Are project tracking tools helping or complicating Continuous Improvement Projects? presented by Kubilay Balci at 8. Project Management Symposium in Vienna June 7th, 2017. click here for narratives: https://www.linkedin.com/pulse/project-tracking-tools-helping-complicating-continuous-kubilay-balci

1. 8. PM Symposium
Are project tracking tools helping or complicating
Continuous Improvement Projects ?
Kubilay Balci
07.06.2017 - Vienna

2. Agenda
2
Introducing myself and our subject for today
Discussing our subject for today
Q&A

3. Kubilay Balci
Chemical Engineer | Executive MBA | Lean Six Sigma Master Black Belt
’03 – Program Black Belt to start CI program
Program & Area Black Belt
’98 – Six Sigma GB Training
Customer Productivity Programs
Regional ACFC Black Belt
’07 – Lean Six Sigma MBB
Head of Business Initiatives Group (BIG)
Director Global Process & Productivity
Director Global Loyalty Programs
’16 – Execution, Training & Coaching
Strategy Execution & Business Excellence
Home Made Solution of GE –
QPID (later eQPID)
Off the shelf software with
customization - ProjX
Excel and Share Point
MS Project
All possible ☺
Are project tracking tools helping or complicating Continuous Improvement Projects ?

4. Feedback from Customers & Experts
4
15 Interviews (face to face & over phone)
45 Survey responders (online)
PLEASE NOTE :
I got the professional opinions of the individuals, NOT the formal views of the Companies above.
There are NO solution providers (software provider) among them, only customers and experts.
34%
39%
71%
59%
32%
15% 7%
Consultant Senior
Management
/ Sponsor /
Champion
Program
Leader / MBB
Project
Manager / BB
/ GB
Project Team
Member / YB
Project
Contributor
(Finance /
Legal etc.)
Other
Experience level

5. Brief informal History
5
There were many great projects without a project tracking software !!!
But we live in the “digital” era, there are tools to serve us.
it all started with an simple list! once there are more than 1 project, there has to
be a list, most of the cases it is a list in excel.
1990s were the era of home-developed software,
in 2000s consultant companies worked with IT specialists
now the trend is Software companies working with LSS consultants
We have literally hundreds of “free” and “commercial” software / Apps available.

6. What are we talking about ? Crash course
6
It is multi dimensional:
1 PROJECT 2 PROGRAM 3 CORPORATE
How it looks like as its simplest form.
02-06-17
1 2 3
Phase
Steps
Tools (quick tips are available in hidden
column E)
Reduction call center
calls
Agent Enrolment
Process imp
Request handling
process
VoC + + + - not started yet
Transition Matrix + + + + ongoing
CTQs + + + ++ completed
KANO§
++ ++ n/a
Biz Case + + + §
optional
Problem statement + + +
Goal Statement + + +
Scope + + +
Team + ++ ++
HL Timeline & Milestones + + +
SIPOC is documented - + +
HL Process Map + ++ +
Quick Hits quick hits identified ? - + +
Working Principles Agreed - ++ +
Team call day & time(CET) - Wed 15:30 Wed 11:00
Benefit Calculation Logic is agreed + - -
Potential Financial Benefits (K) + - -
Planned Date for Define Tollgate 30-Apr-08 30-Apr-08 30-Apr-08
Share point updated +
GO / NO GO
Financial Benefits
DEFINE
Six Sigma Basic - Checklist
Projects Started March 2017
VoC
Project Charter
HL Process Map
Team Working
Principles
Tollgate

7. Why do we need a tool ?
7
Project Tracking Tool
Need Tool Need Tool

8. Needs & Expectations
8
44%
44%
44%
50%
Ease of reporting
Ensuring project documentation
Project portfolio management
Visibility / Transparency of projects
Excel users
50%
50%
67%
75%
Ease of reporting
Ensuring project documentation
Project portfolio management
Visibility / Transparency of projects
Software users
54%
62%
69%
Project portfolio management
Accessibility of information
Visibility / Transparency of projects
Consultants
1. Visibility / Transparency of projects
2. Project portfolio management
3. Ensuring project documentation
4. Ease of reporting
5. Accessibility of information

9. Results & Added Value
9
50%
63%
63%
Ensuring project documentation
Ease of reporting
Visibility / Transparency of
projects
Excel Users
50%
50%
75%
Ease of reporting
Project portfolio management
Visibility / Transparency of
projects
Sofware Users
31%
46%
54%
Best practice sharing
Visibility / Transparency of
projects
Project portfolio management
Consultants
1. Visibility / Transparency of projects
2. Project portfolio management
3. Ensuring project documentation
4. Ease of reporting
5. Accessibility of information  Best Practice Sharing

