eTracker Overview Training for Green...
Transcript of eTracker Overview Training for Green...
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eTrackerTM & eTracker ToolsTM
Overview Training for Green Belts
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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
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Functions / Benefits Of eTrackerTM
eTrackerTM is a reporting tool, knowledge sharing tool and project management tool that provides the following key features:Documents project definition, scope, and goalsHelps us make sure the appropriate improvement efforts are taking place and that proper priorities are being givenGives us current information about resources and enables intelligent decisions about resource allocation and needsSummarizes current important project issues and keeps them on the forefront until they are resolvedAllows 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 effortsProvides some basic project management tools
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eTrackerTM: What can it do?
Capture Potential Project Ideas into a queue for project selectionDocument Project Definition in creation of Business CaseUse of centralized, web-based database to capture all project informationTrack multiple Active projects in one placeProvide robust management reports to track program results status and progress
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Website
Champion
eTracker Tools
(excel based tool)
PDFsPDF
(championinformation)
eTrackerTM
Web Based Tool
Green Belt PC
PDF (green belt information)
PDF (championinformation)
PDF (green belt information)
(view only) (enter/edit locally)
(view only)
import
export
Create new or
edit PDF on web
eTrackerTM: How does it work?
Common point whereChampion and Green Beltproject information are joined
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eTrackerTM Roles & PDF Elements
Project statusGeneral InformationProject GoalsProjected BenefitsResource RequirementsBackgroundRisks and AccelerationsFile Attachments
Project GatesProject PlanMajor Risks / IssuesRealization TrackingProject CloseoutFile Attachments
• Developed by the Champion
• Refined by Black Belt or Green Belt with the Champion
• Developed and refined by Black Belts and Green Belts
eTrackerTM
eTracker ToolsTM
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Project Information Entry ElementsBy Role In the eTrackerTM Web View
Top row elements are Champion entered through eTracker on web site.
Bottom row elements are Project Leader entered.(Green Belt) through eTracker Tools.Both Champion and
Project Leader / Green Belt can add attachments.
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Completing a Project Definition FormIn eTrackerTM
ITT co-worker logs on to eTrackerTM as a ChampionClicks on “Create a Project”Enters the General InformationEnters each of the Project Definition “Champion assigned” sectionsLog off
Champion entry
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Finding the website
eTrackerTM must be viewed using Microsoft Internet Explorer 5.0+
http://10.9.60.229/eTracker/eTracker.aspYou may want to create an Internet Explorer “favorite” to easily go to the site in the future
ORGo to the ITT Industries intranet site and click on “VBSS” then “eTrackerTM”.
The link to VBSS and/or eTrackerTM may also be resident on your local site. Check with your local Champion or IT department to verify this path.
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eTrackerTM Login Page
To provide a level of uniqueness and consistency, usernames are assigned in accordance with ITT web email addressing logic.
This is accomplished by assigning the eTracker username as all characters left of the “@” symbol in an employees email 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.
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eTrackerTM Home Page
activelinks
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MyTracker Page
Rel
ease
dpr
ojec
tsQ
ueu
edprojects
A “World on a Page” view of all of your projects
Queued = Active Assessment, Hold Assessment, Ready for Launch, Rejected
Released = Active, Tracking, Complete
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Project Definition Form Purpose
Summarizes project idea for prioritization and selectionDefines project scope and requirementsEstablishes project plan and milestonesDetails financial benefit projectionsDocuments project - approach, lessons learned, etc.
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Project Definition Form - Print Friendly View Snap Shot
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Project Status
This section displays:The project status
Hold AssessmentActive AssessmentReady For LaunchReady for Launch ActiveTrackingCompleteRejected
Comments regarding project statuse.g., project is on-hold; projected start date 5/02
Start and End Date for the active project
Champion entry
Active Assessment
For Green Belt projects:> Entering of Status is required.> Entering Comments is optional.> Start & End dates are required.
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General Information
Project NameProject Definition
Why should we do this? What is wrong or not working? What is the problem? What “pain” are we experiencing?
Management CompanyFluids, 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 BeltNon-Black BeltTraining
% of Project Leader TimeProcess 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
Champion entry
For Green Belt projects:> Entering of all General Information is required
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Project Goals
What are our improvement objectives and targets? What specific parameters will be measured? What are our tangible results deliverables?
Champion entry
For Green Belt projects:> Entering Goals is optional.
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Planned BenefitsChampion entry
This section contains:Project benefit assumptionsOther 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.
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Resource Requirements
This section contains:Project CostsResource requirementsSkill Set requirementsAssignment datesPercent of time required
Champion entry
For Green Belt projects:> Entering of Team Members is optional.> Entering Capital $$$ is required if applicable.
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Background
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 VariablesOutput - What is the tangible output of the project?Approach - What are the high level activities for the project?
Champion entry
For Green Belt projects:> Entering of Background is optional.
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Risks and Accelerations
This section contains:Identified risks associated with the project - factors that could negatively impact achievement of planned benefits and/or slippage of scheduleOpportunities to Accelerate Results - factors that could enable the early completion of the project
e.g., identification of specific tools, resources, events
Champion entry
For Green Belt projects:> Entering of Risks & Accelerations is optional.
