etracker overview training for green...

University of Michigan Online Greenbelt Course

University of Michigan Online Greenbelt Course 1

eTrackerTM & eTracker ToolsTM

Overview Training for Green Belts

eTrackerTM & eTracker ToolsTM overview - 2

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




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


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




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


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




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.


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




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.


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.




eTrackerTM Home Page

activelinks


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




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.


Project Definition Form - Print Friendly View Snap Shot




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.


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




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.


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.




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.


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.




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.


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




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


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




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


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.




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


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




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


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.




Project PlanUse of Project Plan tab in eTracker ToolsTM

is OPTIONAL for Green Belts


Action LogUse of Action Log tab in eTracker ToolsTM


Tool used forcapturing and tracking project or team member action items




Status of PlanUse of Stat Plan tab in eTracker ToolsTM


Define a Issue, Risk, or Recommendation• as Red, Yellow, or

Green• complete the

detail information

Click the “Update PDF Issues” button

when complete


Quad ChartUse of Quad Chart in eTracker ToolsTM


Click the PowerPoint

icon to launch a blank quad

chart




Learning Cycle ChecksGreen Belts will learn more about Learning Cycle Checks in Team Effectiveness Training

The Learning Cycle Checklist tab is for

your reference.


Meeting MinutesUse of Meeting Minutes in eTracker ToolsTM


Click the Word icon to launch a blank quad

chart




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


Export information back to the website




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.


eTrackerTM Login Page




eTrackerTM Home Page

activelinks


MyTracker Page

Act

ive

proj

ects

Inactive

projects

A “World on a Page” view of all of your projects




Project Definition

Active Links


Roles In the eTrackerTM Web View

Bottom row elements are Project Leader entered.(Green Belt or Black Belt) through eTracker Tools.




Project Gate Schedule

This section lists the major gates for the projectDefineMeasureAnalyzeImproveControlValidate

Project Leader entry


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?





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 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





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)


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.