12 Project Management Application Software Fundamentals

Project Management Unit 12

Sikkim Manipal University 171

Unit12 Fundamentals of application Software

Structure

12.1 Introduction

12.2 Odette Documentation System Specifications

12.2.1 Introduction to SCMo

12.2.2 Defining The Process Documentation System

12.2.3 Model, Object and Symbol Specifications

12.2.4 Description of Models and Objects

12.2.5 Process Chain

12.2.6 Model Integration and Model Navigation

12.2.7 Supply Chain Modeling / Mapping assignment symbol

12.3 Methodology and Concepts

12.3.1 Aris Web Publisher

12.3.2 Master Global Materials Management Operations Guidelines

12.3.3 Evaluation

12.3.4 Strategy and Improvement

12.3.5 Work Organization

12.3.6 Capacity and Production Planning

12.3.7 Customer Interface

12.3.8 Production and Product Control

12.3.9 Supplier Interface

12.4 Project Management using Software

12.4.1 Reviewing the Baseline

12.4.2 Tracking Progress

12.4.3 Balancing Workloads

12.4.4 Monitoring Variances

12.4.5 Creating Reports

12.5 Summary

TQs

Answer to SAQs and TQs



12.1 Introduction

Projection Management has become so complex in modern times that project teams have started to

realize the challenges of handling such a formidable mix of business processes – the sheer volumes had

earlier led to suspended animation of several large project till a number of leading software firms, led by

Microsoft, came up with an ITintegrated approach with welldesigned standardized software solution for

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

processes were automated to a great extent.

In this unit, therefore, we would attempt to understand Project Management Application Software through

a cursory look at the features and capabilities of leading Software Solution like MS PROJECT, ODETTE,

INNOVATEUR, AGILE. While this just serves to understand the concepts, students are advised to visit

their websites & download demo versions to understand how they work. Various sections & subsections

of this unit would cover details of the following:

• PROJECT MANAGEMENT APPLICATION SOFTWARE:

• ODETTE

• ARIS Web Publisher

• Microsoft Project 2002

• AGILE PROJECT MANAGEMENT SYSTEM apart from Writing a Winning Business Plan

Learning Objectives

1. Understand the structure of popular Project Management Software Solutions. 2. Understand Key processes within the industry which can be ITenabled & integrated effectively 3. Analyze key Features & functions of these Software 4. Describe the way such an ITenabled approach could benefit organizations enhance productivity and efficiency as part of their Project Management Systems.



12.2 Odette Documentation System Specifications

12.2.1 Introduction to (SCMo) Supply Chain Monitoring

The intent of this document is to define the structure of the Documentation System, its content, the

method of content generation and to attain common documentation of all standard processes of Odette.

The documentation is valid for the SCM group of Odette. The Documentation System is intranet based

to provide immediate access to current, uptodate Process documentation. The System allows users to

navigate through graphical structures to relevant documentation and processes which were created with

the ARISToolset.

The process documentation system serves the following objectives :

1. Present standard processes to be adhered to across the Industry, and in so doing secure their correct

application .

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

documentation to working guidelines.

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

updated information immediately.

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

whenever necessary.

5. Availability at every working location.

12.2.2 Defining the Process Documentation System

The content of the process Documentation System includes the area supply chain management from the

Odette Supply Chain Management Group. The system includes graphical process documentation, in the

form of process chains, as well as the entire range of documentation related to the processes. Related



information is attached to each documentation level, where it can be in the form of a single document or a

link to further documents or other process chains.

The process Documentation System gives, according to its objectives, an overview and a detailed view of

the relevant processes for SCMo. The processes give the information as to which activities are done and

by whom, when the activities are done and which systems and information support those activities. Easy

system operation is achieved though the use of topdown navigation and the availability of a search

index.

12.2.3 Model, object and Symbol Specifications

Models and Model Types being Used:

ARIS offers a wide variety of model types to enable modeling customized to individual specifications.

