Lean Six Sigma DMAIC Methodology and Project Definition

Comprehensive practice flashcards covering the Lean Six Sigma DMAIC framework, project selection criteria, charter creation, team roles, elevator speech structure, and SIPOC mapping.

How do the stages of the DMAIC roadmap correspond to the Plan-Do-Check-Act (PDCA) cycle?

Define, Measure, and Analyze align with "PLAN"; Improve aligns with "DO – CHECK – ACT"; and Control focuses on standardizing, monitoring, and sustaining improvements.

What sequential steps are executed during the Improve phase of the DMAIC roadmap?

1. Create possible solutions for root causes
2. Select solutions
3. Develop improvement plan
4. Pilot plans
5. Implement plans
6. Measure results
7. Evaluate benefits

Which specific tools are utilized in the Define and Measure phases of the DMAIC Roadmap?

• Define: A3, DMAIC Milestone Timeline, Gemba/Waste Walk, Project Charter, SIPOC, Team Communication Plan, and VOC (Voice of the Customer).
• Measure: Baseline Data, Data Collection Plan, Risk Mitigation, Process Capability, and Process Map / Value Stream Map.

Which specific tools are utilized in the Analyze, Improve, and Control phases of the DMAIC Roadmap?

• Analyze: 5-Whys, Affinity Diagram, Cause-Effect Diagram/Fishbone, and Pareto Charts.
• Improve: 5S, Error Proofing, Impact/Effort Matrix, Implementation Plan, Action Plan / Gantt Chart, Communication, RACI Diagram, Standard Operating Procedures, and Visual Management.
• Control: Control Charts, Control Plan, Leader Standard Work, and Lessons Learned.

What four steps comprise the Practical and Statistical Application cycle?

1. Practical Problem (Practical Arena)
2. Statistical Problem (Statistical Arena)
3. Statistical Solution (Statistical Arena)
4. Practical Solution (Practical Arena)

How are the DMAIC phases grouped into Process Characterization versus Process Optimization?

• Process Characterization includes Define and Measure, focusing on the process, problems & symptoms, process outputs, and the response/dependent variable ($Y$).
• Process Optimization includes Analyze, Improve, and Control, focusing on independent variables ($X_i$), process inputs, the Vital Few determinants, causes, and the mathematical relationship ($\text{Goal: } Y = f(x_i)$).

What key evaluation questions must be asked when defining the project focus?

• What are you talking about and why?
• What is the business reason for choosing this problem?
• How does it tie to our Organizational Values?
• How does it align to our strategic priority or goals?
• Does it support improved safety and consistent delivery of best care?
• How does it impact our patients or colleagues?

Provide two process examples of the transfer function $Y = f(x_1, x_2, x_3, x_i)$.

1. $\text{Discharge Time} = f(\text{Rounding Time}, \text{Discharge Order}, \text{Order Processing}, \text{Patient Condition})$
2. $\text{Finance Close} = f(\text{Trial Balance}, \text{Accounts Applied}, \text{Sub Accounts}, \text{Credit Memos}, \text{Entry Mistakes})$

Which tools are used to increase potential causes ($X$'s), and which are used to reduce and prioritize them?

• Increase potential causes ($X$'s): Brainstorming and Process Mapping.
• Reduce & prioritize variables: Prioritization Matrix, Multi-voting, and Root Cause Analysis.

What characteristics define a "Just Do It" issue that does not require a full DMAIC project?

• Root cause and solution are known
• Small scope and within a single domain
• Stakeholder buy-in is not an issue
• Regulatory mandates

What situations indicate that a problem should NOT be pursued as a DMAIC project?

1. It qualifies as a "Just Do It"
2. Another group is already working on the issue
3. Bad timing (current process is soon changing or required resources are not available)
4. You are the ONLY one who thinks it is a problem

According to ISO 9001 Quality Management System Standards, what are the five determinants of project selection?

Alignment, Impact, Need, Ability, and Willingness.

How are Alignment, Impact, and Need defined as determinants of project selection?

• Alignment: Organization's mission, vision, values, and Key Results Areas.
• Impact: Greatest potential for improvement; frequency, duration, and complexity of the problem.
• Need: Degree of risk to patient, employee, or visitor; defined process is not working well.

How are Ability and Willingness defined as determinants of project selection under ISO 9001?

• Ability: Defined starting and end points of the process; number of functions, services, programs, or units involved; and data availability to understand the current state and track performance.
• Willingness: Customer input on the issue; effort, staff time, and associated cost; and staff and management commitment.

What are the primary goals and key outputs of the Define phase?

• Goals: Define project purpose and scope, discover Voice of the Customer (expectations), and learn the current process (Go to Gemba, document, collect baseline data).
• Outputs: Project Charter (initial draft), Macro Map (high-level process map), SIPOC, and A3 (initial version).

What are the key purposes of a Project Charter?

• Clarifies project expectations (all team member roles, key deliverables/goals/metrics, SMART objectives, alignment with organizational priorities, timelines)
• Identifies authority and resources
• Defines scope
• Forms a contract between management and the project team

What are the six core elements of a Project Charter?

1. Business Case: Justification for why the project is worthwhile pursuing.
2. Problem Statement: Description of the problem/opportunity, including magnitude ("big") and impact ("bad").
3. Scope: Focus, start/stop points, out-of-bounds boundaries, constraints, and time commitment.
4. Project Goals: SMART objectives (Specific, Measurable, Attainable, Relevant, Timebound).
5. Project Timeline: Phased milestones following DMAIC steps.
6. Team Roles: Leadership, Practitioner, and Team Roles.

What are the four project team roles in a DMAIC project and their associated Belt levels?

• Sponsor (Champion): Provides vision and direction, identifies projects, develops the charter, provides resources, overcomes barriers, ensures accountability (1–2 management levels above process owners).
• Team Leader (PI Facilitator): Assembles team, drives problem-solving and agenda, trained PI resource, reports back to sponsor (Black Belt).
• Process Owner: Responsible for sustaining gains and communicating to the area; active team member (Green Belt or Black Belt).
• Team Members: Main participants, subject matter experts, complete action items (Yellow Belt).

What guidelines govern the selection and composition of DMAIC team members?

• Team Size: $8\text{ -- }12$ is optimal.
• Team Make-up: Majority should be front-line staff.
• Who To Include: All key stakeholder groups represented.
• Diversity: Mix of styles and points of view.
• Engagement: Give people the choice to opt-out if possible.

What are the five essential components of an Elevator Speech?

1. Introduction
2. Problem
3. Solution
4. Value proposition
5. Call to Action

What are the five delivery approaches for an Elevator Speech?

• Short & Sweet
• Relatable over Reliable
• Savvy with the Statistics
• Comedic Twist
• Tell a Story

What does the SIPOC acronym stand for, and what does each element represent?

• Supplier: Person / organization that provides input to a process.
• Input: Resource that is added to a process by a supplier.
• Process: Series of steps where an input converts to an output.
• Output: Resource that is the result of an input.
• Customer: Person / organization that receives products or services.

How does creating a SIPOC process map help define a project?

• Brings the process view into the project (identifies related processes).
• Clarifies project scope and process boundaries.
• Lists customers and their requirements for outputs.
• Provides an initial understanding of critical inputs and who supplies them.