Planning and Management Tools
A m i t J a r i w a l a , P h . D . C h r i s t o p h e r S a l d a n a , P h . D .W o o d r u f f S c h o o l o f M e c h a n i c a l E n g i n e e r i n gG e o r g i a I n s t i t u t e o f T e c h n o l o g yA t l a n t a , G e o r g i a U S A
Announcement
• Please make sure to complete the CliftonStrengths Assessment online
• Check the announcement about Effective Team Dynamics on CANVAS
• Complete the canvas quiz titled “Reporting your Strengths Results”. This quiz is due by Monday June 3rd (today) at 11:59pm.
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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 managementIdentify critical project tasksCreating project timelinesAssigning responsibilities to work as a team
Learning Objectives
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Techniques and tools for project management• Planning tree diagram (determine tasks)
• Activity diagram(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)
Project management tools
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8 Management & Planning Tools
Affinity Diagram (6)Interrelationship Diagram (5)
Planning Tree Diagram (1) Prioritization Matrix (4)
a b c d
Matrix Diagram (7)
123456
a b c d e f g h
Process Decision Program Chart (8)
x x o
Activity Network Diagram (2) Gantt Chart (3)
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Purpose: Paths and tasks to accomplish primary goal and its related sub-goalsFirst: List main “what” (goal)Then: List “hows” (means), these become goals (“whats”) for next level, continue until you get to assignable tasks
Planning Tree Diagram
Reducing data entry complexity
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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
Job Responsibility Matrix
● = Primary ResponsibilityO = Secondary Responsibility∆ = Needs To Know
Task Team Member 1
Team Member 2
Team Member 3
1
2
3
4
5
6
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Common tasks and tasks types
• Background research
• Customer Interviews
• Manufacturing Plans
• Software
• User Interface
• Building
• Ordering
• Design Tools
• Presentations
• Testing/Experimentation
• Analysis
• Safety Studies
• Sketching
• CAD
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• Reports, Documentation, etc. – everyone has to contribute to these, but assign a primary editor
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Purpose: to prioritize items by:
• Prioritization against themselves
• Prioritization against criteria
Allows you to focus resources on important tasks
Prioritization Matrix A B C D E %A ΣR1/ΣCB ΣR2/ΣCC ΣR3/ΣCD ΣR4/ΣCE ΣR5/ΣC
ΣC1 ΣC2 ΣC3 ΣC4 ΣC5 ΣC
Total(+) = 5; (-) = 0.2
Taste Smell Safe Color Temp %Taste X - + + + ΣR1/ΣC 0.2923 29.23Smell + X + + + ΣR2/ΣC 0.3846 38.46Safe - - X + - ΣR3/ΣC 0.1077 10.77Color - - - X - ΣR4/ΣC 0.0154 1.54Temp - - + + X ΣR5/ΣC 0.2000 20.00
ΣC1 ΣC2 ΣC3 ΣC4 ΣC5 ΣC
5.6 0.8 15.2 20 10.4 52Total 100.0
Coffee example
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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• Most in arrows secondary: bottleneck
Interrelationship Diagram
Lack of Knowledge of Job by Subcontractor
Interviewer
Wrong Person Sent
Lack of Good People
Lack of Formal Record of What
Final Job isRepeat Service
Calls Lack of Clear Job Expectations by Subcontractor
Unreasonable Customer
Poor Matching of People
Lack of Trades Experience in Management
Wrong Tools
Lack of Info. on Job
Lack of Knowledge of Matching People to Job
Requirements
Unclear Customer Expectations
Advertising Promises
Issues involved in repeated service calls
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Purpose:• Creative process (generate
ideas)• Gathers language data
Start with:• What is issue under discussion?
Then:• Brainstorm ideas, gather ideas
under affinity headings
Affinity Diagram
Improved Training
Error Prevention
Problem Solving
Improved Hardware
Optical Scanning System
On-Line System at Customer
Site
Voice Activated System
Automated Entry
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
Friendly Software
Inlet
Menu Driven
Outlet
Display Only Non-Standard Info. On Screen
Improve Prompts
Reducing data entry complexity
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Purpose: communicate project scheduling and track project progressFirst: schedule critical tasks and deliverables/milestonesThen: work backward to schedule sequential, parallel, and coupled tasksUpdate: to evaluate progress and feasibility of deadlines/goals
Gantt Charts
Timeline of Required Tasks: Design an Aerial Lift
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Gantt Charts (detail)
Fn RFID project, 2017.
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Relationship of 8 MP Tools to QFD
(1)AffinityDiagram
(3)Tree
DiagramRequirements
Flow
(4)Prioritization
Matrices
(2)Interrelationships
Digraph
(5)PDPC
(Unknown)
(7)Activity
NetworkDiagram(Known)
QFDDevelopment
Matrices
(How)Product
Characteristics
(5)Matrix
DiagramRelationships
How Much
ImportanceTarget Values
Importance Ratings
Interrelationships
Characteristics
Requirements
(What)Customer
Requirements
Com
petit
ive
Asse
ssm
ent
Prio
ritiza
tion
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Pre-meeting communication• Timely response (email, phone)• Documentation
Have an agenda for meetingDon’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
Tips for Team Meetings
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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.
Useful tools
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A NOTE ABOUT PRESENTATIONSDO put a Gantt chart in your report. Don’t put a whole Gantt chart on a slide!
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Seeing this detail in a report earns confidence and respect
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Tasks and Project GoalsDue Date Lead
Mon1 Thurs 1 Mon 2
Thurs2 Mon3
Thurs3
Mon 4
Thurs 4 Mon 5
1 Define Design Specifications Mon 2 N.P.
1.1 Review literature on ammonia systems
N.P. & A.C.
