DMAIC Phase Gate Review Checklist (Free)

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9 critical items still open - these are the highest-risk gaps.

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Define gate

Problem statement is specific, measurable and states the gap, the location and the time frame without naming a cause or solutionCRITICALProject charter signed by the sponsor, with scope in and out of scope listedPrimary metric (Y) is defined with an operational definition, unit and data sourceCRITICALBaseline performance and the target are stated with the business impact in money or customer termsVoice of the customer is translated into critical-to-quality requirementsHigh-level process map (SIPOC) is complete and agreed with process ownersTeam members are named with time commitments and the process owner is on the teamProject milestones and the next gate date are scheduled

Measure gate

Measurement system analysis (gage R&R or attribute agreement) is complete for the Y and key inputsCRITICALData collection plan names who measures, when, how many and where data are storedBaseline data are collected over enough time to include normal variationBaseline process capability or sigma level is calculated and the method is documentedCRITICALProcess is mapped in detail, including rework loops and decision pointsControl chart or run chart of the Y shows stability or lack of itData quality issues, outliers and missing data are documented and handled openly

Analyze gate

Potential causes are generated from a structured method such as a fishbone or cause and effect matrixVital few inputs are narrowed with data, not opinion, using Pareto, stratification or screeningRoot causes are confirmed with a statistical test or a verified experimentCRITICALHypothesis tests state the null and alternative, the alpha and the sample size, and results are interpreted correctlyRelationship between inputs and Y is quantified, for example with regression or ANOVAValue-add and non-value-add steps are identified with measured cycle times where relevantFindings are reviewed with the process owner and those closest to the work

Improve gate

Solutions are tied directly to confirmed root causesCRITICALSolution selection used criteria such as impact, cost and ease, with scoring documentedPilot or trial was run with a plan, a comparison group or baseline and enough dataCRITICALPilot results show a statistically and practically significant improvement in the YFailure modes of the new process were reviewed with an FMEA or similar risk methodCost, benefit and payback of the solution are estimated and verified by finance where requiredChange management plan covers training, procedures, tooling and ERP or MES updates

Control gate

Control plan lists characteristics, methods, sample sizes, reaction plans and ownersCRITICALControl chart or other monitoring is running on the Y and key inputs with limits set from post-improvement dataStandard work, work instructions and training records are updated and approvedCRITICALProcess capability after improvement is calculated and compared with the baselineMistake-proofing or automation is considered for critical inputsFinancial benefit is validated and signed off by the sponsor or financeProcess ownership is handed to the owner with a documented review frequencyLessons learned are recorded and the project is closed in the tracking system

A gate passes when every item marked critical is complete and at least 80 percent of the remaining items are done. Record the gap list and the decision with the reviewer name and date.

Link projects to ERP quality data

Optional: a short call on pulling baseline and post-improvement metrics from your ERP for project reviews.

Optional. The tool and every export work without this. No spam.

How to use it

Run the checklist at the end of each phase, not only at project close. The Green Belt prepares the evidence, a Black Belt or Master Black Belt reviews it and the sponsor attends the Define and Control gates. Tick items that are truly done with an artifact, such as a signed charter, a gage R&R report or a control plan, and note what is missing for the rest. Export the result to PDF or Excel to attach to the project record.

Critical items must be complete before the gate passes
Attach evidence, not just a tick
Record the decision: pass, pass with actions or hold

What each phase has to prove

Define proves the problem is worth solving and bounded. Measure proves you can trust the data and know the baseline. Analyze proves the causes with data. Improve proves the fix works in a pilot and does not create new risk. Control proves the gain will stay: owners, monitoring, reaction plans and updated documents. Skipping the measurement system analysis or the pilot are the two most frequent reasons projects fail to hold their gains.

Reading the result

If a critical item is missing, hold the gate and agree an action date. If a project passes with several non-critical items open, record them as actions with owners. Watch for a pattern: if projects regularly fail the Measure gate on measurement system analysis, add gage R&R training or a standing metrology resource. Gate data across projects show where the program itself needs improvement.

Common mistakes

Reviewers often accept a solution at Analyze, before root cause is verified, which leads to solution-first projects. Others skip the pilot and go straight to full rollout. Another trap is to claim savings that finance has not validated. Finally, closing the project without a control plan, a named process owner and updated work instructions lets the process drift back within months.

Frequently Asked Questions

Do I need all five gate reviews for small projects?

Small projects can combine reviews, for example Define and Measure, but the exit criteria still apply. Skipping the Control review is the riskiest shortcut, since it is the phase that protects the gains.

Who should approve each gate?

A Black Belt or Master Black Belt normally approves technical content, and the sponsor approves scope, resources and financial benefit. The process owner should be present at the Improve and Control gates.

How is DMAIC different from DMADV?

DMAIC improves an existing process. DMADV, also called DFSS, designs a new process or product: Define, Measure, Analyze, Design, Verify. The checklist here covers DMAIC only.

What if the data show no improvement at the pilot?

Do not pass the Improve gate. Return to Analyze to check whether the root cause was verified, review whether the pilot was run correctly, and consider other solutions. A failed pilot is useful information, not a project failure.

If Six Sigma project data and control plans live in scattered files, Netray can help connect them to your ERP and QMS records.

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DMAIC Phase Gate Review Checklist