PROJECT EXECUTING METHODOLOGY

Project Manager methodologies consist of six process groups. Regardless of the methodology or
terminology used, process groups typically include:

1. Initiation.
2. Project Schedule/Planning
3. Project Execution
4. Monitoring and Controlling
5. Delivery
6. Closing

Initiation
The initiation process determines the nature and scope of the project. If this stage is not performed
well, it is unlikely the project will be successful in meeting the business’s needs.

The key project controls needed, are an understanding of the business needs and making sure all
necessary controls are incorporated into the project. Any deficiencies should be reported and a
recommendation made to fix them.

 Scope and deliverables

 Milestone plan and timeline
 Risks and issues
 Dependencies

Project Schedule / Planning

After initiation, the project is scheduled to an appropriate level of detail. The main purpose is to
schedule time and resources adequately to estimate the work needed and to manage risk effectively
during project execution.

 Developing the schedule (Gantt chart).

 Selecting the team.
 Creating a work breakdown structure.
 Identifying deliverables with respect to the payment milestone
 Identification of risk / bottle neck in the project
 Project status reporting and schedule updates

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Project Execution
Execution consists of the processes used to complete the work defined in the Project Manager plan,
to accomplish the project's objectives.

The following task involved in the project executions

1. Existing data analysis and report submit to Project Manager

a. Data Analysis shall be done based on the check list
i. All the existing fields related to frame the buying description
ii. Duplicate Items
iii. Does client has provided all the fields related to project activities
iv. Gaps in the existing data
v. Improvement required in the existing item master and way forward
b. After feedback / observation provided by Project Manager, same has to be updated
c. Final review by Project Manager and approval
d. Send to Client in PDF format
2. Assigning Noun & Modifier(s) for each item
a. Assigning of NM should be carried out by PL/TL + Sr. Material Consultant
b. PL/TL has to prepare the report and submit for prior review
c. Review of assigned NM by 3rd Person who is not involved in assigning the NM (Prior
review)
d. Feedback of Prior review along with report
e. PL/TL will recheck completely and again submit for prior review.
f. Upon approval, the Items shall be consider for data cleansing
i. NM template shall be used only from the HTPL NM Template Masters.
ii. In the event of any new NM, then template shall be develop by PM/TL and
submit to Project Manager
iii. Upon approval, new NM should be included in the HTPL NM Master.
3. Identify the new Noun & Modifier(s), which are not available in the Hofinsoft NM Master
a. Prepare the template for the New NM and send to Project Manager approval
4. Preparation of Master Data;

The master data will prepare based on the project scope of work, the master data should be
prepared with extraordinary care, the master data shall be taken from the HTPL Master data
and if any master data is new, and then it should be included in the HTPL Master data.

The Cataloguer should not use their own terminology (according to the project PL/TL can
define the terminology)

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[Link] DESCRITPION Sl.N DESCRIPTION

o
1 NM and Template 6 Value units
2 Unit of Measurement 7 Attribute Value
3 Vendor Name 8 Standards
4 Reference types 9 Data Source
5 Material Group 10 Project delivery check list
From the time of preparing the Master data, Quality Assurance teams only have the responsibility to
make any deletion or changes in the master data after getting approval with PSK/GSK

5. Data Cleansing Activities

From the Overall Input Data the priority items should be segregated according to the analysis report
and the delivery needs.

PL/TL has to segregate the items based on the NM and allocate the Items to appropriate person to
complete the items, selection of combination of 2 types of Items to do the data cleansing

1. OEM / Assembly Parts

2. Generic / Consumable Items
a. Easy items
b. Moderate Items
c. Difficult Items (specification details / No. of attributes will be more)

The Target should be different for the above category items, since difficult items will take more time
rather than other type of category.

By doing this, we will not be in pressure during the end of the project.

Note: We need to identify the above category Items based on the NM

Data Cleansing Approach

PL/TL has to provide the items (NM wise) to resource in weekly basics (not day to day basics).

