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University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
The RAMESES Method. The RAMESES Method.
COMM80: Risk Assessment of Systems Change
Unit 14
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
Objectives of Objectives of Session CoverageSession Coverage
• To understand the systems change perspective considered.
• To learn about the Concept of “Risk” in the method.
• To gain an understanding of the RAMESES method.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
What isWhat is RAMESESRAMESES??
• An approach that can be used by SMEs to assess risk of systems change.
• Why is it needed?– Do IT systems always to live up to expectation?– Do IT systems always fit how the business operates?
• Systems Specification is hard.
• Two aspects of change: Business process and IT systems.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
Background toBackground to
RAMESESRAMESES• Development via liaison with SMEs
– studied them and their problems/successes in deploying new IT systems.
• Usage– tested and refined in a range of (mostly manufacturing)
SMEs.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
Concept of “Risk”Concept of “Risk”
• Risk is not viewed as a percentage or number– Risk of systems change can only be
assessed by profiling:• the differences between views of business
activity• the gaps between perceived and actual IT
usage.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
RAMESESRAMESESFrameworkFramework
SS-3 SS-2
SS-1DC1-1
DC1-2 DC1-4
Data Collection: Phase 1
Data Collection: Phase 2
DC2-3 DC2-5 DC2-4
DC2-1
DC2-2
The
risk
gaug
es c
an b
e us
ed a
t any
tim
edu
ring
the
data
col
lect
ion
and
ana
lysi
s pr
oces
s
RG-2
RG-1
RiskAssessment
A-1
A-6A-5
RG-2RG-1Identify the Change andIts Characteristics
DC1-3 A-4
Key to the symbols used.
Data Collection Activity (identifies what data to collect,when, who from and how)
A-n Analysis Tool (compares specific data sets)
DCn-m
RG-n Risk Gauge (snap shot of risk)
SS-1System Specification Activity (identifies what isrequired in a new IT system and the constraints)
A-3 A-2
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
Components of Components of RAMESESRAMESES
• Data collection (auditing)
• System specification
• Analysis (comparisons, gaps)
• Risk assessment (gauges)
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
Data Collection Data Collection (Auditing)(Auditing)
DC1-1: Identify Business ActivitiesDC1-2: Mark IT Usage on the Business Activity ModelDC1-3: Undertake IT AuditDC1-4: Map Proposed IT System onto the Business Activity ModelDC2-1: Scope the Extent of the Detailed Data CollectionDC2-2: Identify Staff within the Business ProcessesDC2-3: Task Trail the Business Processes within the BoundaryDC2-4: Audit Staff IT Profile DC2-5: Audit Staff IT-Satisfaction
DC1-1
DC1-2 DC1-4
Data Collection: Phase 1
Data Collection: Phase 2
DC2-3 DC2-5 DC2-4
DC2-1
DC2-2
DC1-3
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
System System SpecificationSpecification
SS-1: Identify Technical Systems Specification for Required System.
SS-2: Develop List of New IT System Features:InfrastructureBusiness/Sector SpecificSupport Services
SS-3: Define Range of Potential Actions for Identified Changes
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
IT Analysis: Focused IT Analysis: Focused on Business Process on Business Process
A-1:Compare IT Usage:
Proposed against Existing
Map from DC1-2
Map from DC1-4
Expected Impact ofProposed Change
A-2:Compare Existing IT Usage:Perceived against Detected
Map from DC1-2
Abstracted Map fromDC2-3
Gap between reality andperception
A-3:Compare IT Usage:
Proposed against DetectedAbstracted Map from
DC2-3
Map from DC1-4
Actual Impact of ProposedChange
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
IT Analysis: Focused IT Analysis: Focused on Proposed Systemon Proposed System
A-4:Compare IT Audit against
Proposed IT SystemRequirements
New IT SystemRequirements (from SS-1)
IT Audit (from DC1-3)
Analysis of TechnicalFeasibility
A-5:Business Feature Analysis
for Proposed IT System
Current Support fromDC2-3 and DC2-5
New IT System Features'List (from SS-2)
Analysis of Fit ofProposed IT
Range of potential actions foridentified changes (from SS-3)
A-6:Staff Competencies Relative
to Proposed IT System
Impact of ProposedChange
Skills Audit from DC2-4and DC2-5
New IT SystemRequirements from SS-2
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
Business Activity Map Business Activity Map (IT Usage Marked)(IT Usage Marked)
Production Planning andProduction
BuildPlanning
MRPLoading
CapacityPlanning
ResourcePlanning
Document-ation
Issue
Monthly/Daily
BuildPlanning
Despatch
DocumentControl
Customer
DailyBuild(Plan
)
DailyBuild(Actual
)
Key
Where MRP is used
Where MS Office is used
Miscellaneouspackages
Assurance
Build Plan
CapacityPlanning
Capacity PlanningSpreadsheets
Shop FloorTargets/Plan
Works Order
Under Release Report
Drawings
ProductManagementPlans
Build/ Test
Packed Product
QA Product
Product
Targets
DailyProductionMeeting
WeeklyOperatorsMeeting
ApprovedDrawings
Quality
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
Business Activity Map Business Activity Map (Proposed (Proposed IT Marked)IT Marked)
Operations Business Planner(Service)
RMA
ReceiveGoods
NCIssueRM
AReceipt
BookIn
Acknowl-edge
RMAReceipt
MaintainCurrentbusiness
CompaqissuePicklist
WinningNewBusiness
TestTest Product
Document
NoteCompanyPack
Q.A.
