Six Sigma Green Belt Course
University of Michigan
Six Sigma Project Report Template
On-Line Green Belt Program at The University of Michigan
Instructor Comments
 The following template presents a guideline for preparing a Six Sigma written project report. Your report
should be similar in organization and contain similar headings. Subheadings and length of each section will
obviously vary based on your findings and writing style.
 The italic text in this template is instructional and should not be written in the actual report. The nonitalic
text presents examples of the kinds of text you might or should include in your report. The example in this
template is based on a case study from Six Sigma: The Breakthrough Management Strategy Revolutionizing
the World's Top Corporations by Mikel Harry, Ph.D. and Richard Schroeder, 2000. Note that some of the
example text appears on separate pages within the template.
 Some of the information in the examples in this template is vague because of lack of source information.
However, your report should be as specific as possible, including details and data that reflect your case.
 The information in your report should follow the Six-Sigma Problem Solving Methodology DMAIC. This
includes a description of the project, key points in the problem-solving process, and detailed support for
your conclusions and any recommendations. The final report should be approximately 3-6 single-spaced
pages, including tables and figures.
 Feel free to use the heading style formats in these guidelines for the headings and subheadings in your
written report.
 We recognize that some information contained in this template is repetitive across sections. However, since
different audiences will read your report to various degrees of depth, we believe that it is essential to repeat
certain information. Ultimately, we want you to write a high quality-professional report that has sufficient
detail to help other Six Sigma professional utilize and build upon your project findings.
 For technical questions, feel free to contact an instructor.

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
Pat Hammett ( pathammett@umich.edu)
Gary Herrin ( garyherrin@umich.edu)
Luis García Guzman (lgguzman@umich.edu)
Saumuy Suriano (ssuriano@umich.edu)
Tel: 734-936-1121
Tel: 734-647-7105
Tel: 734-764-5262
Tel: 734-647-9191
Fax: 734-763-9384
Fax: 734-764-3451
Fax: 734-763-9384
Fax: 734-763-9384
 This template was written by Mary Lind, Technical Communications Instructor. mlind@umich.edu
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Title Stating Subject and Purpose of Report
Submitted to:
Name, Title
Department/Organization
Address (optional)
Prepared by:
Name, Title
Department/Organization
Address (optional)
Date Submitted
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Example:
Damage-Free Delivery Project:
Solving Problems with Products Damaged in Shipping
Submitted to:
Name Unknown, CEO
Polymerland, A Division of GE Plastics
Prepared by:
Name Unknown, Champion
Also Name Unknown, Black Belt
Polymerland, A Division of GE Plastics
December 20, 1997
Note: Do not put a page number on your title page. Begin numbering the pages with the Executive Summary.
Executive Summary
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
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The Executive Summary presents the major information the report contains. Its readers are typically
managers who need a broad understanding of the project and how it fits into a coherent whole. These
readers do not need or want a detailed understanding of the various steps taken to complete your project.
Therefore, the Executive Summary allows readers to learn the gist of the report without reading the entire
document, to determine whether the report is relevant to their needs, or to get an overview before focusing
on the details. We consider writing a concise (one-page or less) and comprehensive executive summary a
critical element of an effective Six Sigma project.
The Executive Summary should include:
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Problem Statement
Scope
Methods (if appropriate)
Major results, including key supporting information
Conclusions
Recommendations (if appropriate)
An Executive Summary is not used as an introduction to the report, but is an independent, entirely condensed
version–the report in miniature. It generally has the following characteristics:

Length of 1 page for reports fewer than 10 pages. For longer reports, maximum length is often 5 to10% of
the length of the full report.
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The Executive Summary should include no terms, abbreviations, or symbols unfamiliar to the reader.
Readers should understand the content of the Executive Summary without reading the rest of the report.
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Example:
Executive Summary
On July 1, 1997 a representative of one of our largest and most lucrative customers told us he was considering
taking his business elsewhere because too many of our products had been arriving contaminated. We
immediately began examining the problem and determined that between January 1, 1997 and June 30, 1997,
Polymerland delivered 275,501,855 pounds of products to our customers, 176,381 pounds of which were
contaminated. That is, 176,381 pounds of products were damaged during shipping and then delivered to
customers.
