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Unit12
Structure

FundamentalsofapplicationSoftware

12.1 Introduction 12.2 OdetteDocumentationSystemSpecifications 12.2.1 12.2.2 12.2.3 12.2.4 12.2.5 12.2.6 12.2.7 IntroductiontoSCMo DefiningTheProcessDocumentationSystem Model,ObjectandSymbolSpecifications DescriptionofModelsandObjects ProcessChain ModelIntegrationandModelNavigation SupplyChainModeling/Mappingassignmentsymbol

12.3 MethodologyandConcepts 12.3.1 12.3.2 12.3.3 12.3.4 12.3.5 12.3.6 12.3.7 12.3.8 12.3.9 12.4 ArisWebPublisher MasterGlobalMaterialsManagementOperationsGuidelines Evaluation StrategyandImprovement WorkOrganization CapacityandProductionPlanning CustomerInterface ProductionandProductControl SupplierInterface

ProjectManagementusingSoftware ReviewingtheBaseline TrackingProgress BalancingWorkloads MonitoringVariances CreatingReports

12.4.1 12.4.2 12.4.3 12.4.4 12.4.5

12.5Summary TQs AnswertoSAQsandTQs

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12.1 Introduction
Projection Management has become so complex in modern times that project teams have started to realizethechallengesofhandlingsuchaformidablemixofbusinessprocessesthesheervolumeshad earlierledtosuspendedanimationofseverallargeprojecttillanumberofleadingsoftwarefirms,ledby Microsoft,cameupwithanITintegratedapproachwithwelldesignedstandardizedsoftwaresolutionfor Project Management apart from breathing easy, project team members sensed the opportunity to exhibit better efficiency and a greater level of adherence to schedules when a bulk of their manual processeswereautomatedtoagreatextent.

Inthisunit,therefore,wewouldattempttounderstandProjectManagementApplicationSoftwarethrough acursorylookatthefeaturesandcapabilitiesofleadingSoftwareSolutionlikeMSPROJECT,ODETTE, INNOVATEUR,AGILE.While thisjust servestounderstand theconcepts, studentsareadvised tovisit theirwebsites&downloaddemoversionstounderstandhowtheywork.Varioussections&subsections ofthisunitwouldcoverdetailsofthefollowing:

PROJECTMANAGEMENTAPPLICATIONSOFTWARE: ODETTE ARISWebPublisher MicrosoftProject2002 AGILEPROJECTMANAGEMENTSYSTEMapartfromWritingaWinningBusinessPlan

LearningObjectives

1. UnderstandthestructureofpopularProjectManagementSoftwareSolutions. 2. UnderstandKeyprocesseswithintheindustrywhichcanbeITenabled&integratedeffectively 3. AnalyzekeyFeatures&functionsoftheseSoftware 4. DescribethewaysuchanITenabledapproachcouldbenefitorganizationsenhanceproductivityand

efficiencyaspartoftheirProjectManagementSystems.

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12.2 OdetteDocumentationSystemSpecifications

12.2.1 Introductionto(SCMo)SupplyChainMonitoring

The intent of this document is to define the structure of the Documentation System, its content, the methodofcontentgenerationandtoattaincommondocumentationofallstandardprocessesof Odette. ThedocumentationisvalidfortheSCMgroupofOdette.TheDocumentationSystemisintranetbased toprovideimmediateaccesstocurrent,uptodateProcessdocumentation.TheSystemallowsusersto navigatethroughgraphicalstructurestorelevantdocumentationandprocesseswhichwerecreatedwith theARISToolset.

Theprocessdocumentationsystemservesthefollowingobjectives: 1. PresentstandardprocessestobeadheredtoacrosstheIndustry,andinsodoingsecuretheircorrect application.

2. Offer a central location of all process and system related information form customizing documentationtoworkingguidelines.

3. Allow flexible and quick adaptation in case of process changes or enhancement and provide the updatedinformationimmediately.

4. Present the standard processes in the intranet, where users can look up the current processes whenevernecessary.

5. Availabilityateveryworkinglocation.

12.2.2 DefiningtheProcessDocumentationSystem
ThecontentoftheprocessDocumentationSystemincludestheareasupplychainmanagementfromthe OdetteSupplyChainManagementGroup.Thesystemincludesgraphicalprocessdocumentation,inthe formofprocesschains,aswellastheentirerangeofdocumentationrelatedtotheprocesses.Related

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informationisattachedtoeachdocumentationlevel,whereitcanbeintheformofasingledocumentora linktofurtherdocumentsorotherprocesschains.