Re-Work
PickCompon-ents
Ship
Repairs
Pack
QA
Document
Reconcile
Resultstocustomer
Pass
Fail
Compaq
ReceiveGoods
DispositionfromInspection
POReceipt
RaisePO
Acknowled-gementtocustomer
IssueMaterialsto
workorders
BERScrap
RaiseWorkOrder
s
WorksOrderReceipt
StockTransfer
RaiseForecastOrders(4
Months)
ReceiveMonthlyForecast(Order)
Sales/Worksorders
forcurrentweek
Run
MRP
GoodsIn
PlaceOrders
RaisePO
Action
ContactAgency
Personnel
Assess
Staffreduction
Justifystaffneeded
StaffRequirements
Action
AssessImpactonResources
FacilitiesEquipment
Key
Where MRP is used
Where MS Office is used
Where Miscellaneous packages are used
Proposed ERP System
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
Risk GaugesRisk Gauges
• RG1: Change Consensus– purpose: to assess agreement among the
Senior Management team (SMT).
• RG2: Change Context– purpose: to assess the SMT’s perception of the
context of the proposed changes.– purpose: to assess the SMT’s perception of past
company experience.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
RG1: Change RG1: Change ConsensusConsensus
Identified change:Implementation of new ERP system to replace packages currently used with an integrated solutionJustification of need for change:•Our system is out of date and difficult to maintainand•We know we are not operating at best efficiency and wish to investigate further. Consensus among SMT:Strongly Agree: 2, Agree: 1, No view: 1, Disagree: 0
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
RG2 Change ContextRG2 Change Context
• Considers– Project Timescale– Project Scope– Nature of Project– Cost of Project
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
RG 2: Change RG 2: Change ConsensusConsensus
Change Consensus: Expected Impact
0
1
2
3
4Time
Scope
Nature
Cost
Expected Impact * Confidence
0
1
2
3
4Time
Scope
Nature
Cost
Manager Proposing Change Senior Manager 1 Senior Manager 2
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
RG2: SMT Consensus RG2: SMT Consensus on Experienceon Experience
SMT Perception of Company's Experience of Project Timescales
0%
20%
40%
60%
80%
100%
Proposer SM 1 SM 2
2 years
18 months
1yr
within 6 months
SMT Perception of Company's Experience of Nature of Systems Change
0%
20%
40%
60%
80%
100%
Proposer SM 1 SM 2
radical change withinorganisation
radical "localised"change
incrementalchange/organisationallevelincrementalchange/localised level
small localisedchange
SMT Perception of Company's Experience of Project Scope
0%
20%
40%
60%
80%
100%
Proposer SM 1 SM 2
over 75%
between 50% and75%
between 25% and50%
<25%
SMT Perception of Company's Investment in Individual IT Solutions
0%
20%
40%
60%
80%
100%
Proposer SM 1 SM 2
over £50000
between £20000 and£50000
between £5000 and£2000
between £1000 and£5000
< £1000
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
Impact of RAMESESImpact of RAMESES
• Information gathered when needed – stored for future reference
• Comparative analyses using defined data sets for specific purposes.
• Simple diagrams are used to show:– business processes– IT used within business processes– impact of new IT on business processes.
University of Sunderland COMM80 Risk Assessment of Systems Change Unit 14
Usage of the ToolsetUsage of the Toolset
• Internal assessment - gains from SMEs' knowledge of their business. – Data collected via simple workpacks, these
can be used in isolation or within the method.
– Business activities can be mapped to required level of granularity.
– Senior management consensus can be tested.