Hidden Gaps

Jim is a new Manager assigned to a Program. He has been briefed by the management about his role, and expectations on the Goal to be reached.

Jim discusses with the team and other stakeholders, makes an assessment of the state of the program and defines a plan to get to the goal post. The plan is reviewed, everyone agrees and the program continues.

As the planned completion date nears, there is a realization that the actual’s are still far far away. why does this happen?

In LEAN thinking we use the terms Current & Future State, look at the image below

Unknown Unknowns

In Spite of Jim making an Objective assessment during planning, Cognitive Biases and VUCA forces, result in gap between Current State and Reality.

This hidden gap will always exist, in spite of all the efforts to be close to reality. During planning, It is required to be aware of this Hidden Gap, and plan contingencies for associated Unknown Risks.

Rules for Documentation

[I don't know the source of this useful information, my Apologies] 

Documentation should be written from the point of view of the reader, not the writer. Documentation should be organized for ease of reference, not just ease of reading.

Avoid repetition. Each kind of information should be recorded in exactly one place. This makes documentation easier to use and much easier to change as it evolves. It also avoids confusion, because information that is repeated is often repeated in a slightly different form, and now the reader must wonder: Was the difference intentional? If so, what is the meaning of the difference? What information was the author trying to convey to me that I am not picking up?

Avoid unintentional ambiguity – One of the greatest sources of ambiguity in architecture documentation are those ubiquitous box-and-line diagrams that people often draw on whiteboards or backs of napkins. While not a bad starting point, these diagrams are certainly not architectures. For one thing, the behavior of the components is not defined, and this (as we shall see) is a crucial part of the architecture. But beyond that, most of these diagrams suffer from ambiguity with respect to the component and connector types. Are the boxes supposed to be modules, objects, classes, processes, functions, procedures, processors, or something else? Do the arrows mean submodule, inheritance, synchronization, exclusion, calls, uses, data flow, processor migration, or something else?

Use a standard organization. Each document should conform to a standard, planned organization scheme, and this scheme should be made known to the reader. A standard organization offers many benefits. It helps the reader navigate the document and find specific information quickly (and so this is also related to the write-for-the-reader rule). But it also helps the writer of the document. It helps plan and organize the contents,

Record rationale. If you are documenting the results of decisions, record the decisions you eschewed and say why. Next year (or next month) when those decisions come under scrutiny or pressure to change, you will find yourself revisiting the same arguments and wondering why you didn’t take some other path. Recording rationale will save you enormous time in the long run, although it requires discipline to record in the heat of the moment.

Keep it current. Documentation that is incomplete, out of date, does not reflect truth, and does not obey its own rules for form and internal consistency will not be used. Documentation that is kept current and accurate will be used. The reason is that, backed up by high-quality documentation, questions about the software can be most easily and most efficiently answered by referring the questioner to the appropriate document.

Review documentation for fitness of purpose. 

Extending 3P’s to Planning effectiveness

Jim Womack” refers to “Purpose, Process & People” time & again when expounding LEAN thinking.  ( One such note is  here).  To explain briefly …

Purpose is about, what is the Value / outcome expected / Why  / Need ?

Process – Do our processes serve the Purpose, are they …
               Valuable — Is the Output useful
               Capable – Get the required result consistently
                Available – Can be executed as and when needed
                Adequate – Does it meet the required Quantitative needs
                Flexible – Can it accommodate variations, can be quickly reconfigured. to changing needs.

People – Do we have engaged & Motivated people Skilled & Competent in executing the process

Jim explains that by asking these questions during Gemba walks, aligning the teams thought process to LEAN thinking, is triggered.

(This was an ultra brief summary … let’s get to the main part)

Now, If we have just conceptualized a project and need to plan the execution.
Purpose is about understanding the Needs and Identifying the Scope & its boundaries.
By explicitly questioning if the Selected Scope serves the true Purpose, we are bringing in alignment with the Customer Needs.

Process is about the Execution plan the WBS / Development Life-cycle / Intermediate Milestones… etc. The good part is we get to think through the abilities (Valuable / Capable / Available / Adequate / Flexible) of each of the Sub processes / Activities. this would help in strengthening the espoused Abilities

Focus on People is about having a team with the required Competencies / Skills, and developing plans to acquire them. Providing for an environment to maximize team engagement towards attaining the purpose.

When we have Uncertainties associated with the 3P’s those are identified as Program Risks. Then we develop plan to mitigate them to reduce the uncertainties.

When we have gaps between the expected outcome & purpose, or the planned processes are not adequately executed, those result in product or process Quality issues .

Thus approaching Project Planning with 3P’s thinking helps improve the Planning effectiveness.

Planning for Quality

During the planning stage we plan for resources, we schedule, we allocate time for defect management, we expect certain rework & account for that. We plan the scope, we stagger the development activities and plan for deployment. Planning for quality is mostly relegated to allocating time & Resources for product testing or verification & validation activities.

I would say, we need to ask ourselves during planning, as to “what proactive steps can we take to Improve Quality, Productivity, reduce defects and rework?” The answer to this question can come from previous executed projects,experience or any other sources

The term Execution excellence is intrinsically dependent on planning excellence.
With most failures attributed to deficiencies in planning, Continual proactive strengthening of the Planning activity will result in improved execution with Quality outcomes.

Mitigation vs. Contingency

With regards to Risk Management, i recently encountered a query on what are mitigation plans and what is Contingency plan ?

Mitigation actions are taken before the Event occurs, to either reduce the impact or decrease the possibility of occurrence. Contingency is to help support what is required to be done in case the event occurs. Usually the Recommended actions from an FMEA are Mitigation actions. They help reduce the RPN number.

As a practical example, Consider driving a Car, having a speed governor, speed indicator, warning beep, following traffic rules, help Mitigate the possibility of an Accident, these set of actions help detect early, reduce the probability of Occurrence or lower the impact severity. They are mitigation actions.   Insuring the Vehicle & taking a personal Accident Insurance will not prevent Accident, they provide contingency funds to support recovery post the Accident event. (Note: Insurance is considered as Risk Transfer)
In any given scenario, both of them are important and required.

In project execution also, we take actions to mitigate identified risks, & at the same time have contingency buffers to absorb cost & schedule over runs.