TheprocessDocumentationSystemgives,accordingtoitsobjectives,anoverviewandadetailedviewof therelevantprocessesforSCMo.Theprocessesgivetheinformationastowhichactivitiesaredoneand bywhom,whentheactivitiesaredoneandwhichsystemsandinformationsupportthoseactivities.Easy system operation is achieved though the use of topdown navigation and the availability of a search index.

12.2.3 Model,objectandSymbolSpecifications
ModelsandModelTypesbeingUsed:

ARISoffersawidevarietyofmodeltypestoenablemodelingcustomizedtoindividualspecifications. Themodelsandmodeltypesusedinthedocumentationsystemarelistedinthefollowingtable:

ModelIdentification WorkPackage Process SubProcess

ModelType FunctionTree FunctionTree ProcessChain(eEPC)

12.2.4 DescriptionofModelsandObjects
FunctionTree The entry level of the process documentation structure is the function tree that shows the hierarchic structureoftheprocessdocumentations.ThefunctionoftheSCModocumentationcontainsthreelevels:

Level0:WorkPackage Level0showstheworkpackages,whichrepresentthedifferentpartprojects.AtpresentonlytheSCMo processesaredescribedinthisdocumentation.

Level1:Process OnLevel1,theprocessesthatbelongtotheworkpackageonLevel0arelisted.
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Theyarenotyetthespecificprocesses,butratherselfcontainedprocessblocks.

Level2:SubProcess In Level 2, the processes are graphically depicted in the form of process chains. The process chain modelitselfcanbeopened viatheassignment. Thechartdescribestheobjectsthatareusedinthefunctiontreemodel:

Object Function

Definition Anobjectthatrepresents a

Example OperativeProcesses *UpdateSCMo InventoryInformation

workpackage,aprocessorasub process.

Edge

Illustrateslogicalsuccession by connectingtheindividualelements.

*AlertWorkflow

12.2.5 ProcessChain
The Process Chain describes a process based on the chronological as well as the logical interdependencies.Thefollowingquestionsareconsideredintheprocesschaindepiction: Whenmustsomethingbedone? Whatshouldbedone? Whichresource(ITsystems,information,data,organizations)arenecessaryorarecreated.

AprocessChaincontainsthefollowingelements,whicharecalledobjectsintheARISToolset.Some objectsaremandatorylikeevent,function,edgeandconnectors.Theotherobjectscanbeaddedfora moredetaileddescription.

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Object Event

Definition Acomponentrepresenting anachievedstateinthe processflow. Eliminated. Eachprocessstarsand Endswithanevent.Between Twofunctions,eventsare Usedtoshowimportant Eventsordecisions.

Example *Falsealert *Alertandrootcauses

Function

Acomponentrepresenting eithermanualorsystem supportedtaskstobecarried out.

*Findrootcauses *Definecounter measures

Organizational UnitType

Describeswhichkindof organizationfulfilsor Contributestothefunction

*Logistics

Persontype

Describesthekindofperson Whofulfilsorcontributesto Thefunction

*HeadofLogistics

Application

DescribesthekindofIT SystemType systemthat supportsafunction

*SCMoTool

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Object ProcessInterface

Definition Objectlinkedtoanother Processrepresenting Dependencybetween Multipleprocesses.

Example

Document

Aninformationobject Offeringalinktodescriptive Textscorrespondingtothe Process.

*Billofdelivery

Cluster

Aclusterisaninformation Objectthatcombines differententitytypesand describeswhichinformation (data)isneededfora successfulfulfillmentofthe functionorwhichinformation iscreatedbyfulfillingthe function

*ProductionLink

Connector (Linking Operator) Edge Representsbranchingin nonlinearprocesses. Illustratesthechronological andlogicalsuccessionofa processbyconnectingthe Individualelements.

