L4M2 - Defining Business Needs Flashcards
(235 cards)
1
Q
What is a liability?
A
Being legally responsible for something
2
Q
What is a business case?
A
A justification for a proposed project or undertaking on the basis of its investment and cost implications balanced against its expected benefits
3
Q
What are corporate goals?
A
The targets set by an organisation or company that will achieve the organisation’s mission or objectives.
4
Q
What is a straight rebuy?
A
Straightforward repurchase of an item bought previously, rather than considering an alternative.
Straight rebuys are often a call off from an existing contract or framework agreement
5
Q
What is a modified rebuy?
A
A product/service that has been sourced before but requires a slight change prior to being rebought.
6
Q
What is a new purchase?
A
The purchase of an item for the first time.
7
Q
What are some examples of a straight rebuy?
A
MRO items - routine items that are used for the running of an organisation e.g spare parts for machines
Stationary Items
Raw materials such as steel and bulk chemicals
8
Q
How risky is a straight rebuy?
A
Low risk as there are usually alternative suppliers and cost of switching is low.
9
Q
What are some examples of a modified rebuy?
A
A buyer sets a cost reduction target for the year and so attempts to get the same item for a lower price from the same supplier
A buyer reviews the number of suppliers it has and finds that it has multiples uppliers for the same product - the buyer chooses one supplier and renegotiates terms to get volume discount
A change in regulations means that a product has to be modified so component specification must change
10
Q
What is an approved supplier?
A
A list of approved suppliers who have the skills to undertake the work.
11
Q
What is a call off?
A
The purchase of an item using a framework agreement that has already been through a procurement process
12
Q
What is a framework agreement?
A
An arrangement that is put in place with one or more suppliers for the supply of a range of goods or services in which the prices and terms are all agreed for the duration of the agreement.
13
Q
What is a volume discount?
A
A reduction in the usual price when a minimum quantity is ordered (bulk discount)
14
Q
What are some examples of new purchases?
A
A new product is added to an organisation’s offer, that uses materials or components not sourced before
Changes to legislation which mean a public sector department has to offer a new service that requires skills and experience not otherwise required
Technology changes and new equipment is needed
15
Q
What is the critical path?
A
The sequence of steps in a project that together determine the shortest time to complete the project
16
Q
What is a business requirement?
A
The activities that meet the need of and provide value to the business
17
Q
What is a specification?
A
A detailed description of the product or service required
18
Q
What is the supply market?
A
The marketplace in which suppliers conduct business
19
Q
What are key suppliers?
A
Externally located suppliers who are essential to the successful delivery of a business’ objectives
20
Q
What is an invitation to tender?
A
A formal invitation sent to suppliers inviting them to make an offer to supply goods or services
21
Q
What are regulatory bodies?
A
Public authorities or government agencies that have responsibility for overseeing and supervising a specified activity.
22
Q
What is capacity?
A
The measure of the rate at which the operations function can transform its inputs into a quantity of product or service outputs in a given timescale
23
Q
What is a method to identify business needs?
A
RAQSCI
24
Q
What are the 6 themes of RAQSCI in order?
A
- Regulatory
- Assurance of supply
- Quality
- Service requirements
- Cost
6.Innovation
25
What are target costs?
The expected costs of making a product or service
26
What are whole-life costs?
An estimate used to help determine the end-to-end cost of providing a service, manufacturing, or procuring a product.
27
What are benchmarked prices?
Comparing an element of one business such as price, quality or service, against another
28
What is continuous improvement?
An ongoing effort to improve products, processes and services
29
Why is the order of the RAQSCI model crucial?
It focuses attention on potential trade-offs that may have to be made.
30
What is a key point to remember when defining business requirements?
Remembering to involve a range of stakeholders within the organisation allows procurement professionals to take into account the different stakeholders' conflicting needs and to agree in advance on any compromises that must be met.
31
What are the business needs used for?
Business needs are useful as they inform a range of procurement activities including:
Defining evaluation criteria
Testing the available options to ensure that they satisfy the company's needs
Developing performance measures
Re-evaluating your sourcing strategy if circumstances change
32
What is a sourcing strategy?
