Functions / Benefits Of etracker TM. etracker TM : What can it do? University of Michigan Online Greenbelt Course

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1 University of Michigan Online Greenbelt Course etrackertm & etracker ToolsTM Overview Training for Green Belts Learning Objectives To understand how ITT utilizes etrackertm and etracker ToolsTM Learn the basics of etrackertm and etracker ToolsTM Define roles in the etrackertm functionality Define the Project Definition Form (PDF) Learn basics on how to use etrackertm to document the PDF Build on the Project Definition with Project Management detail in etrackertm through the use of etracker ToolsTM Learn how to document project results Communicate where to go for help etrackertm & etracker ToolsTM overview - 2 University of Michigan Online Greenbelt Course 1

2 Functions / Benefits Of etracker TM etracker TM is a reporting tool, knowledge sharing tool and project management tool that provides the following key features: Documents project definition, scope, and goals Helps us make sure the appropriate improvement efforts are taking place and that proper priorities are being given Gives us current information about resources and enables intelligent decisions about resource allocation and needs Summarizes current important project issues and keeps them on the forefront until they are resolved Allows us to track current projects in detail, including realized financial benefits from at all levels (project, site, value center, management company and corporate) Gives us a forum for documenting lessons we have learned during our improvement efforts Provides some basic project management tools etracker TM & etracker Tools TM overview - 3 etracker TM : What can it do? Capture Potential Project Ideas into a queue for project selection Document Project Definition in creation of Business Case Use of centralized, web-based database to capture all project information Track multiple Active projects in one place Provide robust management reports to track program results status and progress etracker TM & etracker Tools TM overview - 4 University of Michigan Online Greenbelt Course 2

3 University of Michigan Online Greenbelt Course 3 etracker TM : How does it work? Champion (view only) Create new or edit PDF on web PDF (green belt information) PDF (champion information) Website PDFs etracker TM Web Based Tool import PDF (champion information) export PDF (green belt information) Common point where Champion and Green Belt project information are joined (view only) (enter/edit locally) Green Belt PC etracker Tools (excel based tool) etracker TM & etracker Tools TM overview - 5 etracker TM Roles & PDF Elements Project status General Information Project Goals Projected Benefits Resource Requirements Background Risks and Accelerations File Attachments etracker TM Developed by the Champion Refined by Black Belt or Green Belt with the Champion Project Gates Project Plan Major Risks / Issues Realization Tracking Project Closeout File Attachments etracker Tools TM Developed and refined by Black Belts and Green Belts etracker TM & etracker Tools TM overview - 6

4 University of Michigan Online Greenbelt Course 4 Project Information Entry Elements By Role In the etracker TM Web View Top row elements are Champion entered through etracker on web site. Both Champion and Project Leader / Green Belt can add attachments. Bottom row elements are Project Leader entered. (Green Belt) through etracker Tools. etracker TM & etracker Tools TM overview - 7 Completing a Project Definition Form In etracker TM Champion entry ITT co-worker logs on to etracker TM as a Champion Clicks on Create a Project Enters the General Information Enters each of the Project Definition Champion assigned sections Log off etracker TM & etracker Tools TM overview - 8

5 University of Michigan Online Greenbelt Course 5 Finding the website etracker TM must be viewed using Microsoft Internet Explorer You may want to create an Internet Explorer favorite to easily go to the site in the future OR Go to the ITT Industries intranet site and click on VBSS then etracker TM. The link to VBSS and/or etracker TM may also be resident on your local site. Check with your local Champion or IT department to verify this path. etracker TM & etracker Tools TM overview - 9 etracker TM Login Page To provide a level of uniqueness and consistency, usernames are assigned in accordance with ITT web addressing logic. This is accomplished by assigning the etracker username as all characters left of symbol in an employees address. There is no character limitation when assigning usernames. Passwords must be at least 3 characters in length. Consult with your Champion to find out how to obtain a user name. etracker TM & etracker Tools TM overview - 10

