Project Chartering
DefineKaizenFacilitation
Objectives
Identify and document projectopportunities:Formulate Problem StatementLearnto develop “S.M.A.R.T.”ObjectivesObjectivelyidentify projectBenefits (financial and non-financial)Determine Team (Full-time and Support)Be aware of chartering pitfalls
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Chartering the Project
Using a simplified form of the Charter that your project is based on:Describe ideas in terms of:Current Situation - What is the problem/ opportunity?Objective - How do we measure success?Benefits - What value does it provide?Team Members - Who should be involved?
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Project Idea Form
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Objective:
Benefits:
Team Members:
Reduce/optimize/increase __________________________________________________________ (project y)from _________________________________________________________________________(current level)to ____________________________________________________________________________ (target level)for __________________________________________________________________________ (specific area)while reducing/increasing/holding constant______________________________________( constraining Y’s)
Current Situation:
Problem Statement
Opportunity / Problem Statement
What is the current situation?In a few brief sentences explain:What the opportunity isHow long it’s been occurringAny specifics that help narrow the scopeSpecific serviceSpecific shiftetc…
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Project Idea Form
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Objective:
Benefits:
Team Members:
Reduce/optimize/increase __________________________________________________________ (project y)from _________________________________________________________________________(current level)to ____________________________________________________________________________ (target level)for __________________________________________________________________________ (specific area)while reducing/increasing/holding constant______________________________________( constraining Y’s)
Current Situation:
Problem Statement
‘S.M.A.R.T.’
Objective Statement
Objective – How do we measure success?Gain insight into our current processesHow good is it (Baseline)?How good could it be if perfect (Entitlement)?What is limiting it from getting better?How can it be improved(Closing the Gap)?How much of the gap dowe want to close duringthis project (Goal)?
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Reduce/optimize/increase:(project Y)from(current value)to(goal level)for(specific area)while holdingconstant (constraints)
Project Metrics
What are the Right Metrics (Key Process Indicators)?Leverage SMART principles when identifying statementsS=SpecificM=MeasurableA=ActionableR=RealisticT=Time-bound
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Reduce/optimize/increase:(project Y)from(current value)to(goal level)for(specific area)while holdingconstant (constraints)
Objective Statement - Pitfalls
Boiling the OceanExample: Reduce labor hours by 15%Micro-FocusedExample: Reduce ink used by 2% at the two scaled in-gate pedestals for trouble ticketsSolution in MindExample: Reduce days to bill a vessel by implementing an automated systemToo Many MetricsExample: Increase net moves per hour, reduce labor cost, and improve crane cycle time in vessel operations
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Objective Statement - Examples
Would you accept these objective statements?Reduce maintenance response time from 10 hrs to 1 hrIncrease market share & reduce costs through increased customer satisfaction and improved efficienciesFix the AFE processDecrease overtime hours from 100 hours to 50 hoursRevamp the approved vendor list by placing controls and procedures for introduction of new vendors, and assurances of supplier qualificationsCreate a parts inventory system for the power shop to save 20% with auto-reordering min’s and max’s
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Project Idea Form
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Objective:
Benefits:
Team Members:
Reduce/optimize/increase __________________________________________________________ (project y)from _________________________________________________________________________(current level)to ____________________________________________________________________________ (target level)for __________________________________________________________________________ (specific area)while reducing/increasing/holding constant______________________________________( constraining Y’s)
Current Situation:
Problem Statement
‘S.M.A.R.T.’
What Value Does It Provide?
Document Benefits / Financial Assessment
This needs to be objectively defined, mathematical description (if possible) of how to calculate the business impact ($$$$)This must be accepted and supported by the Controller / CFOIf this is not defined well in the beginning of the project, you will struggling at the end to determine the financial impact
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Two Types of Savings
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$ Spent
“Hard” Savings: Savings that can be measured by a change in the bottom-line (EBITDA)
“Soft” Savings (Cost Avoidance): Savings that reduce or eliminate future spending of money without a change to the bottom-line
$ Spent
Project Idea Form
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Objective:
Benefits:
Team Members:
Reduce/optimize/increase __________________________________________________________ (project y)from _________________________________________________________________________(current level)to ____________________________________________________________________________ (target level)for __________________________________________________________________________ (specific area)while reducing/increasing/holding constant______________________________________( constraining Y’s)
Current Situation:
Problem Statement
‘S.M.A.R.T.’
What Value Does It Provide?
Who Should Be Involved?
Team Members
Carefully consider the Makeup of the Team and Who should be involved in this improvementeffortCore team members are those who will stick with the project from start to finish [full-time]An ideal team size is 3-5 peopleIdentify experts or other specialized people you’ll need for the project as extended team members (S.M.E.)Call on them for assistance as neededDo not forget the Process Owner and any other Key Stakeholders!
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Project Idea Form
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Objective:
Benefits:
Team Members:
Reduce/optimize/increase __________________________________________________________ (project y)from _________________________________________________________________________(current level)to ____________________________________________________________________________ (target level)for __________________________________________________________________________ (specific area)while reducing/increasing/holding constant______________________________________( constraining Y’s)
Current Situation:
Problem Statement
‘S.M.A.R.T.’
What Value Does It Provide?
Who Should Be Involved?
Project Review Questions
Does charter state what the project is trying to accomplish, in measurable terms?Is the project worth doing?What’s probability of success?Whathappens if the project fails?Does it fit withinthebusinessinitiatives?Is this a customer-oriented project?Is it properly scoped? (Boiling the ocean or right sized?)What are the specific goals of the project?Who owns the process?Can we get benchmark information? If so, where?What resources are available in the team?What is the actual process we are working to improve?
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Review
Complete project definition is critical to successClearly document theproblem and projectobjectivesObjectively measure project benefits and resultsEnsure the right people are on the teamReview and understand chartering pitfalls and how they can affect the success of your project
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Notes
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Notes
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