How We Manage Your Outsourced Projects

- Risk Management

Like in all systems, processes and Projects, Outsourcing also has inherent Risks and attracts possible set backs if not properly managed. Appropriate steps have to be taken to prevent them. We have found that the potential risks involved are due to:

1. Communication
2. Cultural Differences
3. Time Differences
4. Skill Mismatches
5. Insufficient or Unclear Specifications
6. Insufficient or Unclear Reports
7. Quality discrepancies
8. Non repeatable process
9. Inflexible Management
10. Differing Methodologies followed
11. Security of intellectual property
12. Inappropriate control over the Project Team
13. Inappropriate control over the Project Development Process
14. Project Team Members leaving the Project

The steps we have taken to prevent any problems in outsourcing due to these issues are discussed here. These are general guidelines and can very from Industry to Industry. Please contact us for a no obligation quote and a detailed analysis for your industry. 

Communication
A clear and effective communication between you, our office and the Project Development members is very vital for the success of the project. The major problems that hinder the effective communication are Language differences, Lack of proper communication equipment and insufficient Communication Policy. We have taken the following steps to avoid communication problems to affect the Project Development.

1. Language:

a. The Project Team Member
The Project Team Members we provide have good English language skills. In India, it is easy to get Project Team Members with good communication skills in English, as India is one of the largest English speaking countries of the world. This has been boosted with the recent influx of large Multinational Companies setting up their development centers in India.

b. The Contact Person
In addition we also provide a contact person for our client to interact with, 
   (i) in the event of an emergency
   (ii) on occasions when the Project Team Member is on leave OR
   (iii) on occasions when the Project Team Member is tightly bound to a project.

c. The Documentation Engineer
We also provide a person in charge who will convert all client requests into a properly documented format. At times of emergency, requests from the client side comes as small pieces of email or telephonic information, which might not be in the proper format. Such instructions are immediately passed to the Documentation Engineer/Officer and the request is immediately converted into the proper format (after consultation with the Project Team Member) for approval from the client, while the Project Team Member is free to carry out the development work without having to worry too much about the documentation and other office formalities.

2. Equipment

Good communication equipment and facilities.

a. The Internet
A permanent connection to the Internet would be available to communicate with the Project Team Members. This could be used to effectively communicate through e-mail, text Chat, OR audio or video Conference. .

b. The Telephone
A telephone line will be available to the Project Team Member for immediate clarification or assigning a work.

3. A Proper communication Policy

A proper policy for communication would be set up before the project starts. This would address all the issues including time allocation, persons involved, Communication resource management and Communication Formats.

4. Web Network's Supervision

Support Organisations in India would help Web Network and your organisation in establishing an effective communication with the Project Development Team. We would periodically evaluate the reports and assess the effectiveness of the communication being provided to the client. Proper actions would be taken to improve and upgrade the communication mechanisms and channels for more productivity and effective development.

5. Client Visit

We encourage our clients with large off shore team working for them with us to visit the development facilities and infrastructure, and also to develop a strong bond with the team. This also helps to understand the cultural problems and settings and can therefore help to build much more confidence than is possible to build through Internet or telephone communication. 

Cultural Differences

In order to minimise the effect of cultural differences, we adopt two practices.

1. Select Project members who have experience in dealing with the culture of the country of the outsourcing company
2. Train them to understand and behave in such a way as to minimise the difference.
   Professional Trainers are engaged to accomplish this through training with videocassettes and classroom training.

Time Difference

Since our Project Team Members could be at a different time zone than the outsourcing company, the normal working hours would be different.

1. Indian work force is known to work effectively at timings other than 9-6.
2. We choose Project members to work in the time necessary for the effective running of the project.

There are advantages in the time difference in certain projects. For example, a task, which needs overnight completion, could be handed over in the evening to our Project Development team for completion and delivery early next morning. 

Skill Mismatches

To avoid any problems that could come due to skill mismatches we adopt the following steps.

1. The Project members are screened thoroughly and checked to conform to the skill sets required by the client organisation.
2. The Client organisation is allowed to have an interview to finalise the selection.
3. In cases where the requirements change during the course of the Development Project, we arrange
1. New Project Development members OR
2. Train the existing ones as per the instructions from the Client.

Specifications

In both a continuing or one-off project, problems due to insufficient or unclear specifications could be caused due to the following reasons.

