Python Notes for mca i year students osmania university.docx
NG BB 06 Project Charter
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National Guard
Black Belt Training
Module 06
Project Charter
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CPI Roadmap – Define
8-STEP PROCESS
6. See
1.Validate 2. Identify 3. Set 4. Determine 5. Develop 7. Confirm 8. Standardize
Counter-
the Performance Improvement Root Counter- Results Successful
Measures
Problem Gaps Targets Cause Measures & Process Processes
Through
Define Measure Analyze Improve Control
ACTIVITIES TOOLS
• Identify Problem •Project Charter
• Validate Problem Statement •Project Selection Tools
• Establish Strategic Alignment •Value Stream Map
• Gather Voice of the Customer & Business •Various Financial Analysis
• Create Goal Statement •Effective Meeting Skills
• Validate Business Case •Stakeholder Analysis
• Determine Project Scope •Communication Plan
• Select and Launch Team •SIPOC Map
• Develop Project Timeline •High-Level Process Map
• Create Communication Plan •Project Management Tools
• Prepare High-Level Process Map / SIPOC •VOC and Kano Analysis
• Complete Define Tollgate •RACI and Quad Charts
•Strategic Alignment
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Note: Activities and tools vary by project. Lists provided here are not necessarily all-inclusive. UNCLASSIFIED / FOUO
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Learning Objectives
Apply the elements of project chartering to a CPI
project
Understand the roles and responsibilities associated
with chartering a CPI project
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Selecting CPI Projects
1 Identify Value
2 Identify Project
3 Screen Initial List
4 Scope and
5 Prioritize List of
Levers Opportunities of Opportunities Define Projects Defined Projects
Identify value levers in Translate value levers Score each project as Assign opportunities to Evaluate projects using
the organization into opportunity areas High / Med / Low for project sponsors for evaluation criteria
• Strategic Translate opportunity benefit and effort project definition Update benefit / effort
• Financial areas into project ideas Fill in benefit / effort Complete draft Project matrix
• Customer matrix Charters Review plotted results
• Operational (Process) Review plotted results Prioritize projects
Prioritize value levers Select highest priority Schedule project
opportunities for launches based on
further analysis resource availability
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Selecting the Best Project
Look for an existing process within your area that is not meeting
customer expectations
Think about the things that cause “pain” for you or your
organization
Typically projects fall into 2 types:
Primary focus on doing things faster with an overall goal of
reducing cycle time
Primary focus on doing things better with an overall goal of
reducing errors
Ensure there is strategic alignment
Tie the project goals to one or more of the strategic goals for your
organization
Properly scope the project
Do not try to “boil the ocean”
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Project Chartering
The charter defines the team‟s mission
It includes the following elements:
Opportunity or Problem Statement
Business Case
Goal Statement
Project Scope
Project Timeline)
Team Selection
The Project Charter does NOT solve the problem
It is a living document that will change over time
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Who Develops the Project Charter?
The Project Sponsor is responsible and accountable for
developing a draft Project Charter, with assistance from:
Deployment Director, who might start the process of filling out
the Project Charter
Resource/Financial Manager
Take the lead in developing cost data
Buy-in
Other Executive Leadership
Black Belt facilitator and potential team members (if possible)
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How Does the Charter Develop?
Scope must address Scoping can change what Benefits are
the bulk of the measurements need to be proportional to
problem identified tracked scope
Opportunity
Goal Business
or Problem Project Scope
Statement Impact
Statement
• What is the „Current • What is the desired • What is the value • What are the boundaries
State‟? „Future State‟? (strategic and/or of the initiative (start and
• What “pain” are we or • What are our financial) of closing the end points of the process
our clients experiencing? improvement objectives gap between „Current‟ or parts of a system)?
and targets? and „Future‟ states? • Is the scope reasonable?
• What is wrong or not
working? • Specifically, what is going • What is the financial • What is not within scope?
to be better? benefit – the quantified
value of the project
• How will success be
($$$)?
measured? What specific
parameters will be
measured?
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Project Charter Elements
Business Impact Opportunity or Problem Statement
• Why should we do this? What is the benefit? • What “pain” are we or our clients experiencing?
• How does this project align with the business strategy? • What is wrong or not working?
• What is the quantified value of the project ($$$)? • Why do we think we can generate the value proposition
described in the Business Impact?
