Six Sigma Project Management Bizagi Process Modeler

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www.bizagi.com

Six Sigma Project Management

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1.1.1 Process Elements ... 10 1.1.1.1 Project Charter ... 10 1.1.1.2 Define ... 12 1.1.1.3 Measure ... 13 1.1.1.4 Analyze ... 13 1.1.1.5 Improve... 13 1.1.1.6 Control ... 14 1.1.1.7 Modify Project ... 14 1.1.1.8 Abort Project ... 16 1.1.1.9 Minutes ... 17

1.1.1.10 Is the Project Finished? ... 18

1.1.1.11 Next Phase ... 18

1.1.1.12 Is The Project valid ? ... 18

1.1.1.13 Can The project continue? ... 19

2 PHASE ... 20

2.1 PHASE ... 20

2.1.1 Process Elements ... 21

2.1.1.1 Set Phase Details ... 21

2.1.1.2 Create Deliverable ... 23

2.1.1.3 Finalize Phase ... 23

3 CREATE DELIVERABLE ... 25

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www.bizagi.com _Confidential 3 3.1.1 Process Elements ... 26 3.1.1.1 Create Deliverable ... 26 3.1.1.2 Approve Deliverable ... 27 3.1.1.3 Deliverable Approved? ... 28 3.1.1.4 Other Approval? ... 28 3.1.1.5 Finalize Deliverable ... 29 4 PERFORMERS ... 30

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1 Six Sigma Project Management

Version: 1.0

Author: Bizagi Process Modeler.

Description

Successful companies are always searching for new and better ways to do things. Some have found in the Six Sigma methodology, an excellent way to improve their processes.

Six Sigma uses statistical tools to measure processes in terms of defects and variation, transforming them into opportunities for business growth. A company that uses Six Sigma is a company whose main priority is the customer’s satisfaction.

Six Sigma uses five phases (DMAIC) to improve the process:

The first phase is Define, where a project is chosen and its goal, scope, and deliverables are established.

The second phase is Measure where the current state of the process is measured. In the third phase, Analyze, the root causes of the problems and defects are determined. The fourth phase is to Improve the process, thus a solution is proposed.

The last phase is to Control the performance of the process.

Implementing a conventional Six Sigma project is usually time-consuming whereby a lot of manual work is required and results are presented in an old fashioned way.

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www.bizagi.com _Confidential 5 With Bizagi’s Six Sigma Project Management process , companies can perform their projects more

effectively. Bizagi´s Six Sigma Project Management guides you easily through the DMAIC phases, reduces the task assignment time by assigning activities to the appropriate person in the right time, improves the manner in which information is collected and the project is presented through complete case summaries data and ensures the information availability at all times.

Objectives

The process covers:

Presenting the project information

Suggesting the deliverables for each DMAIC phases. Assigning the various project tasks to team members Approving or requesting changes to the deliverables

Scope

Bizagi’s Six Sigma Project Management process is designed to implement and control a Six Sigma Project. It helps to meet the project’s goals minimizing effort and resources.

The Project Management also requests the necessary information to perform each step of the DMAIC cycle.

Global Forms

1. Name: Global Form

Description: Global Form Prototype:

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Summary forms 1. Name: PhaseSummaryForm Prototype: 2. Name: DeliverableSummaryForm Prototype:

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www.bizagi.com _Confidential 7

Tabs

1. Name: Project History

Description: The tab holds the project information. Prototype:

2. Name: Comments history

Description: All comments made throughout the process are shown on the form. Prototype:

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3. Name: Phase

Description: The phase information is shown. Prototype:

4. Name: Project Charter

Description: The tab includes the project charter information Prototype:

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1.1 Six Sigma Project Management

1.1.1 Process Elements

1.1.1.1

Project Charter

Description

Six Sigma Project Management starts with the Project Charter task. It is performed by the Project Sponsor. The Sponsor is the person who owns the process or can allocate resources to the project. The Project Charter must be completed for each project, and should include the project justification, deliverables, project objectives, etc.

Performers

Sponsor

Allocations

Condition Description

Case Creator The case creator must be the project sponsor

Notify assignment

Si

Forms

1. Name: frm_Project_Charter

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www.bizagi.com _Confidential 11 Prototype:

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2. Name: Add Team Member Prototype:

Forms behaviors Description

The form contains a grid validation, it is necessary to include at least one member of the team.

Actions

Type Description

On Enter Add the deliverables related to the phase

On Exit Set the initial phase, Define

Set the Actual Start Date

Validate that the finish date is after the start date Validate that the finish date from each phase is after the start date of the phase

1.1.1.2

Define

Description

In the first phase of a Six Sigma project: Define, the Six Sigma Team answers the question: What is wrong with the way things are?. The team defines the problem statement and describes the current state.

Six Sigma Project Management supports the team in many ways. The Template suggests some useful deliverables for the phase, reduces the approval time of them, and provides a more effective way of presenting the results through summary forms.

