Process visualisation - step-by-step - by Natalie Yadrentseva - Kanban Day 2015

Process Visualisation: step-by-step

Natalie Yadrentseva

Remerciements

Nos partenairesMédiasFormation

Nos sponsors

I still love dead tree books

We createvisual management software

How do you work?

“We have a process!”

“…maybe two..”

Everybody knows how he/she works

✓ Multiple meetings ✓ Synchronise information ✓ Explore dependencies ✓ Find the truth

“If you can't describe what you are doing as a process, you don't know what you're doing.”

W. Edwards Deming

The problems

Everybody does everything - there are no responsibilities No understanding what is required for decision making Plans are unclear and failed Communication wastes Hard to start improvements

no

Process Visualisation Workshop

The questions

What is the progress of our product / project?

What is the status of a release?

Are there any delays?

What are responsibilities?

Are there any blockers?

The basis by which jobs are grouped

Departments

ProductElevators Cranes

ProcessServing

Shipping

FunctionalProduction

Finance

CustomerConsumer

Government

GeographicalCentral

Northeast

The workflow which a team uses

Teams

FunctionalAnalysts

Developers

Which other roles are involved in the process?

Cross-FunctionalProject Team Feature Team

Do project teams have different process?

Roles

Program manager Project manager

Stakeholder

CIOPortfolio Managers

BA/Dev/QA

Initiato

rs

Virtual

Executors

Teams

Mission critical software

Improve on-time delivery of the racing-related software which will be of immediate benefit to its users

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Product����������� ������������������  Team Customer����������� ������������������  

Solution

Product����������� ������������������  Board

Design/����������� ������������������  UX

Support

Virtual

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Product����������� ������������������  Marketing

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Product����������� ������������������  Team

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Design/����������� ������������������  UX

Support

Virtual

4

Product����������� ������������������  Marketing

Initiators

Executors

IT����������� ������������������  Engineering Production

Product����������� ������������������  Team

Customer����������� ������������������  Solution

Product����������� ������������������  Board

Design/����������� ������������������  UX

Support

Virtual

4

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Initiators

ExecutorsBA UX FODev

Work Types

Projects

Program

Requirements

Activities

Packages

Tasks

User Stories

Defects

Components

Work Hierarchy

Estimations Progress

The Guardian. UK government spending

Hierarchy

The Guardian. UK government spending

Hierarchy

The Guardian. UK government spending

Hierarchy

Work hierarchy advantages estimation & progress

Work hierarchy advantages estimation & progress

50% 30% 0% 100%

50%40%

45%

20% 40% 85% 95%

90%30%

60%

53%

Enterprise PMO in project management hierarchy

Workflow Visualisation

Workflow Visualisation

Different levels of work hierarchy might have different workflows

Initiators, Executors and Responsible Roles

+

Complex environment +

+

Workflow VisualisationDefine a level of work hierarchy What is the name of the flow? Who initiates the process? Put start & finish of the workflow Continue with phases and steps Who is responsible for each step? Break the work down Do other teams use the same workflow?

Visualise important information

See bottlenecksMultiple teams backlog

Let’s continue!Kanban Board in Targetprocess

1 Month3 Months1 WeekSoon

I have no idea

How close are you to your project completion?

Release 3.2 Release 4.0

Scope based planning

Scope based planning

Time based planning

Spring Release Summer ReleaseMay June July August September

Time based planning

Planning

Decide about scope planning - major or minor releases, iterations Put the duration Define the level of work hierarchy Decide about time planning - milestones Synchronise

Catch the ideas for improvements

F1 mission critical software

Plans

Determinate hierarchy

Smart action

Metrics

Ask questions Are we on time with a release? What is the reason of the defects? Are requirements well documented? Can we close requirements faster?

Metrics

Define which metrics will help to answer these questions Understand the cadence Dashboards, notifications

Ask questions

Make it visual and easy to access manually

Lean process mapping Strategy mapping

http://www.jiscinfonet.ac.uk David Sibbet. Visual Meeting

Don’t forget about the virtual teams

Make it visual and easy to access digitally

Visual mapping Flow diagrams

http://www.rc-renovation.com/images/ProcessFlowChart.png Targetprocess VizyPro

F1 mission critical software

Each person in an organisation can benefit from his own view on the same data

All work items in the organisation

Board in Targetprocess

Planning by quarter

Quarter planning in Targetprocess

Estimation & progress with the hierarchy

Hierarchical lists in Targetprocess

Team level

Multiple teams planning in Targetprocess

Time planning

Timeline in Targetprocess

Metrics & KPIs

Portfolio prioritisation in Targetprocess

Dashboards for each level

Tracking with the dashboard in Targetprocess

Different vantage points are important

Tips & Tricks

Get a representative of each role Establish time frames & rules Stop deep discussions Ask questions to keep focus Add pains & improvements directly

Beginners Start transformation

Advanced Run improvements

Align the interests of each level of your organisation

Thank you!

@[email protected]

Natalie Yadrentseva