Continuous Improvement Projects Tollgate Process MVA | 2017

Tollgate process – definition The Six Sigma DMAIC problem solving methodology is accomplished in five phases, or steps: Define, Measure, Analyze, Improve and Control. Between a combination of these phases or steps , a “tollgate” is used to control the problem solving process. Only when the sponsor of the project confirms that the team has successfully completed the previous phase(s) the project team passes the tollgate and moves to the next phase(s). At MVA, tollgates are deployed each after the “Define” and “Measure” phase; after the “Analyze” phase; and after the “Improve” and “Control” phase – for a combined 3 tollgates. MVA - 2017

The tollgate Review process Notes on the Tollgate Review Process Occurs at the end of each phase – Define & Measure; Improve & Control are combined to minimize number of meetings A tollgate package is presented by the team to the sponsor for phase approval The tollgate review should be a quick review of the project information (less than 30 minutes) Key participants are the sponsor and the team lead – team members and stakeholders are encouraged to participate DEFINE Define & Measure Tollgate MEASURE ANALYZE Analyze Tollgate IMPROVE Improve and Control Tollgate CONTROL MVA - 2017

The Tollgate documentation For tollgates to be consistent, the following documentation guideline should be used: The Tollgate Cover Sheet: Project name; Tollgate phase(s); Team lead; Date of tollgate Charter (latest update): Problem statement; Business impact; Goal; Scope; Schedule; Team Body of Work: key activities based on current phase(s) Conclusions: Summary of findings Project Risks / Lessons Learned: Risks related to project / implementation Next Steps: Next phase activities; Timeline / scheduling Tollgate Checklist: Key phase deliverables Tollgate Decision: Go; Conditional Go; No Go MVA - 2017

The Tollgate documentation The Tollgate Cover Sheet Project Name Tollgate Phase(s) Project Lead Date MVA - 2017

The Tollgate documentation The Charter (latest update) Problem Statement Business Impact Project Goal Project Scope Project Plan (Schedule) Team Members Core Team Extended Team Sponsor Stakeholders MVA - 2017

The Tollgate documentation Body of Work Define Phase Charter; SIPOC; VOC; etc. Measure Phase Process Map; Current Performance Data; etc. Analyze Phase Data Analysis; Root Cause Analysis; etc. Improve Phase Solution Selection; Risk Analysis; Pilot; etc. Control Phase Performance Metrics / Data; Updated Process Map; Documentation; Control Plan, etc. MVA - 2017

The Tollgate documentation Conclusions Summary of findings Project Risks Timeline; Implementation; Mitigation; etc. Lessons Learned Project team effectiveness Next Steps Next phase activities; Schedule MVA - 2017

The Tollgate documentation Tollgate Checklist For each tollgate phase, there is a checklist with key project deliverable (to be filled out by the team prior to the tollgate) The completed check list is presented to the project sponsor as part of the tollgate process (evidence of work done) MVA - 2017

The Tollgate documentation Tollgate Decision It is the sponsor’s decision to advance the project via the tollgate process Go: The sponsor feels comfortable that the project is on track and that the team should proceed Conditional Go: Team may proceed, but the sponsor is looking for more phase related information No Go: More work needs to be done before the team may proceed Note: A “No Go” is usually evidence, that the communication between the sponsor and the team lead / team has been compromised – there should never be surprises during the tollgate reviews MVA - 2017

General hints and tips Engage your sponsor weekly – keep the sponsor in the loop Set up a recurring meeting with your sponsor Schedule tollgates with the sponsor in advance (keep to 30 minutes) Don’t use tollgate scheduling as an excuse to slow the project down Don’t over-document the tollgate – use the guideline Use the “Tollgate Questions” as a guide – answer them MVA - 2017

define tollgate questions MVA - 2017

measure tollgate questions MVA - 2017

analyze tollgate questions MVA - 2017

improve tollgate questions MVA - 2017

control tollgate questions MVA - 2017