Professional Documents
Culture Documents
Integrating Strategic
Planning and Quality
Improvement Methods
to Create Sustainably
High Performance
Soma Grover, Jamison V. Kovach, and Elizabeth Cudney
www.asq.org/pub/jqp 23
to effectively fulfill the needs of the division’s three allocated to ensure the timely delivery of high-
primary market segments. quality products and/or services.8 The Education
The ASQ Education Division is more than 24 years Division undertook these activities to help clarify
old and currently has approximately 1,300 members. its strategic direction and overcome the challenges
This division is divided into three educational market its leaders faced in wisely investing the division’s
segments—K-12, higher education, and workforce limited resources.
development, as described below:
Project Management Processes
• K-12 is the segment that includes public and
This project was conducted in accordance with
private educational institutions (e.g., educators,
the process provided in The Project Management Body
administrators, etc.), as well as students from
of Knowledge (PMBOK®),9 which defines a project as
kindergarten through grade 12.
an endeavor undertaken for a given period of time
• The higher education segment includes edu- to create a unique outcome. The field of project
cators, administrators, board members, and management encompasses 10 knowledge areas, as
students at community colleges, technical col- shown in the sidebar, “The 10 Knowledge Areas of
leges, and colleges/universities. Project Management.” Additionally, the life cycle of
• The workforce development segment is associ- any project generally follows these five stages:
ated with education and training for current • Initiating Stage. Processes are performed to define
members of the workforce, those who are unem- the need for the project, create a project charter,
ployed, or those who need rehabilitative skills and obtain authorization to start the initiative.
when pursuing new careers. Most of these mem- In this stage, the initial scope of work is defined,
bers are subject matter experts who are employed and the needed financial resources are estimated.
by a specific manufacturing, service, not-for-
• Planning Stage. A detailed scope of work is estab-
profit, or government organization, as well as
lished for the project, the objectives are defined,
those who work for organizations that provide
and a course of action is developed to achieve
adult-learning short courses, workshops, etc.
those objectives.
The concepts of strategic planning, project
• Execution Stage. Processes performed for guid-
management processes, and the LSS methodology
ing completion of the work defined in the
were used to refine the elements of the Education
planning stage are put into place. These efforts
Division’s strategic plan related to several key prod-
involve coordinating work tasks and available
ucts and services. The article concludes with a brief
resources, as well as documenting the work that
discussion regarding how organizations can use this
is completed.
approach to support their strategic planning devel-
opment and deployment efforts. • Monitoring and Controlling Stage. Tracking,
reviewing, and measuring the progress and per-
Strategic Planning formance of the project is the focus of this
Strategic planning is a powerful approach that stage, which includes identifying areas in which
many organizations use to adapt to unexpected changes to the project plan are required and ini-
changes in the business environment and achieve tiating the corresponding changes.
desired business results.5 This approach typically • Closing Stage. All project activities are concluded
involves formulating organizational strategies and steps are taken to ensure all elements of
through strategic thinking and/or planning activi- the project have been documented properly for
ties aimed at defining clear organizational goals future reference.
and policies.6, 7 This work often includes the devel-
opment of the organization’s vision, mission, and Lean Six Sigma Methodology
goals, which can be measured against established As mentioned previously, this project was man-
performance targets and objectives.5 The strategic aged in a way that integrated the five project
planning process, therefore, typically involves mak- management stages and the five phases of the
ing decisions about allocating resources effectively LSS process for problem solving—define, mea-
to achieve strategic objectives.4 This approach also sure, analyze, improve, control (DMAIC).10 The
can be used to develop, document, and/or refine LSS methodology helps organizations improve
the key business processes to which resources are the quality of existing products and/or services
• Define Phase. The project team was 3 Cost management. Planning and estimating the costs, both direct and
indirect, involved in a project, which is monitored to help ensure the
formed, and the division’s current struc- project is completed within budget.
ture and activities were documented.
