Project Tracking Software

(1)

3

iS IXS IG MA TE ST LAB

Project Tracking Software

B Y A N S E L M O C H U N G

D

espite the uniqueness of the Six Sigma programs that are being implemented worldwide, there are many common measures by which all of these programs gauge their success – the alignment of projects to business strategy, utilization of Belts, project completion, best-practice sharing and achieved financial benefits, to name a few.

What is common across these metrics is the ability to track projects and monitor project performance. Some companies choose to craft an in-house solution for tracking Six Sigma projects. Another option that appeals to many organizations is an off- the-shelf, customizable software program to manage all the data associated with project tracking.

These project tracking programs can perform a multitude of functions, from moni- toring project deliverables to reporting col- lectively on project status enterprise wide, from facilitating knowledge sharing through a project database to tracking financial metrics. The programs are used by virtually any- one involved in a Six Sigma deployment –

executives, Six Sigma Champions and deployment leaders, Master Black Belts, project leaders, and team members.

For this article, four of the most popular Six Sigma project tracking software programs were reviewed: EnterpriseTrack 4.3 from Instantis, i-Nexus 3.1, PowerSteering 5.0 and SixNet 2.9.

All four of these programs have proven track records in the industry, and each has its own strengths and unique features that set it apart from the others. Instantis’s software is scorecard driven and has excellent dashboarding capabilities; i-Nexus 3.1 has the best self-paced e-learning program embedded into the software to train general users in four to five hours; PowerSteering 5.0’s user interface is intuitive and easy to use; SixNet 2.9 delivers a standard product with minimal customization needed to go live.

The choice of which Six Sigma project tracking software to use depends on many factors. This article may help you decide which one could be right for your organization.

(2)

EnterpriseTrack 4.3

EnterpriseTrack 4.3, released in June 2006, is a feature- rich Six Sigma project tracking software that doesn’t disap- point. Instantis’s clients include Motorola, Verizon, Cardinal Health and DuPont. At the heart of this product are the executive dashboards, which provide a graphical overview of the deployment. The software emphasizes the alignment of the Six Sigma program to key business metrics. The downside of its heavy metrics focus is that dili- gent maintenance is necessary or the credibility of the data will be diminished.

The software has an intuitive user interface that per- mits easy navigation through its customized screens by any level of user – executives, sponsors, Black Belts or Green Belts. The simple layout quickly guides users to data that pertains to their specific role in the Six Sigma program.

Like most products in its class, EnterpriseTrack can be ASP (application service provider) hosted or enterprise hosted. The key advantage of having the ASP-hosted model is that the vendor tracks and installs new updates.

Data security is standard with one login ID and password required to sign into the account and with firewalls pro- tecting data transfers. The manager sign-off feature, which can be disabled, adds additional security by selecting who can view sensitive data such as financial reports. Also, with the ASP model, the encrypted database prevents virus injection.

EnterpriseTrack 4.3 leads the pack in supporting multiple languages. It can support virtually any language, as long as a translation catalog – a list of foreign words and phrases and their English translation – is provided. It also supports multiple currencies.

The coolest feature of EnterpriseTrack is its automatic storyboard-creator function. Using the Six Sigma project files, the software can automatically generate customizable PowerPoint presentation slides suitable for an executive-

level tollgate review.

Although the other software programs reviewed here have similar storyboard- creator functions, EnterpriseTrack’s is the most customizable and the easiest to use.

Another noteworthy feature is the project deliverables page. This page out-

lines the methodology used for the project (e.g., DMAIC) and lists the predefined deliverables required for each project phase. The tasks are tracked by – among others – owner, start date and due date.

New releases of this product are rolled out in what Instantis calls “trains.” Improvements have already yielded a few updates since the initial review. The next train, version 4.6, is set to be released in late fall of 2006, with improved features to import project charters and to provide greater control of multigenerational project planning through dynamic project linking. This will allow the user to link an existing project to another project at any point during the project life cycle.

Implementation of EnterpriseTrack takes approximately three weeks from start to the go-live date. A combina- tion of web conferencing and two-day onsite training is required to train the system administrator. This product requires a dedicated full-time administrator to maintain the software and is best suited for a mature Six Sigma program.

i-Nexus 3.1

If you are looking for a Six Sigma project tracking tool that will link the performance of projects to the business strategy, then you may be interested in this product. i-Nexus 3.1’s project management functionality centers on the Balanced Scorecard approach and is structured around “SPOMP” – scorecard, perspective, objective, metrics, projects. The philosophy of this approach is that once high-level scorecards are created, those scorecards will drive metrics down to the projects.

Scalable from a few to thou- sands of users, i-Nexus 3.1 is iS IXS IG MA TE ST LAB

4

ASP (application service provider) hosted – The data and the application are hosted by the vendor on its secured server and accessed by the client via the Internet.

Enterprise hosted – The software application runs from the client’s own server.

The data for the application also is stored there.

The dash- boards in EnterpriseTrack 4.3 summarize project and overall deploy- ment status.

