1. Project Chartering & Approval Process
Proj. Chap.
Functional Cham.
Black Belt
Financial Analyst
Steering Committee
Oversight Committee *
Who
Functional Champ.
Black Belts
Proj. Champs.
Sr. Leaders
Other IKON Staff
Steering Committee
Proj. Chap.
Functional Cham.
Financial Analyst
Oversight Committee*
Proj. Chap.
Functional Cham.
Black Belt
Financial Analyst
Steering Committee
Proj. Chap.
Functional Cham.
Black Belt
Financial Analyst
Steering Committee
Proj. Chap.
Functional Cham.
Black Belt
Financial Analyst
Inputs
Draft
Charters
Project
Approval
DMAIC
Closure
Completed
What
Y=f(x)
Existing Projects
Business Planning
Project Description:
Problem Statement
Objective
Scope
Project Benefits
Defect Definition
Project Metric
Financials
Baseline & Forecast
Benefits & Cost
By Category
Team Members
Etc. – See project charter
Project Description:
Problem Statement
Objective
Scope
Project Benefits
Defect Definition
Project Metric
Financials
Baseline & Forecast
Benefits & Cost
By Category
Team Members
Etc. – See project charter
Phase updates
Project Management
Tasks
Status
Amendments:
Scope
Cancellations
Benefits
Measurements
Review & Validation of results
Operational
Financial (Forecast & Actuals)
Control Plan
Approvals required
Monitor, Review & Validation of results
Operational
Financial (Forecast & Actuals)
Control Plan
Project Champion
Financial Analyst
Steering Committee
Project Champion
Steering Committee
Project Champion
Financial Analyst
Steering Committee
Project Champion
Financial Analyst
Steering Committee
Project Champion
Approval

2. Project Charter Document Control Directory Structure
Shared
Network
Drive
A Sub-Directory is created for each project based on the Project Number.
Individual files are stored in the Project Sub-Directory.
As projects move through the approval stages & project phases, the documents are moved to the appropriate Directory.
Copies of project documents are kept in restricted directories as the Steering Committee approves them
D-M-A-I-C
Completed
In Development
Approved - Define
Approved - Completed
0703-O-023
0703-O-023.xls
0703-S-005
0703-S-005.xls
0703-O-001
0703-O-001.xls
Data
Contacts
0703-S-001
0703-S-001.xls
0703-O-002
0703-O-002.xls
0703-O xls
0703-O-008
0703-O-008.xls
0703-O-008
0703-O-008.xls
Data
Contacts
0703-S-001
0703-S-001.xls
0703-O-002
0703-O-002.xls
0703-O xls
0703-O-001
0703-O-001.xls
Team Members
Process Flow
0703-O-001
0703-O-001.xls
Team Members
Process Flow
0703-O-008-1
Month
Year
Cluster
Sequential
Project #
Amendment
(if applicable)
Project Numbering:
Directory
File
Key:
Restricted Directory

3. Project Charter Approval – Document Control
Shared
Network
Drive
In Development
D-M-A-I-C
Completed
Approved - Completed
Approved - Define
Proj. Champ.
Store charters on shared drive when ready for Steering Committee approval
Administrator
Steering
Committee
Administrator scans & stores original in “Completed” directory and a copy of charter & signatures in restricted “Approved – Control” directory
Steering
Committee
Steering Committee Approves completed projects by signing Charter document
Administrator
Black Belt
Steering Committee Approves proposed projects by signing Charter document
Administrator scans & stores original in “DMAIC” directory and a copy of charter & signatures in restricted “Approved – Define” directory
During DMAIC process, Black Belt provides weekly updates to project status, manages through project phases.
Presents completed project to Steering Committee for approval at end of Control phase

4. Project Charter Amendment Process
Shared
Network
Drive
In Development
D-M-A-I-C
Completed
Approved - Completed
Approved - Define
NOTE: Projects with changes in scope, ownership, or ± 10% in Financial Benefits must follow these amendment procedures
Administrator scans & stores original in “DMAIC” directory and a copy of charter & signatures in restricted “Approved – Define” directory. Amended document file names are stored with a “-” followed by the amendment #
Proj. Champ.
Works with Black Belt to document need for amendment to project. Uses “Amendment” tab in Excel Template to record need for change, scope impact. Modify charter template as required.
Presents Project amendments to Steering Committee for review/approval.
Administrator
Steering
Committee
Steering Committee Approves amendment by signing Charter document

