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Black Belt
Define
Tollgate Briefing

Project Name
DEPMS Project Number

Name of Belt
Organization
Date
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Define Tollgate Requirements

NG CPI BLACK BELT TOLLGATE REQUIREMENTS
PROJECT DELIVERABLES NGB COMMENTS
DEFINE
Problem Statement Mandatory Part of project charter
Goal Statement Mandatory Part of project charter
Project Scope Mandatory Part of project charter
Project Timeline Mandatory
Project Sponsor and Core Team Mandatory
Process Map (High Level) / SIPOC Mandatory
Voice of Customer / Voice of Business Analysis Mandatory
Replication Check / Benchmarking Mandatory Was it done before?
Strategic Alignment Cross Check Mandatory Is it important to org?
Communication Plan Mandatory For team/stakeholders
Stakeholder Analysis Recommended Use to develop comm plan
Storyboard / A3 Mandatory 1-page proj summary
Barriers/Issues/Risks Mandatory
Quick Wins Recommended
Lessons Learned Optional

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Define Tollgate Templates

NOTE: THIS IS A TEMPLATE FOR ALL NG CPI BELTS

NG has developed this template as a basic format with standard deliverables to

help guide NG CPI belts through the NG tollgate requirements for certification.
It is recognized that each project is unique and has unique deliverables with
unique flows. Therefore, this format does not have to be followed exactly to the
letter of the law for your project.

(DELETE THIS SLIDE FOR YOUR PROJECT)

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Charter and Timeline

Team Members
Name Role Affiliation DACI
Black Belt Driver
Master Black Belt Driver
Take away
Project Sponsor Approver
message goes
Process Owner Approver
here
Project Charter (impact of
Problem problem)
Statement:
Business Case:

Project Timeline
Goal Statement:
Phase Start Stop Status
Unit: Define mm/dd/yy mm/dd/yy
Defect: Measure mm/dd/yy mm/dd/yy
Customer Analyze mm/dd/yy mm/dd/yy
Specifications:
Improve mm/dd/yy mm/dd/yy
Process Start:
Control mm/dd/yy mm/dd/yy
Process Stop:
4
Scope:
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Cross Functional Team

Team Members
Name Role Affiliation DACI
Black Belt Driver
Master Black Belt Driver
Project Sponsor Approver
Process Owner Approver
Contributor
Contributor
Contributor
Contributor
Inform
Inform
Inform
Inform

5
Required Deliverable
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Replication Check
I confirm that:
 DEPMS (DoD Enterprise Performance Management System) has been
searched for similar projects: Yes / No

 Replication: List relevant initiatives / potential replication projects

found (if any):
• Project 1: (DEPMS # or other tracking tool project number)
• Project 2:

 Collaboration: Identify organizations that can/should be considered for

working this project collaboratively:
• Organization 1:
• Organization 2: 6
Required Deliverable
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Strategic Alignment
The Define Tollgate requires a linkage to organizational strategy.

 Include an organizational metric/metrics for which your project will

help improve
 Refer to your organization’s Strategic Plan and/or other referenced
documents

7
Required Deliverable
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Business Impact
 Insert as much information as possible about the potential operational
and/or financial benefits
 Include any assumptions upon which these estimates are based

Example: Operational benefits – This project is expected to reduce PLT

by 35%, improve SQL from 1.2 to 3.0, save 20 man hours per shift

Example: Financial benefits – This project is expected to save $xx in FYxx

8
Required Deliverable
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High-Level Process Map (SIPOC)

Suppliers Inputs Process Outputs Customers

Measurable Y:
9
Required Deliverable
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Voice of Customer / Voice of Business

Critical Customer
Voice of the Key Customer Issue(s) Requirement
Customer /
What does the customer want from us? What does the customer want from us? We should summarize key issues and
We need to identify the issue(s) that translate them into specific and measurable
prevent us from satisfying our requirements
customers.

CriticalBusiness
Voice of the Key Process Issue(s)
Requirement
Business
What does the business want/need from us? What does the business want/need from We should summarize key issues and
us? We need to identify the issue(s) translate them into specific and measurable
that prevent us from meeting strategic requirements
goals/missions.

