Define Step Tools Tasks and Deliverables

The Define step is critical to anchor the project. Clear identification of what is in scope and out of scope are critical deliverables. This step involves identifying the project stakeholders and project team members; hence, the ever-critical communication begins in this first step.

Gathering the facts about the problem (or opportunity) and taking the time to plan are important to establish the correct course for the project. Hence, the Define activities focus on defining the project scope. Skimping on these tasks or deliverables could lead to an out of control project and misaligned fix to the problem. The tools allow the tasks to produce the right deliverables to meet the Gate requirements and ensure measurable results. Figure 7.2 summarizes the tools, tasks, and deliverables for the Define step.

Figure 7.2. The tool-task-deliverables combination for the Define step.

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Define Step Deliverables

The five deliverables in the Define step are as follows:

1. SMART problem and goal statement. The problem statement describes what is wrong or the opportunity for improvement , and the goal statement defines the team's improvement objective. The problem statement highlights the current situation and avoids proposing a solution or answer for how to achieve the desired state. Both need to be SMARTSpecific, Measurable (from the present level to the target level), Achievable (yet aggressive), Relevant to the project team and business, and Time-bounded. Using the SMART approach helps focus the team effort and verifies that the team members and managers are aligned on the critical improvement efforts.

2. High-level process map , depicting about three to five summary process steps and establishing the project boundaries.

3. Critical parameters hypothesized as to what may be causing the undesired results.

4. Approved project charter summarizing the project and defining the following elements:

Overview: Alignment with overall company strategy/vision.

Opportunity statement: Problem or opportunity statement and VOC target.

Goal statement: Approach on how to achieve or solve the opportunity statement.

Deliverables: Define the project outputs.

Audiences covered: What's in scope.

Out of scope: Define project boundaries.

Project budget: The proposed project funding required to complete the deliverables.

Key stakeholders: Executive sponsor, project team, subject matter experts.

Project time line: Proposed project milestones (including milestone review meetings) and a target completion date for each.

5. Approved high-level project plan defining a summary project time line.

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