5. Project Charter Completed-Monitoring Process
Shared
Network
Drive
In Development
D-M-A-I-C
Completed
Approved - Completed
Approved - Define
NOTE:
Project Champions take control & responsibility for “Completed” projects.
Project Champions monitor & manage process, record process performance & Financial Benefits each month.
Projects with changes in scope, ownership, or ± 10% in Financial Benefits must follow these amendment procedures
Process is reviewed during Operations reviews, Internal Audits, as appropriate
Proj. Champ.
Monitors ongoing process, manages Control Plan.
Records “Actual” benefits on monthly basis, updates Forecast as necessary
Presents Project amendments to Steering Committee for review/approval.
Steering
Committee
Administrator scans & stores original in “Completed” directory and a copy of charter & signatures in restricted “Approved – Completed” directory. Amended document file names are stored with a “-” followed by the amendment #
Administrator
Steering Committee Approves amendment by signing Charter document

6. Project Example “Charter” Tab Page 1 – Correct
1. Enter Project “Header” Information
2. Document Team Member Information
3. Complete basic Project Charter Information including:
Project Statement
Project Objective
Project Benefits
Project Metric “Y”
Defect Definition
Note: A Project Charter Date Can NOT Be Entered Until The Steering Committee Has Approved The Project

7. Project Example “Charter” Tab Page 2 – Correct
1. Header Information automatically populates from the previous page
2. Do NOT enter information in Financial Summary section, as these fields will populate from other Worksheet Tabs
3. ALWAYS consider the potential LEVERAGABILITY of the project, to identify additional financial opportunities including:
Upstream Savings
Downstream Impact
Replication Opportunities
Cross-sales Potential
Etc.
4. After documenting the leveragability potential, estimate the value in dollars
Note: All Amounts Should Be Stated In Thousands Of U.S. Dollars $(000s)

8. Project Example “Benefits” Tab
The “Benefits” Tab is used to characterize the cost savings opportunity represented by the Six Sigma Project.
During the Project Selection process, the Project Champion will forecast the project’s potential.
As the Black Belt conducts the project, original benefit forecasts should be validated at the end of each of the DMAIC Phases. If benefits change, revised amounts must be presented to the Steering Committee for approval.

9. Project Example “Benefits” Tab
1. Enter Baseline Period (preferably a Fiscal Year)
2. Enter Baseline Amounts (in this category, enter the entire amount to be realized during the Baseline Period – doing so ensures that benefits will tie back to an amount on the General Ledger)
NOTE: DO NOT ENTER data into white cells – white cells automatically tally information from monthly details to the right (See item 3)
3. Enter an estimate (Forecast) of the portion of the benefit to be realized each month – add “Comments” to these cells to explain calculations
Note: All amounts should be stated in thousands of U.S. dollars $(000s)
Add “Comments” to cells to clarify sources of data, calculations, assumptions, etc.

10. Project Example “ROI” Tab
The “ROI” Tab is used to analyze the benefits of the project relative to the incremental costs of implementing the solution.
The “ROI” Tab should be updated by the Black Belt and Project Champion during the Improve Phase.

11. Project Example “ROI” Tab
1. Header Information will automatically populate from page one of the Charter Tab
2. “Benefits” information will automatically populate form the Benefits Tab
NOTE: DO NOT ENTER data into white cells – white cells automatically tally information from monthly details to the right (See item 3)
3. Enter estimates (Forecast) of project costs for each month. Add “Comments” to cells to help explain calculations.
ONLY record “incremental” costs of the project.
Do NOT include the costs of Black Belts, salaried employees, T&E expense associated with conducting the project, etc.
Note: All amounts should be stated in thousands of U.S. dollars $(000s)

12. Project Example “Amendment” Tab
During the course of a Six Sigma DMAIC project, some of the initial assumptions might require revision as new details are learned.
If aspects of the project change, especially forecasted benefits, the “Amendment” Tab should be used to document the revisions.
All changes to the project are subject to review and approval by the Steering Committee.
The “Amendment” Tab can duplicated in the workbook if more than one “Amendment” is required.

13. Project Example “Amendment” Tab
1. Indicate the date this amendment was approved by the Steering Committee
2. Provide an explanation of the reason for this amendment to the Project Charter. Consider and include as appropriate:
Changes to Business Conditions
Requested Changes to Measurement basis
Project Scope Changes
Adjustments in Expected Benefits
Revisions to Implementation Costs
Etc.
4. Steering Committee members names, contact information and dates each approves this amendment.
3. Indicate any changes to the financial benefits as a result of this amendment. In the “Most Recent” column indicate the expected benefits prior to this amendment request. In the “Amended” column, indicate the expected financial benefit if and after this amendment is approved.
NOTE: All amounts are in thousands of U.S. Dollars $(000s)
Note: Duplicate the “Amendment” worksheet in the workbook if multiple amendments are required