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Epson Project Management Toolkit

An unwavering commitment to drive innovation and performance

EPSON

INNOVATION

ENGINE Version 1.0 – January, 2016

Project Management Phases

Initiating Planning Executing,

Monitoring & Controlling

Closing

Define the project and

align stakeholders

Refine the project

objectives and plan

Manage the project

to deliver its benefits Close out the project

• Define initial scope,

goals, schedule, and

resource requirements

• Create project brief

• Obtaining authorization

to start the project

• Align stakeholders’

expectations with the

project’s purpose

• Refine the project

objectives and estimates

• Create specific targets

• Update the project

brief and related

documents

• As more information is

gathered and better

understood, updates

must be made

• Coordinate people and

resources to perform the

activities in accordance

with the project brief

• Manage risks and issues

• Engage and manage

stakeholders

• Track, review, and report

progress/performance

• Control changes and

make corrections to plan

• Conclude all project

activities to formally close

the project

• Obtain acceptance by

sponsor and customer

• Conduct post-project

review

• Document lessons

learned

• Celebrate!

Alignment with

problem-solving

phases (DMAIC)

The project management and problem-solving phases are presented as discrete elements with well-defined interfaces.

In practice, these phases overlap and interact with one another as activities are completed and new ones started.

Define Measure Analyze Improve Control

Project Management Knowledge Areas

Area Objective Recommended Tools

Integration Identify, define, combine, and coordinate the various project management activities below.

Project Brief

Scope Ensure that the project includes all the work required, and only the work required, to complete the project successfully.

Work Breakdown Structure (WBS)

Time Manage the timely completion of the project. Project Schedule, Kanban Board

Cost Manage costs to complete the project within the approved budget. Project Budget

Quality Ensure that the project satisfies the needs for which it was undertaken. Success Metrics (Project brief)

Human Resource Organize, manage, and lead the project team. Team Leadership Toolkit

Communication Ensure timely and appropriate creation, distribution, storage, and disposition of project information.

Meeting Agenda and Minutes, Project Storyboard

Risk Identify, analyze, and manage project risks to increase the likelihood and impact of positive events and decrease those of negative events.

Risk Register

Stakeholder Identify, analyze, and manage expectations of the people, groups, or organizations that could impact or be impacted by the project.

Stakeholder Register

Procurement Purchase or acquire products, services, or results needed from outside the project team.

The following are knowledge areas that make up the project management field and are used on most projects most of

the time. Project teams should utilize them as appropriate for their specific project (source: PMBOK Guide).

Project Brief Kanban Board

Provides an overview of the

project and serves as an

agreement between

management and the team on

the expected project outcome.

Visually displays the status of

individual work items within the

project in order to determine

workflow and bottlenecks.

Work Breakdown Structure (WBS) Project Storyboard

Breaks down the project work

into deliverables and organizes

the deliverables into tiered,

manageable sections that can

be completed by the team.

Tells the story of a project by

illustrating it using graphical

elements (e.g. charts, graphs,

tables, and diagrams) that

show the sequence of project

events or results.

Project Schedule & Budget Risk & Stakeholder Registers

Defines the project’s activities,

milestones, and deliverables.

Identifies dependencies,

resource requirements, and

associated costs.

Identifies project risks and

potential risk responses as

well as any person with an

interest in the project and their

information.

Our Core Project Management Tools

Project Brief

Why use this tool?

To clearly define and gain agreement on the expected project outcome and key elements such as scope,

estimated benefits, timeline, potential obstacles, stakeholders, sponsor, and team members.

What benefits you can expect?

• Develop a team consensus about

the project vision

• Acquire project approval from

management

• Develop stakeholder buy-in

• Keep the project on track (keeping

in mind timeline, budget, and

objective) and avoid scope creep

• Identify and minimize risks

• Increase project efficiency

• Evaluate the success of the project

(*) This tool is also known as project charter, specification,

definition document, and proposal, among other names.

Work Breakdown Structure (WBS)

Why use this tool?

To break down the project work into deliverables and organize the deliverables into tiered,

manageable sections that can be completed by the team.

What results you can expect?

• Carefully define the project

activities and deliverables

• Lay the groundwork for the

creation of a project schedule,

budget, and responsibility matrix

• Reduce the risk of later conflict

over project scope, activities, and

deliverables

• Reduce the risk of missing

important project steps

• Help communicate the project

scope to stakeholders

Project

Define

Project brief

Measure

SIPOC diagram

Current state map

Voice of the customer

Analyze

Cause-Effect Diagram

Root-cause prioritization

Future state map

Improve

Solution prioritization

Solution test

Control

Control plan

Control chart

Lessons Learned

| LEARN MORE

Project Schedule

Why use this tool?

To schedule a project’s activities, milestones, and deliverables (identified in the WBS) including

associated start dates, completion dates, dependencies, resource requirements, and constraints.

What results you can expect?