Goal Statement Project Scope
• What are our improvement objectives and targets? • What are the boundaries of the initiative (start and end
points of the process or parts of a system)?
• Specifically, what is going to be better?
• What authority do we have?
• How will success be measured? What specific
parameters will be measured? • What is not within scope?
Project Plan / Timeline Team Selection
• How are we going to get this done? • Who are the team members?
• When are we going to complete the work? • What is their role?
• What are the major milestones (tollgates)? • How much of their time will be dedicated to the
project?
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Project Charter Template
Team Members
Name Role Affiliation DACI
Black Belt Driver
Master Black Belt Driver
Take away
Project Sponsor Approver
message goes
Process Owner Approver
here
Project Charter (impact of
Problem problem)
Statement:
Business Case:
Project Timeline
Goal Statement: Phase Start Stop Status
Unit: Define mm/dd/yy mm/dd/yy
Defect: Measure mm/dd/yy mm/dd/yy
Customer Analyze mm/dd/yy mm/dd/yy
Specifications:
Improve mm/dd/yy mm/dd/yy
Process Start:
Control mm/dd/yy mm/dd/yy
Process Stop:
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Problem Statement
Opportunity or Problem Statement Business Impact
• What “pain” are we or our customers experiencing? • Why should we do this? What is the benefit?
• What is wrong or not working? • How does this project align with the business strategy?
• What is the quantified benefit of the project ($$$)?
Goal Statement Project Scope
• What are our improvement objectives and targets? • What are the boundaries of the initiative (start and end
points of the process or parts of a system)?
• Specifically, what is going to be better?
• What authority do we have?
• How will success be measured? What specific
parameters will be measured? • What is not within scope?
Project Timeline Team Selection
• How are we going to get this done? • Who are the team members?
• When are we going to complete the work? • What are their roles?
• What are the major milestones (tollgates)? • How much of their time will be dedicated to the
project?
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Building a Problem Statement
An Opportunity or Problem Statement:
Contains information that gives specificity to the issue
Quantifies the “pain” caused by the current problem
What is happening? (Example: Increase in cycle time)
When did the problem start? (Example: starting in FY03)
Where is the occurrence? (Example: at all locations)
What is the magnitude of the problem? (Example: average of 21 days
to process an Interim Flight Clearance)
Problem Statement Template:
The [customer] expects [metric (central tendency/spread)] and the current
process is operating at [metric (central tendency/spread)]. This (What) began
(When) at (Where).
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Problem Statement Examples
Bad Problem Statement Example:
The CAC, Common Access Card, issuing process needs
to be improved. We‟ve received numerous complaints
from DA Civilians and Soldiers.
Good Problem Statement Example:
The Civilians and Soldiers expect the CAC issuing process
lead time to ne less than 2 hours and the current
process lead time has averaged 6.2 hours. The CAC
process has shown a steady increase in lead time since
November 2001 at the Pentagon.
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Exercise: Create a Problem Statement
Objective
Create a Problem Statement for your project
Instructions:
Follow the problem statement template
Share with others and get feedback
Problem Statement Template:
The [customer] expects [metric (central tendency/spread)] and the current
process is operating at [metric (central tendency/spread)]. This (What) began
(When) at (Where).
Time = 10 Minutes
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Goal Statement
Opportunity or Problem Statement Business Impact
• What “pain” are we or our customers experiencing? • Why should we do this? What is the benefit?
• What is wrong or not working? • How does this project align with the business strategy?
• What is the quantified benefit of the project ($$$)?
Goal Statement Project Scope
• What are our improvement objectives and targets? • What are the boundaries of the initiative (start and end
points of the process or parts of a system)?
• Specifically, what is going to be better?
• What authority do we have?
• How will success be measured? What specific
parameters will be measured? • What is not within scope?
Project Timeline Team Selection
• How are we going to get this done? • Who are the team members?
• When are we going to complete the work? • What are their roles?
• What are the major milestones (tollgates)? • How much of their time will be dedicated to the
project?
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Goal Statement Objectives
Specifically, what are we going to do and deliver?
What are our improvement objectives and targets?
How will success be measured? What specific
parameters will be measured?