1.2 Calculate pressure and material volumes for system operation
A.C.
1.3 Measure outdoor temperatures and sun angles at build sight
N.P.
2 Present Concept to Investors Mon 2/ Mon 5
N.P.
3 Design Parabolic Solar Heater Mon 4 J.D.
3.1 Solidworks Model of Structure Mon 2 N.P. & A.C.
3.2 Select and Purchase Materials A.C.
4 Design Condenser/CoolerSystem
Mon 4 C.T. & N.P.
4.1 Solidworks Model of Structure Mon 2 C.T.
4.2 Experiment with fin design and fan locations
C.T.
4.3 Select and Purchase Components and Materials
N.P.
5 System Build and Integration Mon 5 N.P.
4.1 Construct parabolic trough Thurs 4 All
4.2 Sweat pipes in sections Thurs 4 J.D.
4.3 Assemble and fill with ammonia Thurs 4 All
4.4 Site testing (evening and noon checks)
Mon 5 N.P.
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Trying to read this on a sl ide while you talk makes people angry, frustrated, zone out
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Tasks and Project Goals Due Date Lead Mon 1 Thurs 1 Mon 2Thurs2 Mon3
Thurs3 Mon 4
Thurs 4 Mon 5
1 Define Design Specifications Mon 2 N.P.
1.1 Review literature on ammonia systems
N.P. & A.C.
1.2 Calculate pressure and material volumes for system operation
A.C.
1.3 Measure outdoor temperatures and sun angles at build sight
N.P.
2 Present Concept to Investors Mon 2/ Mon 5
N.P.
3 Design Parabolic Solar Heater Mon 4 J.D.
3.1 Solidworks Model of Structure Mon 2 N.P. & A.C.
3.2 Select and Purchase Materials A.C.
4 Design Condenser/Cooler System Mon 4 C.T. & N.P.
4.1 Solidworks Model of Structure Mon 2 C.T.
4.2 Experiment with fin design and fan locations
C.T.
4.3 Select and Purchase Components and Materials
N.P.
5 System Build and Integration Mon 5 N.P.
4.1 Construct parabolic trough Thurs 4 All
4.2 Sweat pipes in sections Thurs 4 J.D.
4 3 Assemble and fill with ammonia Thurs 4 All
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You only need to focus on the main points© GIT
Tasks and Project Goals Due Date Lead Mon 1 Thurs 1 Mon 2Thurs2 Mon3
Thurs3 Mon 4
Thurs 4 Mon 5
1 Define Design Specifications Mon 2 N.P.
1.1 Review literature on ammonia systems
N.P. & A.C.
1.2 Calculate pressure and material volumes for system operation
A.C.
1.3 Measure outdoor temperatures and sun angles at build sight
N.P.
2 Present Concept to Investors Mon 2/ Mon 5
N.P.
3 Design Parabolic Solar Heater Mon 4 J.D.
3.1 Solidworks Model of Structure Mon 2 N.P. & A.C.
3.2 Select and Purchase Materials A.C.
4 Design Condenser/Cooler System Mon 4 C.T. & N.P.
4.1 Solidworks Model of Structure Mon 2 C.T.
4.2 Experiment with fin design and fan locations
C.T.
4.3 Select and Purchase Components and Materials
N.P.
5 System Build and Integration Mon 5 N.P.
4.1 Construct parabolic trough Thurs 4 All
4.2 Sweat pipes in sections Thurs 4 J.D.
4 3 Assemble and fill with ammonia Thurs 4 All
Does your audience need to know each little task? Which are important?
Some details, like who is the lead on a task, can be spoken and left off the image
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Focus on the important details and overall strategy
Define RequirementsDesign Parabolic Solar Heater Subsystem
Design Condenser/Cooler SubsystemSystem Build and Integration
Investor Presentation
(Mon 2)
Begin Beta Testing
(Thurs 4)
Investor Update(Mon 5)
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© GIT
Many ways exist to present information
http://john-ellison.com/elliott-orthodontics.html
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Many ways exist to present information© GIT
http://www.newnybridge.com/about/
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© GIT
Many ways exist to present information
http://oc.illinois.edu/budget/timeline.html
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© GIT
http://astronomy2009.org/general/timeline/
Many ways exist to present information
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Keep this slide as a back-up for questions!!!© GIT
Tasks and Project Goals Due Date Lead Mon 1 Thurs 1 Mon 2Thurs2 Mon3
Thurs3 Mon 4
Thurs 4 Mon 5
1 Define Design Specifications Mon 2 N.P.
1.1 Review literature on ammonia systems
N.P. & A.C.
1.2 Calculate pressure and material volumes for system operation
A.C.
1.3 Measure outdoor temperatures and sun angles at build sight
N.P.
2 Present Concept to Investors Mon 2/ Mon 5
N.P.
3 Design Parabolic Solar Heater Mon 4 J.D.
3.1 Solidworks Model of Structure Mon 2 N.P. & A.C.
3.2 Select and Purchase Materials A.C.
4 Design Condenser/Cooler System Mon 4 C.T. & N.P.
4.1 Solidworks Model of Structure Mon 2 C.T.
4.2 Experiment with fin design and fan locations
C.T.
4.3 Select and Purchase Components and Materials
N.P.
5 System Build and Integration Mon 5 N.P.
4.1 Construct parabolic trough Thurs 4 All
4.2 Sweat pipes in sections Thurs 4 J.D.
4 3 Assemble and fill with ammonia Thurs 4 All
Can be a handout
Can be opened separately from powerpoint
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Waterfall v/s Agile Project Management
https://www.autodesk.com/industry/manufacturing/resources/mechanical-engineer/agile-product-development
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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 managementIdentify critical project tasksCreating project timelinesAssigning responsibilities to work as a team
Summary