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12.2.6

ModelIntegrationandModelNavigation

The above mentioned models are connected with one another to create the integrated model in its entirety. The entry point in the documentations systemis the model Process Overview SCMo. This modelisthestartingpointforthenavigationtoothermodels.Thenavigationbetweenmodelsisdonevia theassignmentsymbol.TheassignmentsymbolofaFunction/processInterfaceindicatesthatthereis a link to another model. The linked / assigned models can be opened by doubleclicking on the assignmentsymbol.

12.2.7 SupplyChainModeling/Mappingassignmentsymbol

Verticalnavigation: Theverticalnavigationisthenavigationondifferentlevels.StartingontheWorkpackagelevelandgoing downwards intomoredetail, thefirst models ofprocesses arefound on the SubProcesslevel. In the model Process Overview SCMo those processes are assigned to the functions on Level 2. In the modelstherecanbeassignmentsforsomefunctions,e.g.foraFunctionAllocationDiagramorasub processthatdescribesthatfunction.Thosetwoexamplesarecurrentlythemodelsonthelowestlevel.

Horizontalnavigation: Thehorizontalnavigationistheononelevel.Someprocesseshavealinktootherprocesses,whichcan be at the start or endoreveninthe processitself, whenanother processisimbedded in theprocess. ThoselinksarerepresentedbyProcessInterfaces.

SelfAssessmentQuestions1:TrueorFalse
1. Theintentofthisdocumentis todefinethe structureof the Documentation System,its content, the method of content generation and to attain common documentation of all standard processes of Odette. 2. oneoftheobjectiveoftheprocessdocumentationistoallowflexibleandquickadaptationincase

ofprocesschangesorenhancementandprovidethesupercededinformationimmediately. 3. The entry level of the process documentation structure is the function tree that shows the

hierarchicstructureoftheprocessdocumentations. 4. TheProcessChaindescribesaprocessbasedonthetechnologicalinterdependencies.

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12.3

MethodologyandConcepts

12.3.1 ARISWebPublisher
ThetaskoftheARISWebPublisheristocreateHTMLpagesofthemodels(WebPublish)thatcanbe releasedintheinternet/intranetanddisplayedviatheInternetExplorer.

HowtonavigateintheWebPublish ThefollowingchaptersgivesupportforthenavigationintheWebPublishinordertolookatthemodeled processes.

Homepage TheHomePageissplitintothreesections: Belowtheheaderyoucanfindabrownbarwithalinktothisdocument.Belowthebaryoucanfindthe ModelselectionandtheModellist. INeitherone,allmodelscanbefoundbutinadifferentstructure. ThemodelsintheModelselectionarestructureinfolderslikeinWindowsExplorerandthemodelsin theModellistaregroupedbytheirtypeandwithinatypearelistedalphabetically.

NavigationintheModelselection: Folderscanbeopenedbyclickingonthe+/symbol. Modelscanbeopenedbyclickingonthemodel name Navigation in the Model list. Models can be opened by clicking on the model name. The Web PublishallowsthestandardInternetExplorerfunctionalities,fore.g.,thefunctionkeytogetbacktothe previouspage.

ModelPage OnthemodelpagetheModelgraphicisdisplayed,Dependingonthesizeofthemodel,scrollbarsmay befoundontherighthandsideandbottomofthemodel.Withthesescrollbarsyoucanscrolltotheparts hiddeninthecurrentviewofthemodel.Thegraphicofthemodelcanbeenlargedorshrunk.Toenlarge themodelgraphic,clickinthewhitebackgroundofthemodelgraphicandpressthe= key.Clickingon an object in the model graphic you can open the object page with further information concerning that object.Clickingontheassignmentsymbol,theassignedmodelisopened.

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ObjectPage OntheObjectpageyoucanfindinformationonthefollowingpoints:

Objectattributes ARISoffersavarietyofdifferentattributefields.Onthispageonlyattributefieldscontaininginformation are displayed. These are on one hand Standard attributes of theobject such as name,last changean creatorandontheotherhandattributessuchasremark/exampleordescriptionwithdetailedinformation concerningobject,inparticularfunctions.

Objectrelationships Informationconcerningtheedgesbetweenthisparticularobjectandtheonesitislinkedto.

Objectoccurrences Alistofthemodels/processesisconsidered.Findtheoccurrenceof thisparticularobjectaspartofthe process.Objecthierarchies,Masterobject,variantsandFeedbackarenotrelevanthere.