A plan for creating an advantage by continually reviewing current needs against purchasing opportunities
33
What is meant by regulatory in the RAQSCI model?
The need to cover any legal requirement or requirements of regulatory bodies
34
What is meant by assurance of supply in the RAQSCI model?
This covers the continuing supply of goods and services when required and is based on factors such as capacity, financial stability and risk
35
What is meant by quality in the RAQSCI model?
This is the consistency, repeatability and how fit for purpose the procured goods are
36
What is meant by service requirements in the RAQSCI model?`
These are factors associated with the way services are supplied, for example, flexibility and availability
37
What is meant by costs in the RAQSCI model?
It is only after the other factors have been met that cost should be considered, in aspects of both cost and price
38
What is meant by innovation in the RAQSCI model?
It is necessary to look for innovation, particularly in terms of the means of improving the customers' experience. An example is the use of emerging technology.
39
What should be considered when defining business requirements?
Collect information relating to the organisation's desired future state
Categorise all potential stakeholders
Identify individuals who contribute tot he acquisition, manufacture or use of the product.
On completion, the analysis should be shared with all shareholders
40
What is the sourcing strategy for a modified rebuy?
1. Define the scope of spend
2.Assess the current spend
3. Assess the supply market
4. Analyse the total cost
5.Identify suitable suppliers
6. Develop a strategy
7. Decide the route to market
8.Decide how to implement new supply arrangements
9. Decide how to track results
10. Define the trigger events that will start the sourcing process.
41
What Questions should we ask when deciding a sourcing strategy?
Are there geographical boundaries that need to be considered?
What time period should the strategy cover?
Are there any organisational boundaries that need to be considered? For example, a collaborative agreement.
42
What is a collaborative agreement?
A long term agreement between a buying organisation and a selling organisation which sets out how each party proposes to share information, costs, risks, and results by working together
43
What are the risks of a new purchase?
Marketing needs to agree that the attributes hit the required level of quality
Engineering needs to ensure that the item meets technical requirements
Manufacturing needs to be assured that this can be used in manufacturing process
Finance needs to agree that the cost of the item enables the price to be maintained
44
What is a closed problem?
These appear when something happens that should not have hapenned
45
What is an open problem?
These happen where something is stopping the achievement of an objective or blocking progress
46
What is an example of a closed problem?
The price of a key raw material suddenly increases and makes the product less profitable
47
What is an example of an open-ended problem?
Agreement from senior management is required for an additional budget to hire people into the new organisation structure
48
What is the Kepner-Tregoe approach?
This is an approach to closed problem solving which asks questions in order to build a detailed definition of the project we're trying to solve.
49
What is a cost-out approach?
The elimination of a cost in the manufacture of a product by removing an item from the specification
50
What is a cost-down approach?
The reduction of a cost in the manufacture of a product by means of changing an item specification
51
What does SCAMPER stand for?
Substitute
Combine
Adapt
Modify
Put to other uses
Eliminate
Reverse
52
What is SCAMPER used for?
Each of the key words is used to frame a question for the problem to stimulate the generation of options to solve it
53
What is a RACI matrix?
It is a matrix to decide roles and responsibilities when implementing a plan. Responsible, accountable, Consulted, Informed.
54
Outline the eight step process for problem solving in procurement.
What is the current situation?
What do we know?
What are the underlying issues?
What are the strategic options?
What is the best option?
How should we implement the plan?
Have we achieved our objectives?
What can we improve?
55
What is ROI?
A measure of profitability that indicates whether a gain or loss has been generated compared with the initial cost
56
What is an executive summary?
A clear, persuasive, and comprehensive summary of the business case
57
What factors should be used in a business case to appeal to senior management?
ROI, Time to market, Customer satisfactionW, managing risk
58
What is desk research?
Secondary research involving gathering information from already published sources
59
What is field research?
Field data is the collection of original or raw data (primary data), which can be qualitative or quantitative
60
How to ensure the you collect accurate, unbiased data?
Suitable sample size, ask the right questions, avoid leading questions, consider reliability, analyse fairly
61
What is market penetration pricing?
Using a low price to secure large market share
62
What is market skimming pricing?
In the absence of competition, pricing high to make large profits
63
What is cost-plus pricing?
production costs are calculated, and margin added for profit
64
What is a request for information?
