planning and management tools2110.me.gatech.edu/sites/default/files/documents/course_info/sum… ·...

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.

3

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

4

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

5

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)

6

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

7

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

8

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

© GIT

• Reports, Documentation, etc. – everyone has to contribute to these, but assign a primary editor

9

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

10

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

11

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

12

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

13

Gantt Charts (detail)

Fn RFID project, 2017.

14

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

15

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

16

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

http://www.2110.me.gatech.edu/sites/default/files/documents/Resources/startup-guide-teamwork_2016.pdf

17

A NOTE ABOUT PRESENTATIONSDO put a Gantt chart in your report. Don’t put a whole Gantt chart on a slide!

© GIT17

18

Seeing this detail in a report earns confidence and respect

© GIT

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.

19

Trying to read this on a sl ide while you talk makes people angry, frustrated, zone out

© GIT

Tasks and Project Goals Due Date Lead Mon 1 Thurs 1 Mon 2Thurs2 Mon3

Thurs3 Mon 4

Thurs 4 Mon 5



N.P. & A.C.


A.C.


N.P.


N.P.




4 Design Condenser/Cooler System Mon 4 C.T. & N.P.



C.T.


N.P.




4 3 Assemble and fill with ammonia Thurs 4 All

20

You only need to focus on the main points© GIT


Thurs3 Mon 4

Thurs 4 Mon 5



N.P. & A.C.


A.C.


N.P.


N.P.







C.T.


N.P.





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

21

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)

26

Keep this slide as a back-up for questions!!!© GIT


Thurs3 Mon 4

Thurs 4 Mon 5



N.P. & A.C.


A.C.


N.P.


N.P.







C.T.


N.P.





Can be a handout

Can be opened separately from powerpoint

27

Waterfall v/s Agile Project Management

https://www.autodesk.com/industry/manufacturing/resources/mechanical-engineer/agile-product-development

https://www.autodesk.com/industry/manufacturing/resources/mechanical-engineer/agile-product-development

28

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

planning and management tools2110.me.gatech.edu/sites/default/files/documents/course_info/sum… ·...

Documents