Working in TOS Projects

Question 1

Diagnosis phase

Answer 1

Project definition, structuring need for action, analysis planning, prioritization and need for analysis, planning scheduling activities

Question 2

What is a hypothesis?

Answer 2

It is a statement whose validity is assumed but has not been proved or verified. Hypothesis helps us to understand what’s going on / what the problem might be. Hypotheses should be subsequently confirmed or refused. We do this by using the hypothesis-driven analysis its results (facts and figures) we use to either confirm or refuse the hypothesis.

Question 3

Hypothesis-driven analysis

Answer 3

1. is a method for examining cause and effect relationships, generally before process diagnoses.
2. helps to come up with target-oriented assumptions.
3. based on the assumption we can easily create a prioritized analysis plan.
   * *Two basics tools are used for hypothesis-driven analysis.. Logic Tree and QHAR

Question 4

What is a logic tree?

Answer 4

The logic tree is a tool for breaking down project objectives into their individual parts, and structuring and visualizing them. The individual parts are subdivided again and again until hypotheses can be checked by applying suitable diagnose tools.

Question 5

The logic tree…

Answer 5

1. The logic tree is created on the first project day in 2 to 3 hours with the project charter as the starting point.
2. The logic tree is used to make you more aware of what to look out for in advance. This ensures that a focus is placed on resources during the first on-site inspection.
3. Work packages in the project can be derived from the starting points and levers of the logic tree.
4. Process, man, environment, material, information (think of the 5 types of variability)

Question 6

Which statements apply to the logic tree?

Answer 6

1. The logic tree is a form of a structured mindmap.
2. Project objectives are broken down in the logic tree into starting points and hypotheses.
3. The logic tree is created on the first day of the project.

Question 7

What does QHAR stand for?

Answer 7

1. Precise definition of the questions (Question)
2. Create hypothesis based on project objective (Hypothesis)
3. Derive analysis (Analysis)
4. Define resources and schedule (Resources)

Question 8

What is a TIP?

Answer 8

The TIP includes scheduled tasks to make sure the target can be achieved. Therefore a regular review of the TIP is needed.
Reviewing the planned task in the TIP includes drawing a vertical red line that visualizes the current status of every task in comparison to the planned status.

Question 9

6 Ps help you preparing every workshop

Answer 9

Purpose, product, people, place, process, preparation

Question 10

What does moderation mean?

Answer 10

1. Method of controlling communication in work groups
2. Work on a common goal and a jointly developed result that is comprehensible for everyone
3. Ideas are produced, collected, visualized, arranged, evaluated and decided
4. It encourages motivated, active involvement of all participants

Question 11

What are the rules of good moderation?

Answer 11

1. Be neutral; don’t take sides
2. Don’t evaluate or comment on contributions
3. Allow all participants to speak on an equal basis
4. Chances of reaching the desired workshop result are higher with a skilled moderator.

Question 12

Which statements of moderation are true?

Answer 12

1. Moderation is a method of controlling communication in work groups.
2. Moderation includes visualizing ideas.

Question 13

What is the main target of data?

Answer 13

The main target of collecting data is to make “things” measurable.

Question 14

Why is data important?

Answer 14

1. Use KPIs that can measure the success of the project (usually they are in the project charter – but have to be validated at the beginning of the project).
2. The data within the project is important for a good and accepted baseline.
3. Improvements can be shown/proved based on collecting of data at the beginning of the project
4. Also quantitative and not only qualitative results are visible!

Question 15

TOS Projects

Answer 15

1. Limited resources– Several resources are limited in the project. You have only a limited number of persons working on the project; they might even only have several hours per week dedicated for the TOS project.
   Time is also limited; this is so important it is a separate bullet point (Of limited duration).
2. A classic TOS project lasts 3 months.
3. Every project is a one time activity. That means we’re not coming again and again to do a TOS project. We are no replacement for internal capacity.
4. The project scope tells you where to look at, what to consider (e.g. both shifts) and many more. But it also tells you what is out of scope

Question 16

How do we define consulting?

Answer 16

1. Is the giving and discussion of action recommendations based on the objectives of the person being advised.
2. Is an aid for companies, organizations and individuals in order to develop suitable company-specific and solution-oriented strategies in times of change.
3. Helps to search for action alternatives and delivers answers.
4. Aims, in a Lean context, at procedure optimization.
5. Moves between targeted influencing and direct control on the one hand and aid to self-help and self-control on the other.
6. Is used for the clarification of so far unanswered questions and the solving of problems.

Question 17

8 points are important to have a clear project scope

Answer 17

1. you have a proper order clarification - a talk with the responsible project client with enough time.
2. you understand why now and the advantages of the project.
3. you understand what’s at stake.
4. you have a project leader and measurable and feasible targets.
5. you understand what your role and contribution will be.
6. you have the agreed capacity of project members written down.
7. it’s mentioned what is out of scope.
8. you agreed on regular meetings to validate the project progress.
   * **all those things are documented in a signed project charter.

Question 18

Theory

Answer 18

Is a scientific statement or a group of independent statements that have been confirmed by empirical knowledge, e.g.
Theory of Relativity
Gravitational Theory
Theory of Evolution

Question 19

Thesis

Answer 19

A claim or a guiding principle which is to be proved or disproved by means of scientific argumentation

Question 20

What is the base for developing a hypothesis?

Answer 20

The base for starting to develop hypotheses is the project charter.

Question 21

What is the challenge of hypothesizing?

Answer 21

The challenge is to identify weaknesses in the processes and derive fields of action from them.

Question 22

What approach is adopted to creating an activity plan (TIP)?

Answer 22

1. Specifying milestones
   - - A milestone contains a deadline and defined end product on the deadline
2. Specifying the tasks and subtasks
   - - Tasks: Activities that must be completed in order to achieve a specific milestone
   - - Subtasks: Elements of a tasks that can be logically separated from each other
   - - Procedure: Logical sequence of task processing
3. Naming a responsible person for each task
   - - Basis is formed by abilities/experience
   - - Appoint persons, not an area or department
4. Allocation of resources and specifying dates
   - - Always examine together
   - - Renewed comparison of the deadlines with milestones can lead to a change in resource allocation
   - - Count backwards from completion date

Question 23

How do I handle difficult situations as a moderator?

Answer 23

1. Make him/her to concretise the problem
2. Paraphrase
3. Summarize the message with your own words
4. Soft interruption
5. Stand the silence
6. Address a question directly to one participant
7. Deliberate provocation
8. Be constuctive / be a negotiator
9. Be objective
10. Break for de-escalation
11. Question the emotions
12. Take a break
13. Break for realignment
14. Involvement of the group
15. Make your perception transparent
16. Questioning the decision
17. Deliberate provocation