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Lean Management for IT Functional Specifications

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This PowerPoint presentation is a pledge for applying Lean Management to the phase of Functional Specifications in IT Engineering

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Lean Management for IT Functional Specifications

  1. 1. Lean Management for IT Functional Specifications Jean Louis LEQUEUX http://weltram.eu V 1.2 – May 4 th , 2011 La Gestion Allégée pour les Spécifications Fonctionnelles
  2. 2. Summary <ul><li>What is Lean Management? </li></ul><ul><li>Pledging for Lean Functional Specifications </li></ul><ul><li>How to apply Lean Management to Functional Specifications </li></ul>
  3. 3. Prerequisite <ul><li>Existing situation: </li></ul><ul><ul><li>Specifications are often uncompleted </li></ul></ul><ul><ul><li>Delivery are sometimes useless for IT </li></ul></ul><ul><li>Corporate implication in project </li></ul><ul><ul><li>If not corporate commitment, make sure of the degree of autonomy of Client’s Management… </li></ul></ul>
  4. 4. Envision project <ul><li>Envisioning the project in order to: </li></ul><ul><ul><li>Estimate real size </li></ul></ul><ul><ul><li>Evaluate urgencies </li></ul></ul><ul><ul><li>Detect critical points </li></ul></ul><ul><li>The initial &quot;big picture&quot; might be revised </li></ul><ul><li>On which points: </li></ul><ul><ul><li>Budget may slip? </li></ul></ul><ul><ul><li>Costs could sky-rocket? </li></ul></ul>
  5. 5. Objectives <ul><li>Prevention of waste </li></ul><ul><ul><li>Waste of personnel occupation </li></ul></ul><ul><ul><li>Expenses waste </li></ul></ul><ul><ul><li>Time waste </li></ul></ul><ul><li>Shorten delays </li></ul><ul><ul><li>Of Interviews </li></ul></ul><ul><ul><li>Of Restitutions and Reporting </li></ul></ul><ul><li>Improve quality </li></ul>
  6. 6. How to avoid waste? <ul><li>Quick & clear description of: </li></ul><ul><ul><li>Corporate Objectives </li></ul></ul><ul><ul><li>Business </li></ul></ul><ul><ul><li>Métier </li></ul></ul><ul><ul><li>Internal Organization </li></ul></ul><ul><ul><li>Environment </li></ul></ul><ul><li>Availability of key users </li></ul><ul><ul><li>For Interviews </li></ul></ul><ul><ul><li>For validations </li></ul></ul><ul><li>Be sure of the real State-of-the-Art </li></ul>
  7. 7. Reaching targets <ul><li>Define </li></ul><ul><ul><li>Main targets </li></ul></ul><ul><ul><li>Secondary targets </li></ul></ul><ul><li>For each, define: </li></ul><ul><ul><li>Steps </li></ul></ul><ul><ul><li>Delivery cycle </li></ul></ul>
  8. 8. Time shortening <ul><li>In internal relations between members </li></ul><ul><ul><li>Define efficient processes </li></ul></ul><ul><ul><li>Use electronic communications </li></ul></ul><ul><li>In relations with clients </li></ul><ul><ul><li>Avoid unnecessary meetings </li></ul></ul><ul><ul><li>Trace </li></ul></ul>
  9. 9. Readiness <ul><li>Use Models! </li></ul><ul><ul><li>For questions… </li></ul></ul><ul><ul><li>For Interviews Management </li></ul></ul><ul><li>Formalize answers </li></ul><ul><ul><li>Make sure it’s possible! </li></ul></ul><ul><ul><ul><li>Define format with savvies </li></ul></ul></ul><ul><ul><ul><li>Be sure of expertise </li></ul></ul></ul><ul><ul><li>If NO: detect demands which are beyond-reasonability </li></ul></ul>No copy-past of other reports! !
  10. 10. A double Lean approach <ul><li>Apply LM </li></ul><ul><ul><li>Internally to specification team members </li></ul></ul><ul><ul><li>To relations with eventual subcontractors </li></ul></ul><ul><li>Try to apply LM to clients interviews </li></ul><ul><ul><li>Reduce waste time </li></ul></ul><ul><ul><li>Target savvy interviewees </li></ul></ul>
  11. 11. Necessary preliminary approach <ul><li>Understand internal stake-holders: </li></ul><ul><ul><li>Tact </li></ul></ul><ul><ul><li>Diplomacy </li></ul></ul><ul><ul><li>Persuasion </li></ul></ul>
  12. 12. Tapping existing sources… <ul><li>Where to find real requirements? In: </li></ul><ul><ul><li>Existing Applications </li></ul></ul><ul><ul><li>Excel sheets, </li></ul></ul><ul><ul><li>Personal tools </li></ul></ul><ul><ul><li>Hidden practices: </li></ul></ul><ul><ul><ul><li>good </li></ul></ul></ul><ul><ul><ul><li>Bad </li></ul></ul></ul><ul><ul><ul><li>Unwritten practices </li></ul></ul></ul><ul><li>Challenge expressed requirements with “real requirements” </li></ul>
  13. 13. Improve synthesizes <ul><li>Define </li></ul><ul><ul><li>Format </li></ul></ul><ul><ul><li>Content </li></ul></ul><ul><li>Be sure of: </li></ul><ul><ul><li>Limitations </li></ul></ul><ul><ul><li>Dates </li></ul></ul>
