Page 108 - The Six Sigma Project Planner

viewed and approved by the proper personnel. Product configuration and drawing
change control systems are virtually universal in manufacturing organizations and
project teams may find a complete system, or at least a good template, in their
organization’s quality manual. Documented and implemented change control systems
are an ISO 9000 requirement.

Elements of Change Control Systems
For those who do not have access to a documented change control system, here’s a
checklist that can be used to develop a simple system.

• As a general rule, the project team should develop the least restrictive system that will
ensure proper control of the project’s major documents. For many Six Sigma projects,
this will be a very simple and straightforward system.
• Identify the control point—a key individual who will be the custodian of the
official version of the official project plan. This person will have password-
protected access to any electronic master documents.

• How are change requests submitted? Which forms are to be used? To whom are
they submitted for approval?

• Change requests should always include a “reason for change” section.
Information from this section should be reviewed periodically to identify
systemic problems and opportunities for improvement.
• What will ensure that change requests are considered in a timely fashion?

• How will the requestor be notified of the disposition of his or her change
requests?

• The team should review the planner and list those documents in the planner that
will be subject to formal change control. Include only those documents for which
change control is truly necessary. (Note: Items in the Planner marked with an *
are generally considered to be part of the official project plan and candidates for
change control.)

• For each controlled document, identify which members of the organization
and/or the project team will have the authority to approve a change.

• In very specific terms, describe how changes will be incorporated into the official
plan. For example, are changes to be made to master documents using a
particular word processor? Is a special font used to denote changes?
• How will changes be officially incorporated into the master documents?
• How and to whom will revisions be communicated?

• If multiple approvals are required, how is the change to be routed for approval?
Is a single document to be sent sequentially or will multiple review copies go out
simultaneously? How will comments from multiple reviewers be integrated into
the master document?

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