12.3.2 MasterGlobalMaterialsManagementOperationsGuidelines
ObjectivesofDocument Producea common MaterialsPlanningand Logisticsevaluation that can be usedby all business partnersbothinternalandexternal Enable Materials Planning and Logistics continuous improvement plans to be developed and prioritized,thusenablingtimetobespentonthoseactivitiesthatofferthegreatestbenefit. Establish the components of Materials Planning and Logistics system for suppliers of goods and serviceswithintheautomotiveindustry a. Drivecontinuousimprovementwithintheorganization b.Improvedeliveryperformancewithinthesupplyorganization. Prepare basis for benchmarking activities and to identify Best Practice Criteria of materials planningandlogisticsprocessesfordrivingcontinuousimprovementplans.

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12.3.4 StrategyandImprovement

1. VisionandStrategy
a. The organization has a strategy that ensures the Materials Planning and Logistics vision is achieved b. Key performance Indicators (KPIs) shall cover objectivesfor all areas ofthe Materials Planning andLogisticsprocess.

2. Objectives
a. Objectives relative to the Materials Planning and Logistics function are defined, communicated andunderstoodwithintheorganization. b. Key performance Indicators (KPIs) shall cover objectivesfor all areas ofthe Materials Planning andLogisticsprocess.

3. Measurement,AnalysisandActionplans
a. Objectivesaremeasured,analyzed,andactionplanscreatedwherenecessary b. Corrective and preventive actions, identified by KPI analysis, to improve performance are documented.

4. SupplyChainDevelopment
a. Internal customer satisfaction objectives related to Materials Planning and Logistics are identified, measuredandcommunicatedwithintheorganization.

12.3.5 WorkOrganization
Organizational Processes Materials Planning and Logistics processes are described starting from customerinterface,throughinternalproductionuntilsupplierinterface

Organizational Procedures Organizational procedures exist for all functions within Materials PlanningandLogistics

ResourcePlanning i)Resourceflexibilityandavailabilityareoptimized ii) Contingency plans shall exist to avoid disruptions when something unexpected happens in the supplychain

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iii)ASystemexistsforhighlightingandcommunicatingwithbothcustomersandsupplierswithinthe plant,anyincidentordeviationfromtheproductionplan.

WorkEnvironmentandHumanResource Plansexistforthecontrolandimprovementoftheworkenvironment The roles and responsibilities within the Materials Planning and Logistics function are clearly documented.

Thereisaprocessidentifyingcurrentandrequiredskillswithintheorganization AtraininganddevelopmentprogramexistsforeachemployeeintheMaterialsPlanningandLogistics function

ActionsaretakentoimproveemployeemotivationandempowermentintheMaterialsPlanningand Logisticsfunction.

12.3.6 CapacityandProductionPlanning
1.ProductRealization a. Theorganizations MaterialsPlanningand Logisticsfunction shallformally participate in,and sign off/on,theproductRealizationProcess 2. a. CapacityPlanning Theorganizationshallperformacomparisonofitsresourcesagainstthecustomerslong,medium and shortterm requirements. Aprocess shallbein place thatensuresprompt communication to thecustomerofanyriskthatcouldaffecttheiroperations 3. Capacity

a. The organizations capacity planning process has theflexibility to ensure that the Product Approval Process (PAP) requirements are available in a timely manner to support customer change over/launches 4. Implementation

1.TheorganizationimplementsmeasurestominimizeobsolescenceofRawMaterial,WIPandFinished Goods Thereisaprocesstoensuretheavailabilityofservice/spareparts 5. ProductionPlanning

.Aprocessshallexisttoplanproductionrequirementsandtomaintaintheparametersoftheproduction planningsystem Theproductionschedulingsystemsupportsleanmanufacturing(e.g.,pullsystems)

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6.

SystemIntegration

a. Thecustomerinformationshallbeprocesseddirectlyintotheorganizationsplanningandscheduling systems b. The organization sets the timing of the Material Requirements Planning System (MRP) process to coincidewiththereceiptoftheexpectedcustomerrequirements

12.3.7 CustomerInterface
Theattributesofcustomerinterfacedwiththesystemare Communication 1. Theorganizationmaintainsaprocesstoensureacooperativecommunicationbasedonactualand adequateinformationforboththeparties. 2. Theorganizationshallreceiverequirementsplanningandshippinginformationelectronically,when availablefromthecustomer 3. Theorganizationshallhaveaprocesstoensurethatanypotentialproblemsthatcouldimpactthe

customeroperationarecommunicatedassoonastheyareidentified.

