Project Chartering & Approval Process

Inputs

– Y=f(x)– Existing Projects– Business Planning

DraftCharters

– Project Description:• Problem

Statement• Objective• Scope• Project Benefits• Defect Definition• Project Metric

– Financials • Baseline &

Forecast• Benefits & Cost• By Category

– Team Members– Etc. – See project

charter

DMAIC

– Phase updates– Project Management

• Tasks• Status

– Amendments:• Scope• Cancellations• Benefits• Measurements

Closure

– Review & Validation of results

• Operational• Financial

(Forecast & Actuals)

– Control Plan– Approvals

required

Completed

– Monitor, Review & Validation of results

• Operational• Financial

(Forecast & Actuals)

– Control Plan

– Project Champion– Financial Analyst

– Steering Committee– Project Champion

– Financial Analyst– Steering Committee– Project Champion

– Financial Analyst– Steering Committee– Project Champion

What

Who

Approval

–Functional Champ.–Black Belts–Proj. Champs.–Sr. Leaders–Other IKON Staff

–Proj. Chap.–Functional Cham.–Black Belt–Financial Analyst

–Proj. Chap.–Functional Cham.–Black Belt–Financial Analyst–Steering Committee

–Proj. Chap.–Functional Cham.–Black Belt–Financial Analyst–Steering Committee–Oversight Committee *

–Proj. Chap.–Functional Cham.–Black Belt–Financial Analyst–Steering Committee

ProjectApproval

–Steering Committee–Proj. Chap.–Functional Cham.–Financial Analyst–Oversight Committee*

– Project Description:• Problem

Statement• Objective• Scope• Project Benefits• Defect Definition• Project Metric

– Financials • Baseline &

Forecast• Benefits & Cost• By Category

– Team Members– Etc. – See project

charter

– Steering Committee– Project Champion

Project Charter Document ControlDirectory Structure

SharedNetwork

Drive

0703-O-001• 0703-O-001.xls• Data• Contacts

0703-S-001• 0703-S-001.xls

0703-O-002• 0703-O-002.xls• 0703-O-002-1.xls

0703-O-008• 0703-O-008.xls

0703-O-023• 0703-O-023.xls

0703-S-005• 0703-S-005.xls

0703-O-001• 0703-O-001.xls• Team Members• Process Flow

0703-O-008• 0703-O-008.xls• Data• Contacts

0703-S-001• 0703-S-001.xls

0703-O-002• 0703-O-002.xls• 0703-O-002-1.xls

0703-O-001• 0703-O-001.xls• Team Members• Process Flow

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1. A Sub-Directory is created for each project based on the Project Number.2. Individual files are stored in the Project Sub-Directory.3. As projects move through the approval stages & project phases, the

documents are moved to the appropriate Directory.4. Copies of project documents are kept in restricted directories as the

Steering Committee approves them

Directory• File• File

Key:

Restricted Directory

0703-O-008-1

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SequentialProject #

Amendment(if applicable)

Project Numbering:

Project Charter Approval – Document Control

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Proj. Champ.Proj. Champ.

Steering

Committee

Steering

Committee

2. Steering Committee Approves proposed projects by signing Charter document

3.Administrator scans & stores original in “DMAIC” directory and a copy of charter & signatures in restricted “Approved – Define” directory

AdministratorAdministrator

Black BeltBlack Belt

4. During DMAIC process, Black Belt provides weekly updates to project status, manages through project phases.

5. Presents completed project to Steering Committee for approval at end of Control phase

Steering

Committee

Steering

Committee

6.Steering Committee Approves completed projects by signing Charter document

7.Administrator scans & stores original in “Completed” directory and a copy of charter & signatures in restricted “Approved – Control” directory

AdministratorAdministrator1.Store charters on shared drive when ready for Steering Committee approval

Project Charter Amendment Process

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Proj. Champ.Proj. Champ.

Steering

Committee

Steering

Committee

3. Steering Committee Approves amendment by signing Charter document

4.Administrator scans & stores original in “DMAIC” directory and a copy of charter & signatures in restricted “Approved – Define” directory. Amended document file names are stored with a “-” followed by the amendment #

AdministratorAdministrator

1.Works with Black Belt to document need for amendment to project. Uses “Amendment” tab in Excel Template to record need for change, scope impact. Modify charter template as required.

2.Presents Project amendments to Steering Committee for review/approval.

NOTE: Projects with changes in scope, ownership, or ± 10% in Financial Benefits must follow these amendment procedures

Project Charter Completed-Monitoring Process

SharedNetwork

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Proj. Champ.Proj. Champ.

Steering

Committee

Steering

Committee

3. Steering Committee Approves amendment by signing Charter document

4.Administrator scans & stores original in “Completed” directory and a copy of charter & signatures in restricted “Approved – Completed” directory. Amended document file names are stored with a “-” followed by the amendment #

AdministratorAdministrator

1.Monitors ongoing process, manages Control Plan.

2.Records “Actual” benefits on monthly basis, updates Forecast as necessary

3.Presents Project amendments to Steering Committee for review/approval.

NOTE:

Project Champions take control & responsibility for “Completed” projects.

Project Champions monitor & manage process, record process performance & Financial Benefits each month.

Projects with changes in scope, ownership, or ± 10% in Financial Benefits must follow these amendment procedures

Process is reviewed during Operations reviews, Internal Audits, as appropriate