  14. 14. Track non-value-added sources <ul><li>In: </li></ul><ul><ul><li>Practices </li></ul></ul><ul><ul><ul><li>Generally admitted habits </li></ul></ul></ul><ul><ul><ul><li>or non-professional </li></ul></ul></ul><ul><ul><li>Processes </li></ul></ul><ul><ul><ul><li>Written </li></ul></ul></ul><ul><ul><ul><ul><li>External </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Internal </li></ul></ul></ul></ul><ul><ul><ul><li>Unwritten </li></ul></ul></ul><ul><ul><ul><ul><li>External </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Internal </li></ul></ul></ul></ul>
  15. 15. Use productivity tools <ul><li>Collaborative applications </li></ul><ul><ul><li>Groupware </li></ul></ul><ul><ul><li>Workflow </li></ul></ul><ul><li>Requirements mgt sys </li></ul><ul><li>Shares: </li></ul><ul><ul><li>Local </li></ul></ul><ul><ul><li>Cloud </li></ul></ul>
  16. 16. Organize specification team <ul><li>Three competency levels are requested: </li></ul><ul><ul><li>Managers </li></ul></ul><ul><ul><li>Experts </li></ul></ul><ul><ul><li>Analysts </li></ul></ul>
  17. 17. Lean LAN, WAN or Cloud? <ul><li>Physical contacts are </li></ul><ul><ul><li>not necessary </li></ul></ul><ul><ul><li>Sometimes impossible </li></ul></ul><ul><li>team members need </li></ul><ul><ul><li>Collaborative docs </li></ul></ul><ul><ul><li>on-the-clouds docs </li></ul></ul><ul><ul><ul><li>Security issues </li></ul></ul></ul><ul><ul><ul><li>Compliancy issues </li></ul></ul></ul>
  18. 18. Exploitable output <ul><li>Important: reports must be </li></ul><ul><ul><li>Readable by non specialists </li></ul></ul><ul><ul><li>Exploitable by </li></ul></ul><ul><ul><ul><li>Analyst </li></ul></ul></ul><ul><ul><ul><li>… in some cases, even directly exploitable by developers </li></ul></ul></ul>
  19. 19. Continuous process <ul><li>Double synchronization: </li></ul><ul><ul><li>Internally to Specification Team </li></ul></ul><ul><ul><li>With clients’ representatives </li></ul></ul><ul><ul><li>Externally, with clients’ partners </li></ul></ul>
  20. 20. Specification Project management <ul><li>The two main issues are </li></ul><ul><ul><li>Delay </li></ul></ul><ul><ul><li>Quality </li></ul></ul><ul><li>However, deliveries must </li></ul><ul><ul><li>Be complete </li></ul></ul><ul><ul><li>Meet expectations </li></ul></ul>
  21. 21. IT Models <ul><li>Define Methodology </li></ul><ul><ul><li>Prior to missions </li></ul></ul><ul><ul><li>… with tools </li></ul></ul><ul><li>What types of models? </li></ul><ul><ul><li>Whatever: UML or others, providing: </li></ul></ul><ul><ul><ul><li>Both teams (clients and contractors) are practicing it “fluently” </li></ul></ul></ul><ul><ul><ul><li>If NOT : </li></ul></ul></ul>Preliminary Training compulsory
  22. 22. Reviews & Revisions <ul><li>Reviews </li></ul><ul><ul><li>Frequency </li></ul></ul><ul><ul><li>Who? </li></ul></ul><ul><ul><li>Validation </li></ul></ul><ul><li>Revisions in case of non-validation </li></ul><ul><ul><li>Define a quick process! </li></ul></ul>Possible sources of delays!
  23. 23. Evolutions <ul><li>Evolutions could be appeared as necessary during the mission: </li></ul><ul><ul><li>Examine all Bypass possibilities </li></ul></ul><ul><ul><li>Define extra budget! </li></ul></ul><ul><ul><li>Important issues: </li></ul></ul><ul><ul><ul><li>Loops on criticized points </li></ul></ul></ul><ul><ul><ul><li>Focus on critical points </li></ul></ul></ul>
  24. 24. User Interface <ul><li>The GUI is often “forgotten” … </li></ul><ul><ul><li>… because its importance is denied </li></ul></ul><ul><ul><li>Or, because it depends the Software Package </li></ul></ul><ul><li>Anyway , </li></ul><ul><ul><li>It is fundamental to the appropriation of the applications by users </li></ul></ul><ul><ul><ul><li>The User friendliness “formula” is : WYSIWYx! X = Get or Sign or will Order, etc. </li></ul></ul></ul>
  25. 25. Ergonomic interface <ul><li>Ergonomic interface equals… better </li></ul><ul><ul><li>Productivity </li></ul></ul><ul><ul><li>Less errors </li></ul></ul><ul><ul><li>Better quality </li></ul></ul><ul><ul><li>Client satisfaction </li></ul></ul><ul><li>It must be part of any specification mission </li></ul>
  26. 26. Conclusions <ul><li>LM4IT Specification is </li></ul><ul><ul><li>Key for a complete Lean Management for it </li></ul></ul><ul><ul><li>Key for optimization </li></ul></ul>
  27. 27. More on: <ul><li>http://weltram.eu/leanit.aspx </li></ul>

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