in this section we are going to show how touse the swot ... · in this section we are going to show...

In this section we are going to show how to use the SWOT tool do find a flow chart which

can be used to define algorithm of change.

Later the similar approach will be used for preparation of Quality policy.

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With a help of three great inventors and one quality guru we will build SWOT analysis in order to explore problems associated with knowledge management (KM) with the goal to find opportunities for improvement.

One of TRIZ methods’ peculiarities lies in their ability to be combined with other methods of analysis. In our example a combination of SWOT and TRIZ tools will be used to present compatibility of both methods. Originally TRIZ was developed for solving technical tasks/problems, but recently TRIZ in conjunction with business analysis methods (such as SWOT, QFD…) is used for solving business problems as well. In our example we are going to use 7 step procedure described below.

First step: Use the SWOT analysis tool for understanding situation the organizations are facing in a field of interest (in our example knowledge management). SWOT is an acronym for Strengths, Weaknesses, Opportunities, Threats.

Second step: Build a functional schematics of situation using TRIZ tools for problem modeling.

Third step: Find Ideal final result (IFR).

Fourth step: Analyze situation for possible contradictions and opportunities to improve ideality of a system.

Fifth step: If contradictions are discovered, analyze contradictions and search for solutions with use of TRIZ methods.

Sixth step: Formulating suggestions on development (resolution of contradiction and/or improvement of ideality in direction of IFR) of the initial situation.

Seventh step: Test efficiency of the proposed solution.

Reference: Rubin M.S., TRIZ in small business - competitive advantage, ETRIA World Conference TRIZ Future 2004, Florence.http://www.temm.ru/en/section.php?docId=3826

Some more quotes:

“Although people who had achieved a great deal in science and technology talked of the inscrutability of creativity, I was not convinced and disbelieved them immediately and without argument. Why should everything but creativity be open to scrutiny? What kind of process can this be which unlike all others is not subject to control?…What can be more alluring than the discovery of the nature oftalented thought and converting this thinking from occasional and fleeting flashes into a powerful and controllable fire of knowledge.”Genrich Altshuller

“Learning is not compulsory... neither is survival.”W. Edwards Deming

“A lot of companies have chosen to downsize, and maybe that was the right thing for them. We chose a different path. Our belief was that if we kept putting great products in front of customers, they would continue to open their wallets.”Steve Jobs

“My own interest developed because I thought it was a fascinating subject and something I wanted to pursue.”Jack Kilby

References:http://izquotes.com/author/jack-kilbyhttp://www.brainyquote.com/quotes/authors/s/steve_jobs_4.html#kVMOjWxa2WbE2bvY.99

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Modeling problems will give us better view of the problem, models show structured description of the problem in sense of causes and effects and existing interrelations.When facing the problem, people can usually describe the problem well enough. The problem could be presented in a form of diagram that enables studying cause and effect relations in order to find appropriate solutions. Model will reveal the nature of the problem so that a team or a group can consider various aspects of a problem and possible approach to solutions.

In our example we will use SWOT analysis to form an arrow diagram that will help us to study problem and consider various options for problem solving. Full case study ispresented in an article Beyond SWOT And Towards Change by Howard Smith showing howto transform SWOT analysis into an arrow diagram using TRIZ tools for problem solving.

References: Boris Zlotin, Alla Zusman, Directed Evolution Philosophy, theory and practice, Appendix 4. Problem formulation, March 2001, p.p. 51 to 60, http://www.ideationtriz.com/new/materials/directedevolutionbook.pdfHoward Smith, Beyond SWOT And Towards Change, July 2006, http://www.bptrends.com/publicationfiles/07-06-COL-P-TRIZ-6-SMITH.pdf

Rubin M.S., TRIZ in small business - competitive advantage, ETRIA World Conference TRIZ Future 2004, Florence.http://www.temm.ru/en/section.php?docId=3826

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Strengths

Genrich Altshuller, the author of the theory of inventive problem solving – TRIZ has enabled

anyone who knows TRIZ to solve complex problems. To effectively solve problems we need

resources (competent personnel, equipment, materials, knowledge, technology …). In

strengths window we list all resources where we are better than competition. If we can

solve problems better than the competition, then we have the advantage.

