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EARTO – working group on quality issues – 2nd session
20.6.2011
Anneli Karttunen, Quality ManagerVTT Technical Research Centre of Finland
This presentation includes slides about
•VTT’s processes
•The project process and important reviews within it
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Management processes
Customer activities / Commercialization of IPR
Prosess goals: • producing integrated solutions for customers and managing customer relations• enhancing the value of VTT’s IPR and managing IPR
Research
Prosess goals • creating new ideas, technologies and innovation potential• incubating applications and fostering competencies
in research areas which have high impact for industries and society
Strategy, follow-up, evaluation
Human capital management
Supporting processes
IT administration
Research infrastructures
Finance and procurement
Human resources
management
Communications
Business from technology – VTT’s innovation process
Effective project management and implementation
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VTT’s Process Map
Activities of VTT Expert Services and VTT Membsfab LtdActivities of VTT Expert Services and VTT Membsfab Ltd
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VTT Group structure 2011
VTT Expert Services Ltd Specialist reports and assessments Certification and approval services Testing. inspection and calibration
VTT International Ltd Administration and
development of international joint ventures and contact points
VTT Ventures Ltd Management of
spin-offs
Strategic Research Self-financed research Jointly funded research
IP Business IPR sales and licensing IPR portfolio
management
V T T Technical Research Centre of Finland
Business Solutions Management of customer accounts Contract research Technology licensing as a part of
contract research sales
Separation of economic and non-economic activities.
(State-owned research centre under the domain of the Ministry of Employment and the Economy)
R&D Research personnel Research resources Project execution Competence
development
Group Services Support functions
VTT Memsfab Ltd Contract manufacturing
of micro- and nano-electronic materials and devices
Labtium Ltd Enas Ltd
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VTT’s Process Map / Detailed view to core processes
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The project process: Important steps and created
documents during project’s lifecycle
5
Approved project plans
Establishing meeting
Filed project documents / project folder
Minutes
Customer feedback, internal evaluation
Research/test reports
Minutes,
Status (progress) reports
Project proposal, plan, appication, offer
Order, confirmation of order, contract, decision for finance
Ideas, customer meetings
Progress reviews
Management team meetings
Customer’s decision
Preparing an application or offer
Project proposal drafting and processing
Internal project evaluation
Follow-up, customer meetings
Customer feedback
Project innitiation and planning
Project management
Closure and follow-up activities
Start-up review
Filing documents
Final review - acceptance of final results
Closure meeting
Review of offer / application / contract
Start-up review
Progress reviews
Customer feedback
Internal project evaluation
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The offer / application / contract review
Projects review is performed with the support of the check list taking into account the size of the project:
Projects under 50 k€: the short check list is recommended. Projects over 50 k€: A formal review by using a longer check list is required. The
review shall be documented. Main points of the review includes following topics:
Task definition (objectives, potential risks, results) Responsibilities and obligations (restrictions, duration, end, or release from
obligations) Resources (Availability of personnel and hardware resources necessary for the
performance of the project as set forth in the preliminary schedule) Intellectual property: use and agreeing access rights Finances (review of project finances (e.g. budgets, invoicing schedules, as well
as financier and VTT guidelines, selection of research facility) Quality assurance, assessment of the risks associated with the project
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The start-up review
The start-up review is carried out by the Technology Manager and the Project Manager and, after that, by project’s Financial Assistants.
The issues to be checked are as follows: Contractual situation/granting of funding Reasonable level of feasibility and details of the plan Human resources, equipment, software, procurements The members of the Steering Group Financial issues, e.g. budget, billing schedule, connection /
disconnection to research facility Project management and control methods to be applied (e.g. acceptance
procedure in small projects without the Steering Group) Work safety in the project, risks and quality assurance. A separate
quality assurance plan should also be generated and reviewed when necessary
Environmental sustainability
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Progress review
Prior to delivering the Progress Report to a customer or the Steering Group, the Project Manager presents the report to the project supervisor.
In the progress review the following aspects should be considered: The actual realisation of the tasks related to the project plan The cost and working time performance related to the plan Taking care of accelerated billing according to the contract The risk review, for example, is it possible to achieve the objectives
with the remaining resources? Changes and observations affecting to the project have to be reported immediately, first to VTT’s representative supervising the project and then to the Steering Group.
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Customer feedback
VTT asks feedback after ending the project. Feedback requests are sent to the customer as an e-mail message and the recipient provides the feedback by completing the online form. The customer can give his/her opinion about following aspects:
Consideration of views and needs Project planning and agreement procedure for the project Communication and contact with VTT during the project Realisation of objectives Reporting results Professional skills and competence of VTT’s personnel Keeping to time schedules Applicability and usefulness of the results
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Internal project evaluation at VTT
An internal project evaluation must be conducted for all completed projects with a budget of over 50 k€. The Project Manager performs the initial evaluation and also invites the evaluation team participants to add their comments
Evaluation include following aspects: Risk realisation; problems /risks encountered during the project Feedback or comments regarding to project management and realisation Project group feedback: analyseis of cooperation and communication worked within
the project, or describtion of significant experiences, good practices or lessons learned Quality, impact, and benefit for the client Commercial benefits after the project Realised assignments Inventions, software, other IPR Quality and lessons learned: briefly describe any development suggestions, good
practices or deficiencies and deviations in the process instructions, quality actions, guidelines, document templates or risk management actions.
Supplier or subcontractor evaluation
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VTT creates business from technology
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