Material Consultant has to start working on the file provided by PM/PL. Based on the NM and template
has to be taken only form the HTPL master data. (Core responsibility of taking the right template is with
Material Consultant with respect to NM assigned and approved for that item)

Item should be cleansed based on the NM and each NM items will be stored in the separate file in the
following approach

1. Data Population and Validation

a. Material Consultant has to “CUT” the legacy value from the source data and capture as it is in the
appropriate attribute / field.
b. No Structuring / consistency have to be done while capturing the data in the respective field.
c. Material consultant has to provide the completed items to TL/PL at the end of day

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i. Check list point to material consultant before the delivery to TL/PL (refer check list point
prepared by the PM)
ii. Without the concurrence on quality assurance from the material consultant on the check
list point, the submitted file will not be accepted
d. Material Consultant has to keep the track of each items (refer tracking sheet provided by PM)
e. TL/PL has to cross verify the Item submitted by the material consultant and ensure the project
needs and HTPL process has been followed.
i. In the event of any discrepancy / error identified by the PL/TL/PM it has to be
communicated to material consultant by next work day (this is the priority activities has to
be done by the TL/PL while executing the project)
ii. TL/PL has to maintain the error / issues log done by the material consultant date wise and
he has to monitor the each material consultant whether improvement is there.
iii. TL/PL has to send the report to PSK about the Quality of each Material consultant date
wise.
iv. Upon approval form TL/PL on the completed Data Population and Validation file, material
consultant have to carry out the next step (Data structuring)

2. Data Structuring
a. Before starting the activities, TL/PL has to ensure whether material consultant has understood the
project needs.
b. Sample items will be done by material consultant and submit to TL/PL.
c. TL/PL has to verify the sample items and ensure quality of Items and also TL/PL has to prepare the
report for each material consultant and highlight what type of issues and errors done by the
material consultant.
d. Upon approval from the TL/PL, then material consultant has to carry out the data structuring
activities. (data structuring has to be done based on the HTPL master data.)
e. Material consultant has to provide the completed items to TL/PL at the end of day
i. Check list point to material consultant before the delivery to TL/PL (refer check list point
prepared by the PL)
ii. Without the concurrence on quality assurance from the material consultant on the check
list point, the submitted file will not be accepted
f. Material Consultant has to keep the track of each items (refer tracking sheet provided by PM)
g. TL/PL has to cross verify the Item submitted by the material consultant and ensure the project
needs and HTPL process has been followed.
i. In the event of any discrepancy / error identified by the PL/TL/PM it has to be
communicated to material consultant by next work day (this is the priority activities has to
be done by the TL/PL while executing the project)
ii. TL/PL has to maintain the error / issues log done by the material consultant date wise and
he has to monitor the each material consultant whether improvement is there.
iii. TL/PL has to send the report to PSK about the Quality of each Material consultant date
wise.
iv. Upon approval form TL/PL on the completed data structuring file, material consultant have
to carry out the next step (Data Enrichment)
3. Data Enrichment

Data Enrichment will be carried out based on the project scope of work, however this document highlight
process for all the source of enrichment activities.

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Data enrichment through

a. Documents and Manuals / Data sheets / SPIR’s and etc. (files provided by client)
b. Web Enrichment
c. HTPL Library
d. Domain knowledge
e. Retrieval of information through physical checking
f. Additional Information provided by client, apart from the documents / manuals
Documents and Manuals / Data sheets / SPIR’s
This document will be provided by the customer and following steps has to be carried out before starting the
data enrichment activities
a. PM has to nominate one person as “Document Controller” for the entire project (this person
will be sole responsibility of document received from the client.)
b. Upon receipt of files from the client, roles and responsibility of “Document Controller” as
follows;
a. Acknowledge the receipt of document to the PM
b. Prepare the listing of documents and type of documents received from the client
c. Mapping the document to appropriate item codes.
d. Identify the non-receipt of document for an item and report submit to PM
i. PM has to send the details to client with CC to Document controller
e. Tracking of document receipt and non-receipt will be done by Document Controller
f. PL/PM and Document Controller has to prepare the effective document searching
methodology / approach.
i. PL/PM has to prepare the document for the retrieval of information based on
the documents (what information can be retrieved from which document)
g. PL/PM and Document Controller has to ensure this approach is understood by the
material consultant with some sample items
i. Ensuring the approach is followed throughout the project
c. Upon completion of data structuring activities, PM has to identify the items needs to be
enriched through documents and manuals.
d. Material consultant has to follow the instruction or approach frozen for document searching
e. While enriching the values, the material consultant has to maintain the source of data retrieved
(File name and page number)
a. Without this information submission of file will not be accepted by PL/PM
f. Material consultant has to provide the completed items to TL/PL at the end of day
a. Check list point to material consultant before the delivery to TL/PL (refer check list
point prepared by the PM)
b. Without the concurrence on quality assurance from the material consultant on the
check list point, the submitted file will not be accepted
g. Material Consultant has to keep the track of each items (refer tracking sheet provided by PM)
h. TL/PL has to cross verify the Item submitted by the material consultant and ensure the project
needs and HTPL process has been followed.
a. In the event of any discrepancy / error identified by the PL/TL/PM it has to be
communicated to material consultant by next work day (this is the priority activities has
to be done by the TL/PL while executing the project)
b. TL/PL has to maintain the error / issues log done by the material consultant date wise
and he has to monitor the each material consultant whether improvement is there.
c. TL/PL has to send the report to PSK/GSK about the Quality of each Material consultant
date wise.