10
Required Deliverable
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Stakeholder Analysis
Stakeholder Explanation of
Stakeholder’s Stakeholder
Project Impact Level of Current Action Plan
Stakeholder Current Attitude Score
On Stakeholder Influence on Stakeholder For
Name/Group Toward Project (H=3, M=2, L=1,
(H, M, L) Success of Attitude Stakeholder
( +, 0, - ) +=3, 0=1, -=-3)
Project (H,M,L) (list)

Recommended Deliverable 11

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Communication Plan
Topics of
Audience Media Purpose Discussion/ Owner Frequency Notes/Status
Key Messages

12
Required Deliverable
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Project Barriers/Issues/Risks
 Barriers

 Issues

 Risks

Required Deliverable
13

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Project Risk Analysis – Example

 Address Risk speaking points here
 Be sure to include the risk of potential IT solutions and mitigation plans (I.e., work-
arounds), if any
• Data Availability (Schedule) Low Risk Medium Risk High Risk •Project Scope (Performance)
• Risk: Process tracking which shows enough •Risk: Current scope of process is very large with
critical process time information in some multiple sub-processes. Team unlikely to be able to
9 – 10
stages of the process may not be available. complete DMAIC process on currently defined scope.
• Mitigation: TBD •Mitigation Plan: Team will scope this out of the
• Consequence: May have to spend 1-2 weeks 7-8 process according to the following plan:
to collect enough data to be statistically •Complete process mapping
Likelihood

significant. •Reduce scope to Critical Path

5-6 •Based on data, reduce scope to parts of
process that most affect PCT within control of
•Contractor Process Mapping (Performance) the Project Team.
•Risk: Contractor Process impact on cycle time 3-4 •Consequence: If mitigation plan is unacceptable,
could be high. Team has no control over team unlikely to be successful.
getting information from the contractor and
0-2
may not be able to get verifiable information
level in the time available.
0–2 3–4 5–6 7–8 9 – 10
•Mitigation Plan: Team will scope this out of Little Low Medium High Critical
the process. • Personnel Availability (Schedule)
•Consequence: 1 week lost time on project Consequence
• Risk: Team Members have multiple schedule
conflicts during Month of March. Lack of team
•Process Mapping (Schedule) member availability and participation on team could
•Risk: Very large process to map. Team may not slow data collection during MEASURE phase.
have time to define sufficient level in the time • Mitigation: TBD
available. • Consequence: May have to delay MEASURE Tollgate
•Mitigation Plan: Scope to the “critical few” process
paths
•Consequence: 1-2 week slide in schedule
Recommended Deliverable
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Define Story Board

Define 1.2 Day
Project Charter CCR Gap

BUS CASE: Be #2 Fin Service Provider

GOAL: Reduce Loan/Lease CT from

9.2 to 8.0 days by July 1

FIN IMPACT: $2.7M per year

Required Deliverable
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8-Step A3 Project Summary Report

Company: Department: Date: Prepared by:
1. Define the problem situation 3. Action plans to correct problems

2. Problem Analysis 4. Results of Activity

5. Future Steps

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NG CPI Tollgate Tool

8-STEP PROCESS
1. Validate 2. Identify 3. Set 4. Find Root 5. Develop 6. See C-Ms 7. Confirm
8. Standardize
Problem Gaps Targets Cause C-Ms Through Results

Define Measure Analyze Improve Control

 Project Charter
• Problem Stmt Detailed As Is Process  Potential Xs  “To Be” Process Map  Process Control Plan
• Defect Definition Map • Brainstorming
• 5 Whys  Solution Generation /  Process Owner
• Goal Statement
 Value Stream Map • Fishbone Prioritization Accountability
• Project Scope Affinity Diagram
 Key Process Metrics •
• Business Impact
• Strat Alignment  Data Collection Plan  Critical Xs  Improvement Strategy  Updated Financial
 Measure Systems • Cause & Effect Matrix • Improvement Model Benefits
 Sponsor & Team • Hypothesis Testing • Implementation Plan
Analysis • Pilot
• Regression Replication Opportunities
 Replication Check  Data Collected • “X” Improvement Target
• Time Studies
 Measurable Y  Baseline Data Analysis • Theory of Constraints  Mistake Proofing  Project Documentation
 Voice of Customer • Descriptive Stats of revised policies,
 FMEA SOP’s, procedures, and
 Customer Specs • Graphs
• Risk Analysis
• Pareto Charts
training
 Voice of Business • Risk Mitigation Plan

 Project Timeline  Est Financial Benefits  FMEA  Visual Process Control

• Risk Analysis Tools (Optional)
 Communication Plan  Control Charts (as • Risk Mitigation Plan
• Stakeholder Analysis needed)
High Level Process  Process Capability  Control Charts
Map (SIPOC)  Process Capability
I accept the Define I accept the Measure I accept the Analyze I accept the Improve I accept the Control
Tollgate Tollgate Tollgate Tollgate Tollgate

(Sponsor) (Sponsor) (Sponsor) (Sponsor) (Sponsor)

(Process Owner) (Process Owner) (Process Owner) (Process Owner) (Process Owner)

(MBB) (MBB) (MBB) (MBB) (MBB)

(Finance Owner) (Finance Owner) 17

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