A document used to gather information about suppliers and capabilities prior to a formal quoting process
65
What is a request for quotation?
An invitation for suppliers to bid on specific products or services
66
67
What is a request for proposal?
A document used to canvas potential solutions from suppliers when the specification is still unclear
68
What is porter's value chain?
A business model created by Michael Porter that details the set of coordinated processes, people and resources within an organisation that generate corporate value
69
What are the primary activities in Porter's value chain?
Inbound logistics
Operations
Outbound Logistics
Sales and Marketing
Service
70
What is the break even point?
The level of output of a business at which revenue equals total costs
71
What is the formula for the breakeven point?
Q = F/(R-V)
72
What are super-profits?
Excess of average profit over normal profit
73
What is procurement cost analysis?
The analysis of the cost of individual materials, components, and activities that make up an item. Essentially, are prices paid the best they could be?
74
What is the quality function deployment?
A structured approach for asking customers’ requirements and translating them into product specifications
75
What are the three types of price comparisons that can be made in price analysis?
Prices that have been paid in the past - will need to normalise these prices based on inflation
Published prices
Pricing formula (using benchmark figures to calculate expected)
76
When should we not use competitive bidding for price analysis?
When it is impossible to estimate costs with a high degree of certainty
When price is not the only variable ( service level may be a variable)
If changes to specification are anticipated
77
What are whole life costs?
Whole-life cost is the total cost of ownership over the life of an asset
78
What is whole life asset management?
WLAM is the process of evaluating the total price and all associated costs of a product to make an informed decision at to which option is best value for money?
79
Which costs should be considered under WLC?
Acquisition costs, processing and maintenance cost, end of life costs, and non-value added processes
80
What is the Total Cost of Acquisition?
The total cost incurred in acquiring a product from sourcing to receiving and installing
81
What is one type of simulation model?
Monte Carlo Model
82
What is the Monte Carlo Model
A mathematical technique that generates and uses random numbers in the modelling of risk - a type of simulation model
83
What are simulation models useful for?
Simulation models tell you which variable has the biggest impact on the result
84
What is an optimisation model?
These are most frequently used to calculate support costs, such as inventory levels or maintenance regimes
85
Which model might be useful for calculating safety stock?
Optimisation model
86
What are the three trends that can help you identify whether an objective is strategic or not?
External trends i.e. economic/political factors
Internal trends - trends within the organisation e.g roles, size
Performance trends
87
What are the six types of intervention to create a breakthrough procurement business case?
Market interventions
Technical Interventions
Cost Structure Interventions
Work Process Interventions
Supplier relationship interventions
Supply Chain Interventions
88
How to test hybrid strategies?
List criteria that the strategies need to address, and then compare them with the current strategy to see if more or less effective.
89
What costs does cost-benefit analysis take into account?
Payback time, set up costs, etc. but also other costs such as impact on health and safety or environmental costs
90
What is internal benchmarking?
Where a business process is compared to a similar process in the same organisation
91
What is competitive benchmarking?
Were a product is benchmarked against that of a direct competitor
92
What is functional benchmarking?
Where similar practices are compared with those of an organisation outside of the immediate industry sector
93
What is generic benchmarking?
Looks at unrelated business processes or functions regardless of the industry
94
What are financial ratios?
Analysis using data from financial statements to identify and monitor trends in performance, such a profitability or debts
95
What is return on capital employed?
A financial ratio which identifies a business' ability to generate profit from the capital used
96
What is net present value?
An accounting term for an amount in the future adjusted to today's value
97
What is a cost model?
A process designed to assess and calculate all costs associated with producing or delivering a product or service and arrive at a provable end cost
98
What is working capital?
There must be sufficient funds in the bank to pay what the business owes before it receives funds from people who owe it. This amount of money is called the working capital.
99
What are the main steps in the cash flow model?
Receive raw materials and components
Manufacture products
Store in inventory
Pay suppliers
Sell Products
Receive funds from customers
100
What is an accrual?
An adjustment made to a set of financial accounts to reflect activity that has occurred but for which cash has not be received
101
Why might an item have a different value in the profit and loss than that in the cash flow statement?
