Tools for the Define stage
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for the Define stage
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This section identifies tools which may be used in the
Define stage of the
project framework for the following
activities:
- Identifying resources needed, such as team members, expertise, training and facilitation.
- Gaining commitment from management to support project.
- Recruiting and training the project team.
- Gaining a basic understanding of the problem to be addressed.
- Understanding the context and purpose of the process to be improved.
- Defining specific objectives for the project.
- Identifying measures to determine how well the objectives are met.
- Deciding what data to collect and how it will be collected.
- Making initial plans for future stages.
- Identifying resources needed, such as team members, expertise, training and facilitation.
Use a Tree Diagram to break down tasks into specific detail.
Use the Gantt Chart to make outline and detailed plans.
Use the Activity Diagram to calculate overall timescales.
Use the Process Decision Program Chart (PDPC) to find potential problems and contingencies.
- Gaining commitment from management to support project.
Use the output of various tools that you have used to present details of the problem and the estimated cost of resolution.
Those with visual impact, even simple ones such as the
Line Graph or Bar Chart
can have a very helpful effect.
- Recruiting and training the project team.
Identify the subset of tools that may be used in the project. Either select people who are experienced in their use or train them in their use (preferably just before they use them).
You can do a lot worse than the
first seven tools
(particularly if the problem is open to basic statistical analysis), and
possibly adding several of the
second seven tools
for qualitative analysis. The Flowchart
is also a very useful basic tool for making processes visible to all.
- Gaining a basic understanding of the problem to be addressed.
Use Brainstorming to help find areas to investigate.
Use Nominal Group Technique to collect information from within the group.
Use a Survey to gather information from larger groups.
Organize available numeric data in Control
Chart, Line Graph or
Bar Chart to help understand past trends.
Organize available textual data with an
Affinity Diagram or Relations Diagram.
- Understanding the context and purpose of the process to be improved.
Produce an outline of the process using the
Relations Diagram,
Flowchart,
Flow Process Chart or
IDEF0. In particular, look at the outputs and inputs of the process.
Use a Survey to identify customer requirements and identify how well these are met by process outputs.
- Defining specific objectives for the project.
Use the measurements and investigation so far to help identify the key problem to be solved or improved.
Use the Nominal Group Technique or
Brainstorming to identify possible objectives.
Use a Prioritization Matrix or
Voting to select which to use.
- Identifying measures to determine how well the objectives are met.
Use the process outline to identify where to measure.
Use the defined objective to help identify specific measures (it will be clear what must be measured if a good objective statement has been used).
If necessary, use the Nominal Group Technique or
Brainstorming, coupled with the
Prioritization Matrix or
Voting.
- Deciding what data to collect and how it will be collected.
Use the measures to identify specific data to collect.
Design a Check Sheet or
Tables to contain the data.
- Making initial plans for future stages.
Break down tasks with a Tree Diagram.
Use a Gantt Chart to make outline plans.
Use the Activity Diagram to calculate actual timescales.
Use the Process Decision Program Chart (PDPC) to identify risks and contingencies.
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