems

4. Results of Activity

5. Future Steps

8-Step A3 Project Summary Report

UNCLASSIFIED / FOUO

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NG CPI Tollgate Tool

Control Charts Process Capability

Process Capability High Level Process Map (SIPOC)

(Finance Owner)(Finance Owner)

(MBB)(MBB)(MBB)(MBB)(MBB)

(Sponsor)(Sponsor)(Sponsor)(Sponsor)(Sponsor)

I accept the ControlTollgate

I accept the Improve Tollgate

I accept the Analyze Tollgate

I accept the MeasureTollgate

I accept the Define Tollgate

(Process Owner)(Process Owner)(Process Owner)(Process Owner)(Process Owner)

Project Charter• Problem Stmt• Defect Definition• Goal Statement• Project Scope• Business Impact• Strat Alignment

Detailed As Is Process Map

Value Stream Map Key Process Metrics

Potential Xs• Brainstorming• 5 Whys • Fishbone • Affinity Diagram

“To Be” Process Map

Solution Generation / Prioritization

Process Control Plan

Process Owner Accountability

Sponsor & Team

Replication Check

Data Collection Plan

Measure Systems

Analysis

Data Collected

Critical Xs • Cause & Effect Matrix• Hypothesis Testing• Regression• Time Studies• Theory of Constraints

Improvement Strategy• Improvement Model• Implementation Plan• Pilot • “X” Improvement Target

Updated Financial Benefits

Replication Opportunities

Measurable Y

Voice of Customer

Customer Specs

Voice of Business

Baseline Data Analysis

• Descriptive Stats

• Graphs

• Pareto Charts

FMEA• Risk Analysis • Risk Mitigation Plan

Mistake Proofing Project Documentation of revised policies, SOP’s, procedures, and training

Project Timeline

Communication Plan• Stakeholder Analysis

Est Financial Benefits

Control Charts (as needed)

FMEA• Risk Analysis • Risk Mitigation Plan

Visual Process Control Tools (Optional)

1. ValidateProblem

4. Find Root Cause

3. Set Targets

5. Develop C-Ms

6. See C-Ms Through

2. IdentifyGaps

7. Confirm Results

8. Standardize

Define Measure Analyze ControlImprove

8-STEP PROCESS