Developing a Lifecycle Process and Tools for Team

Developing a Lifecycle Process and Tools for Team management. By Bruce Schwickrath Monday May 12, 2003 PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 1

Why do we need a Lifecycle process? n Company expects a flawless product introduction. n Expectation is to get the product to market first. n Predictability of product delivery is critical for market launch success. n Eliminate the departmental silos. n Engage a variety of cross-functional participants. PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 2

How do you begin? n The process should be totally encompassing and includes the entire lifecycle of the product. n Start by building a team of professionals in their functional areas. PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 3

Steps to develop the Lifecycle process • • • Assessment Map the current process Define dependents and deliverables Define major phase and sub phases Define requirements for phase exit (check list) Define approval authority and management structure Document the process Develop a training program Implement the process Review and revise PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 4

Product Lifecycle Management MAJOR LIFE CYCLE STAGES = STAGE EXIT POINT REQUIRED MILESTONES = IN-STAGE SERIAL REQUIRED MILESTONES = TIME Definition Concept Business Plan Concept Defined Feasibility Study Review Development Product/ Process Defined Master Production Schedule NPI Entry/ DVT Completion Production NPI Volume Transfer/ Limited Availability EVT Entry Volume Availability DVTEntry PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com End-of-Life Plan Copyright PLM Consulting 2003 5

Success is Dependent on the Team 1. Core Teams are cross-functional groups that have product ownership and are responsible for driving products from Definition through End-of-Life using the Product Lifecycle Process PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 6

Effective Core Team n To have an effective Core Team the Core Team Manager needs to: 1. Clarify the team goals 2. Identify those issues which inhibit the team from reaching their goals 3. Address those issues, remove the inhibitors and enable the goals to be achieved 4. Communicate the current status of a project across the organization. PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 7

Effective Core Team 5. Management of a team is done by achieve cooperation and support from team members and the organization. This can only be done through trust and management support. 6. Understanding the fundamental principles of team dynamics and getting the most from your team is crucial to the Core Team’s ongoing success. PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 8

Stages of Team Development Transforming Norming Storming Performing • Issue: Cohesion • Issue: Commitment • Issue: Conflict • Focus: Team • Focus: Tasks • Focus: Others • Requirement: Procedures (Task & Team) • Requirement: Trust Forming • Issue: Caution • Focus: Self • Requirement: Goal & Role Clarity Actions: Set Direction Clarify Goal(s) Clarify Roles Provide Info Communicate • Requirement: Management of Differences Actions: Set Ground Rules Listen Manage Differences Get Buy-in PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Actions: Involve All Provide F/B QC Actions: Cheerlead Use Learning Cycle Delegate • Issue: Completion • Focus: ? ? ? • Requirement: Movement/ Closure Actions: Evaluate R&R Conclude Back to Forming Teams normally have a static membership and how the individuals within the team relate can have a big bearing on team performance. If a member leaves, or another joins, the dynamics of the team can be changed greatly. Copyright PLM Consulting 2003 9

Team Building n The benefits to building happy and productive team are limitless. n To have an effective team, each person must have some insight into the dynamics of relationships within the team. n The most effective teams basically operate with focused objectives and it is the Team Manager’s responsibility to clarify the team goals. PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 10

Key Objectives n Management of the process is critical for a project success. n The Team Manager needs to be the problem solver and leader. n The Team needs a standard set of tools to succeed. n The Team needs to have ownership and be responsible for their goals. PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 11

Tools for Management PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 12

Action Item List PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 13

Program Contract PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 14

Meeting Minutes PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 15

Core Team Recommendation Sheet PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 16

Phase Review Checklist PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 17

Appendix Form PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 18

Phase Review Format PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 19

Weekly Executive Summary Report PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com Copyright PLM Consulting 2003 20

Developing and Implementing the Lifecycle Process By Bruce Schwickrath Product Lifecycle Management (PLM) is a process that can consistently deliver great products on time. World class companies need to have a process that will deliver the correct product, within the market window and with the greatest value to the customer and the company. At the end of the day companies are only remembered for their products. Predictability of product delivery is critical for market launch success and the product development processes can be a competitive weapon to get the product to the market first. Constant delays to product introductions can jeopardize a company’s ability to make a profit. Companies that take too long to design, pilot and introduce a new product into production, will not be competitive! Product Lifecycle Management breaks down the departmental silos that have limited interaction within the company. The process should be totally encompassing and includes the entire lifecycle of the product. When new products are developed, we also need to consider impacts to existing products that are available. A truly effective lifecycle process engages a variety of cross-functional participants from marketing, engineering, procurement, manufacturing, sales, and service departments. The objective of the process is to provide functional areas with a consistent and company sanctioned guideline for Product Creation, Product Testing, Release, Delivery and, Field Support. This is done by establishing corporate requirements for documentation and management approval through the major stages of a product's life cycle. For this process to be successful it must be flexible, but be managed by a leader that has the support of the senior management team. PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com To develop a product Lifecycle process you must begin by understanding the requirements of the process. The assessment step is the most critical part in developing the process. This step is started by building a team of professionals in their functional areas. This cross functional core team is the body of knowledge that will develop the process. The group task for this team is a brainstorming session to define what is not working, what is working and what is missing from the current process that is in place. The team needs to also develop the objective of this project and then establish a project plan and schedule. Listed below is the flow of developing the lifecycle process. Map the current process • • Story board current process (Including the MRP/ERP and MIS links) Develop a Fish bone or flow chart of the process Define Dependents and deliverables • • • Define requirements for each functional (everyone should be involved) Define deliverables from each functional area Develop timing of deliverables to other functional groups Develop timing of receivables from other functional groups Define metrics or data associated with each deliverable • • Define a functional maturity plan of the product Divide the Fish bone or Flow chart into the major phases Define major phase and sub phases Copyright PLM Consulting 2003 21

Developing and Implementing the Lifecycle Process By Bruce Schwickrath Define requirements for phase exit (check list) • List major activities for each phase • List deliverables for each phase (exit check list) • Develop template for phase exit check list • Define metrics to audit the process Define approval authority and management structure • Define management authority to review progress and approve phase transition • Define management process of the project team • Define reporting process of project status. • Define escalation method of issues Document the process A high level Lifecycle flow chart should be used to explain the detail of each phase and used as a training tool for all employees. The project management team should be the owner of the process and revise the documents when improvement opportunities are identified. Develop a training program • Define levels of training required • Develop course outline • Develop class documentation • Dry run presentation to lifecycle process development team The success of Developing and Implementing the Lifecycle Process depends on ownership and deployment of the process. The process owner needs to be a champion of the process, trainer and cultivator. The leader of the development team that develops the lifecycle process needs to be an expert in the process and the escort to lead the team through the process. Executive endorsement and adoption of the process is key to the continued success of the process. More information on lifecycle process can be found at www. plmguru. com • • • Develop document outline Present process and plan to the executives Create flow charts of each phase Create a overview document of the phases Develop the process document and standard forms Document metrics used to control and audit process Implement the process • Release documentation • Roll out training Review and revise • Audit the process for conformance and issues • Audit metrics • Revise documentation if required PO Box 157, Great Mills MD 20634 (301) 994 -3449 http: //www. plmguru. com The other area that needs to be addressed is the methodologies of the management team including a common look and feel of communications and documents from the group. Also performance measurement tools like schedule date vs. actual, build vs. plan, delivery vs. promise, bill of material accuracy, income vs. plan, ROI vs. plan, sales to plan, changes to original design, cost vs. budget, and other metrics need to be included in the process. Copyright PLM Consulting 2003 22