Your team already have their copy of the ITT for review and they have had a brief look at it, in order to understand the project sufficiently well to know whether the company is capable of carrying out the work. Now the Project Manager, the Technical Lead and the Commercial Manager, as a minimum, must review the paperwork in detail, responding to every single paragraph in one of three ways. These are "compliant" (yes, we can meet this requirement) "non-compliant" (no, we cannot meet this requirement) or "partially compliant" (we can meet part of it and this is what we recommend). Each individual response will form part of the overall Compliancy Matrix which will be laid out as a table, listing each requirement and our responses.
In addition to the Compliancy Matrix, as a minimum, the Customer will require a Project Management Plan, and Technical Response and a Commercial Response.
As well as the detail of how the project is to be managed overall, the Project Management Plan will include a Programme Plan showing dates and milestones, detail of how sub-contractors are to be managed plus Quality and Configuration Management Plans.
The Technical Response will give details of how each technical requirement will be met.
The Commercial Response will contain, as well as a response to the contractual terms and conditions, the price and payment requirements including a stage payment plan, if required.
If there are to be bought-in good and/or services included, the Procurement Manager will need to feed sub-contractor technical responses, costs, timescales, payment and commercial requirements to the appropriate members of the bid team.
The Bid Manager will co-ordinate all this activity. He will create a plan of exactly when inputs to documents will be required, to allow time for them to be word-processed, proof read, reviewed and approved, corrected, bound and published. This will cover all compliancy responses, narrative, costings and plans.
The Bid Manager will call regular meetings to review progress. In the case of a bid with a short timescale, these will be daily. If time and resources permit, the members of the bid team will be co-located for the duration of the bid, allowing for constant consultation and exchange of ideas.
Finally, the delivery of the bid must be arranged at or just before the exact time designated in the ITT.
When the bid is delivered, the team breathe a huge sigh of relief and wait for the customer to start asking questions.
Implementation Of Project Management
Kaizen's ultimate goal is to facilitate the completion of small changes and improvements generated through the ongoing efforts of all members of a business team. A chain of these small but important refinements can generate big results, surpassing the outcome of the typical single large project tactic.
Fear not, this is not designed to change the current system, but rather to build up on it with the intent of improving the system. After many studies with constant observation, the opportunities for fine tuning the fundamental system can be investigated and even exploited in order to have a successful evolutionary process with constant improvements. In order to conduct these studies properly, the standard operation procedures (SOP's) are strictly adhered to, and controls are in place. Once the studies are over and the conclusions are reached the SOP's will quite often change. It is important to note that these projects do not involve and are not intended to change anything in a drastic way. They are simply put in place in order to facilitate the effectiveness of the current system.
Although having little overlap in their scope, and typically not being considered as alternatives for each other, Lean and Six Sigma can both be effectively combined with Kaizen. A business that needs to address quality concerns and variations, a business that needs to evaluate and enhance process flow and efficiency and minimize costly waste, would do well to consider integrating Kaizen with these two strategies.
Elements of Lean's Manufacturing Process and Kaizen Projects are very similar. Each process contains such factors as a mission statement, distinct objectives, and set target goals. Both conform to the manufacturing process call PDCA (Plan-Do-Check-Act) model. This model is ideal for project, which are planned for a short duration of time. Through this model project can be scheduled and completed with the goal of continual improvement and a reduction of waste. When used properly both manufacturing process models can increase productivity.
Though these projects result in various changes and improvement, they have an equivalent negative aspect. At times improper analysis due to over focus on bringing in changes may shake the base of the business. The time duration allocated to each projects is limited thus enforcing the team to give a solution as soon as possible. With a proper analysis of data using the flow of Six Sigma, changes and enhancements can be made quickly by integrating processes that address the concerned problem domain appropriately.
Let us take an example of a bank, which has taken up a project to increase the sales volume of walk-in customers. The various marketing methods adopted and the results obtained can be analyzed with the help of the tools of these two processes and this helps to find out how effective these methods are on different customer segments. To find out the best suited method for a particular situation, the Kaizen projects can be used for a certain time period, followed by implementing this method.
Therefore, instead of restraining efficiency by using only one tool, like Kaizen, for instance, the use of all three processes is a more reasonable and able approach to getting a solution for a setback within a business. This amalgamation of all three processes can constantly result in lucrative improvements
Both Michael Russell & Steve Wilheir are contributors for EditorialToday. The above articles have been edited for relevancy and timeliness. All write-ups, reviews, tips and guides published by EditorialToday.com and its partners or affiliates are for informational purposes only. They should not be used for any legal or any other type of advice. We do not endorse any author, contributor, writer or article posted by our team.
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