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Weaknesses

In our example a management does not know customers and their needs, technology and

its prospects, suppliers and their resources, their own employees and their habits.

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Threats

For the success of the situation prevailing in the world (VUCA - Volatility, Uncertainty,

Complexity and Ambiguity), should be to discover new paths to success. Implementation of

the new route is always risky because there are many reasons that may adversely affect the

results of new approaches.

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Opportunities

As it has been shown on previous pictures, Jack Kilby's discovery of the integrated circuit, enabled

industry to drastically reduce costs and improve functionality. Opportunities are in innovations,

which are able to convert scientific discoveries into useful products or services, processes, systems,

business models, concepts ...

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Useful function strengths enables another useful function opportunities for innovations.Useful function Strengths represents solving inventive problems using TRIZ methods. This function causes function Opportunities that generates innovative products.

∑Fuseful

I = ----------------------∑Fharmful + ∑Costs

To improve the system, we can:• Find alternative way to obtain strengths (i.e. get CAD (software package and knowledge) to design innovative products, or acquire 3D printer (hardware and knowledge) for fast prototyping …),• Find new way to obtain opportunities (i.e. if we need new product, we might buy a license …).

∑Fuseful FTRIZ + FCAD + F3D

I = ------------------------= ---------------------∑Fharmful + ∑Costs ∑Fharmful + ∑Costs

To find the right solution we should consider system as a whole including the right side of diagram representing harmful functions.

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Weaknesses represents harmful function (management making wrong decisions) what

causes threats, which is also harmful function (implementing bad decision or not

implementing good decision).

Possible path to improvement could be:

Find a way to eliminate, reduce or avoid weakness and threats caused by weaknesses.

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Both harmful functions are blocking useful function – Opportunities.

Possible path to improvement could be:

Find a way to eliminate, reduce or avoid weakness and threats.

Find a way to protect opportunities to be influenced by weaknesses and threats.

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Useful function Strengths prevents harmful function Weaknesses.

Possible path to improvement could be:a) Find a way to improve useful functions (Strengths and Opportunities).

b) Find a way to eliminate, reduce, or prevent harmful function Weaknesses in order to avoid harmful function Threats.

SWOT analysis has shown that improvements in Strengths will cause another useful function “Opportunities” and eliminate, reduce or prevent harmful functions “Weaknesses” and “Threats”. Now we have to determine what improvement is necessary. The SWOT diagram shows that if the harmful function “Weaknesses”could be eliminated, the harmful function “Threats” would be eliminated, and their influence on useful function “Opportunities” as well.

Harmful function “Weaknesses” means that management takes wrong decisions. We have to improve “Strengths” to eliminate, reduce or prevent “Weaknesses”. We can use firs set of improvement principles (1,2,3,4,7,14,17,30,31,40) to improve quality, quantity, structure and form of knowledge.

Now we have to determine WHY does it happens. Since this is a large problem, we can use inventive principle #1 Segmentation. A fishbone diagram can be used by the team to determine root causes for “Weaknesses”.

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How to use TRIZ×QMS Application?

1.Select 4 sets of improvement inventive principles from TRIZ×QMS menu.

2. Select QUALITY, QUANTITY, STRUCTURE AND FORM.

3. Select Segmentation.

4. Observe options on second page. The most appropriate method to make root cause

analysis is C5 – Ishikawa diagram (Cause and Effect Analysis).

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If harmful function “Weaknesses” should be eliminated or prevented, all causes should be

eliminated. If this is not possible (i.e. because of lack of resources), team will select the

causes that can be eliminated with resources on their disposal, but in that event the

harmful function “Weaknesses” will just be reduced.

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MAN

People unwilling to learn

Use of inventive principles:

#24B6 Use arbitrator for sensitive discussions

#24B7 Introduce moderator to focus group.

