The 2000 IEEE International Conference on Management of Innovation and Technology (ICMIT 2000) pp.468~472 Nov / 14 / 2000 Singapore

AUDITING MULTIPLE DESIGN PROJECTS - AN INTERNET-BASED APPROACH OF DESIGN

MANAGEMENT

Hsien-Jung Wu & Hung-Wen Hsu

Department of Industrial Design Tunghai University, Taiwan

hsien@mail.thu.edu.tw

ABSTRACT

Traditional product design management focuses on project management techniques, decision-making process and methodology of cost and schedule control. To manage multiple design projects (MDP) executed concurrently, these approaches may not pay enough attention to all situations occurred throughout projects. In other hand, project audit, which plays an important role in project success, is hardly discussed in practical design management. In fact, complicated information drawn together for managing multiple design projects that makes project audit become more complex and challenging. Internet environment extends the communication capability and improves the efficiency of information acquisition and processing. Large amount of data flow generated by multiple design projects can be accessed and communicated through the Internet. Such projects as design cases of international cooperation take advantages of sharing information and knowledge using Internet. This paper proposes an Internet-based approach of auditing multiple design projects. It provides a project audit structure of applying three factors of the internet- information, communication and collaboration. Keywords: multiple design projects, Internet, project audit 1. INTRODUCTION

Advanced information and communication technology changes the thought of managing design projects for the industry. Product design projects put into operation through international cooperation are gradually increased. Multiple and discrete design projects executed concurrently at different areas or countries become feasible and controllable. In these cases, projects audit all the way through product development become a critical activity of monitoring management information and coordinating numerous organizations for an enterprise.

Since the growth of using computers and the tool of

Internet, rapid access and transformation of design projects data can be accomplished regardless of time and location. Internet tools such as E-mail, web-based connection and remote audio/video communication and conference construct the environment of collaborating different design units to develop the product together. Designers from different locations either in Asia or Europe can review design process and quality at the same time without traveling. Furthermore, cost of product design and development can be reduced through modular design under concurrent and multiple projects.

This paper proposes an internet-based approach of product design management for auditing design multiple projects. Without effective auditing, multiple design projects will lose control of enormous information flow under the Internet environment. Issues of overall auditing through Internet tools to improve the efficiency and quality of design projects are discussed. 2. RELATED WORKS Type of projects influences the generation of information flow and process of management. In terms of project management, Evaristo and Fenema [1] defined project as the following types: 1) single project: traditional project and discrete project; 2) multiple project: co-located project, multiple co-located project, multiple traditional project and multiple discrete project. Multiple projects also can be divided into types of discrete location and shared location. They recognized possible evolution among these types of project and technology required managing these projects maybe generated and adapted. Herbruck and Umbach [2] believed that an enterprise should possess each piece of accurate information to successfully develop a new product. They raised two items of information that should be evaluated to provide a robust information-processing environment: culture

The 2000 IEEE International Conference on Management of Innovation and Technology (ICMIT 2000) pp.468~472 Nov / 14 / 2000 Singapore

audit and communication audit. Heindel and Kasten [3] illustrated three steps of applying PC in project management systems: refine current application, improve graphical user interface and build up adoptable usage of standard document. This group developed a system called P++ architecture using MS-Windows™, MS-ACCESS™ and MS-Project™ as a test bed to integrate and collaborate project information through a central relational database. Helbrough [4] proposed an on-line virtual meeting for the manager to discuss projects using document, graphics and 3D animation. Dalton [5] considered that the Internet influences human beings in several aspects: 1) new communication type such as instant messaging by E-mail, 2) information access and storage, and 3) education. As a whole, tools of the Internet provides product development and project management with a great advantage of reducing time and cost, collaborating various R&D teams, and processing information near real time. Through advanced information technology, project information flow can be communicated, monitored and controlled in a parallel manner that establishing an environment of implementing multiple design projects audit. 3. INFORMATION PROCESSING FOR

MULTIPLE DESIGN PROJECTS During the progress of multiple design projects, no matter for which type of projects mentioned above, there exists four possible situations as follows: � One project team is responsible for handling

all projects at the same time. � Different project teams take care their own

project individually. � One project team is responsible for handling

projects in sequence by the project’s priority. � No particular relation is presented between

each project. These four situations differ from information flow processing. The more multiple aspects the projects have, the more frequent communication of information the project team should pay attention. Conversion of information flow is another issue required managing for multiple projects. To recognize the relation between information flow and types of multiple projects, alternation is discussed and classified as four categories. � Concurrent progress: it’s more ideal way to

manage multiple projects since mutual and parallel access of information is emphasized.