6 University of Michigan Online Greenbelt Course 6 etracker TM Home Page active links etracker TM & etracker Tools TM overview - 11 MyTracker Page A World on a Page view of all of your projects Released projects Released = Active, Tracking, Complete Queued = Active Assessment, Hold Assessment, Ready for Launch, Rejected Queued projects etracker TM & etracker Tools TM overview - 12

7 Project Definition Form Purpose Summarizes project idea for prioritization and selection Defines project scope and requirements Establishes project plan and milestones Details financial benefit projections Documents project - approach, lessons learned, etc. etracker TM & etracker Tools TM overview - 13 Project Definition Form - Print Friendly View Snap Shot etracker TM & etracker Tools TM overview - 14 University of Michigan Online Greenbelt Course 7

8 University of Michigan Online Greenbelt Course 8 Project Status Champion entry Active Assessment This section displays: The project status Hold Assessment Active Assessment Ready For Launch Ready for Launch Active Tracking Complete Rejected Comments regarding project status e.g., project is on-hold; projected start date 5/02 Start and End Date for the active project For Green Belt projects: > Entering of Status is required. > Entering Comments is optional. > Start & End dates are required. etracker TM & etracker Tools TM overview - 15 General Information Champion entry For Green Belt projects: > Entering of all General Information is required Project Name Project Definition Why should we do this? What is wrong or not working? What is the problem? What pain are we experiencing? Management Company Fluids, Defense, Cannon Connectors & Switches, Motion & Flow Control, ITT Headquarters Value Center (lists associates with selected MC) Location (lists associates with selected VC) Project Lead Black Belt Non-Black Belt Training % of Project Leader Time Process Type Lean Production, Leadership, Product Development, EBIZIT, Sales & Marketing, Six Sigma Tools, Value Based Management, Other Process Owner (name) Champion (name) Black Belt / Leader (name) Risk Low, Low to Medium, Medium, Medium to High, High etracker TM & etracker Tools TM overview - 16

9 Project Goals Champion entry For Green Belt projects: > Entering Goals is optional. What are our improvement objectives and targets? What specific parameters will be measured? What are our tangible results deliverables? etracker TM & etracker Tools TM overview - 17 Planned Benefits Champion entry This section contains: Project benefit assumptions Other benefits (additional benefits that are difficult to quantify, a.k.a. soft benefits) Projected financial benefits and projected benefit ramp start & end and benefit end For Green Belt projects: > Entering Assumptions is required. > Entering Other Benefits is optional. > Entering of Projected Benefits & ramp dates is required. etracker TM & etracker Tools TM overview - 18 University of Michigan Online Greenbelt Course 9

10 Resource Requirements Champion entry This section contains: Project Costs Resource requirements Skill Set requirements Assignment dates Percent of time required For Green Belt projects: > Entering of Team Members is optional. > Entering Capital $$$ is required if applicable. etracker TM & etracker Tools TM overview - 19 Background Champion entry Included in Scope - What are the boundaries for the project? What processes are we addressing? What are the starting and ending steps of the process? Excluded from Scope - What is outside of the team s boundaries? Success Metric: Key Process Output Variables Output - What is the tangible output of the project? Approach - What are the high level activities for the project? For Green Belt projects: > Entering of Background is optional. etracker TM & etracker Tools TM overview - 20 University of Michigan Online Greenbelt Course 10

11 University of Michigan Online Greenbelt Course 11 Risks and Accelerations Champion entry This section contains: Identified risks associated with the project - factors that could negatively impact achievement of planned benefits and/or slippage of schedule Opportunities to Accelerate Results - factors that could enable the early completion of the project e.g., identification of specific tools, resources, events For Green Belt projects: > Entering of Risks & Accelerations is optional. etracker TM & etracker Tools TM overview - 21 File Attachments Champion and Project Leader entry This section enables the storage of key project documentation and is categorized for easier retrieval Planning (e.g., Gate review or other presentation documents) Financial (e.g., detail build-up of projected benefit calculation) Background / Case History - (e.g., Champion assessment information) Other etracker TM & etracker Tools TM overview - 22

