Firnas'16 R&D Plan

’16 R&D Director Plan

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‘16

R&D Director Plan

By

Ahmed Nasser Korra

3rd Automotive Engineering–Ain Shams University

[email protected]

01099225979 - 01143509937


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Contents

Vision, Mission, Goals & Reason of Applying ……………..…….… 3

Core Values & Objectives ……..……………………………………………. 4

Job Qualifications ………………………………………………………………. 6

Trainings Required …………………………………………………………….. 7

Competitions………………………………………………………………………. 7

SWOT Analysis for Firnas ……………………………………………….…..…8

Action Plan……………………………………………………………………….…. 9

Risk Plan and Scenarios …………………………………………………..…. 12

Rules of R&D …………………………………………………………….…….…. 14

Standardization ………………………………………………………………..… 15

Documentation & Reporting …………………………………………….… 24

Coordination ………………………………………………………………………. 27

Output Confirmation Techniques ……………………………………..… 28

Competitor Analysis …………………………………………………….…….. 29


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DOCUMENT… ANALYZE… CONTROL

Vision

Firnas passes its 1st anniversary with every step documented, every problem researched on and every

output controlled

Mission

Delivering the concept of why we do researches, why we apply quality and how can documentation

move us to a higher rank in our first year.

Goals

Making Documentation a culture not a task by mentioning its importance for Firnas team in the current

season mainly and for the coming generations in general

Founding a Documentation System that enables the next generation in Firnas to review our season as if

they were with us, trying not to ignore details or hide any problems

Release the fear from quality authority on the outputs, and the difference in outputs when quality is

involved or not

Simulating a customer in every action to try to satisfy our targeted customers and attract new sections

Reasons of Applying in Firnas ASU Branch

To apply different techniques and trainings which I had at FIRNAS-Egypt and MECA

Academy, concerning Quality, Research and Development Departments.

A Chance be a leader for a group to reach specific goal, show my abilities and pass my

knowledge

Being Specialized in Automotive Department this year gives me an opportunity to get up

with the scope of Firnas, to Make Arab World leader in Aviation Technology and

Industry.

Establishing a Documentation system that enables Firnas ASU to be a sustainable

organization that can detect errors in each committee and try to fix it


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Core Values

High Spirit

Commitment

Ethics

Attitude

Abundance & Pay it Forward

Objectives

Member Recruitment: Recruiting the best fitting team. KPI: % out of harmony members decrease

Opening Phase:

Introducing Firnas to the crew and Setting the core values of Firnas to the new Comers

KPI: Number of applicants for attending reaches 750 Application.

1st Meeting:

Breaking-Ice between new comers , introducing each one to the other, Group them according to

specific criteria

KPI: Checking their communication skills on social media , and try to force them to interact together.

Building Up Phase:

Increase the Skills of the members of each committee, Build commitment and unify the vision for the

year, giving the members enough training to start their job having a good background

Making a quiz for them to examine their understand for each topic

KPI: Members that are ready to work with are more than 7/10.

Number of members that initiate ideas increase during the season

Survey Phase:

Document all the data about student activities and Try to get R&D system of multinationals

Get an R&D System integrated for Student activities and alternating to that mentioned in the plan

KPI: Reach any data easily and progress tasks more efficiently with accurate data


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Working & Coordination Phase:

Update forms of documentation

Gather data about each committee, members’ database meetings MOMs, Tasks and Progress reports,

Sessions Content “Trainings and Event” , No. of Attendees in each meeting, GM, Training, Event’s Booth,

Documentation of Problems that face the organization by a weekly report from each committee “to be

filled in a specific form for Problems Data “,

Documentation of Topics that researches had been made on and its results” what our Research have

cleared “and implement the results on student activity approach,

Standardization forms to be made concerning each committee and what should have standards to be

tracked on and avoid using experience without referring it to a standard

Teach leadership Skills and improve it to build heads of tomorrow

KPI: Number of members who are motivated towards the work increase & Number of member who

wants to apply as heads next year more

Booth

Reaching the largest number of Students in college.

KPI: Getting 3,500 applicants in first week of launch.

Interviews

Interviewing not less than 500 applicants in one week

KPI: HR team receives high ratings in Feedback and participants are satisfied even if rejected.

