GO-GETTER S GUIDE TO DMAIC. An Easy to Use, Comprehensive Reference for Completing Successful Lean Six Sigma Projects

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An Easy to Use, Comprehensive Reference for

Completing Successful Lean Six Sigma Projects

GO-GETTER’S GUIDE

TO DMAIC

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What is the Go-Getter’s Guide to DMAIC?

✦ A print-ready overview of the DMAIC Phases and the steps within each Phase

✦ Challenges common in each Phase and tools & templates to help you overcome them ✦ Best Practices for each Phase to help ensure your projects go smoothly

✦ Tollgate Checklists for each Phase to help ensure you’re on the right track ✦ Required and Optional Deliverables for each Phase

Why should you use the 

Go-Getter’s Guide to DMAIC?

✦ _{Quickly review what it takes to complete each DMAIC Phase at a glance}

✦ _{Easily understand which tools & templates to use and when to use them} ✦ _{Streamline projects using tips that make improvement easier and faster}

How do I use the Go-Getter’s Guide to DMAIC?

✦ _{Plan a high-level approach for each DMAIC Phase}

✦ _{Create detailed action plans to address the challenges for each Phase} ✦ _{Employ Best Practices to take advantage of proven approaches}

✦ _{Create a timeline with milestones using Tollgate Checklists} ✦ _{Download Tools & Templates needed for each task}

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Required Supporting

8 Wastes Check Sheet Project Selection Guide Approved Process Improvement

Project Draft Project Charter Project Champion/Sponsor Team Meeting Agenda

Project Storyboard

Green Belt Tollgate Checklist

Overview of Lean Six Sigma The 8 Wastes

2

3

Lean Six Sigma Roles

4

5

1

INTRODUCTION

Steps in

Introduction Phase

Project Selection DMAIC Overview

Challenges: Introduction Phase

✦ _{Finding good improvement opportunities}

✦ _{Screening out low potential project ideas} ✦ _{Making sure there is leadership support}

✦ Enlisting a Champion/Sponsor for the potential project ✦ _{Finding potential team members}

✦ _{Increasing organizational awareness of process improvement}

Best Practices: Introduction Phase

✦ _{Use the 8 Wastes Check Sheet to uncover improvement}

opportunities.

✦ Choose a project that is focused on your day-to-day activities. ✦ _{Don’t proceed with a project until you have a}

Champion/Sponsor.

✦ _{Enlist team members familiar with the process.}

Tollgate Checklist: Introduction Phase

❑

Conduct an 8 Wastes Assessment (8 Wastes Check Sheet)

❑

Find at least one process improvement opportunity (Project Selection Guide)

❑

Enlist a Project Champion/Sponsor who will support you and the project

❑

Familiarize yourself with the DMAIC Roadmap

Deliverables: Introduction Phase

P200-6

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Create the Project Charter Interpret the Voice of the Customer

2

3

Understand the Current State

4

1

Develop Project Communication Required Supporting Project Charter A3

VOC Translation Matrix Project Selection Guide

SIPOC VOC Tree Diagram

Process (Gemba) Walk RACI Matrix Detailed Process Map (Swimlane or

Flow Map)

Process Walk Planning Checklist Process Walk Interview Sheet Stakeholder Analysis Value Stream Map

Communication Plan Spaghetti Map Project Storyboard

DEFINE

Define the problem.

Steps in Define Phase

Challenges: Define Phase

✦ _{Getting commitment from Champions/Sponsors and team}

members

✦ _{Getting agreement on what problem to solve} ✦ _{Not starting with a solution}

✦ _{Involving the right people early enough in the process} ✦ _{Spending the time needed on the Deﬁne Phase elements}

Best Practices: Define Phase

✦ _{Draft the Project Charter with the team to build ownership.} ✦ _{Start the Goal Statement with “increase” or “decrease” and}

clearly identify the unit.

✦ _{Translate the Voice of the Customer into requirements as}

opposed to solutions.

✦ _{Publicize the Process Map and invite participants to verify}

the steps.

