Jaydev Chauhan - Determining Working Methods

Summary

Jaydev Chauhan discusses the evolving working practices necessitated by new technology at WatSPEED - University of Waterloo. He highlights the need for standardized procedures and governance, tailored for new tech integration. Chauhan shares how they developed new guidelines by combining vendor recommendations with in-house discoveries through trial and error. The creation of comprehensive guides and video resources aims to ensure seamless technology adoption and standardized operations across changing personnel. Ultimately, this blend of external insights and internal innovation supports the efficient incorporation of technology within their working environment.

Highlights

• Standardizing tech use is crucial for efficiency 🚀
• Created guides to help with tech rotation & transfer 🔄
• Video resources make learning tech fun and easy 🎥
• Developing processes involved trial and error ✨
• Collaboration between vendor guidance and internal ideas 🤝

Key Takeaways

• Innovation requires updated governance 📜
• Guides ensure seamless tech adoption 📚
• Videos enhance learning and retention 🎥
• Vendor specs + in-house experience = success 🤝
• Procedures evolve with experience 🔄

Overview

In today's tech-driven workplace, integrating new technologies comes with the challenge of updating governance and standardizing procedures. At WatSPEED, University of Waterloo, Jaydev Chauhan emphasizes the importance of creating robust guidelines to ensure consistent use of new technology across different teams and roles. They embarked on this journey by focusing on a governance structure that encompasses frequent use and involvement of various stakeholders, ensuring that practices are well-documented for easy transfer between employees.

A fascinating aspect of the process involved creating a comprehensive guide designed to ease the transition to new technologies for employees, particularly those changing roles. This guide outlines everything from planning, data storage, and user communication, to access rights, effectively covering all bases to ensure consistency and efficiency. Moreover, knowing the power of visual learning, video guides were also made to cater to varying learning preferences among the end users.

Chauhan further elaborates on the decision-making process for establishing these procedures, which, while influenced by vendor-supplied specs, largely relied on in-house experimentation and experience. This dual approach leverages external knowledge while harnessing internal insights gained from directly interacting with the technology, ensuring a more personalized and effective integration into their systems.

Chapters

• 00:00 - 00:30: Introduction and Identification of Governing Documents This chapter discusses the introduction and identification of governing documents relevant to new technology. The focus is on developing and introducing new working practices and procedures to standardize work in accordance with these technologies. The need for appropriate governance that suits the new technology is highlighted.
• 00:30 - 01:30: Modifications to Station System Guide and Center of Excellence Guide In this chapter, the focus is on updating several key guiding documents. It highlights the importance of these documents being used frequently and involving many stakeholders. From past experiences, certain documents were identified as requiring input from various parties. The chapter specifically discusses modifications to the guide on station system structure and components, ensuring it is comprehensive and up-to-date.
• 01:30 - 02:30: Guides and Video Creation for New Technology The chapter "Guides and Video Creation for New Technology" focuses on the modification cycle and the utilization of 3d40 Technologies. It introduces a guide aimed at end users, which was developed for the center of excellence providing data collection services.
• 02:30 - 05:00: Determining Processes and Vendor Collaboration In this chapter, the focus is on the experimentation and implementation of new equipment and software. The team works through understanding how the new technology functions and then documents these processes in a guide. This guide is designed to help employees smoothly transition in their roles; it includes essential questions to ask end users, job planning techniques, and specifics like the number of scans required. Such documentation ensures continuity and efficiency when employees rotate or change positions.

Jaydev Chauhan - Determining Working Methods Transcription

• 00:00 - 00:30 so jadev where is there new working practices that the technology required and if so how were these developed and introduced yeah um as we can expect there are numerous procedures and guidelines to standardize the work we do um so we we had to find governance that is suited for this technology and it has to
• 00:30 - 01:00 get used frequently and it should involve many stakeholders uh so from our previous work experiences we were able to identify few governing documents that fall into this criteria which have involvement from many stakeholders um so one of the governing document uh for example was a modification guide to our station system structure and components we we updated this guide to include
• 01:00 - 01:30 reminders at each stage of the modification cycle for users to utilize the 3d40 Technologies uh now this update was aimed for the end users so let's go into a guide that we created for the center of excellence which provides the data collection services so as soon as we got our hands on the
• 01:30 - 02:00 new equipment and software we started experimenting and figured out how we will make this new technology work so and then it was time to put it on a paper so if any employee goes on a rotation job or they switch jobs the knowledge can be obtained from this guide now this guide covers what questions to ask the uh the end user how how to plan the job how many scans to
• 02:00 - 02:30 take where the data gets stored how to process and publish the data where would the backup and archive files be saved which access rights to be granted and many more so in addition to this guide and modifications to our governance as you know picture speaks thousand words and video even speaks like maybe a million words um so we also made video guides for end
• 02:30 - 03:00 users and the center of excellence so the learning curve is actually High okay and that's from what you say certainly makes sense that new technologies that you introduce you want to very carefully determine what the working practices will be and document and record those so that they can be transferred from one person to another and so you have a standard way of doing
• 03:00 - 03:30 things to make sure it's always going to be done properly how did you decide what those processes would be so did the people who were working with that technology uh developed these uh operating practices themselves or did you get that from the vendor how did you decide what those would be some aspect of this procedure was developed in-house by gaining some
• 03:30 - 04:00 experience after using the tech for a couple of weeks the vendor provides technology but they do not necessarily know how our power plant is from inside so as a center of excellence who provides data collection services to the company we made a procedure on our own by doing trial and error and figuring out what's the best possible way to execute the data collection work for example 10 by 10 room we need minimum
• 04:00 - 04:30 four scans and if if there are more equipment tags in the room and so then we should cover all of them so anyone visiting the virtual data they can see the equipment tags so basically aspect of incorporating technology for our station system and structure and we meet the procedure on our own we did utilize vendor tech specs and their recommendations in our procedures so we
• 04:30 - 05:00 can see the number of points being collected at certain machine settings and how we can take scans remotely using a tablet so it was a combination of both but majority was developed in-house okay very important for people who are learning how to do this how to work with the introduction of Technology uh that your approach has been a combination of uh things that you learned from the
• 05:00 - 05:30 vendor but also things that you had to develop for yourself