Goal Statement Template:
[Action verb] [metric] from
[baseline] to [target]
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How to Establish a Goal Statement
Several Options:
Meeting or exceeding customer requirements, established
through the VOC process
Meeting or exceeding business requirements, established
through the VOB process (i.e. requirements of the Process
Owner)
Comparing performance and/or benchmarking best practice
performance of others
A portion of the process „entitlement‟
Entitlement is the historical best performance of the process
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Bad Goal Statement Examples
Reduce cost of the process
Establish a good CAC issuing process
Develop an automated CAC issuing system
Implement kiosk to create CACs.
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Good Goal Statement Example
Problem Statement:
The Civilians and Soldiers expect the CAC issuing
process lead time to be less than 2 hours and the
current process lead time has averaged 6.2 hours.
The CAC process has shown a steady increase in
lead time since November 2001 at the Pentagon.
Goal Statement:
Reduce the average lead time for issuing CACs
from 6.2 hours to less than 2 hours.
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Exercise: Create a Goal Statement
Objective
Create a Goal Statement for your project
Instructions:
Follow the goal statement template
Share with others and get feedback
Goal Statement Template:
[Action verb] [metric] from [baseline] to [target]
Time = 10 Minutes
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Business Impact
Opportunity or Problem Statement Business Impact
• What “pain” are we or our customers experiencing? • Why should we do this? What is the benefit?
• What is wrong or not working? • How does this project align with the business strategy?
• What is the quantified benefit of the project ($$$)?
Goal Statement Project Scope
• What are our improvement objectives and targets? • What are the boundaries of the initiative (start and end
points of the process or parts of a system)?
• Specifically, what is going to be better?
• What authority do we have?
• How will success be measured? What specific
parameters will be measured? • What is not within scope?
Project Timeline Team Selection
• How are we going to get this done? • Who are the team members?
• When are we going to complete the work? • What are their roles?
• What are the major milestones (tollgates)? • How much of their time will be dedicated to the
project?
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Business Impact Objectives
Define:
A clear and common understanding of “why we should
do the project”
How the project links to and supports the strategic
objectives of the organization?
What is the benefit of doing the project in financial and
operational terms (expense reduction, productivity
increases, cost avoidance, non-financial)? - more on
this later!
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Exercise: Create a Business Case
Objective
Create a Business Case for your project
Instructions:
Why is your project important? How does your project
align with the strategic objectives of your organization?
Share with others and get feedback
Time = 10 Minutes
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Project Scope
Opportunity or Problem Statement Business Impact
• What “pain” are we or our customers experiencing? • Why should we do this? What is the benefit?
• What is wrong or not working? • How does this project align with the business strategy?
• What is the quantified benefit of the project ($$$)?
Goal Statement Project Scope
• What are our improvement objectives and targets? • What are the boundaries of the initiative (start and end
points of the process or parts of a system)?
• Specifically, what is going to be better?
• What authority do we have?
• How will success be measured? What specific
parameters will be measured? • What is not within scope?
Project Timeline Team Selection
• How are we going to get this done? • Who are the team members?
• When are we going to complete the work? • What are their roles?
• What are the major milestones (tollgates)? • How much of their time will be dedicated to the
project?
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Project Scope Objectives
Define:
What are the boundaries of the project (start and end
steps of the process)? – SIPOC will help here!
What authority do we have?
What is not within scope?
Commandments?
“Thou shalt” or “Thou shalt nots” of the project
Monuments?
Things that can‟t be moved/changed (i.e. IT system)
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Elements of a Scope Statement
A Scope Statement defines the boundaries of the project.
Scope-In
Areas that will be addressed
Consider applying the 80/20 rule to narrow the scope
Example: The project will address all standard Interim Flight
Clearances at all sites.
Scope-Out
Specific areas that will not be addressed
Aspects of the problem
Areas of the business / physical locations
Related issues that can be addressed later
Example: The project will not address Special Flight Clearances or
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Relationship to Other Charter Elements
Business Impact
Benefits are proportional to scope
Problem Statement
Scope must address the bulk of the problem identified
Consider using Pareto analysis to narrow the scope
Goal Statement
Scoping can change what measurements you want to use / track
Project Plan
Consider splitting projects into pieces when effort is too high –
covered in the Multi-Generational Project Planning module
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Problem Timeline and Team Selection
Opportunity or Problem Statement Business Impact
• What “pain” are we or our customers experiencing? • Why should we do this? What is the benefit?
• What is wrong or not working? • How does this project align with the business strategy?
• What is the quantified benefit of the project ($$$)?