Tollgate Checklist: Define Phase

❑

Complete the elements of the Project Charter (Project Selection Guide, RACI, Project Charter, A3)

❑

Collect the Voice of the Customer and make customer requirements measurable (VOC Translation Matrix, VOC Tree Diagram)

❑

Conduct a Process (Gemba) Walk of the process being addressed (Process Walk Interview Sheet)

❑

Create a high-level and a detailed map of the current state (SIPOC, Swimlane Process Map, Value Stream Map)

❑

Update Charter and inform Stakeholders (Project Charter,

A3, Stakeholder Analysis, Communication Plan,

Project Storyboard)

Deliverables: Define Phase

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Select Measures

Plan for Data Collection

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3

Collect Baseline Data

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MEASURE

Quantify the problem.

Steps in Measure Phase

Operational Deﬁnitions Check Sheets

Data Collection Plan Eﬃciency & Eﬀectiveness Matrix Process Baseline of Project Y (Run

Chart) Spaghetti Map

Cost of Poor Quality Calculator Process Walk Interview Sheet Updated Charter, A3, Stakeholder Analysis and Communication Plan

Challenges: Measure Phase

✦ _{Getting support and coordination from others in order to}

capture data

✦ Planning data collection to minimize work and disruption ✦ _{Capturing data that addresses your information needs} ✦ _{Becoming overwhelmed with data when only some will}

be helpful

✦ _{Translating what you want to know into something}

observable and unambiguous

✦ _{Determining measures that can be continuously captured}

in order to manage the future process

Best Practices: Measure Phase

✦ _{Choose just the measures you need—don’t collect the}

kitchen sink.

✦ Make sure everyone knows what and how to measure— 

never assume.

✦ _{Stratify early—unit by time of day, unit by processor, unit}

by area etc.

✦ _{Let Stakeholders know what and why you’re measuring—}

communicate often.

Tollgate Checklist: Measure Phase

❑

Select baseline measurements (Project Charter, Data Collection Plan, Eﬃciency & Eﬀectiveness Matrix)

❑

Develop a Data Collection Plan with Operational Deﬁnitions and create Check Sheets as needed (Data Collection Plan,

Operational Deﬁnitions, Check Sheet, COPQ Calculator)

❑

Collect the baseline data (Process Walk Interview Sheet,

Spaghetti Map, RACI)

❑

Update Charter and inform Stakeholders (Project Charter,

A3, Communication Plan)

Deliverables: Measure Phase

P200-6

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Conduct Process Analysis Conduct Data Analysis

2

3

Brainstorm Root Causes

4

5

1

Develop Root Cause Hypothesis Validate  Root Cause Hypothesis

ANALYZE

Identify the cause of the problem.

Steps in Analyze Phase

Fishbone Diagram Value Stream Map

5 Whys Detailed Map (Swimlane or Flow Map) Root Cause Hypothesis Conﬁrmation Value-Added Flow Analysis of cycle

time projects Data Collection Plan Check Sheets

Run Charts (and all other charts/ graphs)

Updated Charter, A3, Stakeholder Analysis and Communication Plan

Challenges: Analyze Phase

✦ _{Spending the time needed to explore root causes} ✦ _{Getting caught up in analysis paralysis}

✦ _{Jumping to solution without conﬁrming root cause}

hypothesis

✦ _{Collecting the right data to conﬁrm or validate hypothesis}

Best Practices: Analyze Phase

✦ _{Fill out the Fishbone Diagram with a group—it’s another}

opportunity for engagement.

✦ _{Use all opportunities to get to root cause—data display,}

observations, interviews, process maps, Spaghetti Maps, etc.

✦ _{Document the veriﬁcation of root cause even if it’s just}

an observation.

