ABC Software

1. ABC Software ABC Software Improvement Team: Germán Benítez John Boveri Siewhung Tee Akeya Vaughan

2. Agenda • Define • Charter • CTQ Tree • Kano • Gantt Chart • Measure • Pareto • Timeline • Balance Scorecard

3. Analysis Fishbone Opportunity Cost Improve Commitment Scale Pilot PDCA Involvement Matrix Communication Plan Gantt Chart Agenda

4. Agenda • Control • Standard Operations Combination Chart • SOP Monitor Mechanism • Quality Assurance • Conclusion

5. Gantt Chart – High Level

6. Define Phase

7. Gantt Chart – Define stage

8. Current Process Flow Legal monitors Intranet for product release Is there a new product? Legal asks Product Manager for the contact information of the developers responsible for the software product Legal sends e-mails to the developers and asks them if the product contains OS Is there any OS in the product? No further inquiry necessary NO YES A

9. Current Process Flow A Developers send licenses or location of the licenses to Legal Legal make analysis of licenses Is there any problem with the use of the license? Legal e-mails developer that the OS is OK NO YES A

10. Current Process Flow A Legal contacts Development Management and advises them of therisk (s) Development Management considers the level of risk Development Management notifies Legal and no further action is taken Is the level of risk high? NO YES Development Management notifies Legal that the product will be fixed in the next release

11. Charter • Purpose • ABC Software Inc. incorporates 3rd party open source software into their products without consistent legal analysis or risk assessment of the software’s licensing requirements. As a result, working closely with ABC Software, an efficient legal process will be developed to asses and communicate the risks of open source software components used in product development. This project is intended to add value to all involved areas per this charter. • Importance • Liability • To protect the company from the risk of harmful or improperly used open source software. • Customer compliance • To develop a streamline database that would allow Legal to log and categorize the components of all of their software products. • Time • To lower the cycle time of the necessary risk assessment processes.

12. Charter • Scope • Development of a process such that any use of open source software in the products of ABC Software Inc. will be reviewed by Legal staff prior to development in a efficient, and effective manner. In addition, the project will focus on the flow of information and communication between Development, Legal and the release of the product. • Measure • Utilize current cycle time of legal analysis of developed software as a baseline measurement. • Deliverables • By May 16th the team will deliver and present a complete package of process improvements that meet the scope of the project.

13. Charter • Project success • Success is defined as the development of an efficient and effective process of the legal analysis and categorization of all developed software products. • Resources • Team Sponsor: Alice Smith, Intellectual Property, ABC Software Inc. • Team members: German Benitez, John Boveri, Siew Hung Tee, Akeya Vaughan • Coach: Dr. Saaed. • Sponsor is available 4 hours a week for meetings and correspondence.

14. Needs CTQ Drivers Develop a database for quicker/ better access of product info. Eliminate legal as bottleneck Eliminate legal as bottleneck Legal Process Provide contact list of lead developers for each product Improve access to developer responsible for product Delegate responsibility Availability of open source scanning tools Eliminate legal as bottleneck Require developer to keep track components used to develop the product CTQ Tree

15. Needs CTQ Drivers CTQ Tree Communicate and develop Gather product components info. Obtain license info from internet Analyze the field needed Develop database field Determine critical field Database Contact IT department Eliminate legal as bottleneck Determine user permission Version Control Developer provide what will change in new product/ new version On-going tracking Legal permission to release product

16. Kano Model

17. Measure Phase

18. Gantt Chart – Measure stage

19. Pareto Chart

20. ABC Legal Open Source Software Analysis of Timeline

21. Balance Scorecard

22. Internal Business Perspective

23. Learning and Growth Perspective

24. Customer Perspective

25. Financial Perspective

26. Analyze Phase

27. Gantt Chart – Analyze stage

28. PEOPLE Developers download SW without checking Proven Free There’s no customer feedback Senior management doesn’t know the risk Convenient It’s a new phenomenon No one has ever told them They don’t know there’s OS in the product No many sues in the field It’s a new phenomenon The company has never been sued The company is not asking for feedback Potentially hazardous OS is being released Is a new field

