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Reports and tracking

Now that we have completed the diagnostic map by adding the happy-path, connecting relevant metric /cause and solutions on the steps or process and adding data/details on importance and why they are considered, we can generate some reports and visual artefacts at a click of a button.

Fishbone / Root Cause representation:

Why we need to do this

Based on these inputs the tool is able to generate a Fishbone diagram - a visual mapping of the causes selected, categorised by type of cause. It is a very handy tool to represent the root causes analysis of the project. The more accurate your inputs, the more useful the generated fishbone will be.

How this is done

On the process model tab, click on the “Fishbone” button to generate the Fishbone analysis:

The DIAGNOSTIC MAP & Fishbone are visual representations to identify pain points and areas of improvement. These are available to print and can be taken to the stakeholders for discussions and decisions. You can always come back and modify the diagnostic map of your process.

Best Practice Tip: Ensure all selected causes are connected to the steps or process in the Diagnostic Map and prioritised (H/M/L) to show up correctly on the Fish Bone.

Reviewer's Tip: Please check for the coverage and penetration of causes types and that all branches are adequately populated.

Performance Gap Reports:

Why we need to do this

We now come to the third and final analysis tool – the performance gap report. If we have added baseline /target data on the metrics we can extract this comparison report. Once you have captured some baseline and target data you can generate the Performance Gap Before report, which answers the simple question “where is my biggest problem”. It plots the gap between baseline and target, as a % of the target, and sorts in decreasing order.

How this is done

First we will need to complete the data entry. Go to Diagnostic Map, from the Process Model tab. Click on the edit button on the left top corner of the metric tile connected either to the step or the process.

Enter data and click on update. You can also enter data using the “data collection report” on the project menu. It provides a faster, grid-like data entry option that is useful once the visual layout has been created on the diagnostic map.

Use the Grid Edit or Edit button to enter data:

After you have completed the metric data entry you can generate the performance gap report. Click on Baseline Vs. Target Report from the left panel.

Select the process from the drop down and click on search. The Baseline Vs. Target Report is generated as below. You can use the download option below to extract the data in excel, or edit to change priority

Similarly, you can generate the Achieved Vs. Target Report and Before Vs. After reports.

Reviewer's Tip: Its is recommended that data is entered for all metrics. In case target is not available use a recommended performance threshold. Also, there will be situations when metrics are not measured, have a plan to initiate tracking of these metrics wherever possible. A popular management mantra: “ If You Can't Measure It, You Can't Improve It”: Peter Drucker .

Project Tracking:

How this is done

All projects need tracking and Governance; therefore, we have designed some of this and built in the Open Orbit tool. This enables practitioners and project leads to track project diagnostics and project tracking related items all at one common space. It eliminates the need to maintain multiple trackers and audit logs. There are various features on project tracking that can be accessed in the Project Administration section of the tool. This section provides the ability to track project stages, status, dates, actions and notes. The section can be configured by your Super User to suit the requirements of your organisation. It can potentially simplify and replace other project tracking mechanisms like spreadsheets, registers and standardised status reports.

This sections contains the following:

Project Outline primarily contain all features related to overall outline of the project and it important for Project Charter elements.

Stage Tracking provides for tracking of stages of the project based on the methodology selected in the above section. The slippage and actual duration gets calculated automatically based on the input of planned and actual dates. They have a RAG status and this report can also be downloaded in excel.

Project Checklists depend on the stage and also on how your Super User has set up these standardised activities. Super user can upload templates against each of these prescribed tasks to be performed and the project owner can download and upload the completed templates. You would not require to maintain project artefacts and supporting templates in drives or presentations. The slippage and actual duration gets calculated automatically based on the input of planned and actual dates. They have a RAG status and this report can also be downloaded in excel.

Action Plan are free-format activities for you to create and track through to completion. It is important that this section is completed as it allows you to break down the selection high level solutions to smaller action items, thus making activities easier to complete and track. Create and monitor the action plan of Improvement. Learn from other action taken and rate your action for future reference. Track completion and progress and download to excel at anytime.

Click on Add New Item to create a new action.

Click See Action Taken to see action taken against the same solution as your project but other others within your organisation. This allows you to learn from others experience and collaborate and share best practises. This in turn will save time for the project lead as they will not need to reinvent the wheel. Click on Submit after entering all the relevant data. A new line item gets created. You can down load all of this in excel.

Best Practice Tip:

  • By the time your analysis is ready to be presented to others, you should have at least one, and often more than one, action against each solution that is prioritised and proposed for implementation. Name and describe the action such that it minimises the need for others to seek clarifications. Use acronyms and jargon only if it is widely prevalent in your organisation. If the owner of the action is not an Open Orbit user, keep ownership with yourself and manage the progress of that action with the actual owner. These actions will be made visible to others in your organisation who intend to implement similar solutions. So document them in a way that makes it easy for others to learn from your insights. They will be reciprocating the same benefit to you! .

Project Notes: Leave Project Notes for reviewers and peers. No need to track activities and discuss project related matter on emails.

Reviewer's Tip: Its is recommended that the Project Tracking section is complete as it may really help negate Non Value-Add tasks performed by project leads on governance and tracking. The tool simplifies project tracking and also inculcates collaboration by means of adding project notes or tagging and learning from solution actions. If this section is managed well you can easily generate improvement plan reports and project charters. Some of these reports can be customised to meet your organisations needs, we shall cover these in other modules. .

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reports_and_tracking.txt · Last modified: 2020/03/30 08:42 by insolitus