Designing a (Pull) System Visual Control Board. February 2013 Vega Information System Services, Inc. Do Not Reproduce 1

Transcription

1 Designing a (Pull) System Visual Control Board February 2013 Vega Information System Services, Inc. Do Not Reproduce 1

2 If you haven t done so, spend some Eme developing a Context Map of your workflow first. Knowledge Discovery Process Context Map Internal DissaEsfacEons External DissaEsfacEons Workflows Establish Your Context First Customer Types Work Types Delivery ExpectaEons Demand Types Arrival Rates February 2013 Vega Information System Services, Inc. Do Not Reproduce 2

3 Use your context map to begin understanding and visualizing important and primary states of your CURRENT workflow. February 2013 Vega Information System Services, Inc. Do Not Reproduce 3

4 Kanban uses a (pull) system to control overburdening, uneven flow, and to s<mulate evolu<onary change. It is criecal to IdenEfy the upstream and downstream states that are in your ability to influence. These form the boundaries of your workflow (and the pull system you ll create). February 2013 Vega Information System Services, Inc. Do Not Reproduce 4

5 Between these two boundaries your inieal goal is to create even and predictable flow where there is liwle or none now, creaeng a baseline and environment for effeceve and sustainable conenuous improvement. These boundaries also represent where you ll need to collaborate and communicate closely with your upstream and downstream partners if you re to effecevely work with your pull system and their system. February 2013 Vega Information System Services, Inc. Do Not Reproduce 5

6 Then between your upstream boundary and downstream boundaries, use what you learned from your context map to visualize the key states in your workflow. For example, when work is handed- off from one to another, this is oyen where work sits idle. February 2013 Vega Information System Services, Inc. Do Not Reproduce 6

7 You might start with something as simple as Backlog, ToDo, Doing, and Done. Then, let forces emerge for adding any new useful columns. Don t add columns without need or benefit. February 2013 Vega Information System Services, Inc. Do Not Reproduce 7

8 Or maybe you have something more detailed, like Backlog, Dev. Ready, Analysis, Design, Coding, Validate, Dev. Done, Internal Review, Customer Reviewed, Delivery Ready, Delivered, and Warranty. But DON T simply copy another team s board, make it YOUR own. Even if you start similarly to another team s board, yours will likely evolve and be used differently. February 2013 Vega Information System Services, Inc. Do Not Reproduce 8

9 WIP Limits are typically idenefied and visualized prominently for each primary workflow state. ToDo (10) February 2013 Vega Information System Services, Inc. Do Not Reproduce 9

10 Primary workflow states are oyen subdivided to highlight visibility of a sub- state within the primary state. ToDo (10) For example sub- divide columns to show specific state of work items if this is helpful (ex. Dev. Ready, Dev. Done). February 2013 Vega Information System Services, Inc. Do Not Reproduce 10

11 In some case the subdivision highlights key sub- states where simultaneous sub- steps in the workflow occur or where planned iteraeons will occur within the primary state. ToDo (10) February 2013 Vega Information System Services, Inc. Do Not Reproduce 11

12 SEll the WIP limit will oyen apply to the primary workflow state. ToDo (10) February 2013 Vega Information System Services, Inc. Do Not Reproduce 12

13 Or the WIP limit may apply across a number of primary workflow state. ToDo (10) February 2013 Vega Information System Services, Inc. Do Not Reproduce 13

14 But in other cases you might also establish a WIP limit for the primary states as well as sub- states. ToDo (10) ToDo (8) ToDo (5) ToDo (3) February 2013 Vega Information System Services, Inc. Do Not Reproduce 14

15 In some cases a primary state is subdivided horizontally to highlight key sub- states where simultaneous sub- steps in the workflow occur or where planned iteraeons will occur within the primary state. February 2013 Vega Information System Services, Inc. Do Not Reproduce 15