29. Current process allows the release of potentially hazardous software METHODS Risk is not previously understood It’s a new phenomenon Lenghty legal analysis No one told them Order of events Lack of license database Developers send insufficient information The company doesn’t want to slow down development Developers don’t know what information Legal needs It costs money Developers send wrong information It costs time Legal previously wasn’t involved It’s a new phenomenon There are no instructions The risk was not understood Potentially hazardous OS is being released

30. COMMUNICATIONS There’s no database Lack of information recording There’s no protocol Lack of centralized information No record keeping They didn’t know is a problem It’s only for internal use It’s time consuming There’s no need for interdepartmental communication Potentially hazardous OS is being released

31. RESOURCES It adds cost to the product It’s not a priority Employees aren’t trained The company is using unsanitazied open software Senior management lacks of It delays the product There’s no analyzis of the licenses Prioritize costs over risks Understanding risk They don’t know how It’s profit driven They don’t know Risk Management Software The cost is unjustified Potentially hazardous OS is being released

32. Opportunity Cost • Upper Management Buy-in is critical • SCO vs. IBM • IBM is being sued for 5 billion due to OS licensing issues • SCO vs. DaimlerChrysler • Chrysler violated certification compliance of OS being used for an undisclosed sum • Blackbuck: Compliance Management Software • Code Analysis • License database • Reporting and Track

33. Opportunity Cost

34. Opportunity Cost • Blackduck is offering a free 30 day trial

35. House of Quality Relative Importance Symbols Positive Strong Positive Medium Negative Strong Negative Medium Cost Time Integration Accurate Effective User Friendly Legal not a bottleneck 5 Developer responsible software content 4 Efficient Database 3 Easy to use open source scanning tools 2 Software product tracking system 1

36. Improve Phase

37. Gantt Chart – Improve stage

38. Commitment Scale

39. Involvement Matrix

40. Communication Plan

41. Development generates code using open source or recycles code from previous programs Plan/ DO Improvement Pilot Flow Process Development scans previous software code with Blackduck compliance management software to identify and gather licenses of any open source software Developer compares the Blackduck report results with the list of the approved OS licenses in the OSL (Open Source License) database Is the OS component being used in an approved manner? Is the OS component license listed in OSL database? YES YES No legal analysis of OS license required NO NO Developer emails Legal the OS software license/info and a description of intended use A

42. A Plan/ DO Legal prioritizes Developer’s request and performs legal analysis ASAP, or no later than day end Legal updates the OSL database with the new OS license info for future Developer’s use Is the OS software and its intended use okay? Legal returns email to Developer that the software and its intended use is not problematic YES NO Legal returns email to Developer with explanation that OS software, or its intended use, is problematic. Development / Upper Management makes executive decision on using the OS component

43. Check/ Action

44. Check/ Action

45. Control Phase

46. Gantt Chart – Control stage

47. Standard Operations Combination Chart

48. Monitoring of SOP • In order to track the process in the Standard Operation Combination Chart, a proprietary ABC Software tracking tool, called TeamTrack, will be used. • TeamTrack is a business process automation tool that will be used to track the tasks and elapsed time throughout the OS Legal Analysis process. • A TeamTrack log will be opened whenever Development begins a new software project. • TeamTrack log will track and monitor the process and generate an activity report that will be used as a process control tool.

49. Quality Assurance • Legal response time to OS analysis can be monitored using TeamTrack • Developer’s compliance of SOP will be monitored through upper management random audits to ensure that Developers are having all OS components analyzed by Legal.

50. Conclusion • Through the application of Six Sigma Tools and DMAIC Methodology, an improved pilot process was developed that ensures timely legal open source analysis of all ABC software. • Through the implementation of this improved process, the risk associated with using OS will be mitigated. • The Control plan put in place will ensure SOP compliance.