Sessions

Make the sessions get out with the most perfect way of coordination it could be on.

KPI: No. of Satisfied participants and members are more than 8/10.

Closing

Make the Participants and crew leaves the year full of joy and honor to spend it in that place.

KPI: make it gets out with the same level of the opening.


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+1

Important

critical

Job Qualifications

Basic Criteria “Critical”

Commitment/ Reliable

Team Worker

Self-Learner

Good Time Management

Sense of Loyalty

Sense of Documentation

Secondary Criteria “Important”

Work under stress

Flexible

Open minded

Extra Criteria “+1”

Soft skills

Self learner

Positions Allowed Entering Interviews:

R&D Director

President

HR Head & HR Member”if exist”

No. Estimation

OC Coordinators: 4 Members + 2 Risk Members.

AC Coordinators: Equals to No. of Workshops + 4 Risk Members.

EA Coordinators: 5 Members + 3 Risk Members.


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Trainings Required

MOC “Management of Change” and Coordination between Departments “One and half hour”

Risk Assessment, Planning & Forecasting for Events “One and Half hour”

Customer Satisfaction and VOC “One hour”

Techniques of Research and Advanced Search tools “One hour”

Documentation Systems and Database Analysis “One and Half hour”

Quality of Outputs “QA vs. QC” “One and Half hour”

Soft Skills “Communication, Presentation, Time Management” “Two hours”

Total Training Sessions = 7, Total Training Hours = 10 hrs, in 3 weeks

2 Trainings in the first week and 3 Trainings in the second week, 2 Trainings in the third week

Competitions That Firnas Can Participate in:

The Airport Cooperative Research Program (ACRP)

AIAA design competitions

Airbus Fly Your Ideas

AHS International annual Student Design Competition

*A file will be attached later includes a description for each competition, a link to visit and how to get

rules and submission dates


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SWOT Analysis for FIRNAS

Strength

Enough number of committed members have

the qualifications required for this position

All the members have the ability to work as one

team

Timeline of Each Month will be shown for all

members.

Clear Vision & Mission for all Members.

Members have high spirit and agger to learn

new techniques

We have enough time to prepare for the main

event

Job Description file is ready for all members.

Weaknesses

No enough technical knowledge

Delay of execution of outputs

No Advisors , since it’s our first year

Opportunities

Since it’s Our First year , members will be more

concerned to put their prints in every output

We have already Aviation club in ASU

Engineering , so we don’t have to make

awareness campaigns about Aviation and its

applications

Firnas already Cooperated with some activities

by workshops which was effective and

competitions which results were published

recently , so Firnas Penetration in ASU

community will be fast

Highly Qualified Members.

Early Coordination.

Clear Job Description for all Committees.

Continuous Following with other Heads.

Timeline is well Managed

Threats

Time Risk

Trainers are not ready

Exams Timeline

Low no. of applicants

Members don’t adapt with built in quality

system

Delay of data may affect our time frame

Quality culture may be missed in Firnas Heads are not committed to the time frame

determined


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Action Plan for Firnas’16

11/10/2015 Firnas Board Announcement

From 11 to 13 /10/2015

First Board Meeting

Set the main vision and out frame and merge the plans together and set one specific plan

Preparations of the members’ recruitment online with a big online campaign

Reservation for interviews area

13/10/2015

Launching Member recruitment event

From 13 to 16/10/2015

Monitoring Recruitment’s Campaign

Answering all applicants about their inquiries and facilitate their online application

Prepare Interviews system and set out final criteria

Set out No. of members needed according to each Department plan

Ensure Interviews hall reservations and Risk Plan implementation

Creation of Data drive & making survey and feedback forms

From 16to 20/10/2015

Interviews are held

Preparation for training phases and contacting trainers to ensure a perfect training schedule

From 20 to 25/10/2015

Filtering interviews notes and choose the best applicants

Preparation for the opening

Choosing a place and a timing & Ensure Reservation

From 25 to 28/10/2015

Contacting Accepted Applicants and informing them with opening date, place and time

Applying Risk Plan in case of not completing the no. of required members


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29/10/2015

Firnas Opening and Members Welcoming

Gathering the Committee and introducing myself and also each one to another, setting a next meeting

in the same week to start in our objectives

From 30/10 to 6/11/2015

Begin the Building-Up Phase with 2 Trainings including HR training and game as an Icebreaker