4 Quality management. Fulfilling a project’s requirements and supporting
• Measure Phase. Division leaders a focus on continuous improvement through a process of plan, do, check,
identified the customers and key stake- and act.
holders, and interviews/surveys were 5 Risk management. Identifying, analyzing, and mitigating risk throughout
conducted to determine expectations the project life cycle using a structured, fact-based approach.
related to products and services that 6 Procurement management. Developing and maintaining relationships
the division provides. Additionally, with suppliers as well as purchasing the products and services needed to
information on competitive offerings support a project.
was collected. 7 Human resources management. Utilization and management of the
• Analyze Phase. The findings of the sur- human resources involved in a project, including ensuring that the people
involved have the correct skills to do their assigned project tasks and
veys and interviews were organized
facilitating the development of interpersonal relationships between proj-
into similar categories and prioritized. ect team members.
Two products, which customers valued
8 Communication management. Generating, collecting, and sharing
greatly, were selected for in-depth analy- project-related information periodically/frequently using transparent and
sis, their “as is” processes were mapped, appropriate methods to ensure that stakeholders understand the project
and their existing missions, objectives, needs and that communication is effective between project team members.
and strategies were documented. 9 Integration management. Identifying, combining, and coordinating vari-
• Improve Phase. Solution ideas were ous project management activities between the groups involved in a project
through the development of a project charter, administration of a project
proposed and evaluated. The solu-
management plan, and management of the control of project changes.
tions addressed the highest-priority
10 Stakeholder management. Engaging stakeholders, e.g., people who are
customer and stakeholder needs.
affected by the project in some way, in the project work through meetings,
Goals and strategies were developed reports, and/or other communications.
for the selected products’ future
states, and key business processes
were established to support the achievement of
supply chain and logistic technology program at
those goals.
the University of Houston.
• Control Phase. Additional metrics and targets
were developed in order to hold the gains Project Tasks and Results
achieved during the improve phase. Initiating Stage
Table 1 demonstrates how the five project man-
The initiating stage of this project involved
agement stages and the five phases of the DMAIC
defining the project by obtaining the support of
process were integrated. The integration proved
the division leadership team, establishing a proj-
effective, merging the strengths of these two well-
ect charter, and identifying the division’s current
recognized approaches. Also, the time dedicated
to each of the stages is shown in this table. It structure and activities. This stage aligned with
is important to note that this timeline reflects the define phase of the LSS DMAIC process. To
the pacing of a project team that was composed determine a baseline for the project, a survey was
entirely of volunteers, who had other full-time conducted, based on the organizational assess-
professional commitments, and a project man- ment profile included in the Baldrige criteria.12 The
ager, who was a full-time master’s student in the detailed survey instrument and survey findings are
www.asq.org/pub/jqp 25
Table 1: Integration of Project Management and Lean Six • The current organizational design and
Sigma Methodologies operations associated with specific
products/services may need modifica-
Project Management Lean Six Sigma Project Time tion to generate higher performance.
Stages DMAIC Phases Invested
• The publications’ portfolio has strong
Initiating stage Define phase 40 days elements, but it is not well-balanced
Planning stage— Analyze phase 41 days in regard to the market segments and
identification of key associated processes do not optimize
opportunities use of the division’s limited resources.
Planning stage— Measure phase 21 days • Low-cost alternatives need to be identi-
documentation Analyze phase fied for providing products/services to
of QAHE current members and customers.
