Descriptions and Definitions of Quality Terms, Tools and Techniques

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ETVX

ETVX is a structure for assuring the quality of a process. In summary, the principle is to gate Entry and eXit from the Task, formally checking readiness and completion. Within the task, embedded Verification enables continuous quality assurance.

E - Entry

Before a process or task begins, there are defined entry criteria that must be satisfied before the main task begins. This could include:

• Inputs to the process satisfy specific quality criteria
• All process activities are planned and agreed
• Risks are assessed and mitigation/monitoring/contingency actions planned
• Standards and other required controls are understood and will be used
• Particular commitments to actions or support are required
• People are allocated, motivated and able to completed the work
• Exit criteria are defined and will be achieved

A key question is how the entry criteria get agreed. For smaller tasks this can be relatively informal and run solely within a project or team area. For more significant tasks where broader commitments and coordination is required, a formal meeting and process may be required. The general criterion for choosing what level of formality is risk: higher risk needs greater formality.

A formal gate meeting may be held as a separate meeting or may be integrated within regular project or programme meetings. The format for the meeting is:

• Overview of the task/process/activity to be gated, including internal assurance activities
• Careful presentation and review of entry criteria
• Noting of any action to be completed before gating is approved
• Noting of any exceptions that will be accepted
• If signoff is not achieved at the gate, agreeing how this will happen
• Signoff by those who have this authority to do so

T and V – Task and Verification

Within the task, it is normal that ongoing quality assurance and other verification will take place, checking that sub-actions are completed, containing costs and avoiding exit criteria failure. Principles and approaches here include:

• Reviews: Assessment against standards, plans, etc.
• Source checking: Verification at the point of potential failure to prevent propagation.
• Checklists: Ticking off specified actions have been completed.
• Signoff: Responsible people sign to confirm delivery and specific actions.
• Double check: Two people where human error can occur, eg. dual keying of data

The process may also be designed to reduce the chance of failure or error and reduce the need for verification, including the use of ‘Mistake-proofing’. Principles include:

• Visual guidance, including the use of colour
• Bar-coding and ‘track and trace’ of individual items
• Flow management and bottleneck management
• Parallel operations to manage time constraints
• Statistical process control that predicts potential problems

The ETVX system is scalable, and the task may include a number of sub-processes where this approach is also used.

X - Exit

Exit criteria contains all of the conditions which need to be fulfilled so the task may be considered as completed. This includes:

• Outputs have been proven to satisfy agreed acceptance criteria
• Demonstration that standards and controls have been complied with
• A ‘lessons learned’ session has been held to capture improvements for next time
• Outstanding reports and other documentation have been completed
• The documentation system is tidy, with appropriate items archived
• Exit criteria should be agreed as a part of the entry gate.

The exit gate mirrors the entry gate in that agreement on completion of the task may be informal or formal, and may be a separate meeting or integrated into a standard management meeting. The process may also include approval of exceptions and acceptance of non-compliance with standards and controls.

As appropriate, continuance with subsequent activity may be agreed whilst outstanding actions are completed.

The exit gating process should be agreed as a part of the entry gating, including role and responsibilities for work completion and approval signoff.

Where the exit gate from one activity is immediately followed by the entry gate of another, the gate meetings maybe combined. This can help ensure exit and entrance acceptance criteria are aligned.

See also:

Process Management

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