� Individual progress: different project teams may run their own projects based on the leader’s character; changes of information

flow vary from personal judgment and the empowerment is the major concern.

� Continuous and sequential progress: each project is implemented by the same team and the coincidence of information should be indicated.

� Discrete and sequential progress: uncertainty exists all the way through the project since addition or withdrawal of a particular project typically occurred due to business strategy. Information flow frequently alters and needs extraordinary attention. Rapid access of information, adequate empowerment and risk forecasting are the critical issues.

4. INTERNET FOR MULTIPLE DESIGN

PROJECTS The Internet environment improves the efficiency of design team works, communication between departments, design project implementation and organization structure. Figure 1 shows the advantage of applying Internet to multiple design projects. Information processing, communication and collaboration are linked together in different levels. Through the usage of Internet tools, these three factors are transformed between cycles until the project completeness. Each cycle receives data, experience and technology from the previous cycle. Advantages can be listed as follows: � Information transformation: the manager

informs the design unit about relevant information that makes designers aware of current situation. Conversely, other departments are able to recognize and provide requisite information.

� Remote communication: Designers and

Figure 1. Benefit of Internet for MDP

The 2000 IEEE International Conference on Management of Innovation and Technology (ICMIT 2000) pp.468~472 Nov / 14 / 2000 Singapore

managers form different locations can share information and knowledge to discuss design and perform necessary modification.

� Collaboration and cooperation: design team members can review design progress, modular design development, component assembly and compatibility near real time. Knowledge about current new technology can also be promptly acquired through the different domains of expertise.

Obviously, the Internet changes the design process to a great extent due to the totally new concept of information processing. Therefore, the audit of design management should be adjusted to correspond to the whole systematic revolution. 5. INTERNET-BASED APPROACH OF

DESIGN MANAGEMENT- AUDITING MULTIPLE PROJECTS

The objective of this paper is to develop an Internet-based approach of design management, especially for auditing multiple design projects. Design project audit is a series process of reviewing and solving problems occurring during project progress. It influences the whole project and includes the following issues: � Predict possible project risks � Monitor ongoing changes � Avoid future contradiction � Evaluate information � Empower the auditing

Traditional design management manipulates project audit at a particular checkpoint to review design quality. Unfortunately, increasing of information makes checkpoint review insufficient to control the project. Design project audit needs not only checkpoint

(one-dimension) but also the overall process (multi-dimension) review. This paper therefore proposes an intra-architecture, which is constructed as a network centered by a design database, of connecting the design unit. Figure 2 shows the association inside the architecture. Central design database provides design information including design drawing, flow chart, schedule, spreadsheet, test report, specification, reference, relevant documents, etc. The Internet environment is then built to link this network with external departments such as manufacturing, marketing, quality control, financial, customer service and even another design unit. Through this correlation, information is transformed without any interruption. For example, issues of modular design and quick respond to customer demand can be achieved in a well-organized manner. Architecture of design project audit using Internet-based approach is illustrated in Figure 3. In the figure 3, it also describes the mission and target of design project audit. The mission of design project audit consists of forecasting, consideration, evaluation, monitoring and control. In terms of the target of design project audit, there are seven major concerns: information, risk, relationship, empowerment, quality, process and the work group. As shown in the figure 3, tools of the Internet such as E-mail, on-line telephone

Figure 2. Network structure of a design unit

Figure 3. Internet-based approach of Design project audit

The 2000 IEEE International Conference on Management of Innovation and Technology (ICMIT 2000) pp.468~472 Nov / 14 / 2000 Singapore

and facsimile, web-browser and virtual meeting are applied by units in the architecture and used to communicate each other. Central design database provides necessary information access and analysis. Several conditions are recorded and attention should be paid throughout the information processing: � Abnormal frequency of data loading � Irregular usage of communication � Deferral of response � Inconsistent version of data � Unauthorized login and processing