The models and model types used in the documentation system are listed in the following table:

Model Identification Model Type

Work Package Function Tree

Process Function Tree

Sub Process Process Chain (eEPC)

12.2.4 Description of Models and Objects

Function Tree The entry level of the process documentation structure is the function tree that shows the hierarchic

structure of the process documentations. The function of the SCModocumentation contains three levels:

Level 0: Work Package Level 0 shows the work packages, which represent the different part projects. At present only the SCMo

processes are described in this documentation.

Level 1: Process On Level 1, the processes that belong to the work package on Level 0 are listed.



They are not yet the specific processes, but rather selfcontained process blocks.

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

model itself can be opened via the assignment.

The chart describes the objects that are used in the function treemodel:

Object Definition Example

Function An object that represents a

work package, a process or a sub

process.

Operative Processes

* Update SCMo

Inventory Information

Edge Illustrates logical succession by

connecting the individual elements.

* Alert Workflow

12.2.5 Process Chain The Process Chain describes a process based on the chronological as well as the logical

interdependencies. The following questions are considered in the process chain depiction:

• When must something be done?

• What should be done?

• Which resource (ITsystems, information, data, organizations) are necessary or are created.

A process Chain contains the following elements, which are called “objects” in the ARISToolset. Some

objects are mandatory like event, function, edge and connectors. The other objects can be added for a

more detailed description.



Object Definition Example Event A component representing * False alert

an achieved state in the * Alert and rootcauses

process flow.

Eliminated.

Each process stars and

Ends with an event. Between

Two functions, events are

Used to show important

Events or decisions.

Function A component representing * Find root causes

either manual or system * Define counter

supported tasks to be carried measures

out.

Organizational Describes which kind of * Logistics

Unit Type organization fulfils or

Contributes to the function

Person type Describes the kind of person * Head of Logistics

Who fulfils or contributes to

The function

Application Describes the kind of IT *SCMoTool

System Type system that

supports a function



Object Definition Example Process Interface Object linked to another

Process representing

Dependency between

Multiple processes.

Document An information object * Bill of delivery

Offering a link to descriptive

Texts corresponding to the

Process.

Cluster A cluster is an information * Production Link

Object that combines

different entity types and

describes which information

(data) is needed for a

successful fulfillment of the

function or which information

is created by fulfilling the

function

Connector

(Linking Represents branching in

Operator) nonlinear processes.

Edge Illustrates the chronological

and logical succession of a

process by connecting the

Individual elements.



12.2.6 Model Integration and Model Navigation The above mentioned models are connected with one another to create the integrated model in its

entirety. The entry point in the documentations system is the model “Process Overview SCMo”. This

model is the starting point for the navigation to other models. The navigation between models is done via

the assignment symbol. The assignment symbol of a Function / process Interface indicates that there is

a link to another model. The linked / assigned models can be opened by doubleclicking on the

assignment symbol.

12.2.7 Supply Chain Modeling / Mapping assignment symbol

Vertical navigation:

The vertical navigation is the navigation on different levels. Starting on the Work package level and going

downwards into more detail, the first models of processes are found on the SubProcess level. In the

model “Process Overview SCMo” those processes are assigned to the functions on Level 2. In the

models there can be assignments for some functions, e.g. for a Function Allocation Diagram or a sub

process that describes that function. Those two examples are currently the models on the lowest level.

Horizontal navigation: The horizontal navigation is the on one level. Some processes have a link to other processes, which can

be at the start or end or even in the process itself, when another process is imbedded in the process.

Those links are represented by Process Interfaces.

Self Assessment Questions1 : True or False 1. The intent of this document is to define the structure of the Documentation System, its content,

the method of content generation and to attain common documentation of all standard processes of

Odette.

2. one of the objective of the process documentation is to allow flexible and quick adaptation in case

of process changes or enhancement and provide the superceded information immediately.

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

hierarchic structure of the process documentations.

4. The Process Chain describes a process based on the technological interdependencies.



12.3 Methodology and Concepts

12.3.1 ARIS Web Publisher

The task of the ARIS Web Publisher is to create HTMLpages of the models (Web Publish) that can be

released in the internet /intranet and displayed via the Internet Explorer.