Timing differences (accruals vs cash basis)
Depreciation
Changes in working capital
Loans and dividends impact the cash flow statement but not in the P&L as they are operating cost
102
What is a zero based budget?
A level of budgeting in which every expense must be justified starting from a base of zero, to force innovation
103
How to calculate quantity variance in budgeting?
(q1 - q2) p1
104
How to calculate price variance in budgeting?
(p1 - p2) Q2
105
Why do we focus on quantity or price variance in budgeting?
It tells the business whether price change or quantity change was the most important driver of cost variance, so we know what to focus on.
106
What are the 3 general strategies for competing in an industry?
Cost leadership
Differentiation
Focus an narrow niche segment
107
What is cost leadership?
A strategy used by business to gain competitive advantage by having the lowers cost of operation within the industry
108
What are the variables that can lead to different market segments?
Product/Service Segment
Buyer Segment
Channel Segment
Geographical Segment
109
What is a distribution channel?
The network used to get a product or service from the manufacturer to the consumer
110
What is the kraljic matrix?
A strategic tool to help managers recognise the weaknesses of their organisation and form strategies to guard against disruption of suppliers
111
What is Porter's Five Competitive Forces used for?
It determines the ability of organisations in the industry to earn a profit that gives an acceptable return on the financial investment made by each organisation.
112
What are Porter's Five Forces?
New Entrants
Substitutes
Buyer Power
Supplier Power
Rivalry
113
What factors decide the degree of rivalry between organisations in a competing industry?
Many or equal size suppliers
Slow Industry Growth
High Fixed Costs
Lack of differentiation
Capacity is added in significant amounts
High exit barriers
114
What is supplier bargaining strength?
If supplier bargaining strength is high then they can keep the price of the product high and so retain more profit.
115
What is buyer bargaining power?
Buyer bargaining power is the ability of one or more groups of buyers to keep prices low and so take more of the profit that is available.
116
What are the stages of the product life cycle?
Introduction
Growth
Maturity
Decline
117
What are the middle majority?
A group of consumers who buy a new product after seeing it be successfully used by early adopters
118
What are laggards?
The last group of consumers who buy a new technology
119
Which factors affect supplier bargaining power?
Substitutes
Size of the supplier in the industry
The suppliers product is important part of the value chain
Switching costs
120
Which factors affect buyer bargaining power?
Buyers are more concentrated than sellers
Buyer switching costs
Price sensitivity of buyer
Information of buyer
Differentiation of the product
Quantity purchased as a proportion of suppliers sales
121
What is a key factor to consider when thinking of substituting?
The economics of substitution
122
What is the economics of substitution?
There are 3 aspects:
The relative value-to-price ratio of the existing product and the substitute
The switching costs involved
The inclination of the buying organisation to switch
123
What is the relative value to price?
The value that a product provides in meeting needs compared to its purchase price
124
What are the two switching costs?
The cost of switching to another product and the cost to switch to another supplier
125
What are the aspects of buyer inclination?
Resources such as access to finance
Risk profile
Technological understanding
Previous substitutions
Intensity of rivalry
Buying organisations strategy
126
What are the barriers to a new entrant?
Economies of scale
Product differentiation
Brand Identity
Capital Requirements
Access to distributions
Access to technology
127
What is should-cost analysis?
Should-cost modelling is a method used to estimate the expected cost of a product or service based on its raw materials, labour, overhead, and other cost drivers. Instead of relying solely on supplier quotes, businesses use should-cost models to understand what a fair price should be and identify cost-saving opportunities.
128
What sources can we use to estimate cost and price breakdowns?
Company Annual Reports
Market Data
Technical Data
RFIs
Plant Visits
Discount Lists
Break-Even Analysis
129
What is the us of the OWN-IT process?
OWN IT is used for collecting and analysing the data and information required for assessing scope of price and cost
130
What does OWN IT stand for?
Outline
Wide Search
Narrow Search
Increase your stockpile of information
Transform your stockpile into new knowledge
131
What are the four steps to creating an outline?
1. Be Specific
2. Define what is already known
3. Create the outline
4. Define any gaps
132
What would be a method of narrowing search?
Skim reading
133
What would be a way of completing a wide search?
