Office of Research Administration Process Improvement Tool Kit - DMAIC - Path to Continuous Improvement

Sep 12, 2026

Office of Research Administration Process Improvement Tool Kit outlines the DMAIC methodology as a structured path for continuous improvement. It provides practical guidance for the Define phase, including problem clarification and preventing premature solution jumping. The kit includes ready-to-use templates and deliverables such as a communication plan template, project charter template, and SIPOC diagram template, along with role-based guidance for stakeholders and change communication. It also covers key artifacts like S.M.A.R.T. goal setting, SWOT analysis, RACI matrix, and SMART-based deliverable planning.

LanguageEnglish

CategoryPresentations

FormatPDF

Pages51

Reading Time18 min

AccessFree to download

DMAIC - The Path to Continuous Improvement

DMAIC Methodology - Define

Define Deliverables

Purpose and Benefits of the Communication Plan

How to Use: Stakeholders

Communication Plan - TEMPLATE

Continuous Improvement Project Charter - Purpose and Benefits

Project Charter - TEMPLATE

Continuous Improvement - SIPOC Diagram

SIPOC - TEMPLATE

OFFICE OF RESEARCH ADMINISTRATION PROCESS IMPROVEMENT TOOL KIT OFFICE OF RESEARCH ADMINISTRATION DMAIC – THE PATH TO CONTINUOUS IMPROVEMENT DMAIC METHODOLOGY OFFICE OF RESEARCH ADMINISTRATION DEFINE DEFINE-ensures the team is all clear on what the problem is and that it is the right problem. The goal is to prevent the team jumping to solution mode . DEFINE DELIVERABLES • Communication Plan • Project Charter • SIPOC • RACI Matrix • S.M.A.R.T. Goal Setting • S.W.O.T. Analysis Diagram OFFICE OF RESEARCH ADMINISTRATION Purpose and Benefits • A communication plan provides a tool to provide stakeholders with information . This plan formally defines who should be given specific information, when that information should be delivered and what communication channels will be used to deliver the information . This tool should trigger dialog among key stakeholders . OFFICE OF RESEARCH ADMINISTRATION How to use: Stakeholders Process owner Champion Team members Key influencers People affected by change Message When change will occur How change will impact them What information is needed What you need them to do Communicator Key influencer Project leader Team member Champion Process owner Schedule Appropriate timing within project Delivery Method Method of communication Status Comments Communication Plan-TEMPLATE | Project Communication Action Plan | | | | | | | | --- | --- | --- | --- | --- | --- | --- | | Stakeholder | Message | Communicator | Schedule | Delivery
Method | Status | Comments | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | Continuous Improvement Project Charter Purpose and Benefits: • The Project Charter should describe the continuous improvement initiative and should include the objectives, how it will be carried out, and who the stakeholders are . This document should clearly define the purpose, as well as the approach to achieve the stated goals and establish expectations around progress, deliverables, issue management, and roles and responsibilities . OFFICE OF RESEARCH ADMINISTRATION Project Charter-TEMPLATE | Project Title | | | Date Commenced | | | | --- | --- | --- | --- | --- | --- | | PROBLEM STATEMENT | | | GOAL STATEMENT | | | | BUSINESS CASE | | | | | | | In-scope | | | Out-of-Scope | | | | CTQ's | | | Defect Definition | | | | WHO-Process Owner, Champion, Team Leader and Team Members | | | | | | | Name | | Role/Responsibility | | | Time Commitment | | WHEN-High-level timeframe of the phases | | | | | | | PHASE | DATE | DATE | | DATE | DATE | | Define
Measure
Analyze
Improve
Control | | | | | | Continuous Improvement – SIPOC Diagram OFFICE OF RESEARCH ADMINISTRATION A SIPOC Diagram is a powerful tool to show who is providing inputsand receiving outputs from a process . SIPOC stands for the five elements mapped in the diagram: • Suppliers • Inputs • Process • Outputs • Customers/Clients/Constituents. This diagram gives you high level insight into who those suppliersand constituents are that influence and benefit from the process, as well as the inputs needed to make the process run, and the outputs that result. SIPOC-TEMPLATE How to use: • SUPPLIERS-Who supplies inputs to the process? • INPUT-What're the key inputs needed for expected outputs? • PROCESS-What are the activities involved for the process to transform inputs to outputs? • OUTPUT-What're expected outputs of the process? • CUSTOMERS-Who're the true customers of the process? SUPPLIERS INPUT PROCESS OUTPUT CUSTOMERS | | | | | | | --- | --- | --- | --- | --- | | | | | | | | | | | | | | | | | | | | | | | | | | | |

FAQs

What is the purpose of the Define phase in the DMAIC methodology?

The Define phase ensures the team understands the problem, confirms it is the right problem, and avoids jumping into solution mode too early.

What key deliverables does the tool kit suggest for the Define phase?

It lists communication plan, project charter, SIPOC, RACI matrix, S.M.A.R.T. goal setting, and a SWOT analysis diagram.

How does a communication plan support continuous improvement work?

A communication plan defines who receives what information, when it is delivered, which channels are used, and it should trigger dialogue among key stakeholders.

Sep 12, 2026

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