How to navigate in the Web Publish

The following chapters give support for the navigation in the Web Publish in order to look at the modeled

processes.

Home page

The Home Page is split into three sections:

• Below the header you can find a brown bar with a link to this document. Below the bar you can find the

Model selection and the Model list.

• IN either one, all models can be found but in a different structure.

• The models in the Model selection are structure in folders like in Windows Explorer and the models in

the Model list are grouped by their type and within a type are listed alphabetically.

Navigation in the Model selection: Folders can be opened by clicking on the “+/” symbol. Models can be opened by clicking on the model

name Navigation in the Model list. Models can be opened by clicking on the model name. The Web

Publish allows the standard Internet Explorerfunctionalities, for e.g., the function key to get back to the

previous page.

Model Page

On the model page the Model graphic is displayed, Depending on the size of the model, scroll bars may

be found on the right hand side and bottom of the model. With these scroll bars you can scroll to the parts

hidden in the current view of the model. The graphic of the model can be enlarged or shrunk. To enlarge

the model graphic, click in the white background of the model graphic and press the “=” key. Clicking on

an object in the model graphic you can open the object page with further information concerning that

object. Clicking on the assignment symbol, the assigned model is opened.



Object Page

On the Object page you can find information on the following points:

Object attributes ARIS offers a variety of different attribute fields. On this page only attribute fields containing information

are displayed. These are on one hand Standard attributes of the object such as name, last change an

creator and on the other hand attributes such as remark/example or description with detailed information

concerning object, in particular functions.

Object relationships Information concerning the edges between this particular object and the ones it is linked to.

Object occurrences

A list of the models / processes is considered. Find the occurrence of this particular object as part of the

process. Object hierarchies, Master object, variants and Feedback are not relevant here.

12.3.2 Master Global Materials Management Operations Guidelines

Objectives of Document

• Produce a common Materials Planning and Logistics evaluation that can be used by all business

partners both internal and external

• Enable Materials Planning and Logistics continuous improvement plans to be developed and

prioritized, thus enabling time to be spent on those activities that offer the greatest benefit.

• Establish the components of Materials Planning and Logistics system for suppliers of goods and

services within the automotive industry

a.Drive continuous improvement within the organization

b.Improve delivery performance within the supply organization.

• Prepare basis for benchmarking activities and to identify ‘Best Practice Criteria’ of materials

planning and logistics processes for driving continuous improvement plans.



12.3.4 Strategy and Improvement

1. Vision and Strategy a. The organization has a strategy that ensures the Materials Planning and Logistics vision is

achieved

b. Key performance Indicators (KPIs) shall cover objectives for all areas of the Materials Planning

and Logistics process.

2. Objectives a. Objectives relative to the Materials Planning and Logistics function are defined, communicated

and understood within the organization.

b. Key performance Indicators (KPIs) shall cover objectives for all areas of the Materials Planning

and Logistics process.

3. Measurement, Analysis and Action plans

a. Objectives are measured, analyzed, and action plans created where necessary

b. Corrective and preventive actions, identified by KPI analysis, to improve performance are

documented.

4. Supply Chain Development a. Internal customer satisfaction objectives related to Materials Planning and Logistics are identified,

measured and communicated within the organization.

12.3.5 Work Organization

• Organizational Processes Materials Planning and Logistics processes are described starting from

customer interface, through internal production until supplier interface

• Organizational Procedures Organizational procedures exist for all functions within Materials

Planning and Logistics

• Resource Planning

i ) Resource flexibility and availability are optimized

ii) Contingency plans shall exist to avoid disruptions when something unexpected happens in the

supply chain



iii) A System exists for highlighting and communicating with both customers and suppliers within the

plant, any incident or deviation from the production plan.

• Work Environment and Human Resource

• Plans exist for the control and improvement of the work environment

• The roles and responsibilities within the Materials Planning and Logistics function are clearly

documented.