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File Attachments
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
Champion and Project Leader entry
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eTrackerTM Help
eTrackerTM Help PageeTrackerTM HelpeTracker ToolsTM HelpeTrackerTM and eTracker ToolsTM Tutorials
SupportContact your local IS Help Desk, they will determine the right person to support your needs
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eTrackerTM Roles & PDF Elements
Project statusGeneral InformationProject GoalsProjected BenefitsResource RequirementsBackgroundRisks and AccelerationsFile Attachments
Project GatesProject PlanMajor Risks / IssuesRealization TrackingProject CloseoutFile Attachments
• Developed by the Champion
• Refined by Green Belts with the Champion
• Developed and refined by Green Belts
eTrackerTM
eTracker ToolsTM
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How does a Green Belt use eTrackerTM to develop and update the PDF?
Where to find the eTrackerTM website …http://10.9.60.229/eTracker/eTracker.asp
The Green Belt’s interaction with eTrackerTM is accomplished via the project management tools, eTracker ToolsTM, on his/her computer
The project management tools are linked to the web-based eTrackerTM so that the information in each place remains synchronizedThe Project Definition Form is the link
Champions create the Project Definition Form and assign to a Green Belt on the web siteGreen Belts need to download latest version of eTracker ToolsTM from the eTrackerTM
Help menu on the web-site to get startedOnce loaded, the Green Belt can launch eTracker ToolsTM from the start programs menuGreen Belts import the Project Definition Form to their computer, maintain it on their computer, and then send updates to the web site
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eTracker ToolsTM
Set Up page
Click on the Change Set Up button
This tab contains the information that enables you to link to web based
eTrackerTM
If you resave this .xlt file with the new set up information
You will not need to re-enter it for each project.
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How to import the Project Definition Form (PDF) from the eTrackerTM web-site
Click “Change Set Up” buttonEnter appropriate information in dialogue box and click “OK”
Server Address = 10.9.60.229dB Name = TrackerUserID = Your eTracker user name as assigned by your Champion or eTracker administratorPassword = Enter your password
Note: Your UserID and Password in eTracker Tools must exactly match your profile on the eTracker web
Click “Project Definition” tabClick “Import” buttonClick “Connect” button (ensure User ID and Password are correct)Select project to import and click “Import Data”
note: only Active projects will be listed
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eTracker ToolsTM
All of the most vital project information is contained on
this form
As information on this form is updated, it can be exported to the eTracker web site to keep
the web site up to date
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
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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
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Realization TrackingUse of Realization tab in eTracker ToolsTM 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.
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Project PlanUse of Project Plan tab in eTracker ToolsTM
is OPTIONAL for Green Belts
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Action LogUse of Action Log tab in eTracker ToolsTM
is OPTIONAL for Green Belts
Tool used forcapturing and tracking project or team member action items
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Status of PlanUse of Stat Plan tab in eTracker ToolsTM
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
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Quad ChartUse of Quad Chart in eTracker ToolsTM
is OPTIONAL for Green Belts
Click the PowerPoint
icon to launch a blank quad
chart
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Learning Cycle ChecksGreen Belts will learn more about Learning Cycle Checks in Team Effectiveness Training
The Learning Cycle Checklist tab is for
your reference.
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Meeting MinutesUse of Meeting Minutes in eTracker ToolsTM
is OPTIONAL for Green Belts
Click the Word icon to launch a blank quad
chart
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Lessons Learned & Overall ImpactUse of Lessons Learned & Overall Impact tab in eTracker ToolsTM is OPTIONAL for Green Belts
Lessons Learned & Overall Impact
are entered on the
Project Definition tab
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Export information back to the website
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Finding your entries on the website
eTrackerTM must be viewed using Microsoft Internet Explorer 5.0+
http://10.9.60.229/eTracker/eTracker.aspYou may want to create an Internet Explorer “favorite” to easily go to the site in the future
ORGo to the ITT Industries intranet site and click on “VBSS” then “eTrackerTM”.
The link to VBSS and/or eTrackerTM may also be resident on your local site. Check with your local Champion or IT department to verify this path.
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eTrackerTM Login Page
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eTrackerTM Home Page
activelinks
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MyTracker Page
Act
ive
proj
ects
Inactive
projects
A “World on a Page” view of all of your projects
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Project Definition
Active Links
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Roles In the eTrackerTM Web View
Bottom row elements are Project Leader entered.(Green Belt or Black Belt) through eTracker Tools.
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Project Gate Schedule
This section lists the major gates for the projectDefineMeasureAnalyzeImproveControlValidate
Project Leader entry
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Project Plan
This section lists major project milestones and their associateddue dates
How are we going to get this done?When are we going to complete the work?What are the key decision points?
Project Leader entry
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Major Risks & Issues
This section lists critical issues/risks to successful project executionRecommended Action and Need Help are critical to obtaining required assistance in resolving these issues
Project Leader entry
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Project Closeout
This section contains:Lessons learned from the project
e.g., when planning “X”, ensure that “Y” occurs firstOverall impact - an executive summary of the final results of the project, including recommendation for repeating the project at other locations
Project Leader entry
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Takeaways
ChampionsProject Definition Form (PDF) creation and editingview project management infoview all reports and projects in Division
Project Leader (Black Belt or Green Belt)eTracker ToolsTM software on computercontrols project management data via eTracker ToolsTM 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
Managementview access to all PDFs and reports
Project Owners and Team Membersview access to PDFs where named (MyTracker screen)
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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.