We immediately told our dissatisfied customer that we would examine the problem closely and correct the
situation. Next, we formed a team to determine the cause of the problem and implement a solution. Our team
used the Six Sigma Strategy to examine the processes used in shipping our products and identify ways to
optimize these processes.
Following the Six Sigma Strategy, we determined that two of our warehouses, Maumee and Piedmont,
produced the highest number of defects, while our Brampton warehouse was operating at Six Sigma levels. In
the Maumee and Piedmont warehouses, 95% of the damaged boxes had two punctures at the base of one side of
the box, causing leakage. In addition, we determined that 87% of the damage occurred when the boxes were
moved with a forklift.
We also discovered a relationship between how the product was packaged and the type of damage done. Bags
were most likely to be damaged if they were scraped across the floor, but boxes were more likely to be damaged
when handled by a forklift operator. We concluded there was a strong correlation between the damaged
products and the use of a forklift to move them. However, the reason for the correlation was unclear since the
Brampton warehouse, which was working at Six Sigma, also transported the product using forklifts. Therefore,
we then looked at the forklift drivers in the Maumee, Piedmont, and Brampton warehouses and discovered that
the forklift drivers in Brampton were more experienced than the drivers in Maumee and Piedmont.
From this information, we determined that two factors contributed to the number of damaged products
customers received: whether the product was moved in the warehouse by forklift and whether the forklift
operator was experienced at operating a forklift.
To reduce or eliminate the number of boxes damaged in our warehouses, we considered the following
alternatives:
 Hire more experienced forklift operators for the Maumee and Piedmont plants. However, this would incur
significant costs and may not be possible.
 Require extensive training for the forklift operators in the Maumee and Piedmont warehouses. This solution
would also be expensive and would not guarantee fewer damaged products.
 Install shorter forks on all forklifts used in Polymerland warehouses. This installation would cost $350 per
forklift.
Beginning in December 1997, all Polymerland warehouses replaced the 42-inch forks with 36-inch forks on
their forklifts. Since this change, the number of damaged products delivered to our customers has reduced
significantly.
1.0 Introduction (Not: optional as a separate section. You may include the following in the Define Phase
Section)
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Announce the subject of the report (the problem the report addresses), the task performed in response to the
problem, and the purpose of the report.
Note: The purpose of the report is not the purpose of the project. The purpose of the report is to present
information that will enable readers to understand a subject, to affect readers' attitudes toward some subject, or
to enable readers to carry out a task.
The introduction can also explain key terms used in the report (if appropriate); announce the most significant
findings, including key support; announce the conclusions and, if appropriate, recommendations; and forecast
the content and organization of the report (optional). Current practice supports including this information to
give readers a viewpoint from which to interpret the data the report presents and to provide tools to help
readers navigate through the text.
Note: some of the information in an introduction may simply repeat from the executive summary.
Example:
1.0 Introduction
On July 1, 1997 a representative of one of our most lucrative customers told us he was unhappy that many of
our products had been arriving contaminated. He complained that he had to use his company's time and
resources to ship the defective products back to Polymerland for replacement, and said he would take his
business elsewhere if the situation didn't improve. We immediately told him that we would correct the problem
to ensure he receives only high quality products from Polymerland. Next, we formed a team chartered with
using Six Sigma strategy to determine the cause of the problem and implement a solution. The purpose of this
report is to present the results of our team's problem-solving process and explain the solution we adopted.
Following the Six Sigma problem-solving strategy, we concluded that two factors contributed to the number of
damaged products customers received: whether the product was moved in Polymerland's warehouse by forklift
and whether the forklift operator was experienced at operating a forklift. In addition, we determined that the
specific damage was caused by the forks on the forklift. The forks protruded six to nine inches out from under
the box, so that as the fork was fully inserted under the box being retrieved, the box behind it was punctured.
To reduce or eliminate the number of boxes damaged in our warehouses, we considered several alternatives and
decided to install shorter forks on all forklifts used in Polymerland warehouses. Therefore, beginning in
December 1997, all Polymerland warehouses replaced the 42-inch forks with 36-inch forks for $350 per
forklift.