Goal Statement Project Scope
• What are our improvement objectives and targets? • What are the boundaries of the initiative (start and end
points of the process or parts of a system)?
• Specifically, what is going to be better?
• What authority do we have?
• How will success be measured? What specific
parameters will be measured? • What is not within scope?
Project Timeline Team Selection
• How are we going to get this done? • Who are the team members?
• When are we going to complete the work? • What are their roles?
• What are the major milestones (tollgates)? • How much of their time will be dedicated to the
project?
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Project Timeline - Guidelines
RIE (Rapid Improvement Event)
Define – 1 week
Measure – usually 1-3 weeks, could be longer depending on process
Analyze – during RIE (3-5 days)
Improve – might be during RIE, pilot might follow RIE
Control – 1 week-1 month depending on process
DMAIC and Other 8-Step Projects
Define – 1 week
Measure – usually 1-4 weeks, could be longer depending on process
Analyze – 1-4 weeks, usually on the shorter side
Improve – 2-6 weeks
Control – 1 week-1 month depending on process
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Key Elements of Team Selection
How many team members?
Which functions or skills are required
(identify specific individuals, if necessary or Extended Team
possible)? • Supporting skills
• “Pull-in” as needed
Include customers and suppliers
What percentage of their time is required? Core Team
Critical skills
Too many team members is 3-5 team members
Black Belt leader
difficult to manage and could also be an
early indicator of a scope issue
Too few team members will reduce the
breadth of support for the change
Also include a resource/financial manager
to validate the financial and operational
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Project Charter Elements
Opportunity or Problem Statement Business Impact
• What “pain” are we or our customers experiencing? • Why should we do this? What is the benefit?
• What is wrong or not working? • How does this project align with the business strategy?
• What is the quantified benefit of the project ($$$)?
Goal Statement Project Scope
• What are our improvement objectives and targets? • What are the boundaries of the initiative (start and end
points of the process or parts of a system)?
• Specifically, what is going to be better?
• What authority do we have?
• How will success be measured? What specific
parameters will be measured? • What is not within scope?
Project Timeline Team Selection
• How are we going to get this done? • Who are the team members?
• When are we going to complete the work? • What are their roles?
• What are the major milestones (tollgates)? • How much of their time will be dedicated to the
project?
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Project Charter Checklist
Have all of the questions been answered for each element of
the Project Charter?
Will the Black Belt facilitator clearly understand:
What is to be improved?
By when?
With what resources?
Measured by what results?
Does the Sponsor clearly understand:
Whether the project is “do-able”?
Worth doing?
A high enough priority to dedicate resources?
How to measure progress and the conclusion?
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S.M.A.R.T.
Project Charter Evaluation
Another way to evaluate a
Charter's completeness is Specific
• Does it address a real problem?
though an evaluation
methodology called Measurable
• Are we able to measure the problem,
“SMART” establish a baseline, and set targets
for improvement?
Use SMART to ensure that Attainable
• Is the goal achievable? Is the project
the charter is effective and completion date realistic?
thorough Relevant
• Does it relate to a strategic objective?
Time Bound
• Have we set a date for completion?
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Project Charter: Name of Your Project
Team Members
Name Role Affiliation DACI
Black Belt Driver
Master Black Belt Driver
Take away
Project Sponsor Approver
message goes
Process Owner Approver
here
Project Charter (impact of
Problem problem)
Statement:
Business Case:
Project Timeline
Goal Statement: Phase Start Stop Status
Unit: Define
Defect: Measure
Customer Analyze
Specifications:
Improve
Process Start:
Control
Process Stop:
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Cross Functional Team
Team Members
Name Role Affiliation DACI
Black Belt Driver
Master Black Belt Driver
Project Sponsor Approver
Process Owner Approver
Contributor
Contributor
Contributor
Contributor
Inform
Inform
Inform
Inform
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Exercise: Prepare a Project Charter
Instructions
Using your own project, begin to complete the Project Charter
template, including:
Problem Statement
Business Impact
Goal Statement and Metrics
Project Scope
Project Timeline
Team Leadership
For any sections that have issues, formulate specific questions
to ask to clarify with your project sponsor next week
Time = 20 Minutes
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Takeaways
Now you should be able to:
Develop a problem statement and the other elements
of a good project charter
Assess the quality of all elements of a good project
charter
Describe the roles and responsibilities associated with
the CPI project chartering process
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What other comments or questions
do you have?
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