1. Lack of manpower on your side.
   The reasons for this could be many:
   Your teams are busy with other projects OR
   Some of your team members have left or are on leave are busy with some other projects, dead lines or fixing unexpected problems.
2. Your organisation uses a non standard system for project specifications.

To avoid these potential set backs to the project due to these problems, we employ a technical person, “Projects Development Manager”, in addition to our Project Development Team. Projects Development Manager is responsible for the following

1. Check the Project Specifications passed to the Project Development team. If any discrepancies or ambiguities are noticed, it is sorted out by communicating with your office.
2. If your organisation uses a non-standard format for project specifications then either of the following is adopted.
1. Projects Development Manager trains the Project Development Team members to understand and work with your format.
   OR
2. Employs a person who can translate the reports from your format to the format the team uses.
3. Additionally, Projects Development Manager is responsible for
1. All the specifications passed to the Project Development team during initiation and the regular running of the Project.
2. Maintaining and updating any changes to the Specifications.
3. Urgent changes to Project Specifications

i. Converting urgent telephone or e-mail requests for changes and fixes to be incorporated into the Project Specifications.

ii. Passing the request immediately to the Project Development team.

iii. Making clear documentation of such urgent changes after confirming it with your office. 

Reports

Unclear or insufficient reports may cause major set backs to the Project Development Process. To avoid these we have taken the following steps.

1. A technical person is responsible for managing all the reports send to your organisation.
   If you are having a large team in the Outsourced Project Development Team, a separate person is employed for this purpose. However, if it were substantially small, Project Development Manager would be handling reports.
2. The reports from the Project Team Members are passed to you in the format your organisation uses.
3. You will get additional reports from our Office in Sydney on the following.
1. The effectiveness of the Project Development Team
2. Suggestions for improvement

Quality discrepancies

All Projects are tested and evaluated by a separate “Testing and Evaluation Team”. Since this team is separate and independent, a correct and consistent test result is obtained and appropriate actions are taken to correct the project deliverables to be within the specifications.

Non-repeatable process

All processes are made flexible and repeatable so that you are ensured that your project will always be handled in the same way, no matter whoever runs the project.

Inflexible Management

Web Network screens its Partners and Project development team to ensure that the Management and the team it houses are flexible enough for the proper functioning of your project. 

The Methodologies followed

1. Standard Methodologies

We select Project Team members who are proficient in latest Development Processes and Methodologies. Depending on the methodologies followed by your organisation, we can provide Project leaders or Project Managers and Team Members who follow and understand Conventional Project Development Methodologies, Rational Unified Process (RUP), Agile Modeling, etc.

2. Custom Methodologies

If your organisation follows some custom Process, which differs from standard methodologies, we can teach our team under your guidance. However such teams might take extra time for start up. 

Security of intellectual property

All efforts are taken to ensure that the intellectual property being handled and/or developed by the Offshore Project Development Team is secure. This is protected by agreements with the Development team, our Partners and with your organisation.

The government of India looks at software exports as one of its key growth areas. India is a signatory to the GATT trade agreement and has agreed to the international laws against software piracy. All proper and effective setups have been made by the Govt. of India to discourage and curb any and all forms of software piracy and theft of software in India. INFAST (Indian Federation Against Software Theft) is responsible for tracking, monitoring and cracking down any software theft.

Managing the Project Team Members

The project team members are managed and maintained by our Partners. Your organisation will have reasonable control over them in terms of the time they work and what they do. This will be set out during the initial project set up stage. In general, you will have freedom to guide and control them through the

1. Day to day Project work
2. Reports
3. Testing
4. Deliverables

Project Development Processes
You will be given good control over the Project Development process, if requested. This is especially important if you are interested in outsourced Project development team rather than outsourcing a Project. All aspects and terms of how much and how you control the Development Process will be setout before the Project starts.

Project Team Members leaving the Project

Project team members leaving the project can be disastrous if no back up is immediately available.

1. We always keep a person (a back up person) who knows most things about the project.
2. Since we have an abundant pool of qualified persons in hand, we would immediately replace the person with a new one.
3. All projects are run on repeatable management process and hence replacement is possible quickly and without any hassle.
4. New recruitments are done by us or by our partners and your office is free from the selection and employment process. However, if you are interested, you are encouraged take part in the selection process.