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i. Upon approval from TL(if any), the same items will be reviewed by the PL/PM and submit for
the prior review
a. PL/PM to provide the file along with submission and quality assurance report
j. “Prior Review Consultant” will review the submitted Items (Random – 25% of Items) and will
identify the quality issues / errors (he will not change or update the issues identified)
k. “Prior Review Consultant” will provide his feedback based on the file submitted along with
quality issues report to PL/PM and PSK/GSK
l. Based on the feedback provided by the “Prior Review Consultant”, PL/PM has to ensure all the
issues / errors identified are addressed in all the Items. (not only – Items marked by “Prior
Review Consultant”)
a. This cycle will be carried out till the clearance from “Prior Review Consultant”
m. Upon completion of this activities, PL/PM has to submit the report stating the overall impact of
quality of issues in the file to PSK/GSK
n. Upon concurrence from “Prior Review Consultant”, the same file will be proceed for next
activities

Web Enrichment

Making Delivery Schedule & Tracking:

Delivery schedule & Tracking is making and maintaining by the PL/TL for time to time delivery and
making target for Process depends on the client requirements.

The Delivery schedule contains how many Items are going to be delivering batch by batch. The Track
Sheet maintenance in the XL format for knowing Items has given input and Items has done on that
Particular day. The delivery schedule and track sheet bas to be maintained by PL/TL according the
project status report format.

Team Set Up:

According to the ADMA requirements the Priority Parts has to be taken for Process with Respective Production
as well as Quality Control Team, In that manner the team has to be formed by Project Leader with well
knowledge of Delivery Schedule, Process time duration, Priority Category and Number Parts to be taken in the
Particular Month of Delivery.

Basically the team is dividing to Three Part,

1) Consultant - Production Team

2) Consultant - Quality Control Team
3) Consultant - Quality Assurance Team

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Production Team
Sankar
Quality Control
P. Senthil Kumar Team

[Link](QA) QA Team

Teams Roles & Responsibilities:

The following Explanation steps will explain the Roles and Responsibility of Production, QC and QA teams
respectively.

Roles & Responsibility of the Production Team:

 Understanding the Project Methodology

 Receiving Input Data from the Project Leader
 Check and Fill the Tracking Sheet
 Check whether all Input columns are available or not, if any issues occurred, clarification need with the
Project Leader.
 According to the Process Structure, the input part has to be taken or assigning noun and modifier.
 During assignment of Noun & Modifier,
o Ensure the assigning NM and respective templates are approved by ADMA, if not prepare the
list of new NM and sent to PL for getting confirmation
o Ensure the OEM Spares Items are created as Spare Parts Items
o Ensure to maintain the OCM Items as Generic Items
o Identify the Generalization Item
 Upon assigning the appropriate Noun and Modifier, list of Items submitted to TL and he has to very
ensure the assigned NM are appropriate / Quality control team with Proper Structure and Consistency.
 Upon approval from TL / QC Team, Items will be provided to Data Cleansing Team and Data Cleansing
team has to populate the data in the appropriate attribute in the NM and Template
 The Attribute template will check by the Production team respective to the Category of the Product,
The confirmation required whether the Template Attributes necessary or not and if anything new
attribute discovered importantly, it has to be added to the Template with Project leader
acknowledgement.
 After reviewing and correcting attributes sets the data has to be populated & enriched according to
the respective attribute header.
 After finishing the Enrichment, the Consistency checking should be considered by the Production
person and the Items will move towards Quality control team for Quality checking.
 Source of Data – Information has to be provided for the Items enriched through web / VAB/ADMIG or
any other source, in event of web enrichment we need to create the PDF file / Print screen, because
every day data which is available in the web might get changed.
 While Submitting the file to the QC Team, “Tracking sheet” should be provided with Check List by
Production team (Check List Point will be in separate sheet)