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1.1.1.3

Measure

Description

The second phase is Measure, whereby the Team defines the process and baseline of the current state. It is important that the team specifies the data required, and the way to collect it.

Six Sigma Project Management suggests some deliverables that help to answer questions like ‘How is the process working?, What is the variance impact on the customer? or Where are the causes of the problem? ‘

Diagram

Phase

1.1.1.4

Analyze

Description

In this phase, the team identifies the root causes of the problem and validates them. Six Sigma Project Management knows that it is necessary to focus on two things:

Analysis of the data Analysis of the process

For this reason, the Template proposes some deliverables such as Process Capability and Causes and Effect-diagrams for the analysis of the process.

The analysis of the data requires the uses of statistical tools and techniques for example: Design of experiments and Correlation and regression analysis, which are proposed by the template also.

Diagram

Phase

1.1.1.5

Improve

Description

In the previous phases the team understood and validated the causes of variation and determined the state of the process.

In the Improve phase the team gives a solution for the problem, defines the necessary human and technological resources to achieve the project goals and executes a pilot test.

Diagram

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1.1.1.6

Control

Description

In this phase, the team should focus on two things: Solution Implementation and Control Plan. The team needs to monitor the implementation plan based on the pilot test which was performed during the Improve phase. The Implementation must include the working instructions, training process and the Control Plan.

Six Sigma Project Management shows all the significant information through the summary form where any member of the team can find all the information related to the project in order that control can be maintained easily and quickly.

Diagram

Phase

1.1.1.7

Modify Project

Description

This task is performed when changes to the scope or objectives of the project are required. The process assigns the task to the Black Belt of the project who is the person who has the authority to make the changes.

Performers

Black Belt

Allocations

Black Belt The project can be modified by the black belt of

the project.

Forms

1. Name: frm_Modify_Project

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www.bizagi.com _Confidential 15 Prototype:

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Actions

On Enter Set actual phase

On Exit Send an email to the team members

Notifications

Description Recipients Email subject Email body Inform about the changes on the project charter. Black Belt Green Belt Team members Sponsor Changes in the project Dear Team

The project had some changes

Please read the comment history and the project chapter. <SixSigmaProject.ProjectChapter.ProjectBlackBelt.userName> Good Day

1.1.1.8

Abort Project

Description

When the Project is not linked with the organization´s goals or is not clearly defined, it is not a Six Sigma Project and it is necessary to abort it.

Performers

Sponsor

Allocations

Case Creator The project can be closed only by the case

creator.

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Forms

1. Name: frm_Abort_Project

Description: Principal Activity Form Prototype:

Notifications

Description Recipients Email subject Email body Cancel Project Sponsor Black Belt Green Belt Team Members Cancel Project

The Project <SixSigmaProject.ProjectChapter.ProjectName> was aborted because

<SixSigmaProject.CancelProjectReason>

<SixSigmaProject.ProjectChapter.ProjectSponsor.userName>

Good day

1.1.1.9

Minutes

Description

Meetings are necessary throughout a Project for all members of the team. Six Sigma Project Management gives the possibility of distributing the minutes of these meetings on a formal basis.

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Form

1.1.1.10

Is the Project Finished?

Description

The gateway checks whether the project has finished, if not, it is very important to distribute the minutes of team´s meeting to all parties involved.

Gateways

Yes: If the project is finished the process ends.

No: If the projects is not finished the process goes to the Minutes event

1.1.1.11

Next Phase

Description

This gateway validates the next phase of the DMAIC to be performed or if the project needs some modification.

Yes: If the phase ends correctly, the process continues to the next phase.

Changes in project scope required: If the process needs some changes, the process continues to the Modify Project activity. It is performed by the Black Belt of the project.

1.1.1.12

Is The Project valid?

Description

If the Black Belt in mutual agreement with the team decides that the project is not a Six Sigma Project, then it has to be aborted.

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Gateways

No: If the project is a Six Sigma Project, valid project, the process goes to the first phase of

the DMAIC cycle, Define.

Yes: If the project is not a valid project, the process continues with the Cancel Project activity.

1.1.1.13

Can the project continue?

Gates

No: If, after modification, the project is still not valid, then it continues to the Cancel

Activity.

Next Phase: If the project is valid, the process continues to the next task to be performed.

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2 Phase

Version: 1.0

Author: Bizagi Process Modeler.

Description

All the DMAIC phases are equally performed because the sub-process is the same for each of them. In each phase it is necessary to establish the details and select the deliverables needed. Finally they will be created to conclude the phase.

2.1 Phase

Description

Each phase of the DMAIC process is performed in the same way. In each phase it is necessary to establish the details deliverables which will be completed to finalize the phase.

