#ISSlearn IMPROVE IT PROJECT MANAGEMENT AND OTHER IT PROCESSES USING THE LEAN APPROACH 15 Jul 2016 / Chandra 1
Jan 09, 2017
#ISSlearn
IMPROVE IT PROJECT MANAGEMENT AND OTHER IT PROCESSES USING THE LEAN APPROACH
15 Jul 2016 / Chandra
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#ISSlearn
Lean Definition
Lean: The relentless pursuit of adding value for the customer, waste
elimination, and continuous improvement from a standard at the point of
activity by everyone, everywhere, everyday!
So what is Value Add?
If an activity changes our product, is done right the first time, and our
customers are willing to pay for it, then it is value-added
https://upload.wikimedia.org/wikipedia/commons/9/9e/2014_Toyota_Corolla_%28ZRE172R%29_A
scent_sedan_%282014-04-11%29.jpg
https://en.wikipedia.org/wiki/Toyota_Motor_Manufacturing_Indiana#/media/File:Toyota_M
otor_Manufacturing_Indiana_Front_Entrance.jpg
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Lean Principles
1. Specify the value from the standpoint of the end customer
2. Identify all the steps in the value stream, eliminating where possible those steps that do not create value.
3. Make the value-creating steps occur in tight sequence so the product will flow smoothlytoward the customer.
4. As flow is introduced, let customers pull value from the next upstream activity.
5. Begin the process again and continue until a state of perfection is reached in which perfect value is created with no waste.
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Lean IT Foundation
What is Lean IT?
“Lean IT is the extension of lean manufacturing and services principles to the development and management of information technology products and services.
Its goal is to continuously improve the value delivered by IT organizations to their customers and the professionalism of IT people”
Lean IT focuses on improving IT people, IT processesand information technology in order to deliver more value to its customers.
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Lean Thinking
https://www.youtube.com/watch?v=RxDw0Q_gVt0
An Introduction to Lean Thinking
(see video till 8:07 minutes)
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Lean – 7 Wastes + 1
Anything that ties up resources to create something customers or
stakeholders do not value is waste.
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Lean – Seven Wastes
Exercise
See if you can identify the type of waste
demonstrated before the explanation comes up on
the video (video will be stopped before each
explanation comes up)
Lean 7 Waste: Arrange Dining Set for Guest:
https://www.youtube.com/watch?v=dLhWoa-TmJY
Explanation (start from 1:44 minutes):
Lean 7 Waste: Factory Example:
https://www.youtube.com/watch?v=PpNmsQm_YSw
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Lean – Ball Point Game
Iteration Scores
1
2
3
Rules I will assign all of you as one big team
Ball must hand from one person to another until go into counting basket & every one must touch the ball
Ball must NOT be thrown (for safety)
No ball to your direct left/right neighbour
Start Point where inventory basket = End Point where counting basket is located
•Time box Iteration = 3 min In between = 2 min
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Lean – Ball Point Game
Potential Learning Points
Same time, but productivity improved (workflow has been altered)
Idea of iteration
Power of retrospective – concept of fail fast
Importance of shared goals
Self-organizing team
Face to face communication
Pull system maximizes flow – no point throwing balls to someone who isn’t
ready to catch them9
#ISSlearn
Project Management
Is a Application of knowledge, skills, tools, and techniques to meet project
requirements
This includes:
Identifying requirements
Defining clear and achievable objectives
Balancing the competing demands for Scope, Quality, Delivery & Cost
Adapting the approach to the concerns and expectations of the various
stakeholders
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Waterfall Project – Where is the Waste?
Requirement Design Code Test Implement
See next few
slides for
some
Examples of
Project Waste
and Lean
solutions.
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1. Waiting Waste
Requirement Design Code Test Implement
2 months 2 months 4 months 1.5 months 0.5 months
Long wait for those working downstream
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1. Waiting – Analysis and Improvement with Lean
Develop
Draft Design
Review by
Peer
http://www.dilbert.com/fast/2006-08-03/
Review by
Chief
Solution
Architect
Review by
Boss
Develop
Draft Design
Review by
Peer
Review by
Chief
Solution
Architect
1 month 1 week 1 week 2 weeks
As-Is
To-Be
(AFTER
Improvement)
1 month
1 week
Example
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Lean Improvements via
Value Stream Mapping:
• Make Peer and Architect
reviews concurrent
• Remove Review by Boss
as it is non-value add
(since this Boss is not a
technical expert – process
was left over from previous
boss who was expert)
• Reduced by 3 weeks
#ISSlearn
2. Defects Waste
There will always be defects. Any way to reduce them /
catch them earlier when easier/cheaper to fix?
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2. Defects - One Lean Way to Reduce Rework Effort from Defects
http://en.wikipedia.org/wiki/File:Test-driven_development.PNG
Test-Driven Development
– Detect defects early and reduce rework effort
Test-Driven Development
(create automated test
cases first BEFORE
coding and then test
iteratively while coding)
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Table of
Cotents for
6-months long
project with
lots of
requirements
3. Overproduction & Inventory & Excess Processing - Requirements (1a)
https://www.bportugal.pt/pt-PT/PoliticaMonetaria/Documents/CCBM2_Public_Business_Requirement_Document.pdf http://www.villagesoft.com/images/FastStart_OffPack_ChangReq1.gif
Overproduced
requirements
get superseded
and need
to be changed
before development
completed
- i.e. REWORK
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3. Overproduction & Inventory & Excess Processing - Requirements (1b)
http://ijcsi.org/papers/IJCSI-9-3-1-170-174.pdf
Requirement Changes cause
expensive rework.
