EARTO – working group on quality issues – 2nd session

20.6.2011

Anneli Karttunen, Quality ManagerVTT Technical Research Centre of Finland

This presentation includes slides about

•VTT’s processes

•The project process and important reviews within it

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Management processes

Customer activities / Commercialization of IPR

Prosess goals: • producing integrated solutions for customers and managing customer relations• enhancing the value of VTT’s IPR and managing IPR

Research

Prosess goals • creating new ideas, technologies and innovation potential• incubating applications and fostering competencies

in research areas which have high impact for industries and society

Strategy, follow-up, evaluation

Human capital management

Supporting processes

IT administration

Research infrastructures

Finance and procurement

Human resources

management

Communications

Business from technology – VTT’s innovation process

Effective project management and implementation

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VTT’s Process Map

Activities of VTT Expert Services and VTT Membsfab LtdActivities of VTT Expert Services and VTT Membsfab Ltd

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VTT Group structure 2011

VTT Expert Services Ltd Specialist reports and assessments Certification and approval services Testing. inspection and calibration

VTT International Ltd Administration and

development of international joint ventures and contact points

VTT Ventures Ltd Management of

spin-offs

Strategic Research Self-financed research Jointly funded research

IP Business IPR sales and licensing IPR portfolio

management

V T T Technical Research Centre of Finland

Business Solutions Management of customer accounts Contract research Technology licensing as a part of

contract research sales

Separation of economic and non-economic activities.

(State-owned research centre under the domain of the Ministry of Employment and the Economy)

R&D Research personnel Research resources Project execution Competence

development

Group Services Support functions

VTT Memsfab Ltd Contract manufacturing

of micro- and nano-electronic materials and devices

Labtium Ltd Enas Ltd

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VTT’s Process Map / Detailed view to core processes

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The project process: Important steps and created

documents during project’s lifecycle

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Approved project plans

Establishing meeting

Filed project documents / project folder

Minutes

Customer feedback, internal evaluation

Research/test reports

Minutes,

Status (progress) reports

Project proposal, plan, appication, offer

Order, confirmation of order, contract, decision for finance

Ideas, customer meetings

Progress reviews

Management team meetings

Customer’s decision

Preparing an application or offer

Project proposal drafting and processing

Internal project evaluation

Follow-up, customer meetings

Customer feedback

Project innitiation and planning

Project management

Closure and follow-up activities

Start-up review

Filing documents

Final review - acceptance of final results

Closure meeting

Review of offer / application / contract

Start-up review

Progress reviews

Customer feedback

Internal project evaluation

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The offer / application / contract review

Projects review is performed with the support of the check list taking into account the size of the project:

Projects under 50 k€: the short check list is recommended. Projects over 50 k€: A formal review by using a longer check list is required. The

review shall be documented. Main points of the review includes following topics:

Task definition (objectives, potential risks, results) Responsibilities and obligations (restrictions, duration, end, or release from

obligations) Resources (Availability of personnel and hardware resources necessary for the

performance of the project as set forth in the preliminary schedule) Intellectual property: use and agreeing access rights Finances (review of project finances (e.g. budgets, invoicing schedules, as well

as financier and VTT guidelines, selection of research facility) Quality assurance, assessment of the risks associated with the project

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The start-up review

The start-up review is carried out by the Technology Manager and the Project Manager and, after that, by project’s Financial Assistants.

The issues to be checked are as follows: Contractual situation/granting of funding Reasonable level of feasibility and details of the plan Human resources, equipment, software, procurements The members of the Steering Group Financial issues, e.g. budget, billing schedule, connection /

disconnection to research facility Project management and control methods to be applied (e.g. acceptance

procedure in small projects without the Steering Group) Work safety in the project, risks and quality assurance. A separate

quality assurance plan should also be generated and reviewed when necessary

Environmental sustainability

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Progress review

Prior to delivering the Progress Report to a customer or the Steering Group, the Project Manager presents the report to the project supervisor.

In the progress review the following aspects should be considered: The actual realisation of the tasks related to the project plan The cost and working time performance related to the plan Taking care of accelerated billing according to the contract The risk review, for example, is it possible to achieve the objectives

with the remaining resources? Changes and observations affecting to the project have to be reported immediately, first to VTT’s representative supervising the project and then to the Steering Group.

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Customer feedback

VTT asks feedback after ending the project. Feedback requests are sent to the customer as an e-mail message and the recipient provides the feedback by completing the online form. The customer can give his/her opinion about following aspects:

Consideration of views and needs Project planning and agreement procedure for the project Communication and contact with VTT during the project Realisation of objectives Reporting results Professional skills and competence of VTT’s personnel Keeping to time schedules Applicability and usefulness of the results

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Internal project evaluation at VTT

An internal project evaluation must be conducted for all completed projects with a budget of over 50 k€. The Project Manager performs the initial evaluation and also invites the evaluation team participants to add their comments

Evaluation include following aspects: Risk realisation; problems /risks encountered during the project Feedback or comments regarding to project management and realisation Project group feedback: analyseis of cooperation and communication worked within

the project, or describtion of significant experiences, good practices or lessons learned Quality, impact, and benefit for the client Commercial benefits after the project Realised assignments Inventions, software, other IPR Quality and lessons learned: briefly describe any development suggestions, good

practices or deficiencies and deviations in the process instructions, quality actions, guidelines, document templates or risk management actions.

Supplier or subcontractor evaluation

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VTT creates business from technology