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2.1.1 Process Elements

2.1.1.1

Set Phase Details

Description

The Six Sigma Process Management Process suggests the deliverables that are commonly completed in each phase. The person who performs this activity must select at least one deliverable, which can be modified, as necessary, by the user.

Additional deliverables can be included if necessary.

Performers

Black Belt

Allocations

Black Belt The task is performed by the black belt assigned

to the project

Forms

1. Name: frm_Set_Phase_Details>

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Prototype:

2. Name: FrmGridAddPhaseDeliverable

Description: Phase deliverable add form Prototype:

The form includes a grid validation, it is necessary to select at least one deliverable.

Actions

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On Enter Filter the deliverables from each phase

Set Actual Start Date

On Exit Remove the deliverables that were not selected

Duration

1 day

2.1.1.2

Create Deliverable

Description

In the Create Deliverable sub process all the deliverables selected in the Set Phase Details task are created and approved. The deliverables are created in a sequence proposed by the process or by the user.

Each deliverable opens a sub process because the information in each ones is different. Also some activities can be performed by different people with the same role.

Diagram Create Deliverable Loop type Multi-Instance MI Ordering Sequential 2.1.1.3

Finalize Phase

Description

After all the deliverables have been created and approved, it is necessary to select the next activity. If the phase ends correctly, the process continues to the next phase. Otherwise it is necessary to specify the changes required and select the Modify Project option.

Allocations

Black Belt The task is performed by the black belt assigned

to the project

Forms

1. Name: frm_Finalize__Phase

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Prototype:

Actions

On Enter Set Actual Final Date

Set the attribute Project modifications required in Null

On Exit Set the next phase

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3 Create Deliverable

Version:

Author:

Description

In the Create Deliverable sub process all the deliverables selected in the Set Phase Details task are created and approved.

Each deliverable opens a sub process because the information in each is different. Also some activities can be performed by different people whit the same roll.

3.1 Create Deliverable

Description

In the Create Deliverable sub process all deliverables selected in the Set Phase Details task are created and approved.

Each deliverable opens a sub process because the information in each one is different. Also some activities can be performed by different people with the same role.

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3.1.1 Process Elements

3.1.1.1

Create Deliverable

Description

All the Information related to the deliverable must be included. The person who performs the task must attach all the information associated with the deliverable, e.g. date collected, graphics, results, and conclusions.

The Six Sigma Process Management Process maintains all the files, and facilitates access and modification of them through the summary form and the Modify Project activity.

Performers

Green Belt

Allocations

Team Members The tasks are assigned to the team members by

load.

Forms

1. Name: frm_Create_Deliverable

Description: Principal Activity Form Prototype:

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The form includes a grid validation, it is necessary to add at least one result.

Actions

On Enter Set actual phase

Duration

5 days.

3.1.1.2

Approve Deliverable

Description

All the Deliverables need two approvals, one from the Green Belt and other from the Black Belt, The gateway validates what approval is next. If at some point the Deliverable is not approved, the process goes to the Create Deliverable activity and the approval process begins again.

Performers Black Belt Allocations Condition Description Green Belt Black Belt

All the deliverables need two approvals, one from the Green Belt and the second from the Black Belt.

Forms

1. Name: frm_Approve_Deliverable

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Prototype:

3.1.1.3

Deliverable Approved?

Description

All the deliverables need multiple approvals, if the deliverable is approval the process continues with the next validation, if not the Create Deliverable task is performed again.

Gateways

No: If the deliverable is not approved, the process returns to the Create Deliverable activity.

Yes: If the deliverable is approved, the process continues to the next gateway that validates if another approval is required.

3.1.1.4

Other Approval?

Description

All Deliverables need several approvals, one from the Green Belt and other from the Black Belt, etc. This gateway validates what approval is next.

Gateways

Yes: If the Deliverable needs another approval the process continues to the Approve Deliverable task and validates the person who has to perform it.

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No: If the Deliverable does not need another approval the process can continue with the

final activity, Finalize Deliverable.

3.1.1.5

Finalize Deliverable

Notifications Descrip tion Recipi ents Email subject Email body Inform about the complet ion of the delivera ble Black Belt Green Belt Team Memb ers Finalize Deliver able Dear Team

The deliverable <PhaseDeliverables.DeliverableName> is ended.

Please review the information about it.

<PhaseDeliverables.DeliverableResult> Good Day

<PhaseDeliverables.SixSigmaProjectPhase.SixSigmaProject.ProjectChap ter.ProjectBlackBelt.userName>

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4 Performers

Green Belt (Role)

A Green Belt is a person who helps in deploy the success of six sigma techniques, and leads small-scale improvement projects within their respective areas.

Black Belt (Role)

A Black Belt is a professional who can explain Six Sigma philosophies and principles, including supporting systems and tools.

Sponsor (Role)

The Sponsor is the person who owns the process or can allocate resources for the project

Stakeholder (Role)

Six Sigma Project Management Bizagi Process Modeler