Screenshot provided by Instantis

(3)

iS IXS IG MA TE ST LAB 5

implemented by several large multinational corporations, including Pfizer, BP, Alstom and Royal Bank of Scotland. It is a modular tool that requires significant customizing, however, and therefore can be overwhelming to novice users.

i-Nexus 3.1 has many out- standing features. When graphi- cally displaying project data, the user can stratify the data through a simple pull-down menu. The Finance Tracker module allows users to monitor project benefits through many different customizable configurations to fit various financial structures.

Another strong feature is the software’s search capability. This comprehensive function queries keywords from a knowledge database that the user company builds as projects are completed. It also can search for project team resources based on certification, availability and methodology expertise.

Tollgating also is a robust function in i-Nexus 3.1.

Project deliverables can be separated into hard gates, which require a designated sign-off in order to move on, or soft gates, which do not require an interim sign-off but will need one for project closure.

Also noteworthy is the real-time data collection capability that allows data to be extracted from sources such as enterprise resource planning software programs, and directly inserted into the project templates. The data then can be linked to the dashboard for a real-time view of the

project performance against objectives.

Compared to the other programs reviewed, the user interface of i-Nexus 3.1 is a little disappointing. However, version 3.2, the beta release of which is due out in fourth quarter 2006, should improve this aspect of the

program, and will add a new Portfolio Explorer module to strengthen the portfolio management capabilities.

Implementation time for this product is estimated to be approximately two weeks – two to three days for the initial setup, followed by approximately one week for Belt- level training. An additional two to three days is needed to train finance representatives, Sponsors and executive management. Comprehensive, self-paced online instruction, which takes approximately four hours to complete, is an optional program feature that makes training available to general users at any time.

Project Tracking Program Features

These features formed the basis for the evaluation of each project tracking software product.

i-Nexus 3.1 offers data stratification capabilities through a simple pull-down menu.

Customization – The flexibility of the product to be tailored to an organization’s specific Six Sigma deployment needs Dashboard – A high-level visual overview of key business and/or project performance metrics

Data security – The ability to prevent data corruption and to reasonably control access to the data

Multi-currency – Functionality that allows the software to convert the base currency to other currencies

Tollgating – Functionality that allows the project leader and sponsor to set project milestones and track project phase status User interface – The layout of the pro- gram’s features and the ease with which users can interact with the input and out- put of the program

Multi-language – A feature that allows the software to support multiple languages Reporting – Functionality that allows project information to be communicated to teammates, sponsors, Champions and executives

Scalability – The software’s ability to support any size Six Sigma deployment Search function – The ability to retrieve information on past projects or docu- ments from a knowledge database through inputting keywords or phrases

Screenshot provided by i-Nexus

(4)

PowerSteering 5.0

PowerSteering 5.0, which represents the merging of PowerSteering and ProjX, is much improved from the pre- vious version, 4.0. The easy-to-use user interface, the project cycle summary and improved phase deliverable date metrics have been adopted from ProjX, acquired from consulting firm Breakthrough Management Group (BMG) in March 2005. The acquisition was planned to establish PowerSteering as the industry-leading product for project and portfolio management by gaining BMG’s customer base and incorporating ProjX’s superior user interface. ProjX and PowerSteering will be fully integrated by year-end, at which time ProjX will cease to be a stand-alone product.

PowerSteering Software, which produces PowerSteering 5.0, has provided project tracking software to some of the industry’s leading Six Sigma programs. Its clients include GE, IBM, Raytheon, the U.S. Army and Heinz.

PowerSteering 5.0 has the best-in-class home page. The company’s eight person-years of research in human-factors design pays off with a home page that offers a straightfor- ward, clutter-free dashboard. From the home page, Black Belts can send emails to remind team members to update the status of deliverables, and can view their project’s phase-completion percentage. Black Belts can even initiate a new project from this page with a simple click of a button.

PowerSteering 5.0, as with most of its competitors, supports layers of business units, multiple currencies and multiple languages, allowing users to seamlessly share knowledge across business units around the globe.

Out of the box, PowerSteering 5.0 supports DMAIC, DFSS, DMADV, DMEDI, Lean, and Kaizen methodologies.

When one of these methodologies is selected for a new project, the software automatically knows which deliverables to populate the project with. This excellent feature gives Green Belts more confidence to execute Six Sigma projects. Users can even define their own customized

methodology.

The best feature of PowerSteering 5.0 is its search capability. This functionality goes beyond keyword search- es and uses algorithms similar to those found in data web- sites like Amazon.com to query the software’s database. It then extracts keywords from charters, project names, project objectives and other content from projects in the database and recommends the top 10 projects that are similar to the one you’re working on. That’s cool. This promotes knowledge sharing and replication of projects across the enterprise.

Compliance requirements related to the Sarbanes-Oxley Act are addressed in the financial reporting page, where an electronic signature is needed for all the financials, and a space is provided to explain how the numbers were derived and who validated them. Also, the project financials can be audited and rolled up. Once the financials of a project are locked and presented to the executives, the project leader (Green Belt, Black Belt or Master Black Belt) cannot go back and change the figures.

