What is a Tollgate Review Template

What is a Tollgate Review Template • This template includes format for slides recommended to constitute the main body of the Tollgate review presentation • Depending on nature and complexity of the DMAIC project phase, some of these slides might not be presented • Other slides may be generated/added to best address special situations and issues facing the project • The content of the brief is at the discretion of the Project Green Belt or Black Belt project leader • Utilize (Edit>Notes View) for instructions/tips/tricks on each slide The intent of these project tollgate review templates are: • Standardizes the project presentations for Tollgate reviews, including, slide order, phase & tollgate deliverables • Provides example (frame of reference) for the tool presentation and expected phase deliverables • Contains above 80% of the expected slides to be presented for Tollgate reviews to increase GB/BB productivity in that they spend less time developing slide format and presentation and more on project deliverables • Notes section can be used for further explanations and instructions on tools and applicable usage increasing the learning process cycle

Lean Six Sigma<Project Title> <Green Belt or Black Belt Name> Project Initiation Date: <DD/MM/YY> Define Tollgate Date: <DD/MM/YY>

Lean Six Sigma DMAIC Improvement Process Road Map Identify and Implement Quick Improvements with R.I.E R.I.E, 5S, NVA Analysis, Generic Pull Systems, Four Step Rapid Setup Method Define Measure Analyze Improve Control Activities Tools • Review Project Charter • Validate High-Level Value Stream Map and Scope • Validate Voice of the Customer and Voice of the Business • Validate Problem Statement and Goals • Coordinate Potential IT implications • Validate Financial Benefits • Create Communication Plan • Select and Launch Team • Develop Project Schedule • Complete Define Tollgate • Risk Mitigation Plan • Project Charter • Voice of the Customer and Kano Analysis • SIPOC Map • Project Valuation/ROIC Analysis Tools • RACI and Quad Charts • Stakeholder Analysis • Communication Plan • Effective Meeting Tools • Inquiry and Advocacy Skills • Time Lines, Milestones, and Gantt Charting • Pareto Analysis

Description Delete this Note prior to Define Tollgate – Business Impact statement is also useful here as it should emphasize why it is important to do this project now. Acronyms are not recommended. • Describe the project in non-technical terms. • Define the project’s scope and boundaries (locations, products, operations, etc) • Is the scope reasonable? • Have key constraints and key assumptions been identified? Where are you feeling the pain?

Project Charter Delete this Note prior to Define Tollgate – Update Charter Problem/Goal Statement Business Impact Problem: Describe problem in plain English using non-technical terms • Statement should explain why project is important; why working on it is a priority Scope: Goal: Goals should communicate “before” and “after” conditions • Shift mean, variance, or both? • Should impact cost, time, quality dimensions • Express goals using SMART criteria • Specific, Measurable, Attainable, Resource Requirements, Time Boundaries • Explain leverage and strategic implications (if any) • State financial impact of project • Expenses • Investments (inventory, capital, accounts receivable ) • Revenues • Separate “hard” from “soft” dollars (Cost Reduction, Revenue Generation, Non-Quantifiable Benefits) • State financial impact of leverage opportunities (future projects) • Update the file “Financial Benefits in the financial template” Core Team Tollgate Review Schedule TollgateScheduledRevisedComplete Define: 01/18/07 - XX/XX/09 Measure: 02/14/07 XX/XX/07 XX/XX/09 Analyze: 02/28/07 XX/XX/07 XX/XX/09 Improve: 03/22/07 XX/XX/07 XX/XX/09 Control: 04/16/07 XX/XX/07 XX/XX/09 • PES Name Project Executive Sponsor (if different from PS) • PS Name Project Sponsor/Process Owner • GB/BB Name Green Belt or Black Belt Project Leader • MBB Name Master Black Belt Core Team Role % Contrib. LSS Training • Team Member 1 SME XX AT (Awareness Training) • Team Member 2 TM XX GB • Team Member 3 SME XX PS (Project Sponsor) • Team Member 4 SME XX AT Training Scheduled Extended Team • Team Member 1 Finance XX Not Trained • Team Member 2 IT XX Not Trained • Review high-level schedule milestones here: • Phase Completions • Tollgate Reviews • Trials

SIPOC Map Delete this Note prior to Define Tollgate – Update SIPOC Suppliers Inputs Process Outputs Customers Start Step1 Step 2 Step 3 Step 4 • ? • ? • ? • ? • ? • ? • ? • ? • ? • ? • ? • ? Stop Step 8 Step 7 Step 6 Step 5 VOC/VOB Input Metrics Process Metrics Output Metrics • ? • ? • ? • ? • ? • ? • ? • ? • ? Quality • ? • ? • ? • ? • ? • ? • ? • ? • ? Speed • ? • ? • ? • ? • ? • ? Cost • ? • ? • ?