1.

PackagingandLabelling Theorganizationshallhaveaprocedureforpackagingdevelopment,coordinatedwiththeProduct

ApprovalProcess 2. The organization manages the container process toensure that the availability of returnable/non

returnablecontainersisadequatetosupportthematerialflowrequirements.

1.

Shipping Theorganizationcontrolsitsprocessestoassurethatthephysicalshipmentscorrespondwiththe customerdemand

2.

The organization shall have a process toensure complete and accurate data contentand timely transmissionofallAdvancedShippingNotices(ASN)

3.

Theorganizationinspectsandcalibratesallshipmentquantitydeterminationequipmentatplanned intervalstoanacceptableaccuracylevel,asdefinedbythecustomer.

1.

Transportation Theorganizationshallassurethetransportoffinishedgoodssatisfiedcustomerrequirements(e.g., carrier,mode,specialequipment,costresponsibility)

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2.

Optimizationoftransportationcapacityshouldbeconsideredduringthesupplychaindesignphase

1.

CustomerSatisfactionandFeedback The organization has a process to assess customer satisfaction whether or not the customer providesfeedback.

12.3.8 ProductionandProductControl
1. MaterialIdentification There shall be a process/method in place to ensure that all parts are labeled accurately and identifiedeasily 1. Inventoryprocess Theorganizationhasoneintegratedsystemencompassingbothperpetualinventoryandassociated financialfunctions(e.g.,onesetofbooks) 2. Therearesystemsinplacefacilitateaccesstoanmanagementofalltypesofinventoryfinished goods,Worksinprocess(WIP),andraw material 3. 4. Theorganizationhasaprocesstooptimizethematerialflow Theorganizationhasaprocessthatensuresthatallmaterialrecordsaremaintainedandaccurate anddeviationsinvestigatedandcorrected. 1. Inventorymaintenance Theorganizationhasaprocessinplacetocoordinatephasedoutinventories(e.g.,thoseaffected byengineeringchangesandprogramsthatarebeingphasedout)withbothsupplierandcustomer. 2. 3. Theorganizationhasaprocesstocontinuouslyevaluateandoptimizeinventorybuffers Theorganizationshallhaveaprocesstoidentifyandroutedefective/obsoletematerialinatimely manner.Thisprocessshallensurethatdefective/obsoletematerialissegregatedanddisposedoff properly(e.g.,reworkedorscrapped) 1. EngineeringChangeControl The organization shall manage engineering revision levels with documented procedures for customer,supplier,andinternalchanges 2. Theorganization managerthelife cycleof toolstoensure customer requirements at all stagesof production. 3. The organization shall use a process to obtain written customer authorization for deviation whenevertheproductorprocessisdifferentfromthatcurrentlyapprovedthroughProductApproval Process(PAP)
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1.

Traceability Where regulation and/or the customer require traceability, a system that support lot and/or serial traceabilityshallbeinplace.

12.3.9 SupplierInterface
SupplierSelection:MaterialsPlanningandLogisticscriteriaisconsideredwhenselectingsuppliers

orotherbusinesspartnerforneworexistingproductsorservices.

Materials Planning and Logistics Agreement/Instruction : Documented agreement/Instruction

shall exist with suppliers and sub contractor/outside processors regarding Materials Planning and Logistics.

Communication :Amethodofcommunicationexistsamongsuppliers,subcontractorsand logistic

providerscoveringdaytodayissuesandemergencysituations.Proceduresfordataexchangeshallbe implementedwithSuppliersandLogisticsProviders.

Packaging and Labelling : There is a documented procedure for packaging development.

Packagingmanagementandcontrolisorganizedinanefficientway.

Transportation

: Procedures exist regarding management and cost optimization of inbound

transportation.

Materialreceipt:Sufficientcapacityandappropriateequipmentinthematerialreceivingfunctionis

ensuredandoptimized.AprocessexiststoverifylabelinganddocumentationagainstMaterialsPlanning andLogisticsrequirementsforprocuredparts.

