Planning and Management Tools

Transcription

1 Planning and Management Tools Christopher Saldana, Ph.D. Woodruff School of Mechanical Engineering Georgia Institute of Technology Atlanta, Georgia USA

2 Learning Objectives Understand the role of management and planning tools to: Plan more formally Organize information Deal with qualitative information Show relations between items and issues Utilize techniques and tools for project management Identify critical project tasks Creating project timelines Assigning responsibilities to work as a team 2

3 Project management tools Techniques and tools for project management Planning tree diagram (determine tasks) Responsibility matrix (assign tasks) Gantt chart (schedule tasks, determine critical path, monitor resource load) Prioritization matrix (prioritize tasks) Interrelationship diagram (determine causal relationship between inter-related items) Affinity diagram (determine needs customer) Matrix diagram (quantitative relationship between items) PDPC chart (failure modes and contingency) 3

4 Continuous Quality Improvement (CQI) Management goal = CQI The 8 MP tools are part of the plan segment of CQI. Tools encourage the participation and input from more people. Tools organize the non-quantitative information from a chaotic situation [into] an implementable action plan (p. 7, MJP). Walter Shewhart Charles Deming Deming Cycle 4

5 Continuous Quality Improvement (CQI) PDCA cycle Continuous improvement Johannes Vietze, Iterative problem solving Christoph Roser,

6 8 Management & Planning Tools Gantt Chart (1) Affinity Diagram (2) Interrelationship Digraph (3) Tree Diagram (4) a b c d a b c d e f g h x x o Prioritization Matrices (5) Matrix Diagram (6) Process Decision Program Chart (7) Activity Network Diagram (8) 6

7 Relationship of 8 MP Tools to QFD (1) Affinity Diagram (3) Tree Diagram Requirements Flow (4) Prioritization Matrices Characteristics Requirements (What) Customer Requirements Prioritization Interrelationships (How) Product Characteristics (5) Matrix Diagram Relationships How Much Importance Target Values Importance Ratings Competitive Assessment (2) Interrelationships Digraph (7) Activity Network Diagram (Known) (5) PDPC (Unknown) QFD Development Matrices 7

8 Gantt Charts Purpose: communicate project scheduling and track project progress First: schedule critical tasks and deliverables/milestones Then: work backward to schedule sequential, parallel, and coupled tasks Update: to evaluate progress and feasibility of deadlines/goals Timeline of Required Tasks: Design an Aerial Lift 8

9 Gantt Charts (detail) Fn RFID project,

10 Affinity Diagram Purpose: Creative process (generate ideas) Gathers language data Start with: What is issue under discussion? Then: Brainstorm ideas, gather ideas under affinity headings Reducing data entry complexity Improved Training Error Prevention Problem Solving Improved Hardware Optical Scanning System On-Line System at Customer Site Voice Activated System Automated Entry Friendly Software Inlet Menu Driven Improve Prompts Outlet Display Only Non- Standard Info. On Screen Clear Paperwork Standardize completion Format Increase Size to Increase Legibility Train Clerical Sales and Customer Service Personnel Shorten 11-Digit Product Code Color Code Forms by Product Group Forms Contain Only Non-Standard Customer information 10

11 Interrelationship Digraph Purpose: To show causality between items To identify drivers and bottlenecks Can be used to fill in roof of HOQ First: Place items to be discussed Then: Draw arrows between items From to indicates causality Arrows Most out arrows primary: driver Repeat Service Calls Most in arrows secondary: bottleneck Issues involved in repeated service calls Wrong Person Sent Unreasonable Customer Wrong Tools Lack of Knowledge of Job by Subcontractor Interviewer Lack of Good People Lack of Clear Job Expectations by Subcontractor Lack of Info. on Job Poor Matching of People Lack of Formal Record of What Final Job is Unclear Customer Expectations Lack of Trades Experience in Management Lack of Knowledge of Matching People to Job Requirements Advertising Promises 11

12 Planning Tree Diagram Purpose: Paths and tasks to accomplish primary goal and its related sub-goals First: List main what (goal) Then: List hows (means), these become goals ( whats ) for next level, continue until you get to assignable tasks Reducing data entry complexity 12

13 Prioritization Matrix A B C D E % Purpose: to prioritize items by: Prioritization against themselves Prioritization against criteria Allows you to focus resources on important tasks A B C D E ΣR 1 /ΣC ΣR 2 /ΣC ΣR 3 /ΣC ΣR 4 /ΣC ΣR 5 /ΣC ΣC 1 ΣC 2 ΣC 3 ΣC 4 ΣC 5 ΣC (+) = 5; (-) = 0.2 Total Coffee example Taste Smell Safe Color Temp % Taste X ΣR 1 /ΣC Smell + X ΣR 2 /ΣC Safe - - X + - ΣR 3 /ΣC Color X - ΣR 4 /ΣC Temp X ΣR 5 /ΣC ΣC 1 ΣC 2 ΣC 3 ΣC 4 ΣC 5 ΣC Total

14 Job Responsibility Matrix Purpose: List tasks and action items, clarifies roles and shows points of contact First: List tasks and team members Then: Assign primary, secondary, and need to know to provide manageable load distribution, Update and re-assign as necessary Task Team Member 1 Team Member 2 = Primary Responsibility O = Secondary Responsibility = Needs To Know Team Member 3 14

15 Tips for Team Meetings Pre-meeting communication Timely response ( , phone) Documentation Have an agenda for meeting Don t spend too much time on one item Table and return Do more research Don t spend too little time on an item Ask how else can this be done? Action items: be honest, accountable 15

16 Useful tools 1. Teamwork.com Paid subscription through Georgia Tech, see ME2110 website for details Ability to create tasks, edit a project Gantt chart, assign tasks, etc. Accessible by ios/android/browser 2. Trello web-based project management 3. Slack web-based chat and project collaboration 4. Github code repository w/version control (paid subscription through GT) 5. e-collaboration: Dropbox (paid subscription through GT) 6. Other: OneDrive, Google Drive, etc. 16

17 Learning Objectives Understand the role of management and planning tools to: Plan more formally Organize information Deal with qualitative information Show relations between items and issues Utilize techniques and tools for project management Identify critical project tasks Creating project timelines Assigning responsibilities to work as a team 17