Deming Wheel as a Tool to Improve Project Management

Ajay Johns J#1, Jenix Amal E#2, Vetri Selvi M*3

#1

II MBA Student, SRM University, Kattankulathur, Tamilnadu, India. E-mail:ajayjohns@ymail.com

#2

II MBA Student, SRM University, Kattankulathur, Tamilnadu, India. E-mail:jenixamal@gmail.com

*3

Faculty, SRM University Kattankulathur, Tamilnadu, India. E-mail:vetriselvim@rediffmail.com

Abstract-- Deming wheel or PDCA cycle is a basic tool that helps to continuously improve the processes in the organization. Also it is used to solve the quality problems as well as implement the new solutions and ideas. PDCA refers to an acronym built around the four stages of this tool which are Plan Do Check and Act. Plan to improve the process first by finding out where things are going wrong and come up with ideas for solving these problems. Do changes designed to solve the problems on a small or experimental scale first. This reduces disruption to routine activity while testing the changes may work or not. Check whether the small scale or experimental changes are achieving the desired result or not. Also, continuously check the key activities to ensure that the quality of the output at all times is known/controlled, which is more enough to identify any new problems

which may appear during the process run. Act to implement changes on a larger scale if the experiment is successful. This means making the changes a routine part of your activity.

Project Management is defined as the process of Initiating, Planning, Executing, Monitoring and control and Closing a project so as to get the works done in a cost effective and time effective manner. Project management is a carefully planned and organized effort to accomplish a successful project. A project is a one-time effort that produces a specific result. This is in contrast to a program, which is 1) an ongoing process, such as a quality control program, or 2) an activity to manage a series of multiple projects together. In this paper we are using Deming Wheel for improving the project management by a continuous and fast improvement in the factors of TIME, COST, QUALITY, PRICE and CUSTOMER SATISFACTION.

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Key words: Deming wheel, Project management, Quality Improvement, Continuous Improvement I. INTRODUCTION PDCA (plandocheckact or plan docheckadjust) is an iterative four-step management method used in business for the control and continuous improvement of processes and products. It is also known as the Deming circle/cycle/wheel, Shewhart c ycle, control circle/cycle, or plando studyact (PDSA). The PDCA cycle had its origin with Dr. W. Edwards Demings lecture in Japan in 1950. Walter Shewhart in 1939 applied the scientific method with his cycle: specification-production inspection. W. Edwards Deming in 1950 modified the Shewhart cycle: design of the product, make it, put it on the market, test it through market research, then redesign the product. The Japanese interpretation of the Deming wheel[1] in Dr. Demings lectures of 1950 and 1951 lead to the plan-do-checkaction or PDCA cycle. This cycle was integral to the Japanese QC, TQC, and QC circle activities. Deming introduced his Shewhart cycle for learning and improvement in the USA in 1986. Dr. Deming introduced a more abbreviated PDSA cycle in 1993. II. PDCA CYCLE Deming reintroduces the Shewhart cycle in 1986. He states that it came directly from the 1950 version. He states: Any step may need guidance of statistical methodology for economy, speed, and protection from faulty conclusions from failure to test and measure the effects of interactions.
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1. Design the product (with appropriate tests). 2. Make it; test it in the production line and in the laboratory. 3. Put it on the market. 4. Test it in service, through market research, find out what the user thinks of it, and why the non-user has not bought it. 5. Re-design the product, in the light of consumer reactions to quality and price.[3] These are the steps in a PDCA cycle according to Deming and the steps are elaborated below. PLAN 1. Identify The Problem (what?) 2. Identify the problem to be examined. 3. Formulate a specific problem statement to clearly define the problem. 4. Set measurable and attainable goals. 5. Identify stakeholders and develop necessary communication channels to communicate and gain approval Analyze the Problem (Why?) 1. Divide overall system into individual processes map the process 2. Brainstorm potential causes for the problem. 3. Collect and analyze data to validate the root cause. 4. Formulate a hypothesis. 5. Verify or revise the original problem statement.

