Practical know-how of the Global Project

Hitoshi Goto

Ukihiko Takagi

In Part 12, we discussed the management point such as "visa issuance and length of stay". This time, we will look at the important points regarding to the use of PC software in overseas projects.

If local licenses are not obtained, it is a violation of laws and regulations.

Since software's terms and conditions are also legal matters, please be careful.

Although it is common to bring PCs that used in Japan to overseas business trips (or other trips), strictly speaking it might be a violation of laws and regulations.

For example, many people use Microsoft products on their PCs, of which the licenses can be used only in Japan. If the products are used overseas, it will violate laws and regulations. To be used overseas, the license articles must be checked, and if it is licensed only in Japan, other local license must be obtained.

If we install a software product on clients PC as a provider, export control may be needed.

Let's take Microsoft products as an example: export restrictions under Japan's Foreign Exchange and Foreign Trade Act as well as U.S. laws and regulations are applied. For latest information on Japan export restriction, please refer to Ministry of Economy, Trade, and Industry (METI)'s website.

It is also required to prepare a document called "Parameter Sheet" to confirm the necessity of export license at the Customs.

PCs that can be used in Japan can't necessarily be used overseas as it is. Instead, consider it as cannot be used overseas. It is necessary to examine thoroughly and check the compatibility before taking them overseas.

Information on progress and issues management is shared in Web tools.

In Japan, progress management, issue management, etc. are inputted in the format of spreadsheet software such as Excel. Furthermore, in addition to making separate report when necessary, it is common to have the secretariat who are in charge of the consolidation prepared the reports for the sake of meetings and company management.

There seem to be many ways to do this management in factories. In Japan, indirect-operation resources (often from management) gather data and process it in various ways to manage it in detail.

Even if you prepare an online management tool, it may be hard to get the input done, which is why indirect-operation resources are needed. In Japan it seems that there is a tendency for engineers and staffs, not only IT, to consider input work as troublesome. However, if input work is neglected, management information can not be kept up to date. Thus, indirect-operation resources will be needed for the sake of the latest management information.

Nevertheless, even in Japan, there is a trend to reduce indirect-operation resources, so we do not know how long it will be common practice.

However, in overseas reducing indirect-operation resources is done thoroughly. Not only large companies, but also small companies use the same tools for their company project management. Other than progress management and issue management, the same also applies to inquiry management, program change management, configuration management, and test process management during system operation.

There may be a problem with the quality of the inputted data, but if you define it as part of their task, they will understand that inputting the latest information is also part of the job, and they will always input the actual results.

The high turnover of human resources at overseas is the major reason why it is mandatory to put the latest information into the tools. If someone suddenly leaves the job or dismissed, it will be difficult for the remaining members to take over if they don't have the latest information.

To share information globally, web management tools are useful. If they are used for overseas companies, they should be mainly web-based rather than spreadsheet software, and Japan companies should get used to it.

<<Read [Part 12]Read [Part 14]>>

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