MGPP Delete this Note prior to Define Tollgate – Optional Item –Update with MGPP if used on your project, else delete this slide

Voice of the Customer (VOC/VOB) Delete this Note prior to Define Tollgate – Update VOC/VOB • Address VOC or VOB speaking points here

Team Selection/Launch The core team should represent the key stakeholders identified in the previous slide. For a BB project, if more than 4-5 core team members, then scope is likely too large. For a GB project, if more than 2-3 core team members, then scope is likely too large. Include discussion of activities planned or conducted to get the team organized, trained, and focused on the project. Finally, be sure to include an estimated % of his/her time this team member will be expected to contribute to project work. This % should reflect attending team meetings, tollgates, gathering data, and completing assigned project action items. Project Sponsor/Champion: Green Belt/Black Belt: Master Black Belt:

High-Level Swim Lane Process Map Notify HR of employee exit date Note: Steps in blue shapes are non-value added steps Client Mgr Delete this Note prior to Define Tollgate – This is an Optional Item – Detailed Process Mapping will be Done in the Measure Phase. This is an example of a swim lane diagram: Oval shapes – Start/Stop of process Diamonds – Decision points Rectangles – process steps Half-Moon – Delay/Queue Time Form require approval? Places information into HR database Sends exit date to IT, telecom & facilities Avg. Delay 2 days Re-verifies with mgr on employee’s exit status no Client HR Yes Avg. Delay 2 days Avg. Delay 2 days Secure approval(s) Sends Email to Admin Sends Email to NT Admin Client IT Contact Admin closes ticket and manager notified Create ticket if request coming directly from client Utilize e-mail vendor’s web tool to submit delete request to vendor ITS NT Admin Avg.Delay 1 day Generates IT ticket & forwards to NT Admin Avg. Delay 1 day Admin Avg.Delay 4 days Mark request as completed on admin web site Delete account Email Vendor

Stakeholder Analysis As examples, a high impact, high influence actor with a negative attitude would have a score of -27 (3 x 3 x -3) and a medium impact, medium influence actor with a positive attitude would have a score of +12 (2 x 2 x 3). Fore more details, refer to PS Seq. No. LD01038. Stakeholder Name/Group Project Impact On Stakeholder (H, M, L) Stakeholder Level of Influence on Success of Project (H,M,L) Stakeholder’s Current Attitude Toward Project ( +, 0, - ) Explanation of Current Stakeholder Attitude (list) Stakeholder Score (H=3, M=2, L=1, +=3, 0=1, -=-3) Action Plan For Stakeholder

Risk Analysis Delete this Note prior to Define Tollgate – Update Risk Analysis of Project success • Address Risk speaking points here • Be sure to include the risk of potential IT solutions and mitigation plans (I.e., work-arounds), if any • Project Scope (Performance) • Risk: Current scope of process is very large with multiple sub-processes. Team unlikely to be able to complete DMAIC process on currently defined scope. • Mitigation Plan: Team will scope this out of the process according to the following plan: • Complete process mapping • Reduce scope to Critical Path • Based on data, reduce scope to parts of process that most affect PCT within control of the Project Team. • Consequence: If mitigation plan is unacceptable, team unlikely to be successful. • Data Availability (Schedule) • Risk: Process tracking which shows enough critical process time information in some stages of the process may not be available. • Mitigation: TBD • Consequence: May have to spend 1-2 weeks to collect enough data to be statistically significant. 5 4 Likelihood 3 • Contractor Process Mapping (Performance) • Risk: Contractor Process impact on cycle time could be high. Team has no control over getting information from the contractor and may not be able to get verifiable information level in the time available. • Mitigation Plan: Team will scope this out of the process. • Consequence: 1 week lost time on project 2 • Personnel Availability (Schedule) • Risk: Team Members have multiple schedule conflicts during Month of March. Lack of team member availability and participation on team could slow data collection during MEASURE phase. • Mitigation: TBD • Consequence: May have to delay MEASURE Tollgate 1 1 2 3 4 5 Consequence • Process Mapping (Schedule) • Risk: Very large process to map. Team may not have time to define sufficient level in the time available. • Mitigation Plan: Scope to the “critical few” process paths • Consequence: 1-2 week slide in schedule

Communication Plan Audience Media Purpose Topics of Discussion/ Key Messages Owner Frequency Notes/Status Delete this Note prior to Define Tollgate – Update communication plan

RACI Chart Delete this Note prior to Define Tollgate Optional Item – Usually More Applicable for Future Activities (e.g. Solution Implementation) – Update RACI Chart

Business Impact Delete this note once slide edits are complete – Update Projected Project Benefits (Include calculations). • State financial impact of project • Expenses • Investments (inventory, capital, A/R) • Revenues • Separate “hard” from “soft” dollars • State financial impact of future project leverage opportunities • Update the file “Financial Benefits in the financial template”

Current Status Delete this Note prior to Define Tollgate – Update Current Status • Key actions completed • Issues • Lessons learned • Communications, team building, organizational activities

Next Steps Delete this Note prior to Define Tollgate – Update Next Steps Planned • Key actions • Planned Six Sigma Tool use • Questions to answer • Barrier/risk mitigation activities

