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:
- Communication
- Cultural Differences
- Time Difference
- Skill Mismatches
- Insufficient or Unclear Specifications
- Insufficient or Unclear Reports
- Quality discrepancies
- Non repeatable process
- Inflexible Management
- Differing Methodologies followed
- Security of intellectual property
- Inappropriate control over the Project Team
- Inappropriate control over the Project Development Process
- 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 and Lack of proper communication equipment. We have taken the following steps to avoid communication problems to affect the Project Development.
1. Language:
a. The Developer
The developers we provide have good English language skills. India is one of the largest English speaking countries of the world and hence it is easy to get Project developers with good communication in English. This has been boosted with the recent influx of large Multinational Companies setting up their development centers in India. We have adopted the following steps to
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 developer is on leave OR
(iii) on occasions when the developer 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 team client come as small piece of email 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 Developer) for approval from the client, while the Project Developer 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 Developer. 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 Developer for immediate clarification or assigning a work.
3. Web Network's Supervision
Web Network would continuously monitor the Development Process through our Support Organisations in India. We would periodically evaluate the reports and assess the effectiveness of the communication currently 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.
4. 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.
- Select Project members who have experience in dealing with the culture of the country of the outsourcing company
- 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 Developers could be at a different time zone than the outsourcing company, the normal working hours would be different.
- Indian work force is known to work effectively at timings other than 9-6.
- 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.
- The Project members are screened thoroughly and checked to conform to the skill sets required by the client organisation.
- The Client organisation is allowed to have an interview to finalise the selection.
- In cases where the requirements change during the course of the Development Project, we arrange
- New Project Development members OR
- 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.
- 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.
- 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” responsible for the following, in addition to our Project Development Team.
- 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.
- If your organisation uses a non-standard format for project specifications, Projects Development Manager trains the Project Development Team members to understand and work with your format.
- Projects Development Manager is responsible for
- All the specifications passed to the Project Development team during the initiation and regular running of the Project.
- Maintaining and updating any changes to the Specifications.
- 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 your business as well as ours. To avoid these we have taken the following steps.
- 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.
- The reports from the Project Developers are passed to you in the format your organisation uses.
- You will get additional reports from our Office in Sydney on the following.
- The effectiveness of the Project Development Team
- Suggestions for improvement
Quality discrepancies
· · Testing and follow-up to be done by staff that is independent the developers to ensure more consistent quality standards.
Non repeatable process
· · Implement good flexible, repeatable processes so the client knows that his projects will always be handled in the same way whoever runs the project
Inflexible Management
Managing the Project Developer
i.e. Too much or too little control over the Project Developer
1. The Day to day Administration
2. Reports
We will provide all reports needed by the client through our Partners. In addition to this we also provide:
a. Communication Reports
b. Attendance reports
c. Work Status Reports
d.
3. Replacement
4.
The Methodologies followed
1. Standard Methodologies
Our development members 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
Security to your Code?
We provide complete protection to the intellectual property being developed by you .
Lack of control over the developer
Project Developers leaving the Project
· Always have a backup person, i.e. at least one other person who knows most things about the project. One of Gislen's clients suggested that ‘their' key resource could be working 70% for them and 30% for someone else.