This product is a great Six Sigma project tracking tool with the best user interface and best usability. One potential area for improvement is the dashboards’ rudimentary graphics. The dashboards do their job of communicating the performance of the program, but they lack the visual pizzazz of Instantis’s software, and they do not have the data-stratifying capabilities available with i-Nexus 3.1.

Implementation time is generally two weeks, which includes online training and onsite administrative user training.

SixNet 2.9

SixNet 2.9 is made by SixNet, a sister company to consulting firm Six Sigma Qualtec. After PowerSteering acquired ProjX from BMG in 2005, SixNet 2.9 iS IXS IG MA TE ST LAB

6

PowerSteering 5.0’s home page is best-in-class.

Method for Product Reviews

The review of each product began with a demonstration by the respective vendor’s marketing team. The demonstra- tions were videotaped so they could be examined repeat- edly. The products were evaluated by Master Black Belt Anselmo Chung for their performance of 10 specific program features (see Project Tracking Program Features).

These features represent the functionality that deployment leaders and Master Black Belts might look for in a project tracking software program. The evaluations were conduct- ed during the summer.

Screenshot provided by PowerSteering

(5)

software produced by a Six Sigma consulting firm.

Of the four products tested, SixNet 2.9 is the least complicated to use. It requires the least amount of customization to get started “out of the box,” which will especially appeal to businesses that don’t have a complex organizational structure.

SixNet was the first to offer the ASP-hosted model that stores its data in SQL (structured query language) servers.

SQL servers can be used in coordination with all program- ming languages, which allows the software and the data to be compatible with many common enterprise resource planning systems, including SAP and Oracle. An enterprise-hosted model of SixNet 2.9 also is available.

Similar to other project tracking software, SixNet 2.9 offers all the basic project administrative functions, such as financial tracking, deliverable metrics, role-based user ID and password security features, Boolean search function, and multiple currency and language support.

It also includes innovative features that the others

lack. SixNet 2.9 can adjust to either a slow or high-speed network connection to accommodate users working from home who may have slower connectivity, or people on the road who must use dial-up.

“Quick Wins” is another neat feature in this product.

It allows project leaders to highlight areas identified in the Measure phase for immediate improvement, and mark them as quick-win projects that do not need to go through the rigorous Six Sigma methodology.

Although this product has all the features you would want in project tracking software, there are areas for improvement.

Navigating between the different modules feels a bit cumbersome.

Compared to the class leader, the multitude of navigation options on a given page are not intuitive- ly organized, and too many

“clicks” are required to get where you want to go. Another potential drawback is that the automatic storyboard feature compiles the

7

Other Project Tracking Software

Besides the project tracking software programs reviewed here, there are several others in the marketplace. You can find more information at the noted URLs.

Clarity Six Sigma from Niku:

niku.com

Traction from Moresteam.com:

moresteam.com/traction Microsoft Office System:

microsoft.com/office/showcase/sixsigma

SixNet 2.9’s dashboards feature straight- forward graphics.

The program accommodates users who operate with a slow network connection.

How Much Does It Cost?

When purchasing project tracking software, you can expect to pay an initial set-up fee and a “per seat” fee for each user in your organization. Pricing is based on which functionality is acti- vated in the program you choose.

The set-up fees for the software programs reviewed here range from $6,000 to $20,000 plus. For a basic ASP-hosted version of the program, with minimal functionality and customization, the per-seat fees are around $400 to $600 per year. The per-seat fees for a comparable enterprise-hosted program are generally lower. With the enterprise-hosted model, users often purchase a maintenance plan for support and updates.

In many cases, the per seat fee is applied to all users; other software providers charge only for users who input data, such as Master Black Belts, and not those who simply view or retrieve data, such as executives. Discounts are usually available based on volume of users and length of contract.

Note: Not every software provider whose product was reviewed here supplied cost information. We recommend that you verify pricing information for your specific needs directly with the vendor.

Screenshot provided by SixNet

(6)

iS IXS IG MA TE ST LAB 8

files only in a PDF file, making the presentation difficult to edit.

Implementation for this product is among the fastest of the products reviewed. It can go live in as quickly as one

week – half a day to install, two days to instruct and the rest of the week to configure the software for the business. u

Anselmo Chung is the deployment Master Black Belt at Power Great Lakes, a mid-sized manufacturing company. His career began at GE, where he quickly became Green Belt certified. He later took on a Black Belt role with GE Power Systems Asia Pacific, overseeing all Six Sigma activities in the region related to installation and field services. Mr. Chung received his bachelor’s degree in mechanical engineering from Arizona State University and his MBA from Loyola University of Chicago.

Summary of Program Reviews

PowerSteering 5.0

powersteeringsoftware.com EnterpriseTrack 4.3 instantis.com i-Nexus 3.1 i-nexus.com SixNet 2.9

sixnetintelligence.com

Product Overall Evaluation Program Features

Poor Fair Good Very Good Excellent Customization Dashboard Data security Multi-currency Multi-language Reporting Scalability Search function Tollgating User interface

Project Tracking Software

iS IXS IG MA TE ST LAB