Improve phase
situation and
(through identification
opportunities for Planning Stage—Identification of
of actionable improve-
improvement Key Opportunities
ments within QAHE)
The planning stage involved develop-
Execution stage Improve phase 46 days
ing a detailed project management plan
(implementation of
that specified the course of action to
improved process)
achieve the goals of this project. This stage
Monitoring and Control phase 20 days
also included identifying appropriate
controlling stage
measurement systems and documenting
Closing stage Control phase 30 days the current-state processes for two of
(project close-out) the division’s products in line with the
measure and analyze phases of the LSS
DMAIC methodology.
included in the online supplement to this article. All Follow-up interviews with members of the
members of the division leadership team and key leadership team and a second survey assisted in
stakeholders who were involved in the provision determining the vital few products/services that
of the division’s products and services were invited were most highly valued and that should be the
to respond to the survey, and 16 of the 22 poten- focus of the division’s initial improvement efforts.
tial participants submitted feedback (a 73 percent The division’s publication, Quality Approaches in
response rate). Higher Education (QAHE), and its annual Quality
The survey included three demographic ques- Education Conference and Workshops (QECW)
tions that were used to classify the respondents, were selected for the project, and the remainder
18 scalar questions, and two open-ended questions. of this article describes the specific work that was
The following statements summarize the key chal- accomplished for QAHE. Similar information was
lenges that emerged from the input: generated for QECW, but is not specifically pre-
• Fostering a shared mission, vision, goals, strate- sented in this article.
gies, and values among the leadership team. The interview questions (see the online
supplement to this article to review the actual
• Establishing an appropriate balance of focus and
questionnaire) pinpointed the division leaders’
resources among the three primary market seg-
and key stakeholders’ perceptions regarding key
ments represented by division members.
considerations to take into account for the division
• Providing the most valued products/services
to realign its direction and establish appropriate
to division members/customers despite lim-
policies, processes, and procedures. An affinity
ited resources.
diagram was used to organize the responses, as
In addition, key improvement opportunities shown in the online supplement. This informa-
were identified, as described below, which became tion depicted the main categories of information
the basis for the project charter: provided about current members, potential target
• The division is a small organization with many members, customers, competitors, stakeholders,
large competitors. resource prioritization and capability, and other
www.asq.org/pub/jqp 27
well with their overall value ratings for existing the application of quality concepts and tools.
members. This finding helped to clarify where Division-generated resources could be provided
the improvement project should focus. for local sharing, and these resources would
• The leaders who worked on providing specific represent the work performed by leaders in the
products and services had a general understand- K-12 quality field. Similarly, by partnering with
ing of their missions, visions, goals, strategies, other not-for-profit organizations associated
and processes; however, there was little evidence with higher education, including instructors
that formal documentation existed; therefore, this and administrators, the division could fulfill the
was identified as an improvement opportunity. same role. This approach can be accomplished
at a comparatively low investment cost because
Recommendations based on the interview and
it relies on the inherent knowledge and skills of
survey findings, as well as a review of historical and
the division members in conjunction with the
existing documentation, which aligns well with the
first half of the improve phase of the LSS DMAIC product/service deployment options available
methodology, were presented to the leadership from the partners.
team for consideration and included the three strat-
Planning Stage—Documentation of QAHE Current
egies detailed below:
Situation and Opportunities for Improvement
• Consolidation and repositioning. Instead of trying This portion of the planning stage explored the
to provide differentiated products and services current state process for QAHE, as well as its mis-
for each of the three market segments, it was sion, goals, and strategies. The intent was to have
proposed that the division follow the model of a clear understanding of the current situation and
the QECW. In this case, market segments are to be able to identify the most critical opportuni-
represented; however, their combined expertise ties for improvement, addressing issues related to
provides a highly valuable body of knowledge raising member and customer satisfaction, reducing
that can be applied by any practitioner who is waste and increasing efficiency, and enhancing the
involved in education/training—regardless of the value of the journal to members and customers.
associated institution. Furthermore, the division’s Table 3 provides an overview of the guiding
ability to foster quality and improvement could framework that was in place for QAHE when
be expanded greatly if it viewed the knowledge this project commenced. Although the publication
and experience of its members as a deployable had been distributed since 2010, there still were
resource for almost all other ASQ members, as opportunities to document its guidelines in more
well as customers and other stakeholders. detail. This was identified as an area that could be
By merging the individual products/services improved, based on discussions with the journal’s
associated with specific market segments, the team, as well as the division’s leadership team. The
division could optimize resources and still main- issues listed in the final block were included in the
tain high quality. For instance, it was suggested to plan to determine root causes.
combine QAHE with the Workforce Development A high-level view of the “as is” process appears in
Brief (an electronic publication of the division), Figure 1, a supplier-input-process-output-customer
along with articles developed for those working (SIPOC) diagram. A more detailed version, por-
in K-12 education. The division leaders agreed trayed as a functional deployment process map, is
to rename this publication Quality Approaches in included in the online supplement to this article.