Google search
134
What is the best way to increase our stockpile of information (OWN IT)?
Interviewing people that are experts in their field, and then filter and validate this information
135
How should we use out stockpile of information (OWN IT)?
Procurement Price Cost Analysis and then put this into action to get a price reduction by negotiating
136
What is a drawback of using procurement price cost analysis?
It is rarely sufficient on its own, so should always be compared with benchmarking prices too.
137
Why might a procurement price analysis of a laptop give misleading results?
When analysing the price of a laptop, it might not be unreasonable to estimate the research and development costs at £1 million, however when you benchmark this you can see clearly that procurement cost is too high.
138
Review using purchase price cost analysis to aid negotiations
Page 117
139
What is the difference between Porter's Five Forces model and the value Chain
Porter's Five Forces model has been discussed as a way of analysing industries and the value chain as a method of analysing companies within an industry
140
What is the procurement specification?
A document that presents prospective suppliers with a clear, accurate and full description of the organisations needs and enables them to propose a solution to meet those needs.
141
What is a statement of needs?
The definition of a business problem or opportunity together with the criteria that define it
142
What is a cross functional team?
A team that involves individuals from different departments who work together towards a common goal.
143
What is the business requirements definition?
Sets out what the product or service needs to achieve if all stakeholders are to be satisfied
144
What is the RAQSCI model?
A model for identifying business requirements
145
What does RAQSCI stand for?
Regulatory
Assurance of supply
Quality
Service
Cost
Innovation
146
What is a six point starburst model?
A tool for identifying business requirements. It is a star with Who, What, Where, When, Why, How? Then you ask additional questions from each point. the answers to each question represents the BRD.
147
Check an image of what the starburst method looks like
Check an image of what the starburst method looks like
148
What is the difference between current and future business requirments?
It is necessary to differentiate between current standards of performance and what is needed in the future. When future requirements are reviewed, it's necessary to as issues and risks these changes may pose.
149
What are key criteria to consider when writing a business requirement specification
Have the needs of the stakeholders been considered?
Are the requirements complete and accurate?
Is it future-proofed?
Are the requirements deliverable?
150
What sources of information may be used to create business need specifications?
External Standards
Internal expertise
Other product specifications
Sustainability considerations
Internet Sources
151
What is an example of an external standard used to create specifications?
ISO
152
What is an example of a directory that can be used to create specifications?
The international organisation for Standardization
153
What benefits can early supplier involvement (ESI) bring?
Cost reduction
Process Improvements
Supply chain improvements
Reduced supply risk
154
What is market sounding?
Market sounding is the process of engaging with suppliers before a formal procurement process begins. It is used to gather insights about the market, assess supplier interest and capacity, and refine procurement strategies.
155
Why is there a cost reduction from ESI?
The cost reduction opportunity relates to the fact that as a product goes through its life-cycle, the cost of that product becomes more fixed as the costs get embedded early.
156
What would a typical ESI programme look like?
Identify customer needs
Design project and share scope
Develop target costs
prepare implementation plan
Share with colleagues in operations
Draw up list of potential suppliers
Invite suppliers
Conduct value engineering
157
Summarise ESI benefits
ESI can improve quality and reduce costs through improved product design, which makes it easier for suppliers to produce efficiently. It can also help reduce time to market and increase trust
158
What are the 3 holistic principles of sustainability?
People, Planet, Profit
159
What are some examples of sustainability factors which need to be considered within a specification?
Renewables vs non-renewables
Energy use
Logistics methods
Whole life costs
Working conditions
160
What are the drawbacks of using the internet?
Unmoderated so should be checked using SAMOA
161
What does SAMOA stand for?
Source
Audience
Methodology
Objectivity
Accuracy
162
What is a design specification?
A detailed document that sets out the precise way that a product must be built and includes any technical drawings or standards. It gives details on both functional and non functional requirements.
163
What are functional requirements?
Functional requirements describe what a product should do
164
What are non-functional requirements?
Non-functional requirements describes how a product should operate
165
What is a technical (conformance) specification?
A technical specification is often produced by a national or international body so that suppliers can make a product or deliver a service to an approved standard. The result is that a buyer can select from a wide range of suppliers knowing that it will receive the same quality from each of them.