• There is a process identifying current and required skills within the organization

• A training and development program exists for each employee in the Materials Planning and Logistics

function

• Actions are taken to improve employee motivation and empowerment in the Materials Planning and

Logistics function.

12.3.6 Capacity and Production Planning

1. Product Realization

a. The organization’s Materials Planning and Logistics function shall formally participate in, and sign

off/on, the product Realization Process 2. Capacity Planning a. The organization shall perform a comparison of its resources against the customer’s long, medium

and shortterm requirements. A process shall be in place that ensures prompt communication to

the customer of any risk that could affect their operations

3. Capacity a. The organization’s capacity planning process has the flexibility to ensure that the Product Approval

Process (PAP) requirements are available in a timely manner to support customer change

over/launches 4. Implementation 1. The organization implements measures to minimize obsolescence of Raw Material, WIP and Finished

Goods

There is a process to ensure the availability of service/spare parts 5. Production Planning .A process shall exist to plan production requirements and to maintain the parameters of the production

planning system

The production scheduling system supports lean manufacturing (e.g., pull systems)



6. System Integration

a. The customer information shall be processed directly into the organization’s planning and scheduling

systems

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

coincide with the receipt of the expected customer requirements

12.3.7 Customer Interface The attributes of customer interfaced with the system are

• Communication

1. The organization maintains a process to ensure a cooperative communication based on actual and

adequate information for both the parties.

2. The organization shall receive requirements planning and shipping information electronically, when

available from the customer

3. The organization shall have a process to ensure that any potential problems that could impact the

customer operation are communicated as soon as they are identified.

• Packaging and Labelling

1. The organization shall have a procedure for packaging development, coordinated with the Product

Approval Process

2. The organization manages the container process to ensure that the availability of returnable/non

returnable containers is adequate to support the material flow requirements.

• Shipping 1. The organization controls its processes to assure that the physical shipments correspond with the

customer demand

2. The organization shall have a process to ensure complete and accurate data content and timely

transmission of all Advanced Shipping Notices (ASN)

3. The organization inspects and calibrates all shipment quantitydetermination equipment at planned

intervals to an acceptable accuracy level, as defined by the customer.

• Transportation

1. The organization shall assure the transport of finished goods satisfied customer requirements (e.g.,

carrier, mode, special equipment, cost responsibility)



2. Optimization of transportation capacity should be considered during the supply chain design phase

• Customer Satisfaction and Feedback 1. The organization has a process to assess customer satisfaction whether or not the customer

provides feedback.

12.3.8 Production and Product Control

• Material Identification 1. There shall be a process/method in place to ensure that all parts are labeled accurately and

identified easily

• Inventoryprocess 1. The organization has one integrated system encompassing both perpetual inventory and associated

financial functions (e.g., “one set of books”)

2. There are systems in place facilitate access to an management of all types of inventory – finished

goods, Worksinprocess (WIP), and raw material

3. The organization has a process to optimize the material flow

4. The organization has a process that ensures that all material records are maintained and accurate

and deviations investigated and corrected.

• Inventorymaintenance 1. The organization has a process in place to coordinate “phased out” inventories (e.g., those affected

by engineering changes and programs that are being phased out) with both supplier and customer.

2. The organization has a process to continuously evaluate and optimize inventory buffers

3. The organization shall have a process to identify and route defective/obsolete material in a timely

manner. This process shall ensure that defective/obsolete material is segregated and disposed off

properly (e.g., reworked or scrapped)

• Engineering Change Control 1. The organization shall manage engineering revision levels with documented procedures for

customer, supplier, and internal changes

2. The organization manager the life cycle of tools to ensure customer requirements at all stages of

production.

3. The organization shall use a process to obtain written customer authorization for deviation

whenever the product or process is different from that currently approved through Product Approval

Process (PAP)



• Traceability 1. Where regulation and/or the customer require traceability, a system that support lot and/or serial

traceability shall be in place.

12.3.9 Supplier Interface

• Supplier Selection : Materials Planning and Logistics criteria is considered when selecting suppliers or other business partner for new or existing products or services.