Education, integrating the three market segments In general, the existing process was found to be
into one periodical. efficient when the steps for obtaining, reviewing,
• Partnerships. Partnership development was and selecting articles were considered—particularly
raised to a higher priority. The initial efforts when compared to similar publications. On the
involved with the QECW were setting a bench- other hand, the production process had required
mark for future endeavors. Other potential more cycles of rework than typically occurred for
partnership ideas included having the division other ASQ publications; therefore, it was identified
leverage partnerships with local ASQ sections as requiring improvement.
to create connections with K-12 institutions Overall, however, it became apparent that
to establish a more profound influence on QAHE’s greatest opportunity was to align with the
www.asq.org/pub/jqp 29
Monitoring and Controlling Stage for tracking these metrics were established. Because
Four specific metrics were established for track- complete historical data was not available, it was
ing the performance of QAE—number of articles determined that this information would be gath-
submitted for consideration, number of articles ered for the first publication year to determine the
accepted for publication, number of articles not baseline performance. Then specific targets would
accepted for publication, and number of citations be set. During the initial data-collection period, the
for published articles. The editorial team selected editorial team would fine-tune the associated pro-
these metrics after benchmarking other similar cesses and determine if any changes to the control
publications. These metrics generally are consid- plan were necessary.
ered to best reflect the performance, reputation,
and sustainability of scholarly journals, and they Closing Stage
are acknowledged as the key factors in promoting The project was concluded by the project man-
the submission of worthwhile articles, as well as ager presenting its work to the oversight team at the
increasing reader satisfaction. University of Houston. Additionally, a summary of
The control plan shown in the online supple- the project was prepared for the division’s archives,
ment to this article was developed, and the processes and this article was developed.
Revise paper
Submit paper
Write paper according to
via email
feedback
Yes, Yes,
Editor
with without
revisions revisions
Assign two
Market
Editor
Summarize
market segment
feedback
reviewers
Reviewers
Segment
Conduct reviews
Market
and provide
feedback
Education Production
Publish issue
Conclusion and Application Potential division’s separate publications into QAE clearly
for Other Organizations represent application of the identified strategies
It is challenging for all organizations to establish that will result in improved division performance.
appropriate product/service strategies that simul- Furthermore, this approach was carried out in a
taneously meet customers’ needs and minimize relatively short timeframe, given that most of the
resources required; however, this issue is even participants had very little time to devote to the proj-
more prevalent in situations faced by organizations ect despite their agreement that its results would be
such as ASQ’s Education Division, where volun- beneficial. Coordinating the work of an international
teers carry out the processes and the resources are group of volunteers is difficult, but the project man-
extremely limited. The improvements generated by agement process provided definitive tasks that were
this project support the adoption of this process used to ensure the project was completed on time.
by other organizations that are addressing issues Similarly, application of the DMAIC process and
with strategy development and improvement. The associated tools escalated the value of the findings by
specific tools used worked quite well for improving ensuring they were based on careful data gathering
product/service direction and operations. and analysis. The results were shaped to incorporate
The integration of the project management and the inputs of a very diverse set of perspectives because
LSS DMAIC approaches was highly successful. The the information obtained could be summarized
new direction demonstrated by the merger of the effectively and used to identify reasonable solutions.
www.asq.org/pub/jqp 31
More Online
To see other documentation related to this project,
take a moment to read the supplemental online article at
www.asq.org/pub/jqp/.