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1
A Project and Knowledge Management System
3M Case Study
2
Background
• 2004—major customer complaint• 2006—major manufacturing issue• Local technical resources added ~2005
– Analytical lab, statistical consulting, manufacturing technology
• Lots of capabilities, and lots of work—needed tool to help drive… – Project management– Collaboration– Knowledge retention
• But not just a lab system….drive for total integration
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What were our options?
• Lotus Notes (DB, Team Room, EC Tools…)– No searching, rigid, hidden, minimal standards
• LIMS, i.e. GALIMS—3M solution– Lab projects only
• Knowledge management– Managing help desks
• Project management– Too rigid, management focused, hour counting
• Collaboration tools– Too loose, less structure
• Develop it ourselves?• Chose P-Wave’s LabCore product
– Good mix of collaboration tools and content management– Extendable to our needs
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Guiding Design Principles
Project Worker-Focused Toolsets
Project PackageCollaboration
CustomizedWorkflows
and Content
Standard lookand feel
My Projects Status and Rollup Knowledge Archive
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Insight Project Management System
High level view• My projects• My Tasks• My Templates• All Projects• Admin• Search• Settings
Individual project view• Details• Tasks• Discussion• Files• Reports
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Going from Pain to Solutions
Pain
• Scattered Information
Solutions
• One-stop shop
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Scattered Information
TasksCharterDiscussion
Files
LN E-mails*
Integrated Tables*
Reports
Hourly Charges*
Informal Info
Meeting NotesStatusQuestionNotebook
User pain: Pieces of the project are scattered in many places Solution: One -stop shop
Project Package
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Going from Pain to Solutions
Pain
• Scattered Information
• Tedious inclusion of project info
Solutions
• One-stop shop
• Multiple entry routes, even hosting the editor
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Tedious inclusion of project info
User pain: It’s just not convenient to add information to a project siteSolution: Multiple ways to add information
Files attached within the system
Files attached using normal “share drive” function
Integrated MSWord-like Report writer
Simple informal info entry points
Send E-mail and attachments to a project*
Integrated MSExcel-like tables*
Project Manager
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Going from Pain to Solutions
Pain
• Scattered Information
• Tedious inclusion of project info
• Unclear “to do” lists
Solutions
• One-stop shop
• Multiple entry routes, even hosting editor
• “My Lists”, reporting, and prioritization
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Unclear “to do” lists
User pain: People’s to-do lists and priorities not easily viewableSolution: “My Lists”, reporting, and prioritization
• User customizable grouping, filtering*, and order
• Visual indicators for timing
• Export to Excel
• Prioritization tool
• Break a project up into its pieces, assign people and timing
• Each task has its own mini-workspace
• Gantt display option*
• Group and filter* by user-defined scenarios
• Customizable reports*
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P=fImportance,Timing,Feasibility,Scope( )
12
Going from Pain to Solutions
Pain
• Scattered Information
• Tedious inclusion of project info
• Unclear “to do” lists
• Manual status roll-ups
Solutions
• One-stop shop
• Multiple entry routes, even hosting editor
• “My Lists”, reporting, and prioritization
• Built-in contents, automated roll-ups
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Manual status roll-ups
User pain: It’s manual work to get and communicate project statusSolution: Add it to the project foundation,and then roll it up
Hopper *Ideas* and Submitted Projects
My Dashboard *Select fields, groups* for display
i.e. timing, status, percent complete, $ value…
“Mega Dashboard” *
Higher level look across business
Launch by business* or project lead
Auto Roll-up*
Prompting Mechanism*
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Going from Pain to Solutions
Pain
• Scattered Information
• Tedious inclusion of project info
• Unclear “to do” lists
• Manual status roll-ups
• Multiple documentation methods and standards
Solutions
• One-stop shop
• Multiple entry routes, even hosting editor
• “My Lists”, reporting, and prioritization
• Built-in contents, automated roll-ups
• Customized project templates, but standard foundation
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Multiple documentation methods and standards
User pain: Each project type has its own “MO”Solution: Customized project templates, but standard foundation
• Ready to populate
•Content and Layout* that fits the need
• Still uses common look, feel, fields
• Customized report templates will be available as well*
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Going from Pain to Solutions
Pain
• Scattered Information
• Tedious inclusion of project info
• Unclear “to do” lists
• Manual status roll-ups
• Multiple documentation methods and standards
• Multiple project repositories without hierarchies and relationships
Solutions
• One-stop shop
• Multiple entry routes, even hosting editor
• “My Lists”, reporting, and prioritization
• Built-in contents, automated roll-ups
• Customized project templates, but standard foundation
• Project-within-a-project and project linking
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Multiple project repositories without hierarchies
User pain: A single project might have its pieces in several placesSolution: Create project-within-a-project and project linking
• Support multiple levels of project hierarchy*
• Projects can be related—find one, find many
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Going from Pain to Solutions
Pain
• Scattered Information
• Tedious inclusion of project info
• Unclear “to do” lists
• Manual status roll-ups
• Multiple documentation methods and standards
• Multiple project repositories without hierarchies and relationships
• Lost project knowledge, reinvention
Solutions
• One-stop shop
• Multiple entry routes, even hosting editor
• “My Lists”, reporting, and prioritization
• Built-in contents, automated roll-ups
• Customized project templates, but standard foundation
• Project-within-a-project and project linking
• Drive for tools that users like, searchability
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Lost project knowledge, reinvention
User pain: Work was done before, but no traces remain reinvent itSolution: Drive for tools that users embrace, searchability
• Google-like, fully indexed
• New search story currently in development: input fields, output fields, reporting, saved searches.
• Validate user stories
• Feedback sessions
• 442 tickets entered –mostly user difficulties. PWave very responsive to fix them
20
Overall Results
• ~250 lab projects in 1st 7 months!
• Not being done 2 years ago
• Positive user feedback on system
• Real productivity and performance benefits
• Utilizing archived knowledge
• Expanding usage to other project types