Define Tollgate Checklist Stop Tollgate Review Has the team defined the opportunity from both business and customer perspectives? • Has the project been chosen because it is in alignment with Postal Service goals and the strategic direction of the ‘business’? • What is the problem statement – detailing (what) is the problem, (when) was the problem first seen, (where) was is it seen, and what is the (magnitude or extent) of the problem. Is the problem measured in terms of Quality, Cycle Time or Cost Efficiency, not expected financial benefits? Ensure there is no mention or assumptions about causes and solutions. • Does a goal statement exist that defines the results expected to be achieved by the process, with reasonable and measurable targets? Is the goal developed for the “what” in the problem statement, thus measured in terms of Quality, Cycle Time or Cost Efficiency? • Does a financial business case exist, explaining the potential impact (i.e. measured in dollars) of the project on the Postal Service, Major Commands, Subordinate Commands, Budgets, Net Operating Results, etc.? • Is the project scope reasonable? Have constraints and key assumptions been identified? Have IT implications been addressed and coordinated with IT managers? • Who is on the team? Are they the right resources and has their required time commitment to the project been confirmed by your local Command and Team? • What is the high level workplan? What are the key milestones (i.e. dates of tollgate reviews for DMAIC projects)? • Who are the customers for this process? What are their requirements? Are they measurable? How were the requirements determined? • Who are the key stakeholders? How will they be involved in the project? How will progress be communicated to them? Do they agree to the project? • What kinds of barriers/obstacles will need assistance to be removed? Has the development of a risk mitigation plan to deal with the identified risks been developed? Key Deliverables: • SIPOC • Process Map and/or Value Stream Map • Communication Plan • Validated Project Charter • Initial Workplan • Risk Mitigation Plan • Green Belt/Black Belt Actions: • Deliverables Uploaded in the financial template • Deliverables Inserted into the Project “Notebook” (see Deployment Director)

Sign Off Enter Name Here Green Belt/Black Belt Enter Name Here Sponsor / Process Owner Enter Name Here Finance Representative Enter Name Here Champion Enter Name Here Master Black Belt Delete this Note prior to Define Tollgate – Update Project Signoff that project is closed and transition to Process Owner is complete • I Concur that the Define phase was successfully completed on XX/XX/09 • I concur the project is ready to proceed to next phase: Measure

Deployment Champion, Project Sponsor, Leadership Team Activities Stakeholder Analysis Create Communication Plan Ÿ Communication Ÿ Stakeholder Plan Matrix Analysis Template SIPOC Validated Project Charter Validate Financial Benefits Ÿ Storyboard Ÿ Project Selection Ÿ Corporate Goals & Ÿ Project Charter Ÿ SIPOC Map Ÿ Team Ground Rules Ÿ Benefit Type (1,2,3) Ÿ Project Grid Objectives Ÿ SIPOC Map Ÿ Customer Surveys, & Guidelines Ÿ Benefit Category Presentation Ÿ Analytical Hierarchy Ÿ Gap Analysis Ÿ Process Mapping Interviews, Focus Ÿ Project Plan/Gantt (Revenue Increase, Ÿ Project Tracking Process (AHP) Ÿ Pareto Analysis Ÿ Swim Lane Map Groups Chart Cost Reduction, System (PTS) Ÿ Black Belt Ÿ Top-Down Project Ÿ Value Stream Map Ÿ Listening Posts Ÿ RACI & Quad Charts Asset Reduction) Assignment Matrix Identification Ÿ Non Value-Added Ÿ Existing Customer Ÿ Effective Meeting Ÿ Economic Profit Ÿ Bottoms-up Project Analysis Data and Facilitation Skills Calculation Identification Ÿ Multi-Generational Ÿ KANO Analysis Ÿ Project Selection Matrix Project Planning Ÿ QFD Ÿ Project Charter (MGPP) Ÿ Operational Metrics Ÿ Value Stream Mapping (Quality, Speed, Cost) Ÿ Financial Analysis Tools Ÿ Multi-Generational Project Planning (MGPP) Ÿ Risk Mitigation Spreadsheet DMAIC Methodology - Define Communication Plan Identify Stakeholders & Complete Stakeholder Initial Project Charter Analysis Value Stream Map(s) (High Level) Critical Customer & Business Requirements Updated Project Entered/ Initial (CCR’s & CBR’s) Charter Updated In Project Workplan in PTS Tracking System (PTS) DC/Project Review Project Validate Voice of Select and DC/PS/Leadership Sponsor/ Charter, Validate the Customer Validate Problem Conduct Project Launch Team, Conduct 'Define' Leadership High-Level Value (VOC) and Voice Statement and Identification & Develop Project Tollgate Review Choose Project & Stream Map & of the Business Goals Selection Process Schedule Assign Black Belt Scope (VOB) Risk Mitigation Plan Evaluate Project Risk & Create Risk Management Plan

What is a Tollgate Review Template