16 In other cases several primary states are subdivided horizontally to highlight a muleple level view of work items, or differing sub- workflows in the primary workflow, or again to highlight simultaneous or iteraeve steps in the workflow. February 2013 Vega Information System Services, Inc. Do Not Reproduce 16

17 CombinaEons of verecal and horizontal swim lanes are also common ways to meaningfully and helpfully visualize your workflows. ToDo (10) ToDo (8) ToDo (5) ToDo (3) Again WIP limits can apply individually or across these sub- visions depending on your context and specific workflow needs. February 2013 Vega Information System Services, Inc. Do Not Reproduce 17

18 One note of awareness when using swim lanes. If you re board establishes a swim lane per person on the team, consider the primary goal and focus for your kanban board is to help manage and visualize the work and flow of workitems. The primary goal and focus for your kanban board is not to manage individual team members. February 2013 Vega Information System Services, Inc. Do Not Reproduce 18

19 But don t over engineer! Too much detail is not helpful! Your board should quickly radiate the most useful informaeon for managing work and ensuring flow, and surfacing where work is not flowing. February 2013 Vega Information System Services, Inc. Do Not Reproduce 19

20 Your board should reflect your ACTUAL workflow, not what you imagine or wish it should be! Don t confuse others with too much detail or a workflow that doesn t reflect what actually occurs. Don t let soyware tools (their limitaeons or extra features) dictate or drive how you visualize and evolve your workflow. February 2013 Vega Information System Services, Inc. Do Not Reproduce 20

21 Remember WIP may be adjusted over Eme and should reflect some level of the team s capability. Ready (6) Design (3) Development (5) Doing Done Doing Done Test (3) Deployed Adjust over Eme Team s capability Common stareng points: current average WIP x 2; team size x 2; team size + 1; (team size / 2) + 1; average compleeon rate x 2. February 2013 Vega Information System Services, Inc. Do Not Reproduce 21

22 Buffer: used in front of bowleneck; should NEVER go empty; keeps bowleneck fully uelized (exploited). Ready (6) Design (3) Development (5) Test Ready Doing Done Doing Done (2) Test (3) Deployed Buffer Team s capability Queue Queue: used in front of non- bowleneck; cushions two disparate flow rates; might empty (ex. flush Ready to Deploy queue) February 2013 Vega Information System Services, Inc. Do Not Reproduce 22

23 Typically color is used to help disenguish between different workitems on a board; color could represent different size or priority as well. Ready (6) Design (3) Development (5) Test Ready Doing Done Doing Done (2) Test (3) Deployed OrientaEon (rotaeon) or shape can also designate specifics about workitems on the board (ex. workitem needing a shared resource, workitem depending on external or third party resource, workitem done and ready to be pulled further downstream). February 2013 Vega Information System Services, Inc. Do Not Reproduce 23

24 Color seckies are oyen used to further awribute and communicate specifics about a workitem on a board. Ready (6) Design (3) Development (5) Test Ready Doing Done Doing Done (2) Test (3) Deployed Bright pink seckies typically are used to visualize a blocked workitem. Visualizing who is working on a workitem is also typically done with a colored secky or personalized avatar. February 2013 Vega Information System Services, Inc. Do Not Reproduce 24

25 Typically policies describing (criteria) for how and when work is pulled or moved across the workflow are visualized at top or bowom of each state. When using electronic board, teams someemes tape policies at top of the big screen monitor displaying the workflow. February 2013 Vega Information System Services, Inc. Do Not Reproduce 25

26 The WIP Limit and the policy regarding how the Input Queue to your workflow is replenished is criecal. Don t disregard the importance of these. ToDo (12) This is typically when the clock starts on the SLA you re communicaeng to upstream and downstream partners. CondiEoning the inputs to opemize your workflow both in terms of value and flow starts here. February 2013 Vega Information System Services, Inc. Do Not Reproduce 26

27 One example of a real world kanban board. February 2013 Vega Information System Services, Inc. Do Not Reproduce 27