A meeting will be held after each training to distribute some tasks concerning researching and

presentations, grouping the committee many divides to ensure that all of them are working with each

other efficiently

From 7 to 20/11/2015

Freezing for Midterms “7th and 8th week of Study”

20/11/2015

The First General Meeting to clear the vision and redirect the members to our main goal

From 20 to 30/11/2015

Building-Up Phase to be continued by 3 trainings including 2 technical at least to give the members the

sense of R&D, 1st Outing with Members

From 30/11 to 7/12/2015

Stressing on members by giving the last 2 trainings, checking their outputs

Online application for Coordination will be filled by the members

Filtration of members preferences and Distribute them on each department

Preparing presentations for each member to introduce R&D Department to his committee

Choosing Vices “3 vices”

From 8/12 to 20/12/2015

Coordination begins, Online Monitoring for each coordinator and giving feedbacks daily

2nd Outing with Members

From 25/12 to 30/1/2016

Freezing For Finals


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3/2/2016

Meeting with members to refresh their knowledge, receiving feedbacks about each department and

discussing problems

From 4/2 to 15/2/2016

Finalizing period for all outputs, checking every detail with each coordinator and making a final report to

be submitted to Firnas Board

Preparing all forms for documentation for Firnas’s 1st Event

From 16/2 to 29/2/2016

Continuous meeting with Firnas Board to make sure of our 1st event quality

5/3/2016

Firnas Event Launching

Preparation of Workshops place and Timing

Final Check for Each Workshop Layout and requirements from R&D Department

From 6/3 to 10/3/2016

Event Monitoring Day by Day and Try to eliminate any faults through feedback meetings

Online campaigns to increase the reach of Firnas Event

From 12/3 to 17/3/2016

Interviews for participants

From 19/3 to 24/3/2016

Selection of Participants and Informing Them with the Opening date and Time

26/3/2016

Firnas Workshops Opening

1/4/2016, 10/4/2016, 20/4/2016

R&D Checkpoints

30/4/2016

Workshops End and Begin of Competitions “If exist”


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Risk Plan & Expected Scenarios

Probability * Impact = Magnitude of Risk

Probability & Impact can be measured by weighting the risk as following to get the magnitude and to

not underestimate our risks

Phase Risk Solution Probability Impact Weight

During the Season From 11-10 to 30-4

Not Finding any sections for meetings at college

OC must have a direct Contact with all co-working spaces such as Zone , Fekra and Training centers as Elkomy, El Yasmin Centers to gather the members and go have their meeting there

2 1 2

Loss of Contact between the Board heads and directors each other Loss of Contact between the Board heads and directors each other

Creating a Social and Formal Channels for communication between all the board as a circle on Google+ and a Task Checklist Form to be updated online

2 2 4

Any Member leaves us under any conditions

Try to distribute his tasks among the team tasks, if it was an extra load so head to Head-Hunting for a new member, giving priority for who have your needed criteria but not accepted due to limited no. of applicants

3 2 6

Any Missing data that stops your progress

Contact the responsible head Discuss how to get it in board meeting

2 3 6

One of vices decides to leave his\her position

Internal recruitment for that position Work will be divided on the rest of vices and the director

2 2 4

Low =1

Medium =2

High =3


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Member Recruit-ment Phase From 13-10 to 29-10

Accepted Participants are of low quality

-Define more Criteria for Selection and accept a no. of participants more than the required by 20% -Keep Contact with the rejected applicants and document their interviews to be a backup for the current members and put them in a group named Firnas Society to easily reach them - Providing mentors to assist in coaching & Supervising in R&D work

2 3 6

Opening Phase On 29-10

Absence of the new members in the opening and ice-break meeting

Contact absence members to know the reason of absence and rate their commitment , conduct another meeting for those who were absent and keep them in contact with their teammates

2 2 4

Building- Up Phase From 30-10 to 7-12

Few Members are present in Firnas Building Up Phase, or getting excuses from some accepted

Try to coordinate new training sessions assure that the new sessions timing is suitable for 90% of the team by getting their Lectures timetables and ensure that before informing them

