Project Management Center Using Business Process Automation to simplify and automate Project Tracking and Program Management

Transcription

1 Project Management Center Using Business Process Automation to simplify and automate Project Tracking and Program Management mkassoc.com

2 Common Problems in Project Management Project Managers spend too much time updating the project schedule Responses from the project team are not timely Getting tasks done is often a "fire fighting" effort by the Project Manager Open task reminder reports to assigned users must be created manually Tasks from suppliers are often tracked separately (or not at all) Documented evidence for completed tasks is not known or available Management visibility to the current project status is limited to weekly reports Advance notification of potential schedule delays is only a dream Open Issues are not managed with the project schedule Project Managers are often not aware of Open Issues until they "hit the fan" Resource commitments across multiple projects are unknown Critical s are in in-box silos and completely disconnected from the project

3 Why Implement PMC? Reduce the burden of PM follow-up time Simplify and improve all aspects of Project/Program Management Shift the task update responsibility to those assigned Eliminate paper status reports and spreadsheets Use a standardized, repeatable approval process Manage APQP checklists with the project Ensure Project status is accurate and available See resource and task loads; have visibility to timing Dramatically improve communication Integrate with XA (parts, bills, inventory, MO s, PO s)

4 STREAMLINE Project Management Process tools include: Electronic Forms Workflow Data Connections / XA Integration MS Project (optional) Centralized accessibility Security Browser-based (web) access

5 Project Management Center Process Create Timeline Assign Tasks to Project Team Weekly Reminders Sent Import Tasks to PMC Project Manager Open Issues Related Files Related APQP Checklists Risk Assessments Users update their own Tasks via or Wizard PMC Synchronizes Tasks with MS Project Nightly

6 1. Start a new Project 2. Import Tasks into PMC 3. Update Task progress PMC Features and Functions 4. Know the status of APQP checklists 5. Check part availability in the XA BOM 6. Manage all Open Issues 7. Associate relevant Files and 8. Track the status of all tasks: What is on-time, at risk, and late? 9. Understand resource loading/constraints

7 1. Start a New Project Create a timeline in MS Project with appropriate durations and dependencies Create a Project in PMC Create a hyperlink to the MS Project file Define the Project Team Define the Project assembly numbers

8 1. Start a New Project MS Project File Link Project Number (key) Project image (optional) Customer Information Key Project Dates Define the Project Team

9 1. What the System Does (behind the scenes) Sign-on authenticates the user to the system APQP Checklists are created and assigned Courtesy notifications are sent (management) notifications are sent for checklists Validation occurs for all required fields

10 2. Import Tasks Performed manually to initialize the Project Synchronized automatically with MS Project nightly Tracks new and obsolete Tasks Can include Supplier schedules (they can update their tasks themselves)

11 2. Import Tasks Source MS Project File Critical Path Tasks Customer Tasks Individually Assigned for Responsibility

12 3. Update Task Status Run the Express Update Wizard (easy process) PMC prompts the user with Open Tasks Easy navigation buttons

13 3. Update Task Status 1. Reply to weekly Task status notifications Reply with Updates Weekly to Assigned Users PMC prompts the user with Open Tasks PMC

14 4. Know the status of APQP checklists Color coded based on Answers Individual responsibility & accountability Supporting documentation Due Date commitments

15 5. Check part status in the BOM BOM direct from XA Current On-hand Inventory Inventory levels and on order status LIVE Open Purchase Orders

16 6. Manage all Open Issues Create & Assign Open Issues for a Task/Project Assignee with approval options Instant awareness notification Keep issues in departmental groups

17 7. Associate related Files and Security to View and/or Edit Forward relevant directly to the Project

18 8. Track the status of Tasks Filter Tasks in various ways How much is done? Is it on the Critical Path? Who s Responsible? Are we on-time, at risk, overdue? (g,y,r indicators)

19 9. Understand Resource Loading Within a Project Resource workload across all Projects Track by Task Days or Task Effort Assigned Task Status

20 Summary of Benefits EFFICIENT and EFFECTIVE Project Management Streamlined task update process A single system for all Tasks/Issues/Files/ Bill-of-Material status and visibility of On-Hand and On-Order availability APQP Checklist assignment and tracking Visibility to all Projects, tasks, resources and potential constraints (Critical Path Analysis) Increased accountability for assigned users