1.

Project Charter (completed template document)

Project Name Marketing Platform Initiative

Today’s Date 05th Oct 2020
Project Start Date 05th Dec 2020
Target Completion 05th Apr 2020
Date

Project Element Response

Problem Statement Company ABC has been doing their marketing communications
• Includes time, manually via vendors which involves high costs and time in long
measurable item, gap run.
and business impact
Business Case This project will enable Company ABC to be more efficient and
• Why is this project effective in their marketing communications with much lower costs
important to do now? and better turnaround time for each marketing campaign.
• What is the project’s
financial impact? Financial impact would be higher project implementation cost, but
• What is the impact on Company ABC will be able to save a lot of costs in long run.
DPMO/ Sigma level?
• What is the impact on At times, vendors might missed out deadlines or send campaigns
customer service to portion of the intended leads due to sheer volume. With
automation and new system in place, these errors should be
vastly reduced.

Customer would receive more relevant and up to date information.

Goal Statement • Company ABC will be able to create automation campaigns
• Specific that needs to be run on daily basis at ease.
• Measurable • Customer outreach will be greatly increase by 300%.
• Achievable • Tracking of campaign performance, customer reaction would
• Realistic be made possible.
• Time-bound • Customer will received up to date and relevant marketing
information.
List of Improvement Goals Measure (units) Baseline Goal
1. Time taken to create a Marketing To efficiently
2. marketing campaign campaign creation enable Company
3. time ABC to create
4. campaigns with
5. short turnover
time.
Click Rate and Open Marketing Enables Company
Rate campaign tracking ABC to better
understand
customers’ needs
and wants.
Campaign Revenue Campaign Company ABC
Revenue would be able to
track in details
how each
campaign
performs in terms
of monetary value.
 Process Vendors tend to take longer time to complete the campaign with
• Describe the process higher turnover rate due to the campaign details workout.
in which the problem workout. Tracking is hard as certain sensitive information is held
exists back by vendors and there are information which they are unable
to track.
Project Scope Entire marketing campaign creation process will be reviewed and
• What part of the rework upon. Manually creation of campaigns takes too much time
process will be and effort especially on recurring campaigns. Automation is
addressed? required and tracking must be made possible for Company ABC
• What are the to know their customer needs and wants to have a competitive
boundaries of the edge.
project or process?
• What areas are inside This project is intended to increase efficiency and effectiveness of
or outside the team’s Company ABC marketing communications. However, there are
focus or authority? boundaries such as how much revenue increase or conversion
• Attach a SIPOC rate of the campaigns are out of the scope of this project.
diagram if necessary
Team Member Name
Project Sponsor Company ABC
Key Stakeholders Alex (CEO), Bob (Project Manager), Carlo (Marketing Manager),
David (Product Manager), Process Owner (KH)
Team Lead Bob (Project Manager)
Team Members Bob (Project Manager), Carlo (Marketing Manager), David
(Product Manager)
Process Owner KH
Other Testing Team
Timeline by Project Stage Milestone Target Completion Date
Define Project Charter and kickoff 05th Dec 2020
Measure Define and collect data 27th Dec 2020
Analysis Find causes 10th Jan 2020
Improve Fix causes 10th Mar 2020
Control Standardize the fix 20th Apr 2020

2. Team Charter (completed template document)

Marketing Platform Initiative

Project Title

Expectation Example Team Rule

Attendance is required at all Attendance is required for all members.
team meetings. Changes in Electronic communications or meetings
Attendance meeting times must be made can be organized. group meetings every
at least 24 hours ahead of week and these meetings will be organized
time. handled by a project manager.
Team members may not be Team members should attend all meetings
Participation substituted unless approved unless absence is approved by project
by team leader. manager.
 Marketing Platform Initiative
Project Title