2 3 6

Training Instructor was not available for a session

Get the training material before any session by 48 hrs maximum and let 2 directors prepare this session as a backup , if it wasn’t prepared , Hr director can prepare icebreaking, motivational or soft skills session as a backup

3 2 6

No. of Trainings are too high

Shift Trainings to Vacation and give away least important training

2 2 4

Content of training is not enough

Get a professional trainer or contact ex-head of any activity specialized in that training

2 2 4


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Event period From 5-3 to 26-3

Low Spirit between the Team and get disappointed from the weak impact of Firnas Campaigns

Make an outing and remind them of Firnas Vision HR Department must have a motivational plan to raise team spirits by putting a time table for outings during the event in condition that it don’t oppose the tasks wanted, Firnas Board must mention the Vision and Mission and how our event implements in the same track to remind our members with the importance of their contribution to Firnas community

2 3 6

Rules of R&D Committee

One meeting would be held weekly in a fixed time (chosen by members).

Meetings should be attended by all Vices, unless there is an excuse.

No excuse for arriving late to the meeting and punishment system will be applied.

Feel free to talk about any problem.

Deadlines should be respected and all tasks should be delivered on time.

Any word marked as “confidential” shouldn’t be told to anyone outside the team.

Communication system between director and vices should be formal.


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Standardization

Any Student organization must have fixed standards to be tracked while executing their output

R&D Standards: Search results must be reported in a special form to easily reach it afterwards

Project Management:

Banners standards

1. Define the Purpose of Your Banner Ad

2. Know the Message You Want to Convey

3. Keep Your Message Brief and to the Point

4. Choose the Right Color or Colors

5. Keep the Design Simple

6. Use Relevant Pictures or Images

7. Use Legible Text or Fonts

Booth Standards

FIRST: BOOTH

The standards at booth are divided into three categories as shown down:

1-Members

2-Materials

3-Overall view

Starting with MEMBERS:

All members must wear the T-shirt

All members must wear the name tag

Suitable No. of OC members must attend to overcome the number of applicants “during rush is more

than normal hours.”


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Suitable No. of IT or OC members must attend to serve the applicant quicker and easier

At least one PR member attend to checkup the Rollups and sponsors materials

At least one R&D member attend to take notes ,feedbacks and do surveys

At least One HR member attend to raise the members spirit through day and do other tasks

At least One OC-Logistic member attend to handle the problems of leakage in materials (fliers-banners-

registration cards …..etc)

The booth leader must be announced and the communication system to be cleared.

Minimum number of mocks for OC members

All Heads or a presenter for each committee must attend to handle any problem related to the

committee job

MATERIALS:

A Suitable no of flyers must be printed to suite all our applicants

A main banner must be hanged

All Name Tags and T-shirts must be finished before the Opening day of the booth

Registration cards must exist to be given for the applicant containing his Code

Delivering booth benefits

The preparing for the booth and his logistics must be finished before the opening day with at least 24

hours

Feedbacks must exist at the registration place and must be served for the applicant

OVERALL VIEW:

Maintaining FIRNAS’s image in front of the booth “No eating, drinking, joking, smoking or talking to

applicants inside or near the booth”

The Booth must Start and finish on time announced for previously

A report must be written from each committee for each day at booth

If there any need for external booth all above points must be checked


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Flyer Standards

1. Simple, eye-catching big headline

2. Use no more than 2 font styles.

3. Align content with a grid.

4. Make sure the image you’re using does not compete with the copy

5. Less is more, keep words to the most essential

6. Avoid using too many images, or having too many large logo all over the place

7. AVOID stretching images and text

8. Leave some white space in your design

9. Last check: What, When, Who, Where, and contact info

10. Proof before you print

Website standards

Comfortable link navigation.

Avoid dead links.

Make a readable page.

Avoid too much multimedia content.

Provide search option.

Test with various browsers.

React to user feedbacks.

Always look for dissimilar peoples.

Consistency in improvements.


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Interview Standards

Selection phases

The selection phases’ standards are categorized by type of selection phase like:

1- PST

2- Interviews

3- Group discussion

4- Assessment center

1- PST:

All sections contain equal number of questions

All sections are of the same difficulty

Members should be at the location of the PST before starting by 30 minutes.