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3. Requirements Overproduction & Excess Inventory/Processing – Lean improvement
E.g. SCRUM – Produce just enough requirements for each
short Sprint development (e.g. 2 week) and no changes
allowed during Sprint
http://www.youtube.com/w
atch?v=XU0llRltyFM
Adapted from: http://www.agilenutshell.com/assets/methods/scrum/scrum-overview.png
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OR split conventional project into short PHASES to reduce requirements
overproduction and excess inventory/processing
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4. Excess Processing (duplicate documentation) of Requirements
Large Overlap in Contentfor example
Requirements
DocumentTest Cases
Functional
Specs
All repeat some parts of the requirements documentation
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4. Requirements Excess Processing (duplicate documentation) – a Lean Solution
E.g. Combined Requirements, Functional Specs, Test Cases
for SCRUM development
OR use requirements/test tool which does similar for
conventional projects
http://www.its-all-design.com/being-an-agile-business-analyst/
Story
ID
Story Name As a... (Actor) I can... (Goal) Flow Step When I... (Action) Then... (Acceptance Criterion) Prototyped Agreed
PW/MG
Agreed
TUG
Agreed
Dev
Notes Test Status Defect Defect
Priority
Defect
Status
S012 View Widgets
List
(Enhancements)
General User Better
understand the
widgets list
Main 1 Request to view the
widgets list (any org
type)
2 The column headings indicate
what happens when the column
content is clicked
Y 18/11/09 25/11/09 CMC Pass
3 Column 1 header is "Req No"
(previously "Seq No")
Y 18/11/09 25/11/09 CMC Pass
4 The widgets are grouped by
initiative (with initiative sub-
headers and colour coding)
Y 23/11/09 25/11/09 CMC Pass
5 A new column "Key Req"
indicates whether key widget
(including use of icons and/or
colour)
Y 23/11/09 25/11/09 CMC CMC: Will need
to have ALT text
for the Icon as
well for
accessibility
Pass
6 For each answered key widget,
the Attainment Level column
includes a "status" indicator
showing whether or not
Attainment Level 2 reached
Y 23/11/09 25/11/09 CMC CMC: Again also
needs ALT text
for icon
Pass 1) Alt text should read "Attainment
Level 2 met/not met for Key
Widget".
Medium Closed
Pass It's showing the cross icon correctly
but it's showing the key icon
instead of the tick icon
Medium Closed
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Requirements
Functional
Specs
Test Case
#ISSlearn 21© 2016 National University of Singapore. All Rights Reserved
Lean Project Management
Principles Descriptions
1 Base your management decisions on a long-term philosophy
2 Create continuous process flow to bring problems to the surface
3 Use “Pull” systems to avoid overproduction
4 Level out the workload
5 Build a culture of stopping to fix problems; to get quality right at the first time
#ISSlearn 22© 2016 National University of Singapore. All Rights Reserved
Lean Project Management
Principles Descriptions
6 Standardized tasks and processes are the foundation for continuous improvement and employee empowerment
7 Use visual control so no problem is hidden
8 Use only reliable, thoroughly tested technology that serves your people and processes
9 Grow leaders who thoroughly understand the work, live the philosophy and teach it to others
10 Develop exceptional people and teams who follow company’s philosophy
#ISSlearn 23© 2016 National University of Singapore. All Rights Reserved
Lean Project Management
Principles Descriptions
11 Respect your extended network partners and suppliers by challenging them and help them to improve
12 Go and see for yourself to thoroughly understand the situation
13 Make decisions slowly by consensus, thoroughly consider all options; implement decision rapidly
14 Become a learning organization through relentless reflection and continuous improvement
#ISSlearn 24© 2016 National University of Singapore. All Rights Reserved
Applying Lean to Project Management
Project Initiating Process
Project Planning Process
Project Executing Process
Project Monitoring and Controlling Process
Project Closing Process
#ISSlearn 25© 2016 National University of Singapore. All Rights Reserved
Benefits of Lean Project Management
Empowerment of the right people to take decision at low level
Short ways of communication both horizontally (to the ‘Client’ organization)
and vertically (escalation and cascading)
Standardized processes to ensure everybody uses good practices
All elements of governance are fine-tuned to work together
Tools are there to support the team
#ISSlearn
For Further Information
• For related courses:• Lean IT –
https://www.iss.nus.edu.sg/ProfessionalCourses/SearchCourse/CourseDetail/tabid/267/cid/359/cname/nicf-lean-it-foundation-certification/Default.aspx
• Others –http://www.iss.nus.edu.sg/ProfessionalCourses/CourseCatalogue.aspx
• For other information:• Please refer to:
• http://www.iss.nus.edu.sg/
• Or email Chandra at:• [email protected]
27(Total Slides=42) ITSM - Learning Day.pptx© 2015 National University of
Singapore. All Rights Reserved