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DO Develop Solutions 1. Establish experimental success criteria 2. Design experiment to test hypothesis 3. Gain stakeholder approval and support for the chosen solution Implement a Solution 1. Implement the experiment/solution on a trial or pilot basis CHECK Evaluate the Results 1. Gather/Analyze data on the solution 2. Validate hypothesis Achieve the Desired Goal 1. If yes, go to act 2. Else go to plan, revise hypothesis/problem statement ACT Implement the full scale solution 1. Identify systemic changes and training needs for full implementation 2. Plan ongoing monitoring of the solution 3. Continuous improvement 4. Look other improvement opportunities When these steps are considered, PDCA cycle will complete one single rotation. III. PROJECT MANAGEMENT A project[4] is always a temporary organization of related tasks set up to deliver an end result. Because projects are temporary, each has a defined start and finish date. A project management comprises of five phases. 1.Initiation, 2.Planning, 3.Execution, 4.Monitoring and 5.Closing.

INITIATION Its during this initial time that the project goal is established. The project manager works with the project stakeholders, to fully determine how to measure the success of the project once all work is complete. This allows the project manager and project stakeholders to agree on the project scope which is the initial stage in a project. PLANNING In Planning, specific lists of things that need to happen in order for your goal or goals to be met are created. The specific list of identifiable steps is documented in the form of tasks and distributed under this phase. EXECUTION During Execution phase, considerable amount of time will be spent on communication for making sure the resources are available to do the work. This is the time when a bulk of money and resources are kept busy executing the project plan. MONITORING In Phase three, the original project plan is executed. Its rare that all the project tasks are happening simultaneously. So, its quite possible that while youre executing Task 2 (Phase 3), youre monitoring Task 1 (Phase 4) to make sure the work is going according to the project plan (Phase 2) In Phase 3 Execution, youre moving forward with your project plan and beginning work. In Phase 4 Monitoring, youre watching work progress and keeping one eye on the original project goal to ensure your project sticks within the original project scope.

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CONTROL During this phase, project managers should provide detailed summary reports of everything from missed timelines to the amount of money spent during the project. Getting sign-off on a formal closing document is a great way to put a stake in the ground. These are the various heads of project management that makes the project, a success one. IV. PROPOSED TECHNIQUE Continuous Improvement is the output of a good Quality Management process, and Continuous Improvement requires the proper application of quality tools and techniques. PDCA cycle can be explained in terms Project Management as follows. Plan is the initiating and planning phase of the PDCA Cycle.[5] High levels goals and objectives are agreed upon and resources are acquired. In this phase a particular problem or problems are identified and broke them down into manageable tasks. Do is executing the Plan. Also, reporting is done in this phase to check progress. Do can be prototyping in the IT world or designing experiments or constructing a building or even building a model. Check is the monitoring phase. This is where the metrics are analyzed. KPIs (Key Performance Indicators) are analyzed and making recommendations for action. Act is the adjustment phase. What has to be done to get back on track or to make improvements? Should the project to be continued or cancelled? According to the findings, the project can be adjusted here.

A project is a single entity with start and also a stop. By project management process the project gets completed effectively. But the quality improves and cost decreases only in the next project. This is the method that is used usually. But here, in this new technique, the PDCA cycle is used in the each phase of the project and hence the quality will be increased, as all the mistakes and issues will be cleared before the project gets completed. Also because of the deming wheel, the standard of the company also increases. This is the new system proposed as Deming Wheel as a tool for Project Management.

V. CONCLUSION As we use the PDCA cycle in each phase of the project, the quality of the product increases. Also the time of the project and the cost of the project decreases. Also the standard of the organization raises along with the quality of the products/projects of the company.

VI. REFERENCES
[1]http://www.pkpinc.com/newsletters/2009090 1/newsltr20090901h.html [2]http://paginas.fe.up.pt/~ee07219/wpcontent/uploads/2012/05/Report-1-ch2.pdf [3]http://www.nelsonbrain.com/content/goldstei n01497_0495601497_02.01_chapter01.pdf [4]http://www.brighthubpm.com/projectplanning/1619-project-management-basics-partone/ [5]http://www.mindtools.com/pages/article/new TMM_79.htm

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