Members must wear ID

Suitable number of FIRNAS members from all committees

2-Interviews:

Score sheet , application form, and feedback must be prepared before

A suitable place must be served before

no member do an interview before making mocks

Suitable number of FIRNAS members from all committees.

3-Group Discussion:

same as Interviews but interviewee are ranged between 6-8 and interviewers can be more than one

4- Assessment center:

Availability of enough members according to the man power requirements.

Same as interviews


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Slot time

Number of interviewers

sat sun Mon Tues Wed Th

10:00

11:00

12:00

1:00

2:00

3:00

4:00

5:00

6:00

Event Standards

Items Quantity

Chairs 44

Tables 3

laptops 6

Table covers 3

Pens 18

Database 4

Desks 14

Boxes for the answer sheets 6

Boxes for the feedback sheets 2

moshtarakat 3

Roll up 1

Wireless -------

Water bottles 45/day

A4 papers 2700

Brochures 100

Answer sheet boxes 2


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Multimedia Committee Standards

a. Videos :

Item Minimum (Basic requirements)

Recommended (The more the better)

customer delighting

i)Video capturing

Stability of the camera

Camera should be stable during

recording

Using stand (tripod) to assure stability

Lighting providing enough lighting during

recording

Using spots concentrated on face

Background -Using suitable background for video

content -not showing rubbish, broken or old building

& walls contains abuse or insult.

(Except in the case of a need for that video

content)

- Beautiful landscape background

- using green Chroma and setting a

background on computer .

Camera specs Using efficient camera with clear

view

Using professional camera with high

specs

No. of cameras 1 2

Voice quality Clear & loud voice without disruption

Using microphone with pop filter.

ii) Video editing

Logo& titles

-Firnas logo on the beginning of the video. -It’s forbidden to make any edits in logo. -no misspellings in titles .

-FIRNAS contact information. -Title of the event. -Name & position of the speaker. -event date.

Pixels Image should be clear with no problem with pixels resolution.

_______________

Splits Smooth transition between scenes

Using special effect like fade in/out


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Color correction ________________ Using special effect for color correction

Effects ________________ Use necessary effects for producing amazing video like: slow/fast motion, black & white, motion blur or any other effects.

iii)Background music

Type Using suitable background music for the video content.

Using different sound tracks in the same video according to different situations.

Tone Quiet Quiet during speaking. Loud during rest of the video.

iv)Rendering

Rendering time Start rendering before deadline by suitable period .

Start rendering before deadline by 24 hours. using a high specs pc for rendering.

Sound & picture Sound should flow with the same rate with picture.

b. Photos :



customer delighting

i)photo capturing

stability of the camera

Camera should be stable during recording

Using stand (tripod) to assure stability

background -Using suitable background for video content -not showing rubbish, broken or old building & walls contains abuse or insult.

- Beautiful landscape background - using green Chroma and setting a background on computer .


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(Except in the case of a need for that video content)

Camera specs Using efficient camera with clear view

Using professional camera with high specs

No. of cameras 1 2

Shooting content -showing people related to FIRNAS event or booth . - not showing people of other activities . - not showing people making fun of each others .

- try to shoot people in their perfect position like during smiling or cheering up.

ii)photoediting

Logo & titles -FIRNAS logo on each photo. -It’s forbidden to make any edits in logo. -no misspellings in titles.

-FIRNAS contact information. -Title of the event. -Name & position of the speaker. -event date.

pixels Image should be clear with no problem with pixels resolution.

_______________

Color correction ________________ Using special effect for color correction

Publications Committee Standards



customer delighting

Logo -FIRNAS logo on each T-shirt, flyer, ID, banner, rollup or any other publications products. -It’s forbidden to make any edits in logo. -FIRNAS logo is bigger than any other logo in publications.


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titles -no misspellings in titles. -using suitable icons & suitable font size for titles and texts. -FIRNAS contact information. -Title of the event. -event date.

pixels Image should be clear with no problem with pixels resolution.

_______________

Color -text s, titles & background color should be similar or suitable for logo colors. -It’s forbidden to use colors similar to other brands’ colors.

IT committee Standards



customer delighting

Same as publications committee in addition to :

Server specs Server capacity should be greater than website traffic.

