Notes
Outline
Engineering Design
Manage the Design ® Be successful
Dr Ahmed Kovacevic
speaking as a designer
committed to building better product
better = more efficient
“a better learning experience”
“learning-from-working”
“working-to-learn”
Useful Reading
Design can be artistic or technical
Abstract design
Aesthetic design
Functional design
Aesthetic and functional design
Engineers - Designers
Engineers:
Provide ways to meet needs and wants of society
Invent or design new products and processes
Improve existing products and processes
Work in teams throughout the design process
Bottom line:
ENGINEERS ARE DESIGNERS
What is DESIGN in Engineering?
Design is:
Systematic Process by which solution to the needs of humankind are obtained and communicated
Essence of Engineering
Structured problem solving activity
Engineering Design Process is:
Multidisciplinary task which contains:
Technological factors
Social factors
Team iterative work
Engineering & Mechanical Design
Engineering design process
an iterative decision making activity, to produce plans by which resources are converted, preferably optimally with due consideration for environment into systems and devices (products) to meet human needs.
(Woodson.T.T )
Mechanical design process
is the use of scientific principles and technical information along with innovations, ingenuity or imagination in the definition of a machine, mechanical device or system (product) to perform pre specified functions with maximum economy and efficiency.
(Engineering Design Council, UK)
City Formula Student Results
2002  joined competition for the first time.
R02 Finished  39th out of 40. Photo
2003 motivated and supported by the university.
R03 Finished in 32nd place out of 38, 24th in design Photo
2004 well supported by both university and external sponsors. 
R04 Finished 44th out of 54 with shared 37th place in design Photo
Problems:
Poor understanding of team member/officer duties
Confusion over who was responsible for work
Lack of communication, Not equal share of the work
No schedule of tasks or understanding of the dependence of tasks
Budget problems?!
Project Management & Understanding of the Design Process
Expectations for the future:?!
OBJECTIVES
Formula Student Team
To develop following skills:
Project management
Team behavior
Decision making
Communication
Collaboration
Engineering Design Process
Design – structured problem solving activity
Process – phenomenon of making changes to achieve a required result
Design Process – cyclic continuous activity
Design Process Timing
All projects have time constraints
An adequate planning leads to a satisfactory project finish
Customer (Examiner) Satisfaction
Communication of Design
Design has to be delivered in a form understandable to those who make or approve an artefact
All designs start with sketches
Generation of ideas
The Engineering Design Process
Teamwork and Personality Preferences
Working in Teams
Today, most new products, systems and processes are produced by teams
Teams bring together people with different strengths to generate a better product
Individually created items tend to be from a past era
Most of products are multidisciplinary
Influence of activity styles
Working in teams
 Stages in Team Development
 Team Member Responsibilities
 Team Leadership Structures
Team Development Stages
Team Development Stages
Team Development Stages
Team Development Stages
Team Members Role:
Each member of a team has a specific role to play and must fulfill his/her role in order to make the team successful…
Team Member Roles:
Team Leader
Team Member
Recorder (AKA Team Scribe)
Treasurer
Design Engineer
CAD Technician
Team Leader Responsibilities:
Track team’s goals and achievements
Communicate team’s progress and needs to both the team and management (instructor)
Remove barriers in team progression
Take care of logistics (arrange for meeting rooms, time, group supplies)
Run all meetings
Help to resolve conflict
Recorder (Scribe) Responsibilities:
Take meeting minutes
Maintain Design Notebook
(will be discussed)
Maintain copies of all pertinent paperwork
Assist Team Leader as needed
Paperwork, paperwork, paperwork!
Treasurer Responsibilities:
Handle all financial issues
Receive check
Cash check
Maintain funds
Keep team leader informed of financial status
Keep team members informed of financial status
Maintain all receipts for purchases of materials, supplies, etc.
Team Member Responsibilities:
Focus on the purpose of the team
Focus on team goals vs. personal goals
Work to develop an atmosphere of trust and respect
Listen more than you talk
Communicate clearly
Participate fully
Make realistic commitments and keep them
Respect (not necessarily like) your fellow team members
Team Member Responsibilities:
Be open to others’ ideas
Give others your full attention
Actively listen
Don’t get mad if the team doesn’t use your idea
If you have an idea, be able to support that idea
Criticize constructively
Accept constructive criticism
Team Leadership Structures
(AKA Organizational Charts)
Team documents and meetings
Design notebook
Team working agreement
Meeting agendas and minutes
Design memos
Planning and conducting meetings
Design Notebook
Used for documentation of project
Example items for Design Notebook
Disk with all information
Copies of all pertinent information
Meeting agendas
Meeting minutes
Team working agreement
Team Working Agreement
(Team Ground Rules)
Referring to the agreement made at the formation of a team
All members of the team should sign and date the agreement
Keep this agreement in your Design Notebook with your graded work and other materials
Expand your working agreement later if the need arises
Examples of Ground Rules
How decisions will be made
(i.e. majority, consensus, team leader, etc.)