12 etracker TM Help etracker TM Help Page etracker TM Help etracker Tools TM Help etracker TM and etracker Tools TM Tutorials Support Contact your local IS Help Desk, they will determine the right person to support your needs etracker TM & etracker Tools TM overview - 23 etracker TM Roles & PDF Elements Project status General Information Project Goals Projected Benefits Resource Requirements Background Risks and Accelerations File Attachments etracker TM Developed by the Champion Refined by Green Belts with the Champion Project Gates Project Plan Major Risks / Issues Realization Tracking Project Closeout File Attachments etracker Tools TM Developed and refined by Green Belts etracker TM & etracker Tools TM overview - 24 University of Michigan Online Greenbelt Course 12

13 How does a Green Belt use etracker TM to develop and update the PDF? Where to find the etracker TM website The Green Belt s interaction with etracker TM is accomplished via the project management tools, etracker Tools TM, on his/her computer The project management tools are linked to the web-based etracker TM so that the information in each place remains synchronized The Project Definition Form is the link Champions create the Project Definition Form and assign to a Green Belt on the web site Green Belts need to download latest version of etracker Tools TM from the etracker TM Help menu on the web-site to get started Once loaded, the Green Belt can launch etracker Tools TM from the start programs menu Green Belts import the Project Definition Form to their computer, maintain it on their computer, and then send updates to the web site etracker TM & etracker Tools TM overview - 25 etracker Tools TM This tab contains the information that enables you to link to web based etracker TM Set Up page If you resave this.xlt file with the new set up information You will not need to re-enter it for each project. Click on the Change Set Up button etracker TM & etracker Tools TM overview - 26 University of Michigan Online Greenbelt Course 13

14 How to import the Project Definition Form (PDF) from the etracker TM web-site Click Change Set Up button Enter appropriate information in dialogue box and click OK Server Address = db Name = Tracker UserID = Your etracker user name as assigned by your Champion or etracker administrator Password = Enter your password Note: Your UserID and Password in etracker Tools must exactly match your profile on the etracker web Click Project Definition tab Click Import button Click Connect button (ensure User ID and Password are correct) Select project to import and click Import Data note: only Active projects will be listed etracker TM & etracker Tools TM overview - 27 etracker Tools TM As information on this form is updated, it can be exported to the etracker web site to keep the web site up to date All of the most vital project information is contained on this form Notice that most of the information on this form comes either from the web site or other worksheets being maintained by the Green Belt or Black Belt in this file etracker TM & etracker Tools TM overview - 28 University of Michigan Online Greenbelt Course 14

15 University of Michigan Online Greenbelt Course 15 etracker Tools Data from the PDF entered by the Project Champion Data entered by the Project Leader in etracker Tools worksheets (not editable on the worksheet being viewed) Data entered directly on the PDF by Project Leader in etracker Tools etracker TM & etracker Tools TM overview - 29 Realization Tracking Use of Realization tab in etracker Tools TM is REQUIRED for Green Belts Completion of realization schedule is required for all Green Belt projects. All realization schedules should be configured / initialized for a 36 month realization horizon. Consult the VBSS Financial Guidelines or your Champion for detailed financial tracking requirements. etracker TM & etracker Tools TM overview - 30

16 University of Michigan Online Greenbelt Course 16 Project Plan Use of Project Plan tab in etracker Tools TM is OPTIONAL for Green Belts etracker TM & etracker Tools TM overview - 31 Action Log Use of Action Log tab in etracker Tools TM is OPTIONAL for Green Belts Tool used for capturing and tracking project or team member action items etracker TM & etracker Tools TM overview - 32

17 University of Michigan Online Greenbelt Course 17 Status of Plan Use of Stat Plan tab in etracker Tools TM is OPTIONAL for Green Belts Define a Issue, Risk, or Recommendation as Red, Yellow, or Green complete the detail information Click the Update PDF Issues button when complete etracker TM & etracker Tools TM overview - 33 Quad Chart Use of Quad Chart in etracker Tools TM is OPTIONAL for Green Belts Click the PowerPoint icon to launch a blank quad chart etracker TM & etracker Tools TM overview - 34

