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M A G A Z I N E
November/December 2006

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BONUS
Review of Project Tracking Software
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Project Tracking Software

BY ANSELMO CHUNG

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 offthe-shelf, customizable software program to manage all the data associated with project tracking. These project tracking programs can perform a multitude of functions, from monitoring project deliverables to reporting collectively on project status enterprise wide, from facilitating knowledge sharing through a project database to tracking financial metrics. The programs are used by virtually anyone 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. Instantiss 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 5.0s 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.

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EnterpriseTrack 4.3 EnterpriseTrack 4.3, released in June 2006, is a featurerich Six Sigma project tracking software that doesnt disappoint. Instantiss 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 diligent maintenance is necessary or the credibility of the data will be diminished. The software has an intuitive user interface that permits 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 protecting 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. ASP (application service Although the other provider) hosted The data software programs and the application are hostreviewed here have ed by the vendor on its similar storyboardsecured server and creator functions, accessed by the client via EnterpriseTracks is the Internet. the most customizEnterprise hosted The able and the easiest software application runs to use. from the clients own server. Another noteworThe data for the application thy feature is the also is stored there. project deliverables page. This page outlines 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 combination 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 The dashthis product. i-Nexus 3.1s project boards in management functionality centers EnterpriseTrack on the Balanced Scorecard 4.3 summarize approach and is structured project and around SPOMP scorecard, overall deployperspective, objective, metrics, ment status. projects. The philosophy of this approach is that once high-level scorecards are created, those scorecards will drive metrics down to the projects. Screenshot provided Scalable from a few to thouby Instantis sands of users, i-Nexus 3.1 is another robust tool that has been

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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 outstanding features. When graphically displaying project data, the i-Nexus 3.1 user can stratify the data through offers data a simple pull-down menu. The stratification Finance Tracker module allows capabilities users to monitor project benefits through through many different customiza simple able configurations to fit various pull-down financial structures. menu. Another strong feature is the softwares search capability. This comprehensive function queries keywords from a knowledge dataScreenshot provided base that the user company builds by i-Nexus 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 Beltlevel 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.
Customization The flexibility of the product to be tailored to an organizations 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 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 softwares ability to support any size Six Sigma deployment Search function The ability to retrieve information on past projects or documents from a knowledge database through inputting keywords or phrases Tollgating Functionality that allows the project leader and sponsor to set project milestones and track project phase status User interface The layout of the programs features and the ease with which users can interact with the input and output of the program

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PowerSteering 5.0 PowerSteering 5.0, which represents the merging of PowerSteering and ProjX, is much improved from the previous 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 BMGs customer base and incorporating ProjXs 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 industrys 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 companys eight person-years of research in human-factors design pays off with a home page that offers a straightforward, 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 projects 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

Method for Product Reviews

The review of each product began with a demonstration by the respective vendors marketing team. The demonstrations were videotaped so they could be examined repeatedly. 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 conducted during the summer.

methodology. The best feature of PowerSteering 5.0 is its search capability. This functionality goes beyond keyword searches and uses algorithms similar to those found in data websites like Amazon.com to query the softwares 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 youre working on. Thats 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 Instantiss software, and they PowerSteering do not have the data-stratifying 5.0s home capabilities available with page is i-Nexus 3.1. best-in-class. 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 became the only project tracking

Screenshot provided by PowerSteering

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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 dont 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 programming 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

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

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 SixNet 2.9s need to go through the rigorous dashboards Six Sigma methodology. feature straightAlthough this product has all forward the features you would want in graphics. project tracking software, there The program are areas for improvement. accommodates Navigating between the different users who modules feels a bit cumbersome. operate with a Compared to the class leader, the slow network connection. multitude of navigation options on a given page are not intuitively organized, and too many clicks are required to get where Screenshot provided you want to go. Another potential by SixNet drawback is that the automatic storyboard feature compiles the

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 activated 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.

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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

Summary of Program Reviews Product Overall Evaluation Customization Data security Program Features Search function Multi-language Multi-currency User interface

Dashboard

Very Good

Scalability

Reporting

PowerSteering 5.0 powersteeringsoftware.com EnterpriseTrack 4.3 instantis.com i-Nexus 3.1 i-nexus.com SixNet 2.9 sixnetintelligence.com

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 bachelors degree in mechanical engineering from Arizona State University and his MBA from Loyola University of Chicago.

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Tollgating

Excellent

Good

Poor

Fair