✦ _{Update Stakeholders on all ﬁndings—communicate often}

Tollgate Checklist: Analyze Phase

❑

Identify potential root causes using Process Analysis, Data Analysis, Fishbone Diagrams, 5 Whys, etc. (Run Charts,

Fishbone Diagram, 5 Whys, Value Stream Map, Swimlane Map, Spaghetti Map, Value-Added Flow Analysis)

❑

Develop root cause hypotheses (Fishbone Diagram,

Root Cause Hypothesis Worksheet)

❑

Collect data, assess facts and observe the process to prove or disprove root cause hypotheses (Data Collection Plan,

Root Cause Hypothesis Conﬁrmation)

❑

Update your Charter and inform Stakeholders  (Project Charter, A3, Stakeholder Analysis,

Communication Plan)

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Page 7   Craft Solutions Filter Solutions

2

3

Determine Solution Approaches

4

1

Conduct Risk Management P200-6

IMPROVE

Implement and verify the solution.

Steps in Improve Phase

Solution Selection Matrix Improved To-Be Map Implementation Plan Standard Work Run Chart or graph verifying

improvement of Project Y 5S Assessment

Weighted Criteria Matrix comparing solutions

Cross-Training Matrix

Visual Management Checklist, FMEA showing risk mitigation, Pilot Checklist Updated Charter, A3, Stakeholder Analysis and Communication Plan

Challenges: Improve Phase

✦ _{Making sure to involve the right people}

✦ _{Increasing workload if there are multiple root causes} ✦ _{Avoiding “pet” solutions that many not address any}

root cause

✦ _{Dealing with increased resistance when people realize their}

area will undergo change

Best Practices: Improve Phase

✦ _{Invite Stakeholders to brainstorm solutions—another}

opportunity for engagement.

✦ Steal shamelessly—review common solutions or ﬁnd who

else has solved the issue.

✦ _{Conduct a 5S if you have not already—physical, digital or both}

for easy wins.

✦ _{Make it easy for people to follow the new process—use}

visuals and Poka-yokes.

Tollgate Checklist: Improve Phase

❑

Use team brainstorming to generate solutions that address the root causes (Weighted Criteria Matrix)

❑

Select and Develop Solutions (5S, Standard Work, Cross-Training Matrix, Impact Eﬀort Matrix, Solution Selection Matrix)

❑

Pilot solutions if needed and plan for implementation  (FMEA, Pilot Checklist, Stakeholder Analysis,

Communication Plan)

❑

Implement solutions to address root causes (Implementation Plan, Cross-Training Matrix)

❑

Verify that solutions improved the Project “Y” (Run Chart,

Project Charter, A3)

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Create Monitoring Plans Develop Response Plans

2

3

Document  the Project

4

1

Pursue Perfection

CONTROL

Maintain the solution.

Steps in Control Phase

Control Chart of Project Y A3

Executive Summary Monitoring & Response Plan Project Storyboard Monitoring Plan Map

New Procedure Audit

Innovation Transfer Opportunities Project Closure

8 Wastes Check Sheet

Challenges: Control Phase

✦ _{Making sure improvements are permanent before team}

members move on to “ﬁxing” another process

✦ _{Standardizing the documentation}

✦ Continuing the monitoring necessary to ensure adherence 

to the new process

✦ _{Maintaining the discipline required to complete the}

Control Phase

Best Practices: Control Phase

✦ _{Make monitoring visible and accessible to those who do}

the work.

✦ _{Include process participants in monitoring—hand-drawn}

charts & tables are ﬁne.

✦ _{Don’t leave key pieces out of the Storyboard—check that it}

tells the “story.”

✦ Include the Process Owner in the Control Plan well in advance

of handoﬀ.

Tollgate Checklist: Control Phase

❑

Create a system and/or process to monitor the results (Monitoring Plan Map, Monitoring & Response Plan)

❑

Complete Documentation of the processes and procedures (New Procedure Audit, Project Storyboard, A3)

❑

Create Response Plans in case there is a drop in performance (Monitoring & Response Plan)

❑

Hand over formal ownership to the Process Owner  (A3, Control Plan, Monitoring & Response Plan, New Procedure Audit, Innovation Transfer Opportunities,

Project Storyboard)

❑

Determine the next process improvement focus (Project Closure)