Precautions for Errors

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 Ensure the project requirement is adopted

 Don’t take judgment call / assumption by own, consult with PL/PM
 Consistency Checks
 Spelling checks
 Category of items (Generic/ Spares)
 During the Noun and Modifier Assigning, Component Understanding is Very must important to Restrict
the Error.
 Understanding of the Attributes during Data Population.
 Always keep clarify with the Project leader if any Critical Doubt occur.

Roles & Responsibility of the Quality Control Team:

 Understanding the Project Methodology

 Receiving Production finished data from the Project Leader.
 Check and Fill the Track Sheet
 Check whether all Input columns are available or not, if any issues occurred clarification need with the
Project Leader.
 According to the QC Document, the QC has to be done and ensure the Quality of work meets the
Accepted Quality level (AQL)
 While Submitting the file to the QA Team, “Tracking sheet” should be provided with Check List by QC
team (Check List Point will be in separate sheet)

Precautions for Errors

 Ensure the project requirement is adopted

 Don’t take judgment call / assumption by own, consult with PL/PM
 Consistency Checks
 Spelling checks
 Category of items (Generic/ Spares)
 During the Noun and Modifier Assigning, Component Understanding is Very must important to Restrict
the Error.
 Understanding of the Attributes during Data Population.
 Always keep clarify with the Project leader if any Critical Doubt occur.

Roles & Responsibility of the Quality Assurance Team

 File should not accepted by QA team without Clearance from QC Team

 Understanding the Project Methodology
 Receiving Quality Control Team accepted Items for do the sample Checks as per Procedure and same as
Quality control process step.
 Monitoring the Errors and Explain the person who has done the QC and Production.
 On time Clarification required if any issue occurred during the process of Production and Quality
control.
 Understanding the depth of the Error, and make discussion and suggestion with project leader together
to reduce or restrict errors completely in the future files.
 Reorganizations of error like,

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Entry Error / Critical Error / Cataloguing Errors / Missing Values / Comma, Space / Spell Mistakes and
etc.,,
 Making Quality Check list before the delivery schedule with 100% Quality Assurance.
 Make the delivery formatted files as per ADMA requirement

Input Allotment for Production & QC:

After Segregate the Priority items, The Items has to be allotted one by one category for Production team with
prescribed target and it will maintain in the track sheet by Project Leader. Particularly the first step of
Production is to set the Noun and Modifier with reference of the Onsite team and ADMA Reference data, and
missed or blank Noun & Modifier also set by the production team as well as the Quality control team as per the
data availability. The Allotted Input Items maintain the Separate Back Up for Every Category Items allotment.

Getting Approval:

After Assigning the respective Noun & Modifier for Parts with Input Reference, the Items are send for Project
Leader, the accepted Noun and Modifier start up to extract and make data as per ADMA requirement with
proper template. In case the ADMA has changed or remarked any noun and modifier, it has to be reworked
with reference of ADMA Feed Back. The execution of data enrichment has to be done after reviewing the Noun
and modifier, Templates.