Expectation Example Team Rule

We will stay on task and on Project Charter will be used as a high-
topic, using the Project level guide, project plan will be used to
Charter as our guide. A identify the problems and completion of
Focus
meeting agenda will be the given task of each member.
publishedat least one day in
advance.
Interruptions for Phones are always to be silent in meeting.
Interruptions emergencies only. Phones Do not interrupt when another member is
turned to silent. speaking.
Meeting agenda must always be made
All deliverables are expected
known to participants 1 day before the
to be completed in a timely
Preparation meeting. Status of each member task must
manner. Each meeting will
be prepared to be discussed in the
have a published agenda.
meeting.
Punctuality for all meetings is highly
Meetings will begin promptly
Timeliness appreciated and encouraged.
as scheduled.
We will choose the best Decision will be made base with data
decision-making method for obtained and team support decision
Decisions each situation. We will depending on situation.
support decisions made by
the team.
Data should be verified and not more than
We will rely on data to make
Data 1 year.
decisions.
We welcome honest Conflict is unavoidable, however please
disagreements, as long as be respectful and address the issue
everyone is treated with instead of being personal.
Conflict
respect. A facilitator will be
used if conflict cannot be Be professional in resolving conflicts, a
resolved. meditator will be used if unresolved.
Other

Team Member Role Signature

Bob Project Manager Bob

Carlo Marketing Manager Carlo

David Product Manager David

KH Process Owner KH
3. Data Collection plan

Measure Data Type Operation Factors Sampling How/Where

Definition Notes
Campaign Continuous The amount of Campaign Sampling all Check on
Creation Time time taken for the details must types of system log
team to create the already be campaigns and vendor
campaign and run presented. for 2 logs
it. months.
Click Rate Continuous To determine if Customer must Sampling all Check on
customer click the receive types of system log
communications communications campaigns and vendor
sent to them for 2 logs
months.
Open Rate Continuous To determine if Customer must Sampling all Check on
customer open the receive types of system log
communications communications campaigns and vendor
sent to them for 2 logs
months.
Revenue Continuous To determine the Campaign must Sampling all Check on
revenue obtained be product types of purchase
from the campaign related campaigns log and
for 2 customer
months. log

4. Process Map

This will be the future process of how marketing team should create the campaign.

5. Hypotheses

Hypotheses of this campaign would be it will reduce the average time required for each campaign by
2 days.
6. Data Analysis (show work)

Below table is an average lead time required for Company ABC to create a marketing campaign. The
data is obtain using a sample size of 60 campaigns created over the past 8 weeks.

Step Step Name Time required (Days)

1 Preparing campaign information 3
2 Pass information to vendor 1
3 Review of campaign information with vendor 3
4 Building campaign 5
5 Testing campaign 2
6 Campaign Launch 1

Using the data, a chart is created to better visualise the bottleneck of campaign process and it shows
reviewing of campaign information with vendor, step 3 takes the most time.

Total time required for each step

7
6
5
4
3
2
Total
1
0
Review of Building Preparing Testing Campaign Pass
campaign campaign campaign campaign Launch information to
information information vendor
with vendor

7. List of Possible Improvements

From the data and process study, it is identified that the pain point of this process is the communicate
with vendors. Many times, information shared with vendor is incomplete or requires further
clarification, hence delaying the entire process. As such, below are the list of possible improvements
suggested:

1. Create an information template to ensure no incomplete information

2. Involve vendor in Step 1, Preparing campaign information to reduce the time required for
clarification or problems.
8. Control Plan

Control Plan Number: #CP00000123_V3 Created Date: 05/10/2020 Created By: Bob
Control Plan Revision Version: Version 3 Revision Date: 06/10/2020 Updated By: Bob
Product Line: Campaign Creation Process

Step Step Name Units Units Of Measurement Measurement Method Sample Size Who Measures Corrective Action
1 Preparing campaign 3 Days Start time of email/ End 60 Campaign Owner Use information template to ensure
information time of email complete information is passed to
vendor.
Include vendor in all discussion to
ensure no gaps in understanding.

2 Pass information to vendor 1 Days Start time of email/ End 60 Campaign Owner Use information template and email.
time of email
3 Review of campaign 6 Days Start time of email/ End 60 Campaign Owner Use information template.
information with vendor time of email
4 Building campaign 4 Days Campaign build date/ 60 Vendor Ensure system has no downtime.
Campaign Run Date
5 Testing campaign 2 Days Start time of email/ End 60 Campaign Owner Ensure system has no downtime.
time of email Testing devices are working fine.
6 Campaign Launch 1 Days Start time of email/ End 60 Campaign Owner Ensure system has no downtime.
time of email

9. A short reflection on the lessons learned from the green belt training, and the capstone.

Green belt training has broadened my knowledge in terms of process manage, project management.
I have learnt that there are several tools and concepts that enable make a successful project and
pitfalls to look out for during a project. In addition, green belt training has included multiple hands
on calculation and case studies which have provided to demonstrate the use of lean to improve
productivity.