Supplier Assessment : Partners (suppliers, subcontractos and logistics service providers) in the

supplychainareassessedregularlyaccordingtoadefinedprocedure.

SelfAssessmentQuestions2 :Fillintheblanks
1. Thetaskofthe______WebPublisheristocreate______pagesofthemodelsthatcanbereleased intheinternet/intranetanddisplayedviatheInternetExplorer.

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2. OntheObjectpageone canfindinformationonthefollowingpointsnamely_____,______and _______. 3. OrganizationalproceduresexistforallfunctionswithinMaterials________and_________. 4. The organization shall manage engineering revision levels with _________ for customer, supplier, andinternalchanges

12.4

ProjectManagementusingSoftware

TheMicrosoftProjectfamilyofproductsofferstoolstoworkonaProjectfrommanagementpointofview. Microsoft Project is designed for people who manage projects independently and dont require the capability to manage resources from a central repository. Microsoft has a team project management solutionthatenablesprojectmanagersandtheirteamstocollaborateonprojects.

After creating a fairly completefinal project plan it is a good idea to create a baseline to compare the originalprojectplanwithactualeventsandachievements.

12.4.1 ReviewingtheBaseline
The Baseline created can be used to compare the original project plan with actual events and achievements.Thiswilldisplaythedaysrequiredforeachtaskand projectphase.Foractualoperating instructionpleaserefertheMicrosoftProjectUserHandbook.

12.4.2 TrackingProgress
After creating a baseline, if the project has begun, it is necessary to enter actual dates that tasks are beingcompletedandtheresourceutilizationusedtocompletethem.Againreviewdifferentviewsandthe cost and summary tables beforeproceeding to the next section. Return to the Entry view of the Gantt chartbeforeproceeding.

12.4.3 BalancingWorkloads
At times people and equipment can become assigned more work than they can complete in normal workinghours.Thisiscalledoverallocation.Projectcantestforthisconditionandreschedule(orlevel) theirworkloadtoaccommodatecompletingtasksduringanormalday.

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12.4.4 MonitoringVariances
Afterabaselinehasbeenestablishedandtheprojecthasbegun,itisdesirabletodetermineiftasksare beingaccomplishedontimeand/orifcostoverrunsareoccurring.

12.4.5 CreatingReports
Projecthas many different builtin reportsand has the capability building custom reportsandexporting datatootherMSOfficeapplicationsforintegrationintootherreportingvenues.

SelfAssessmentQuestions3:TrueorFalse
1. MicrosoftProjectisdesignedforpeoplewhomanageprojectsindependentlyanddontrequirethe capabilitytomanageresources. 2. TheBaselinecreatedcanbeusedtoreplacetheoriginalprojectplanwithactualeventsand achievements. 3. Afterabaselinehasbeenestablishedandtheprojecthasbegun,itisdesirabletodetermineiftasks arebeingaccomplishedontimeand/orifcostoverrunsareoccurring.

12.5Summary
After going through this unit student would have understood the structure of popular Project

ManagementSoftwareSolutions..Howthesoftwarearestructured?studentwouldhaveunderstoodthe keyprocesseswithintheindustrywhichcanbeITenabled&integratedeffectively.Studentsalsowould have learnt how to analyze key Features & functions of such application software. In this unit a description is provided on ways of how an ITenabled approach could benefit organizations and enhanceproductivityandefficiencyaspartoftheirProjectManagementSystems.

TerminalQuestions

1. 2. 3. 4. 5.

Explainthestructureofthedocumentationsystemsasrequiredbysupplychainmonitoring. ExplainthethreelevelsofSCModocumentation. Whataretheobjectivesofdocumentinglobalmaterialsmanagementoperations, Explainthevariouscustomerattributesinthesystemsinterface. Whatismeantbybaseline?Howisitreviewed?

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AnswerstoSelfAssessmentQuestions

SELFASSESSMENTQUESTIONS1 1True,2False,3True,4False

SELFASSESSMENTQUESTIONS2 1ARIS,HTML 2Attributes,relationships,occurrences 3PlanningandLogistics 4Documentedprocedure.

SELFASSESSMENTQUESTIONS3 1True,2False,3True

AnswertoTerminalQuestions:

1. Refer12.2.1 2. Refer12.2.4 3. Refer12.3.2 4. Refer12.3.7 5. Refer12.4

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