This report presents a detailed explanation of the steps we followed using the six sigma problem-solving
strategy—define, measure, analyze, improve, and control—to determine why our customer was receiving
damaged products and to change the faulty step in our shipping process, ensuring these defects do not happen
again.
2.0 The Improvement Opportunity: The Define Phase
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Discuss the problem you examined. Explain how you identified your specific Six Sigma project. You might
possibly Integrate visuals and data summaries with text using tools such as a Pareto chart or a summary report
of current performance for either a manufacturing or transactional process.
Some topics that should be included are:
 Discussion of the problem addressed in your project.
 Discussion of project scope, (e.g., if you chose to limit your project to a particular part of a larger
problem statement or project due to timing constraints or span of influence).
 Identification of key measures that you used to evaluate the success of your project (examples: DPM,
DPMO, process yield, error rates, processing or order-filling time, machine cycle time, # complaints,
etc.)
 Discussion of impact on your project on key business indicators (e.g., the impact of your project to your
company or customer).
3.0 Performance: The Measure Phase
Analyze current performance levels and identify goals you hope to achieve. Integrate visuals presenting flow
charts, cause-and-effect diagrams, process control charts, sample data sets, summary statistics, and/or run
charts. You also might include visuals presenting results from process capability studies, measurement system
analyses, and process audits. (Note: Do not present long, bulky data sets in the main report, place them in
appendices to the report.) Identify the Key Product Output Variables (KPOV’s) examined and/or list potential
Key Product Input Variables (KPIV’s). The following information should be clearly identified:
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Current Performance Levels (Required) - identify the current state of your process performance
metric(s) (e.g., 25% defect rate, 35,000 DPM, 15 days to complete order).
Data Collection (Optional). Briefly discuss the data collected in your project. Include a listing of
KPOV’s and KPIV’s examined.
Measurement System Analysis (Optional). Discuss the validity of your measurement data either
qualitatively or quantitatively using tools such as a Gage Repeatability and Reproducibility Study, and
Gage Accuracy Study. Identify the strengths and limitations of your data collection method.
Target Performance Levels (Required) - identify the desired performance levels or improvement
amounts of your performance metric (e.g., Reduce DPM level from 35,000 to 3.4, or reduce time-todelivery by 50%).
Examples of Current and Target Performance Level Assessments:
 Our current process requires 15 days to complete a special order and we wish to reduce this time to
less than 7 days. Or,
 We currently are operating at 10,000 DPMs and we wish to reduce this level to less than 3.4 DPMs.
Other information that you may want to include in this section are:
 Flow chart, SIPOC Diagram or Current State Map of the process. This is highly recommended, as
they are a great visual aid and allow other readers to immediately comprehend the process basics.
 Visuals presenting results of process capability studies or process audits.
 Process Control Charts or Run Charts.
 Cause and Effect Diagrams.
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4.0 Analysis and Interpretation: The Analyze Phase
Analyze gaps between current performance and target performance levels, explaining possible sources of
variation. Include subtopics and subheadings that reflect your case. Include visuals supporting analysis from
using stratification analysis, regression analysis, correlation analysis, etc.
In this section, you should discuss the relationships between your KPIVs and KPOVs. For example, you should
discuss those variables that have a direct cause-and-effect relationship or those input variable settings (or
range of settings) in which your KPOV(s) are robust.
Information that must be included in this section include:
 You must demonstrate your understanding of course concepts and tools by showing evidence of the use
of at least one data analysis tool/ method discussed in this course. You should support this requirement
by including at least one table, graps, or diagram within the main body of the text. (e.g., include a
Pareto chart, stratification analysis table, cause-and-effect diagram, scatter plot, correlation analysis,
process control chart, measurement systems analysis (gage R&R) report, etc.). (Note: these tables and
figures must be integrated into the main body of your report; additional background material may be
included in the appendix).
 Note: We encourage the use of additional data analysis tools and may request re-submittal of a project
to include additional analysis if appropriate.
Note: Some of the analysis tools you use in the Analyze Phase may also apply in the Improve Phase. You may
discuss the use of Six Sigma problem solving and analysis tools in either the Analyze Phase or the Improve
Phase as appropriate to present your argument.