166
Why might a buyer need to produce their own drawings?
If there are too few suppliers or the cost is too high, they may need to create their own specification. However, this is risky as it transfers risk from the supplier to the buyer.
167
What is a performance specification?
A description of the outputs or outcomes that are expected with the detailed design of the product left to the supplier to decide
168
What is an outcome focused specification?
A type of performance specification that describes the functions or performance that a product must fulfil. An example would be payment by results.
169
What are the two main types of specification?
Technical and performance specification
170
What are the four types of performance specification?
Outcome-based
Output based
Functional
Statement of work
171
What are the benefits of using performance based specifications?
Gives potential suppliers the opportunity to propose innovative solutions, while also ensuring that the responsibility remains with the supplier.
172
What are the three major problems with outcomes?
How to measure them?
Time delay between supplier taking action and receiving the result
More than one output can affect an outcome
173
Describe the problem of measuring outcomes?
There can be many complicated outcomes from a specified outcome based requirement, and designing efficient and effective ways of monitoring this is not a trivial task
174
Describe the problem of time delays in outcome based specifications?
There is a time lag between the start of the action and the end result as researching the methods, implementing, and then measuring takes much longer than just having a technical specification
175
What is the problem of having more than one output affecting an outcome?
More than one output can affect the outcome but not all of these may be in the scope of the supplier who is awarded the outcome based contract
176
What is a statement of work?
Detailed description of the specific tasks or services a contractor must perform under the terms of the contract. It defines the activities, deliverables and timeline for the project.
177
What is a design SoW?
The supplier is instructed as to how the work should be done, the quality levels required, and the specification of any materials used
178
What is a level of efforts and materials/unit rate SoW?
Used in short term contracts and specifies the main unit of delivery as an hour of work together with materials needed to perform the activity
179
What is a performance based SoW?
Provides the supplier with the purpose of the project but does not specify how or what materials will be used
180
What is a functional specification?
A functional specification outlines exactly what it is that the end product should do, or how it should be provided. it should not contain technical info.
181
What is a through-life contract?
A contract that gives the contractor sole responsibility for the design, acquisition, operation, maintenance, and disposal of an asset.
182
What are the five main elements of through-life specification?
Design
Manufacture
Installation
In-service support
Decommission
183
What are the benefits of through-life management?
Lower costs over the whole life
Lower risk as there is a single company accountable
A closer match between asset delivered and users' need
Development of capability over life of the asset
184
What are considerations for drawing up a through life specification?
Produce a User Requirements Document
Make sure any trade offs are identified and agreed
Sufficient information to minimise risk
185
How could we reduce risk in a through life specification?
Include a reasonable limitation of liability clause
Identify warranties
186
What is the next step after understanding the scope of the specification and the needs of the product being specified?
Write a clear, simple description for the contractor. Define any acronyms.
187
What is acceptance testing?
A form of testing used to determine if the requirements of a specification or contract are met
188
What are the five main types of acceptance testing?
Alpha and Beta testing
Contract Acceptance testing
Regulation acceptance testing
Operational acceptance testing
Black box testing
189
What is the difference between acceptance testing and functional testing?
Acceptance tests tell a business whether it built the right thing, functional tests tell it whether the product that has been built works correctly.
190
What are the steps for change management?
1. identify and describe in change request document
2. Project team to review the change
2. Document options for the change along with data
4. Formally approve or reject
191
What is social capital?
The network of relationships between people. it is the sum of the knowledge, experience and skills of the workforce and the total value people put on their health.
192
What are the 3 forms of governance in procurement?
Corporate governance
Global governance
Supply chain governance
193
What is corporate governance?
The mechanisms and procedures that are used to control and direct activities and people within an organisation
194
What is global governance?
The laws and legislation which govern society
195
What is a risk that comes from under training in specifications?
There is a risk that the need will be over or under specified
196
What are the four main risks of an under specified need?
Product is unsuitable to meet customers needs
Money is wasted from rectifying
The product will not be used to full potential
Scope is narrower so costs will be higher as less room to pick alternatives
197
What are the risks of over specified needs?
