Presentation on theme: "TECH Project Company X Documentation Plan Champion/Define Phase"— Presentation transcript:
1TECH 50800 Project Company X Documentation Plan Champion/Define Phase October 2, 2013Stephanie Sachs & Shane Hatchett
2Champion/Define Phase Project BackgroundProject Alternatives & Selection MatrixSolution Selection MatrixSix Sigma Team & Stakeholder ListBusiness CaseProblem StatementProject ObjectiveProject ScopeGoal StatementProject DeliverablesProject ScheduleStakeholder AnalysisSIPOCCTQ TreesVoice of the Customer AnalysisRough ROI Analysis
3Project BackgroundBackgroundPotential SolutionsCompany X has decided to implement a new software to document their business policies, processes and procedures. They want to train users and deploy a new process for managing their documentation.Software implementation with user training and business process improvement done by an external consulting firm.Software implementation with user training done by software vendor. Business process improvements analyzed and addressed by an external consulting firm.Software implementation with no formal user training and no changes to existing business processes.
4Project Alternatives & Selection Matrix These tools were not needed, as the customer provided the project.As there were various solutions available to meet the project requirements, we did modify the Project Selection Matrix to serve as a tool to help conceptualize the most effective solution (see next slide).
5Solution Selection Matrix A) Software implementation with user training and business process improvement done by an external consulting firm.
6Six Sigma Team & Stakeholder List Lean Six Sigma Project TeamPrinciple StakeholdersOperating Committee (Leadership Council)Steering Committee (Project Sponsors)Director of Operations (Implementation Leader)Consultants (Project Leaders)Director of Sales (Team Member)Operations SME (Team Member)Sales SME (Team Member)IT Support Member (Team Member)Trainer (Process Owner)Company X’s internal customersCompany X’s external customersCompany X’s distributors
7Business Case Company X Documentation Management Process Process Name The aim of this process is to introduce a method of documenting and controlling policies, processes and procedures.Process AimCompany X does not currently have a standardized documentation policy or system. They are operating in silos and store existing documentation on personal hard drives or shared drives that are not accessible to the entire organization.Why?As Company X begins to expand to offices across the country, they need standardized documentation so that every location can have consistent operations.Why Now?Without implementing a system and strategy, the above organizational growth cannot occur. As new locations open and do not have documentation that tells them how to operate, Company X risks losing a high performance culture that drives towards meeting their financial objectives.Consequences of Not Taking Action4.2 Release of FAST system (online customer portal)Windows 7 upgradeOther Projects of High PriorityFinancial objectives to grow sales & revenueCompany X’s high performance cultureObjectives Supported by Project
8Problem StatementProblem SummaryProblem ImpactCompany X has no documentation process. They are currently constructing policies, processes and procedures in a decentralized manner, with no control system or new-hire onboarding program.By not having a standardized documentation and control process, the organization cannot effectively onboard or communicate business processes.Problem Statement:: Describe the problem, opportunity, or objective in concise, measurable terms. Should include a summary of the problem and impact (a.k.a. PAIN). DO NOT to include the cause of the problem.
9Project Objective The objective of this project is for Company X to: implement Formatting Solutions Pro® software,train employees on the Information Mapping® method,and design/deploy a documentation management process and system using SharePoint 2013® technology,within the 2013 calendar year.Project Objective: clear statement of the purpose of the project CTQ = Critical to Quality Includes: process, CTQ characteristics, CTQ target, CTQ direction and the deadline SMART – specific, measurable, attainable, relevant, Time Bound
10Project Scope Where does the process start? The documentation control process begins as soon as an employee identifies a need to create a policy, process or procedure.Where does the process start?The documentation control process stops when a document is retired and has reached the maximum amount of time listed in the document retention policy and is no longer needed by the organization.Where does the process stop?Implementation of the software, methodology, training organization SME’s, building the documentation control environment, and 3 weeks of post-implementation supportWhat is inside of the project scope?Post-implementation fixes, deploying the new system/methodology combination at new locations that openWhat is outside of the project scope?Project Scope:Answer the following questions : What are the process boundaries? What is out of bounds? What are the resources available? Who can approve expenditures? What are the obstacles and constraints of the project? What time commitment is expected of the team members? Are the right stakeholders present based on the problem statement?
11Goal StatementControl the documentation process at Company X so that all sales and operations departments are constructing documents using the same documentation methodology, utilizing a centralized document repository, and following controlled documentation procedures to meet the organization’s 2013 objectives.Goal Statement: describes the team’s improvement objective Begins with the words “reduce, eliminate, control"
12Project DeliverablesFull implementation of the Formatting Solutions Pro® software on all company computers12 employees of Company X trained and certified to write documents using the Information Mapping® methodologySharePoint 2013® documentation control environment constructed, 1 IT employee trained on maintenanceProject Documentation (Requirements, Functional Specification, Design Document, Implementation Plan, Deployment Plan, Change Control Plan)
15SIPOC Suppliers Inputs Process Outputs Customers Software Vendor Enterprise-wide software installationCompany X documentation control processCentralized document repositoryCompany X internal employeesInformation Mapping VendorMethodology documentsMethodology for documenting policies, processes and proceduresCompany X internal customersExternal ConsultantsTraining on software, methodology, and SharePointTrained Process OwnerCompany XProcess OwnerTrainingOnboarded employeesCompany X employees
16Voice of the Customer Analysis Key Stakeholders SurveyedSWOT AnalysisCompany X’s internal customersDirector of OperationsDirector of SalesOperations SMESales SMEOrganizational TrainerControlled documentation processHigh-tech solutionConsultant expertise availableStrengthsCost: individual software licenses required to write documentsIntensive process to write document (not as simple as Word)WeaknessesOpening up new distribution centers w/SOP’sEmployee skill developmentOpportunitiesScared that leadership wouldn’t fully support the initiative, ongoingTiming of other projectsThreats
18Rough ROI AnalysisBy implementing this process, the organization will improve theiroperating efficiency,sales effectiveness,onboarding time, andquality controls.The organization is dedicating existing resources for this project, but a large investment will be necessary tobring in external consultants, andpurchase the required software licenses.The downstream benefits of improving the process are significantly higher than the initial investment of bringing in consultants and purchasing software. The benefits include:Decreased costs associated with downtime of looking for processesDecreased costs of training time for new employeesIncreased revenue for new distribution centers able to open (~$5 million/year)Increased customer satisfaction