10. There is a fair balance
10
What you need
(expectations)
What you get
(results)
ChallengesInvestment

11. Investment
11

12. Challenges
12
38%
38%
44%
94%
Customizing to internal needs
User buy-in / acceptance
Time requirements
Discipline of updating project
information
Excel users
50%
67%
83%
User buy-in / acceptance
No tangible benefits of the tool for
users
Discipline of updating project
information
Software users
38%
38%
100%
User buy-in / acceptance
No tangible benefits of the tool for
users
Discipline of updating project
information
Consultants
1. Discipline of updating project information
2. No tangible benefits of the tool for users
3. User buy-in / acceptance
4. Time requirements
5. Customizing to internal needs

13. There is a fair balance
13
What you need
(expectations)
What you get
(results)
ChallengesInvestment
It is more complicated than we think…
There are several dimensions to consider…

14. Are we happy ?
14
31%
50%
50%
50%
19%
0%
0%
0%
0%
0%
EXCEL
SOFTWARE
Do you agree that the overall benefits from the tool justify
the total investment (money, people, time) for it, or not?
Fully agree Partly agree neither nor Partly disagree Fully disagree
0%
17%
63%
67%
6%
17%
31%
0%
0%
0%
EXCEL
SOFTWARE
Overall, how satisfied or dissatisfied are you with the tool
you are using?
Very satisfied Somewhat satisfied neither nor
Somewhat dissatisfied Very dissatisfied
Benefits justify the investment ?
partly + fully agree
100%
81%
Overall, satisfied ?
very + somewhat
84%
63%

15. A happy example:
15
Avis Budget Group is a leading global provider of vehicle rental services which have more
than 11,000 rental locations in approximately 180 countries around the world…
What you get
(results)
Challenges
1. Discipline of updating project information
2. No tangible benefits of the tool for users
3. User buy-in / acceptance

16. How do needs change during CI Program Life Cycle?
16
PILOT DEPLOYMENT MATURE
Creating awareness
Quick wins
Proof of the concept
Getting the buy-in & go ahead
Rolling out to broader org
Reaching to critical mass
Justifying investments with benefits
Ensuring continuity of program
Sustainability of results
Best practice sharing
Creating a common language
Being part of company DNA
# of people & projects
Small
# of people & projects
Increasing
# of people & projects
High

17. Pilot Phase
17
PILOT
You have limited resources
You need to focus!
Project Tracking Software
Creating awareness
Quick wins
Proof of the concept
Getting the buy-in & go ahead
# of people & projects
Small

18. Deployment & Mature Phases
18
DEPLOYMENT MATURE
Rolling out to broader org
Reaching to critical mass
Justifying investments with benefits
Ensuring continuity of program
Sustainability of results
Best practice sharing
Creating a common language
Being part of company DNA
# of people & projects
Increasing
# of people & projects
High

19. Main dimensions to consider
19
Location of team members
Maturity of organization
Leadership support
Nature of the business / projects
Organizational / Environmental stability
Formal documentation needs
Stand-alone vs Integrated processes
IT environment
Data Security
People factor

20. A tool is only a tool, don’t expect miracles !
A tool should add some value and/or make
your life easier.
Your priority should be to get business
results.
Great projects will be known by all,
and poor projects won’t become better
with a tracking system.
Summary - Last words

21. for the extended version of the paper contact
+43 664 842 62 05
Kubilay.Balci@Lean-SixSigma.org
Questions?
linkedin.com/in/kubilaybalci xing.com/profile/Kubilay_Balci

22. 22

23. 23
Strategic Planning & Deployment
Project Management
Change Leadership
Lean Six Sigma | Continuous Improvement
Business Process Management
Productivity | Cost Optimization
Strategy Execution Business Excellence
drive execution of your strategy,
produce tangible business improvements,
and change the culture to ensure long-term sustainability
Execution | Training | Coaching
Lean-SixSigma.org - bringing your strategy to life

24. Business ExcellenceStrategy Execution
Complementary
Trainings
Core
Trainings
Strategy Execution
Theory & Practice
Change Leadership
Continuous Improvement
Philosophy & Basics
Strategy Projects
Management
Lean Six Sigma
Training Portfolio - 2017
24
Success in Multicultural Teams
also available under www.lean-sixsigma.org/training

25. Our Company
25
Lean-SixSigma.org Strategy Execution ETC e.U.
FN 460130m Handelsgericht Wien
UID Number: ATU 71831002
+43 664 842 62 05
info@Lean-SixSigma.org
Gallitzinstrasse 86/2, 1160 Vienna
twitter.com/leansixsigmaorg facebook.com/leansixsigmaorg
Gesellschaft für Prozessmanagement Strategy Execution Consortium
member of