Templates and Data Population:

The Templates & Data Population has to be done based on ADMA Structure is given below

 Material Number
 Short Description
 Long Description
 UOM
 Noun-Modifier and Template Values
 Manufacturer
 Part Number / Drawing Number / Position Number / Article Number or any other unique vendor
reference
 Original Manufacturer and their references such as Part number
 Handling Single Source Items / Multiple vendor references for a material code
 Equipment related specification - included for a spare Items
 Plant Specific details
 Material Group
 VAP and ADMIG Documents
 Retrieved Missing Info from Onsite

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Checking & Updating Templates:

Checking Templates, is to be check the Updated or Existing templates whether required or not, If any of the
new templates found necessary or ADMA required then it’ll be newly added and updating the same with
version control / date / approved by and etc.
Quality Control Process:

Particularly Based on Our Process the Quality check Steps Given Below,

 Noun and Modifier Checks

 Normalization of Noun & Modifier
 Justification of New Noun & Modifier
 Templates Reviewing
 Making Decision whether the Populated Attributes Necessary or Not
 Suggestion of New necessary attributes
 Attributes Value Checking
 Missing Information Checking
 Master Data Checking
 Generalization of Items
 De-duping (any Duplicate Items found, it has to be removed)
 During QC Check the Feed Back Should be considered
 Consistency
 Checking the Standards
 Spell Checks
 Field Length of Attributes
The quality process is executes either Sampling or 100% QC Check according to the Quality issue or
Requirement.

Types of Error:

During the Process, the teams should consider & highly care to restrict the given below Types of Errors,

[Link] Type of Error Remarks

1 General Error (GE) Desirable Error
2 Entry Error (EE) Vital Error
3 Critical Error (CE) Fatal Error
4 Reference Error (RE) and etc., Essential Error

General Error:

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General Error (GE) means that,

 Unnecessary Blank Space

 Unnecessary Blank Columns & Rows
 Upper & Lower Case Changes
 Unnecessary Bold Letters
 Comma and Special Character Changes
 File Naming Convention and etc.,
 Capturing wrong source of Data (legacy/Onsite/Web/Domain/Library)

Entry Error:

Entry Error (EE) means that,

 Entering Wrong Value Units & UOM
 Spelling Mistakes and etc.,
 Not capturing the Missing Mandatory retrieved
 Inconsistency
 Redundancy value captured
 Appropriate reference types
 Abbreviated values instead of Expanded words
 Capturing the Multiple value for same Material Standards

Critical Error:

Critical Error (CE) means that,

 Assigning Wrong Noun and Modifier
 Missing Attribute against NM and Template Master
 Using unapproved NM and Template for an Item
 Material Categorization (Generic / Spares)
 Wrongly considered value
 Wrong UOM / Value Unit
 Missing Source Information
 Value is not appropriate to the respective attribute
 Assigning Multiple NM for the same type Items
 Assigning Multiple NM for the same type of Equipment Items
 Missing Part Number and Manufacture details
 Capturing the Wrong Part Number / MFR Reference to an Item
 Capturing the wrong Manufacture to an Item
 Creating the wrong Material Group in the Master
 Assigning wrong material Group code to an Item
 Linking wrong Images to an Item
 Mapping Wrong Standards to an Item
 Mapping Wrong Inspection Certificate to an Item
 Redundancy value in Attribute and Additional Data
 Categorization of Item Source (OEM/OCM/Generic/Consumable/Products)
 Attaching wrong “source of data” files (Web Enrichment / PDF / Onsite retrieved file name Details)

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Reference Error:

Reference Error (RE) means that, Captured or Assigned value is doesn’t belong to the format or manner given
by the ADMA / Reference Documents to the ADMA Project

The above mentioned Errors should be calculated by the Quality assurance as well as Project leader by given
below Track sheet,

Error Track: QC Team

QC Resource
[Link] File File Production Number of Errors Total Quality Status
Name
Name Count Resource Name G EE CE RE Errors Percentage
E

Error Track: QA Team

QA Resource
[Link] File File Quality Check Number of Errors Total Name Quality Status
Name Count Resource Name GE EE CE RE Errors Percentage

PRE-SUBMISSION QA CHECK LIST

Quality Assurance team will be executing process same as Quality control team with QA Check List before the
Delivery. The Quality assurance Check list has given below,

Submission Lot No: Date :

[Link] QA-Check Performed (Y/N) Performed By

1 Batch No. & File Name convention
2 Total No. of Items
3 In line with the Delivery structure
4 Approved Noun-Modifiers
5 Approved Template
5 Approved Coding schema
6 Missing / Retired information updated
7 Approved Structure of short description
8 Approved Structure of Long description
9 Generalized item if any

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10 Duplicate Item if any

Remarks:

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