18 University of Michigan Online Greenbelt Course 18 Learning Cycle Checks Green Belts will learn more about Learning Cycle Checks in Team Effectiveness Training The Learning Cycle Checklist tab is for your reference. etracker TM & etracker Tools TM overview - 35 Meeting Minutes Use of Meeting Minutes in etracker Tools TM is OPTIONAL for Green Belts Click the Word icon to launch a blank quad chart etracker TM & etracker Tools TM overview - 36

19 University of Michigan Online Greenbelt Course 19 Lessons Learned & Overall Impact Use of Lessons Learned & Overall Impact tab in etracker Tools TM is OPTIONAL for Green Belts Lessons Learned & Overall Impact are entered on the Project Definition tab etracker TM & etracker Tools TM overview - 37 Export information back to the website etracker TM & etracker Tools TM overview - 38

20 University of Michigan Online Greenbelt Course 20 Finding your entries on the website etracker TM must be viewed using Microsoft Internet Explorer You may want to create an Internet Explorer favorite to easily go to the site in the future OR Go to the ITT Industries intranet site and click on VBSS then etracker TM. The link to VBSS and/or etracker TM may also be resident on your local site. Check with your local Champion or IT department to verify this path. etracker TM & etracker Tools TM overview - 39 etracker TM Login Page etracker TM & etracker Tools TM overview - 40

21 University of Michigan Online Greenbelt Course 21 etracker TM Home Page active links etracker TM & etracker Tools TM overview - 41 MyTracker Page Active projects Inactive projects A World on a Page view of all of your projects etracker TM & etracker Tools TM overview - 42

22 University of Michigan Online Greenbelt Course 22 Project Definition Active Links etracker TM & etracker Tools TM overview - 43 Roles In the etracker TM Web View Bottom row elements are Project Leader entered. (Green Belt or Black Belt) through etracker Tools. etracker TM & etracker Tools TM overview - 44

23 University of Michigan Online Greenbelt Course 23 Project Gate Schedule Project Leader entry This section lists the major gates for the project Define Measure Analyze Improve Control Validate etracker TM & etracker Tools TM overview - 45 Project Plan Project Leader entry This section lists major project milestones and their associated due dates How are we going to get this done? When are we going to complete the work? What are the key decision points? etracker TM & etracker Tools TM overview - 46

24 University of Michigan Online Greenbelt Course 24 Major Risks & Issues Project Leader entry This section lists critical issues/risks to successful project execution Recommended Action and Need Help are critical to obtaining required assistance in resolving these issues etracker TM & etracker Tools TM overview - 47 Project Closeout Project Leader entry This section contains: Lessons learned from the project e.g., when planning X, ensure that Y occurs first Overall impact - an executive summary of the final results of the project, including recommendation for repeating the project at other locations etracker TM & etracker Tools TM overview - 48

25 University of Michigan Online Greenbelt Course 25 Takeaways Champions Project Definition Form (PDF) creation and editing view project management info view all reports and projects in Division Project Leader (Black Belt or Green Belt) etracker Tools TM software on computer controls project management data via etracker Tools TM and updates web database (Project Plan, Risks/Issues, Lessons Learned, & Overall Impact) Realization is required. All other fields are optional. view all reports and projects Management view access to all PDFs and reports Project Owners and Team Members view access to PDFs where named (MyTracker screen) etracker TM & etracker Tools TM overview - 49 Other Key Takeaways / Mental Gym Who enters a new project? Champion or Champion designee How many months should realization schedules last? 36 months Who do I call if I need help? First line of support is your local IT help desk. Can the Project Plan be updated directly on the etracker website? No. If used by a Green Belt the Project Plan, Issues and Gates must be edited in etracker Tools then exported to the web site What is etracker Tools? The project management tool that resides locally on the Green Belt or Black Belts computer and updates the web site through exports. Do you have to be connected to the ITT etracker server (remotely or via the LAN) to Import/Export project information using etracker Tools? Yes. etracker TM & etracker Tools TM overview - 50