1. Items Required for Process Hand-off
Signature of Receipt
One-page Summary of Project:
Problem Statement (most current)
Project Objective (relative to Problem Statement)
Defect Definition
Overview of project findings
Process Improvements implemented
Results of the pilot
Financial Benefits
Process Maps:
Original process map (historical “As Is”)
Map of improved process
Process Communication Plan
How process improvements will be communicated
Who receives communication
What is communication
How understanding will be validated
Control Plan
Standard Operating Procedures
Written procedures by process step
Specification Limits
Input/Output Requirements (if applicable)
Written summary of Control Strategy
What aspects of the process will be controlled
What control mechanisms will be implemented
Review process (what to look for – what constitutes out-of-control)
Data Collection (if applicable)
What data will be collected
Sampling Plan | Sub-groups
Mitigation/Reaction Plans
Who does what, when
Audit Plan
Frequency of process audits
Who conducts the audit
Training Plan
Update Employee Training
Update New-Employee Training
Employee Cross-training (associated process)
Process Owner/Client
Project Champion
Date:
Process Owner/Client
Project Champion
Date:
Process Owner/Client
Date:
Date:
Project Champion
Process Owner/Client
Project Champion
Date:

2. Project Evidence Book – Required Elements
Hand-off and Close-out Contract:
Process Owner Signature (accepting ongoing responsibility)
Project Champion Signature (process objectives were achieved)
Master Black Belt Signature (tools and methodology properly applied to support conclusions)
Finance Analyst Signature (project has/will produced anticipated financial benefits)
Steering Committee Project Approve-to-Close Contract*
*Represents final sign-off – outcome of Steering Committee Review
Copy of “One-page Summary of Project”:
Problem Statement (most current)
Project Objective (relative to Problem Statement)
Defect Definition
Overview of project findings
Process Improvements implemented
Results of the pilot
Financial Benefits
Final Project Presentation:
Includes summary of work/outcomes of each DMAIC Phase
“Tells the story of the project”
Project Work:
Data files
Baseline Data
Analysis Data (sectioned by phases of DMAIC or steps of the 12 Step Breakthrough Strategy)
Proof Data (demonstrating process improvement)
Work files
Relevant tool output
Project Documentation
Final Project Plan
Final Project Evaluation
Process Documentation
Contact Lists (FC, FA, PC, MBB, BB, Team Members, Project Contributors – name, phone, )
Standard Operating Procedures
Process Education/Communication Plan
Control Plan
Project Impact Summary
List of potential leveragability opportunities
List of future projects discovered during this project
List of potential Green Belts / Black Belts to be considered based on work related to this project
Evidence Book approved, required elements included and project is ready for close-out session:
Black Belt Sign-off :_____________________________________________________ Date: ______________________
MBB Sign-off: _________________________________________________________ Date: ______________________

3. Project Proposal Submitted By: _________________________
Date: _____________________________
Problem Statement (description of the problem)
Definition of Defeat (what is the outcome of this problem)
Metrics (how are the level of defeats measured)
Project Objective (what does a defeat-free process look like)
Benefits (potential cost savings or revenue enhancement resulting from a defeat-free process)

4. Process Hand-off – Contract
Project Number _____________________________ Project Name __________________________
Date:______________________________
The Black Belt assigned to this project has reviewed the process improvements with me. The Black Belt has also reviewed process controls with me and I understand all aspects of the Control Plan.
As of the date of this document, I am accepting responsibility for maintaining improved process performance levels and have an understanding regarding steps to take should process performance drop below prescribed levels.
________________________________
Process Owner/Client
Black Belt: __________________________________
Project Champion: ____________________________
Master Black Belt: _____________________________
Date:
Functional Champion Sign-off
__________________________________
Date:
Date:
Date:

5. Project Closeout Benefits Validation
Project Number:
Date: ______ / ______ / ______
Project Title: _Working Capital - > 90 Day Delinquency ________________________________________________________
Items To Review 
Comments
Original Project Estimates (Define Phase)
$3.6M reduction in accounts receivable aged greater than 90 days. This reduction would save IKON $288k in interest expense due to increased cash flow.
Project Report-Out (BB Presentation)
Control Phase & Control Plan
The process owner will review the aging to control the amount of items rolling over 90 days.
Baseline measurements reviewed
The baseline measurement comes from a 4 month average ending July This 4 month average as of July 2003 is $5.1M
Demonstration of improved process performance
To be determined yet.
Demonstration of improved Financial Performance
To be determined yet
Total (annualized) benefits $(000): ___TBD______________________
Benefits first realized (MM/YY): __TBD___ / _TBD____
Recurring nature of benefits: _within the first year of AR reduction__
(one-time, less than one year, annual, etc.)
If Benefits are recurring,
expected useful life of process: ____________ Months
Where are benefits realized? (Business, Department, Cost Center, etc.): _Corporate – Treasury (if this is where IKON’s interest expense resides)____________________
Which accounts numbers reflect benefits? : __Interest Expense________________________________________________________
Finance Analyst ______________________________ Date: _____________
Project Champion ______________________________ Date: _____________
Black Belt ______________________________ Date: _____________
Benefits Validated & APPROVED
NOT APPROVED / Follow-Up Required
Who
Due Date
Description of Action Required 1.
Heath Peacock
March 2004
AR aging showing the reduction of $3.6M in items greater than 90 days 2. 3. 4.
If project benefits are “NOT APPROVED”, indicate action items required to satisfy validation, schedule follow-up validation meeting.
Black Belt to include a copy of this form within project documentation / Evidence Book.
If Project Benefits Validated & APPROVED, Black Belt should schedule follow-up audit for approximately 90 days from validation and approval date.

6. Steering Committee Project Approve-to-Close – Contract
Project Number _____________________________ Project Name __________________________
Date:______________________________
As of this date, the Six Sigma Steering Committee has reviewed approvals to close this project as well as final project documentation.
Based on these approvals and documentation, the Six Sigma Steering Committee approves this project to “Closed” status.
Steering Committee Member #1 ________________________________________________
Steering Committee Member #2 ________________________________________________
Steering Committee Member #3 ________________________________________________
Steering Committee Member #4 ________________________________________________
Steering Committee Member #5 ________________________________________________
Steering Committee Member #6 ________________________________________________
Steering Committee Member #7 ________________________________________________
Steering Committee Member #8 ________________________________________________
Six Sigma Academy Representative ______________________________________________
Date:
Date:
Date:
Date:
Date:
Date:
Date:
Date:
Date:

7. PREPARATION STEPS
APPROVAL STEPS