EARTO – working group on quality issues – 2

nd

session

20.6.2011

Anneli Karttunen, Quality Manager VTT Technical Research Centre of Finland

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This presentation includes slides about VTT’s processes The project process and important reviews within it

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VTT’s Process Map

Management processes Strategy, follow-up, evaluation Human capital management

Business from technology – VTT’s innovation process

Research Customer activities / Commercialization of IPR

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Prosess goals creating new ideas, technologies and

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innovation potential incubating applications and fostering competencies

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Prosess goals: producing integrated solutions for customers and managing customer

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relations enhancing the value of VTT’s IPR and managing IPR in research areas which have high impact for industries and society Effective project management and implementation

Activities of VTT Expert Services and VTT Membsfab Ltd

IT administration Research infrastructures Finance and procurement Human resources management Supporting processes Communications

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VTT Group structure 2011 V T T Technical Research Centre of Finland

(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

Strategic Research

 Self-financed research  Jointly funded research

IP Business

 IPR sales and licensing  IPR portfolio management

Business Solutions

 Management of customer accounts  Contract research  Technology licensing as a part of contract research sales Separation of economic and non-economic activities.

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VTT Expert Services Ltd

Specialist reports and assessments Certification and approval services Testing. inspection and calibration

VTT Memsfab Ltd

 Contract manufacturing of micro- and nano electronic materials and devices

Labtium Ltd Enas Ltd VTT Ventures Ltd

 Management of spin-offs

VTT International Ltd

 Administration and development of international joint ventures and contact points

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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 Review of offer / application / contract Start-up review Progress reviews Customer feedback Internal project evaluation Ideas, customer meetings

Project innitiation and planning Project management

Project proposal drafting and processing

Preparing an application or offer

Project proposal, plan, appication, offer Customer’s decision

Start-up review Establishing meeting Management team meetings Progress reviews Closure and follow up activities

Final review - acceptance of final results

Closure meeting Customer feedback Internal project evaluation Filing documents Follow-up, customer meetings

5 Order, confirmation of order, contract, decision for finance Approved project plans Minutes, Status (progress) reports Research/test reports Minutes Customer feedback, internal evaluation Filed project documents / project folder

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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

VTT creates business from technology

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