• Enhance in-depth thinking about

the project work

• Foster planning and coordination

between departments

• Improve planning for resources

• Identify problems before work

begins

• Keep the project on track

• Track progress against the plan

• Reduce delivery time

• Optimize cost to deliver the project

| LEARN MORE

Project Budget

Why use this tool?

To estimate all costs involved in executing a project (e.g., materials, labor, contractors, operating

costs, office resources, software, and travel).

What results you can expect?

• Determine whether a project can

be completed with the available

funds

• Determine a project cost/benefit

ratio or return on investment

• Identify cost risks

• Help prioritize projects

• Track costs against a baseline

budget

• Keeps team members focused on

controlling costs

| LEARN MORE

Kanban Board

Why use this tool?

To visually display the status of individual work items (deliverables) within the project in order to

determine workflow and bottlenecks.

What results you can expect?

• Visually display the status of

project deliverables

• Optimize workflow

• Identify project impediments

• Improve communication

• Increase productivity

• Identify areas for improvement

Project Storyboard

Why use this tool?

To tell the story of a project by illustrating it using graphical elements (e.g. charts, graphs, tables,

drawings, and diagrams) that show the sequence of project events or results.

What results you can expect?

• Develop support for the project

• Communicate project progress to

the stakeholders

• Communicate data analysis results

to the team

• Highlight team accomplishments

• Guide discussions during team

meetings

Project

“Hercules”

Define Measure

Analyze Improve Control

| LEARN MORE

Risk & Stakeholder Registers

Why use this tool?

To identify project risks, potential risk responses, any person with an interest in the project, and their

information (e.g. motivations, expertise, importance to project, influence, and communication needs).

What results you can expect?

• Provide a clear view of project

risks

• Prioritize, reduce, manage, and

monitor risks

• Clarify and confirm stakeholders’

expectations

• Understand stakeholders’

motivations in order to avoid issues

• Reduce project time and cost by

avoiding issues

• Match stakeholder expertise to

project needs

Risk

Register

Stakeholder

Management

Roles & Responsibilities

Roles Definition Main Responsibilities

Project

Sponsor

Responsible to the business for the success of the

project (owns the business case).

• Establish clear vision, goals, and expectations

• Provide resources and remove roadblocks

• Stay involved throughout the project, but trust the

problem-solving process and the team

• Keep the team motivated

Project

Leader

Has overall responsibility for the successful

planning and execution of the project.

• Lead the team through the DMAIC process to deliver the

project’s goals

• Keep the team motivated and engaged

• Keep stakeholders engaged and informed

Project

Coach

Responsible for coaching and mentoring the

project leader and helping keep the initiative on

track.

• Coach and mentor the project leader on areas such as

problem-solving (DMAIC), project management, and

team leadership

Team

Members

Participate in the project helping deliver tangible

results to the organization and our customers.

• Assist the team leader throughout the project, providing

invaluable expertise and insights

• Stay engaged and deliver on commitments

• Support implementation of solution

Process

Owner

Individual who has the ultimate responsibility for

the performance of a process in realizing its

objectives.

• Ensure the process delivers on customers’ expectations

• Ensure the process is documented, managed, and

regularly updated/improved

• Monitor process performance with data

Project

Stakeholders

Individuals, groups, or organizations that have an

interest, are affected by, or can affect the project.

• The team is responsible for identifying, analyzing, and

engaging stakeholders throughout the project

Sources

Topic Link

Project Management Phases https://www.youtube.com/watch?v=sLgdRO5IS9U

Project Management Knowledge Areas https://www.youtube.com/watch?v=hupuBhlpH0U

Project Brief https://www.youtube.com/watch?v=y4x6uQzP2o0

Work Breakdown Structure (WBS)

http://www.dummies.com/how-to/content/how-to-create-a-work-breakdown-

structure.html

https://www.youtube.com/watch?v=wEWhnodF6ig

Project Schedule

http://www.dummies.com/how-to/content/how-to-develop-your-projects-schedule.html

http://www.lynda.com/Project-tutorials/overview-project-scheduling/116477/135463-

4.html

Project Budget http://www.dummies.com/how-to/content/how-to-estimate-project-costs.html

https://www.goskills.com/Course/PMBasics/Lesson/91/Project-Budget

Kanban Board https://www.youtube.com/watch?v=ueVXZUaWhYw

Project Storyboard http://asq.org/service/body-of-knowledge/tools-storyboard

https://www.youtube.com/watch?v=eSGkeXsaXSY

Risk Management / Register https://www.youtube.com/watch?v=voR0FBnC2ZU

Stakeholder Management / Register https://www.youtube.com/watch?v=0EkufUCo5qI

Roles & Responsibilities https://www.youtube.com/watch?v=Vkd7JGl0-90

PROBLEM-SOLVING

Innovation Engine Toolkit Series

TEAM LEADERSHIP

CHANGE MANAGEMENT

DATA ANALYSIS

PROJECT MANAGEMENT

COMMUNICATION