Measurement Systems

A measurement system consists of a clear definition of a process measure.  This measure represents a quantifiable value that can be measured in a consistent way and evaluated for effectiveness of changes (results or outcomes) or trends (predictors).  

 

Measurement Systems generally require two components:

 

  • Process Specification and Design Requirements for Measures
  • Evaluate Process Performance

 

The relationship of these two elements is shown in the management systems overview picture.  The associated forms help define measurements and capture measurement values PMLC_FRM010 Measurement Definition.

 

Process Specification and Design Requirements for Measures

 

When a process is specified and designed, measurement systems are built into the process to enable the process to be evaluated and improved.  This approach also provides a distributed responsibility for the accuracy and collection of the measurement information.

 

The values of the measures are embedded into forms, templates, or systems to allow the information to be retrieved for further evaluation and analysis.  This allows for natural collection of measures since only those measures that are actually needed for the process will be included.  There are different styles of data collection mechanisms:

 

  • The log - a structured list of items
  • The form - a structured set of information about a specific item
  • The Template - a less structured collection of information which may include free text or specific data items.
  • A spreadsheet or system - an automated approach to collecting and evaluating the information.

 

Establishing a measurement system for a specific measure involves embedding specific steps into the process.  These areas include:

 

Steps (Methods)

Description and Examples

Target Setting

The target is an expected outcome or prediction level that can be used as a baseline for determining current performance.

 

For example, in a project, a baseline plan is identified that becomes the reference point for measuring project performance.

Prediction or Forecast

A prediction or forecast value is determined.  This generally uses a similar process to the target setting steps though may need to take into account the current situation or status.

 

For example, forecast of cost or schedule information to compare with baseline cost or schedule.

Capture Actual or Results

Capture the actual values or results for a measure.  This generally takes raw data and may transform this into a value that can be compared with the target, or forecast

 

For example, actual costs to date, or actual completion dates for work in a project.  

Evaluation of Results

Generally a process will include some process specific evaluation and corrective action.  This evaluation may result in issues being raised and corrective or preventive actions taken to correct the problem.

 

If the problem is process related, the issue should be raised against the process and the process manager identified.  

 

For example, a project manager may compare the forecasted value with the baseline and if the variance exceeds the tolerance set for the project or stage, an exception report will be submitted.

 

Evaluate Process Performance

 

The process management process includes an activity to 'Evaluate Process Performance'.  This activity collects information from all users of the process through the logs, forms, templates, and systems.  If the processes have been fully implemented, the information should be easy to collect and have a high degree of accuracy.  Implementation problems may cause this information to be less accurate in the early use of the process.

 

The key steps for 'Evaluating Process Performance' are:

 

Steps (Methods)

Description and Examples

Capture across all instances

Capture measure information across all instances of the process.

 

For example, to calculate the time an issue was open - obtain the issue log from all projects.  Or collect the End Stage Report or End Project Report which may already have this information available.

Extract and Save

Extract the specific information from the source information and save this information in a consolidated form (preferably in a database).

 

For example, extract specific information from the issue log or End Project Report and save add to the current history information.

Evaluate Current Performance

Evaluate the current performance of the measure and identify trends, trouble spots.  If there are problems, raise corrective action requests (CARs), to identify the actions to correct the problem and / or prevent the problem from recurring.

Display and Report

Prepare a performance report for the measures currently being evaluated.  This may be done graphically or in a report format.