Increasing server capacity at rush hours of logging in & decreasing it at off-

peak traffic times.


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Documentation & Reporting

Aim of documentation process

1. Preserve Firnas’s History. 2. Any data available any time. 3. Used afterwards in analysis.

Documentation for a meeting

Date

Place

Estimated time for the meeting

Starting time

Ending time

Actual Starting time

Actual Ending time

Attendance

Agenda

Real Content of the meeting

Check list Template Percentage of Attendance

Content of Meeting

Tasks Delivered

Tasks Taken

Time of Meeting

Documentation Tools


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Documentation Tools are used to easily collect data and analyze it to find the error and control your output. 1) Check Sheet: It helps in Monitoring process and standardized the output.

2) Cause and effect “Fishbone” diagram Helps determine root causes.

Encourages group participation.

Uses an easy-to-read format.

Increase process of knowledge.

Initiate Cause and effect tool in problem solving.


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3) Flowchart Promote process understanding.

Identify problem areas and improvement opportunities. Initiate Flowchart tool in process and improvement analysis.

Continuous Improvement The development system will be applied using previous tools and PDCA cycle to ensure a continuous improvement for the system.


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Coordination system

1. R&D director report to the president and vice versa.

Topics: Work completed, Team performance, feedback form, comments and suggestions, Work planned list, feedback report on events.

2. R&D Director reports to project managers and vice versa.

3. Heads fill in MOMs form every meeting and send it to R&D director.

4. Send a Members’ satisfaction feedback form to the head of each committee every month and then the head deliver the feedback forms to his/her members.

5. Finally, Heads resend these filled in feedback forms “by the number of members” to the director of R&D.

6. Follow up in the reports about “Work progress, problems, suggestions, warnings …etc.” with heads of committees.

7. A weekly newsletter will be sent to members by email at a specific time containing “Crew performance, Work in progress, work completed, Social events of members, Best committees…”

8. The Newsletter forms will be done with the cooperation between R&D and media committee.


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Output Confirmation Techniques

Outputs from any department should pass by R&D department, whether the head or trained members

will refer it to the basic standards and make a report with their recommendations if their was anything

missing

This can be done by :

Assigning one R&D Coordinator in each committee , and every sector in Firnas have one general

coordinator to monitor the performance of the coordinators

Every Workshop must have R&D Coordinator , so no. of workshops will affect in the 2nd

recruitment for R&D Members

Outputs Should Follow the Communication System put in Firnas

Outputs in Firnas must follow Communication System

Normal Situation Tasks

Board -----> Head -----> Member

Delayed Tasks from heads R&D Coordinator -----> R&D Sector Vice -----> R&D Director -----> Board

Coordination

Reporting R&D Coordinator -----> R&D Sector Vice -----> R&D Director -----> Board

Evaluation R&D Coordinator -----> R&D Sector Vice -----> R&D Director -----> Board -----> Head

Collaboration & Cross Function Teams Board -----> R&D Director -----> Heads of Committees -----> Members

Confliction Head -----> R&D Coordinator -----> R&D Sector Vice -----> R&D Coordinator -----> Head

Event R&D Member -----> R&D Day Manager -----> Head -----> Member


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Competitor Analysis

AVIATION CLUB

Start Date

Founded in 2011

Short Description

Vision: To be the leading office for aviation in all over the world and to establish community capable

of building and developing aviation field as research center in our arabian society.

Company Overview

Issue Focus, practical and theoretical Training and research abilities in Aviation field.

Three mainly tracks to reach our goal:

- Academic track: it includes all ages ; juniors , under

graduates and post graduates.

- Seminars track: Aviation club is represented

everywhere through Seminars include all events and

speeches.

-Research track: Our Research track crew works to

reach new technologies and develop it under the

supervision of staff of doctors from faculty of

engineering ASU.

Mission

Organization has an experience in the field of aviation, works as

trainers to introduce and develop aviation technology and make

it usable in all aspects of life.

Products

Aircraft Models + Aviation & Aerospace Researches

Email

[email protected]

Website

www.aviationclubeg.com

https://www.facebook.com/egaviationclub/info/www.aviationclubeg.com

Firnas'16 R&D Plan

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