Greater expense
Poor competition as fewer supplier with capability
More difficult to evaluate due to more trade offs
198
Misinterpreted need
Even if the needs have been correctly specified, there is still the chance that the supplier misinterprets in the finished specification
199
What is the process for managing risks?
Identify the risks
Assess the risks
Control the risks
Monitor the risks
200
How do we assess the risks from specification?
Establish 3 things:
The impact of the risk if it were to occur
The likelihood of the risk being detected before it causes damages
The likelihood of the risk being eliminated
Then give each a score and work out which is priority.
201
Which types of risks should be treated as a priority?
Those where likelihood of detecting them is low and likelihood of eliminating them is also low
202
What are the four ways to mitigate risks?
The four T's
Tolerate
Treat
Transfer
Terminate
203
When should risk toleration be used?
Only for risks that have been identified as low risk with low impact
204
What is 'treating' the risk?
Taking action to reduce the risk if the event should occur
205
What is transferring the risk?
Transferring the risk to another party - either a supplier or an insurance company.
206
What is 'terminating' the risk?
If the risk cannot be mitigated by any other means, then it is sensible to remove the risk altogether by picking another path.
207
How should we monitor risks?
Using a risk register, assigned to someone with full responsibility
208
What is a Project Initiation Document?
A document that outlines the key elements of a project, used to monitor the creation of a specification. It should proceed any specification writing project.
209
What is a project mandate?
The project mandate explains the scope and authority of the project manager to commence project preparation actvities
210
What would you expect to see in a PID?
Background to specification
Initial defintion and scope of the specification
List and assumptions
Provide an outline for the business case
Identify expected benefits
Provide roles and responsibilities
List acceptance criteria
211
How can we measure success of a specification?
Schedule Variance
Cost Variance (how much time spent on this vs expected hours)
Stakeholder satisfaction
212
What are the benefits of standardisation?
Cost reduction
Quality
Flexibility
Responsiveness
213
What are the 3 levels of standardisation?
Individual parts
The end products that use them
The processes used to make them
214
What is a flexible manufacturing system (FMS)?
It is a method for producing goods that is readily adaptable to changes in the goods being manufactured.
215
What is a job shop?
There are a wide ranges of end products using a different range of materials, so they need to be made to order. Lead times are high.
216
Which manufacturing processes are 'batch processing'?
Job shop, FMS, and mixed lines
217
What are mixed lines?
Mixed lines are production lines in which small quantities of different products are made with quick changeover in set up between production runs.
218
What is Little's law in LEAN?
Lead time = WIP/ Average completion rate
219
What are delays in LEAN?
Whenever there is WIP, there is work waiting to be done
220
What is process efficiency in LEAN?
Process efficiency = Value added time / total lead time
221
How can we reduce lead time using Little's law?
Either reducing the amount of WIP or increasing the average completing rate
222
What are the 8 wastes of LEAN?
Transport
Inventory
Motion
Waiting
Over production
Over specification
Defects
Skills
223
What is the acronym to remember the 8 wastes of LEAN
TIMWOODS
224
How does standardisation deliver the learning curve effect?
The learning effect recognises that the time required to provide a service reduces the more times it is delivered by that person.
225
What is an approach for deciding which parts are actually required in a product.
Zero-based approach
226
What is target costing?
Decide on the selling price the market will accept
Decide the minimum acceptable profit level
Take profit from selling price to arrive at target cost
Start a project to reduce actual costs to target costs
227
What would be a method of value analysis?
Target Costing
228
Once target costs are know, how do we carry out value analysis?
Gather information
Carry out functional analysis
Be creative
Evaluate
Develop
229
What is functional analysis?
Identify functions and ask the customer to observe in action. The put into a Pugh analysis.
230
What are primary functions?
These are the reason for the product being in existence. Think tap = supply water
231
What is a secondary function?
Things a product is useful for in addition to its primary function
231
What is the kano method?
A simple method of deciding which functions a product or service should have
232
What does the kano method identify?
Attractive requirements
Performance requirements
Mandatory requirements
Indifferent Requirements
Reverse requirements
233
How do we summarise the role that stakeholders play?
RACI
Responsible
Accountable
Consulted
Informed
234
What are the benefits of a RACI assessment?
Clarifies roles
Clarifies other understanding on those roles