Attendance at team activities
(meetings, regular schedule class periods, etc.)
How work will be divided
Consequences of failed actions
Example Team Working Agreement
Meeting Agenda Items
Items to be discussed
Person or people leading the discussion for each item
Desired outcome of each item
List of ideas or options
Shared understanding
Priorities
Decision or recommendation
Action Steps
Estimated time for each item
Meeting Evaluation
Design Memos
Memos (memorandums) are one of the primary means of communication between employees and supervisors
Two primary reasons to develop good memo writing skills:
Communicate information clearly and logically
Have clearly written sentences
Avoid features that detract from the content (e.g., misspellings, incorrect grammar, rambling statements…)
Present a positive impression of yourself and your abilities
This may be the only “meeting” with you that your reader has
Format of an appropriate design memo is next…
Slide 43
Team Meeting Process (5-Steps)
Plan
Start
Conduct
Close
Follow-Up
Team Leader Role at Meeting
Open the meeting
Review agenda and make changes as needed
Have recorder/scribe track notes and time
Facilitate discussions
Guide team
Lead meeting evaluation
Gather ideas for next meeting
Close the meeting
Managing Design – Project Management
Design is an activity that can consume significant time and resources
This lecture outlines various techniques that allow a team to manage and control a design project
The 3Ss of project management:
Scope
To know the goals and to accomplish them
Spending
To complete the project within the specified budget
Scheduling
To finish the project “on time”
Project Management Approach
Managing the design process consists of four functions:
Planning
Define scope, schedule and spending (the 3Ss)
Organizing
Determine who is responsible for each project task
Leading - Motivate team by showing that
1) tasks are fair
2) division of work is fair and
3) level of work produces satisfactory progress toward goals
Controlling
Relies on a sound plan to measure progress and take corrective actions
Project Management Tools
Work breakdown structures (planning, organizing)
Determines scope of activities
Hierarchical representation (like a family tree) of all tasks
Work is “broken down” into pieces small enough to estimate resources (£, number of persons) and time required
Team calendar (planning)
Shows time available to the team
Highlights deadlines
Gantt chart (planning, organizing)
Horizontal bar graph mapping design activities (and their duration) against a timeline
Shows parties responsible for activities
Work Breakdown Structures (WBS)
WBS is considered the most important management tool for design projects.
It decomposes overall task into smaller, more manageable subtasks.
As a simple example, consider a spacecraft design:
Work Breakdown Structures (1)
Observation 1:
Each item that you take to a lower level should be always broken into two or more subtasks
Work Breakdown Structures (2)
Observation 2:
Break down an activity until you can determine
> how long it will take and > who will do it
Work Breakdown Structures (3)
Observation 3: WBS should be complete in the sense that
any activity that consumes resources or time is included
Observation 4: Any part of the hierarchy of tasks should add up
Team Calendars
A mapping of deadlines (given to you) onto a traditional calendar
Also include team -generated deadlines for tasks in the WBS
Becomes an extension of the team working agreement
Include recurring or routine activities such as team meetings
Team Calendars
Points to keep in mind:
Team calendar should be reviewed at each meeting
Times on calendar should be consistent with WBS
Gantt Charts
The Gantt chart is named after a well known industrial   engineer, Henry Laurence Gantt
During World War I (1910s), he studied manufacturing processes and labor utilization to improve the productivity of munitions factories
A Gantt chart is an easy-to-use, valuable Project Management tool
  It shows, in one table:
Tasks to be completed
Persons responsible
Start, duration, and end times/dates
Activity precedence (what has to be done first, in what order)
Gantt Chart Example
For scheduling, it is critical to understand the precedence relationships between tasks
Sequential tasks - Task 1 must be finished before Task 3 can begin
Parallel tasks - Tasks 3 and 4 can be undertaken simultaneously (or in parallel)
Budget: Show Me the Money
Design project budgets consist of:
Research expenses
Materials for prototypes
Materials for your “final” product (really, it is still a prototype)
 Value of design team time
Value of Design Team Time
A simple algorithm to estimate value of design team time
Costteam = Moverhead * Costdirect
Moverhead is a multiplier that covers fringe benefits, supervision, profit and facilities costs to the organization
Costdirect is the money/pay that you, the designer, would see in a paycheck
Typical values: Moverhead = 2 – 4
Costdirect = £15 – 50 /hr
Even at a minimal wage (£5/hr) for a design team of
five for ten hours a week for ten weeks,
the cost is £5000-10,000
Conclusion on Budgets
Make initial estimates of your budget for
Research expenses
Materials for prototypes
Materials for your “final” product
For value of team time, keep records of hours spent on the project throughout the semester
The bottom line on the value of design team time:
10
Minutes BREAK