#36A8 “Stages of learning”: unconscious incompetence, conscious incompetence,

conscious competence, unconscious competence (W. E. Deming)

Culture


#7B1 Allow anyone in the organization to communicate directly with any higher level.

#22B1 Eliminate fear of change by introducing fear of competition

Incompetent personnel


#9B4 Key process employee certification

#10A9 Training and qualification

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MACHINE

Paper based file system


#15A5 Update documentation periodically

#26B1 Use an electronic database instead of paper records

#26B2 Numerical simulation modeling etc.

No data mining SW


#35A1 Virtual prototyping

#35A2 Numerical simulation

#35C1 Introducing intelligence into on-line catalogs (search engines, expert systems, etc.)

Tacit knowledge not captured


#9A1 Failure analysis and prevention techniques like FMEA (tacit knowledge captured by

documenting possible causes of problems and ideas of how to counteract these problems

in advance).

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METHOD

Paper data sheets in binders in central library


#6B6 Use templates to unify documents in an organization

#28B4 Use of multiple media techniques (photo, audio, video, TV, etc.) for work

instructions

Search not unified


#5B6 Groupware – e-mail, Intranet, video-conference, etc.

#28C2 Use of computer (for search and data mining)

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MaterialMissing or wrong informationUse of inventive principles: #6B6 Use templates to unify documents in an organization#30B1 Use trade secret methods to shield an organization’s property knowledge from general knowledge#31A2 Encourage the open-mindedness of employees to new ideas#31B5 Use the open innovation concept to enable new ideas to enter the innovation funnel

Missing external information Use of inventive principles: #38D1 Use creative outsider in an ideation session

Late, missing or wrong dataUse of inventive principles: #11A2 Back-up functions#11A5 Redundancy#21A8 Promptly remove invalid or obsolete documents

After tem has considered inventive principles that can be used as resource to eliminate causes to “Weaknesses”, the following directions can be used to eliminate or diminish the harmful function:

• Knowledge management system – creating support system to help personnel to improve their knowledge• HR – Improved competency of personnel and culture change• Document control system – transition from paper based document system to electronic document system

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Next select inventive principle #2 Taking out. This principle is about removing harmful or

unwanted characteristics of a system. In effect this meant trimming the system.

How to use TRIMMING?

The idea that TRIMMING is based on is to implement systems with minimal use of

resources and at minimal costs.

1. Analyze building blocs of QMS (QMS is comprised of processes and processes are

comprised of one or more activities and resources).

2. Determine useful functions, harmful functions and costs associated with each building

bloc.

3. Analyze the need for useful function. If function is not needed remove it.

4. If useful function is needed, then explore the possibilities to provide this function from

some other object in a system or externally (outsource or buy). Chose the option with

highest quality and lowest costs.

5. Determine harmful functions and explore the possibilities to eliminate harmful functions.

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So far a lot of possibilities for improvement has been detected. All of them requires

changes. Proceed with improving other functions as shown on example of “Weaknesses”.

Reference:

Victor R. Fey and Eugene I. Rivin, The science of Innovation – A Managerial Overview of The

TRIZ Methodology, 1997 TRIZ Group L.L.C., www.trizgroup.com

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Top management team shall determine Quality policy elements and goals that are aligned

with business goals.

References:

QM Objective deployment.xlsx

Gennadiy Retseptor, 40 Business Survival Imperatives,

http://www.metodolog.ru/triz-journal/archives/2008/09/04/index.html

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When Quality policy elements are determined, an interdisciplinary team of middle

managers will determine processes and procedures needed for implementations of quality

goals which are aligned to business goals.

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To speed up the process of serving food we need more staff (cooks and waiters). That

means the cost will be higher (this is in contradiction with requirement that the prices

should be competitive) and the service will be more expensive or profits are going to be

lower (this is in contradiction with requirements that the margins should be higher).

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Teamwork and creativity tool like “TRIZ crossover QMS” can help organization to find

solutions to stay competitive on the market.

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