• Materials Planning and Logistics Agreement/Instruction : Documented agreement/Instruction shall exist with suppliers and sub contractor/outside processors regarding Materials Planning and

Logistics.

• Communication : A method of communication exists among suppliers, subcontractors and logistic providers covering day to day issues and emergency situations. Procedures for data exchange shall be

implemented with Suppliers and Logistics Providers.

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

Packaging management and control is organized in an efficient way.

• Transportation : Procedures exist regarding management and cost optimization of inbound transportation.

• Material receipt : Sufficient capacity and appropriate equipment in the material receiving function is ensured and optimized. A process exists to verify labeling and documentation against Materials Planning

and Logistics requirements for procured parts.

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

supply chain are assessed regularly according to a defined procedure.

Self Assessment Questions2 : Fill in the blanks 1. The task of the ______ Web Publisher is to create ______pages of the models that can be released

in the internet /intranet and displayed via the Internet Explorer.



2. On the Object page one can find information on the following points namely _____ , ______ and

_______ .

3. Organizational procedures exist for all functions within Materials ________ and _________ .

4. The organization shall manage engineering revision levels with _________ for customer, supplier,

and internal changes

12.4 Project Management using Software

The Microsoft Project family of products offers tools to work on a Project from management point of view.

Microsoft Project is designed for people who manage projects independently and don’t require the

capability to manage resources from a central repository. Microsoft has a team project management

solution that enables project managers and their teams to collaborate on projects.

After creating a fairly complete final project plan it is a good idea to create a baseline to compare the

original project plan with actual events and achievements.

12.4.1 Reviewing the Baseline The Baseline created can be used to compare the original project plan with actual events and

achievements. This will display the days required for each task and project phase. For actual operating

instruction please refer the Microsoft Project User Handbook.

12.4.2 Tracking Progress After creating a baseline, if the project has begun, it is necessary to enter actual dates that tasks are

being completed and the resource utilization used to complete them. Again review different views and the

cost and summary tables before proceeding to the next section. Return to the Entry view of the Gantt

chart before proceeding.

12.4.3 Balancing Workloads At times people and equipment can become assigned more work than they can complete in normal

working hours. This is called over allocation. Project can test for this condition and reschedule (or level)

their workload to accommodate completing tasks during a normal day.



12.4.4 Monitoring Variances After a baseline has been established and the project has begun, it is desirable to determine if tasks are

being accomplished on time and /or if cost over runs are occurring.

12.4.5 Creating Reports Project has many different builtin reports and has the capability building custom reports and exporting

data to other MS Office applications for integration into other reporting venues.

Self Assessment Questions 3 : True or False

1. Microsoft Project is designed for people who manage projects independently and don’t require the

capability to manage resources.

2. The Baseline created can be used to replace the original project plan with actual events and

achievements.

3. After a baseline has been established and the project has begun, it is desirable to determine if tasks

are being accomplished on time and /or if cost over runs are occurring.

12.5 Summary

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

Management Software Solutions.. How the software are structured ? student would have understood the

key processes within the industry which can be ITenabled & integrated effectively. Students also would

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

enhance productivity and efficiency as part of their Project Management Systems.

Terminal Questions

1. Explain the structure of the documentation systems as required by supply chain monitoring.

2. Explain the three levels of SCMo documentation.

3. What are the objectives of document in global materials management operations,

4. Explain the various customer attributes in the systems interface.

5. What is meant by baseline? How is it reviewed?



Answers to Self Assessment Questions

SELF ASSESSMENT QUESTIONS1 1True, 2False, 3True, 4False

SELF ASSESSMENT QUESTIONS2 1ARIS, HTML

2Attributes, relationships, occurrences

3 Planning and Logistics

4Documented procedure.

SELF ASSESSMENT QUESTIONS3

1True, 2False, 3True

Answer to Terminal Questions:

1. Refer 12.2.1

2. Refer 12.2.4

3. Refer 12.3.2

4. Refer 12.3.7

5. Refer 12.4

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12 Project Management Application Software Fundamentals