5.0 Recommendation: The Improve Phase
Identify alternative ways to improve performance. Try to evaluate how well alternatives will be able to meet
target performance goals. Specify criteria for choosing a course of action. Present conclusions regarding
alternatives and identify recommended solution. Consider presenting the material in the following subtopics
with appropriate second-level headings.
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Alternative Solutions Considered
Recommended Solution
6.0 The Control Phase
Identify the method of control such as process control charts, poke-yoke devices, process monitoring/ tracking
systems, and standardized work. If data is available, demonstrate how your solution has achieved the desired
results, where possible.
Comment: We realize that it might not be possible to include data that supports that an actual improvement was
made to the process because of the project time constraints. If this is the case, please at least discuss the
potential benefits of implementing your recommendations.
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7.0 Conclusion
Briefly restate the problem addressed, the process followed to reach a solution, and the chosen solution. List
the potential benefits to the chosen solution. Note: if your results or recommendations are incomplete or
sensitive to your company, please try to discuss potential benefits in relative terms. (e.g., a 20% reduction in
error rates or a 10% cost savings). If appropriate, explain any further action to be taken, including the
responsible team members and schedule.
Example:
7.0 Conclusion
When one of our most lucrative customers complained about receiving defective Polymerland products, we
immediately began working toward a solution. Using Six Sigma strategy, we determined the length of the forks
on our forklifts was causing the forks to puncture the boxes during handling in our warehouses. After
considering several alternatives, we replaced the 42-inch forks with 36-inch forks for $350 per forklift. Now
that all Polymerland forklifts are equipped with the new, shorter forks, we are seeing significantly fewer
problems and our customers are again happy with our products.
Appendices
Use appendices to present information that is too bulky to be presented in the body of the report or that will
interest only a few readers. For example, large diagrams or charts, computations, software package graphics,
test data, and texts of supporting documents should appear in appendices. Appendices have the following
characteristics:
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Titled "Appendix," not "Figure" or "Table."
Usually lettered rather than numbered.
Referred to at appropriate points in the body of the report so they are accessible to the reader who wants to
consult them.
Only use an appendix when the data is not relevant to the report but might be of interest to some of the readers.
We expect most if not all of your tables and graphs to be in the main body of the report.
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General Guidelines for Writing Reports
The following list presents reminders to help you write reports that are easy to read and understand. You do
not have to follow every one of these recommendations. How you present your written argument depends on
your situation. These tips are offered as basic guidelines. For more information about techniques for writing
clearly, consult a writing handbook or a writing website such as: http://www.plainlanguage.gov/

Know your audience and purpose when writing.
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Choose and organize your content around your purpose and audience.
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Use frequent, informative headings and subheadings. Headings and subheadings help readers preview
and review the major sections of information.
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Divide material into short sections.
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Introduce the sequence of sections that follow to let readers know what's coming in the report.
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Limit each paragraph to one topic.
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Vary structure and length of sentences. However, prefer short, direct sentences.
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Use "you" to speak to the reader. Use "I" or "we" to refer to events in which you were involved. Note:
Using "I" or "we" is now widely accepted in technical writing.
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Be concise. Avoid unnecessary words.
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Select appropriate diction. Prefer clear, simple language. Avoid inflated, obscuring words.
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Prefer active voice. Use the passive voice only when the identity of the agent is irrelevant.
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Be consistent in tenses. Prefer present tense.
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Prefer active verbs to abstract nouns.
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Use terms consistently to refer to the same object.
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Use lists.
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Use parallel grammatical structure for ideas or facts of equivalent importance (often presented in lists).
For example: Instead of Accidents can be either personal injury producing or cause property damage
write Accidents can either produce personal injuries or cause property damage OR Accidents can either
injure people or damage property.
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Use visual cues to guide readers such as:
- bullets or numbers to signal items in a list
- indented lists
- boldface to emphasize key points
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Use good document design: use plenty of white space; avoid all uppercase letters and underlining; use
serif typefaces (such as Times New Roman used here); and use left-justified, ragged right margins.
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Display material suited to visual presentation in well-designed, clear visuals such as tables, charts, and
maps.