In order to locate possible troubles occurring at any stage of the design project progress, the central design base is furthermore decomposed into three modules: a status checking module, a dispatching module and an editing module. The function of respective modules are listed as follows: � Status checking module: this module is

responsible for comparing pre-condition with post-condition whenever a particular information processing is requested. An abnormal report is issued if any unexpected symptom is discovered.

� Dispatching module: channel of data transformation in addition to the default route should be created if a special request is launched. The dispatching module deals with building up additional data channels.

� Editing module: this module has the responsibility of upgrading design information and tracing modification of different data version. On-line generation of document and special status report is constructed in this module.

This three-module mechanism also emphasizes the function of learning through the Internet environment.

Since abnormal situation is recorded during design project implementation in this architecture, knowledge and information can be shared and modified near real time based on current information technology. The editing module is also used as a generator of adjusting database. The detailed structure of the design database is shown in Figure 4. Procedures of performing the proposed architecture is shown in Figure 5 and described as follows: Procedure Internet-based design project audit

1 projects start 2 trigger web browser 3 link multiple design projects 4 initiate central design database 5 acquire information from different resources 6 for each auditing target 7 call required auditing mission 8 check status 9 dispatch information when requested 10 upgrade information 11 trace version of information 12 repeat 8-11 until verifying results 13 end

6. CAI ENVIRONMENT OF DESIGN

PROJECT AUDIT Since a learning mechanism is constructed in the proposed architecture, this paper also aims of creating a CAI (computer-aided instruction) environment of mastering design management from the project-auditing viewpoint. Personal computers are used as the platform to simulate the implementation of

Figure 4. Structure of Central design database Figure 5. Procedure of implementing Project Audit

The 2000 IEEE International Conference on Management of Innovation and Technology (ICMIT 2000) pp.468~472 Nov / 14 / 2000 Singapore

multiple design projects. Through the Internet connection, each PC represents a particular design unit or other management units. Routine project data and knowledge is collected in the database stored in the computer. In addition, abnormal situation or message can also be fabricated on purpose to test the performance of the architecture. This CAI environment is built to train designers, managers and students who major in product design. Figure 6 shows the application of this CAI environment of design project audit. 7. CONCLUSIONS The development of information technology has shown a great and expeditious advance that encourages adjustment in different areas to apply this technology. The concept of product design management changes to a great extent since the project type varies from traditional projects. The Internet environment is one of the tools which influence many takes involved in design management. As a consequence, project audit becomes more important to manage multiple design projects. Complicated information flow processing can be handled easily through the Internet. Project quality is then ensured without excessive cost and personnel. This paper proposes an Internet-based approach of design management for auditing multiple design projects. Currently, PC is used as the test bed and web pages is chose and under development to represent the direction of navigating project audit. Information flow will be rapidly processed and controlled to assist in

guaranteeing project success. Also a CAI environment is created for training purpose based on the proposed architecture. Ongoing implementation is connected with current database management software. A user-friendly design management tool is expected in the near future. REFERENCES

[1] R. Evaristo and P. Fenema, “A topology of project management: emergence and evolution of new forms”, International Journal of project Management, 17(5), pp.275-281, 1999.

[2] D. Herbruck & S. Umbach, “Design management & new product development: Linking people & process”, Design Management Journal, Spring, pp.44-50, 1997.

[3] L. Heindel & V. Kasten, “Next generation PC-based project management systems: implementation considerations”, International Journal of project Management, 14(5), pp.307-309, 1996.

[4] L. Heindel & V. Kasten, “P++: a prototype PC-based enterprise management system”, International Journal of project Management, 15(1), pp.1-4, 1997.

[5] B. Helbrough, “Computer assisted collaboration – the forth dimension of project management?”, International Journal of project Management, 13(5), pp.329-333, 1995.

Figure 6. CAI environment of design project audit