Agenda
2
1 Challenges & Pain Points
2 Approach & Solutions
3 Questions & Discussion
Maturity assessment revealed challenges and pain points
3
Understanding
Costs
Demand
Management &
Planning
Demand higher than capacity
Unprioritized demand
Unknown capacity
No clarity on cost of labor, projects,
applications and IT services
Efficient
Execution
Projects often seem to never end
Inefficiencies in the SDLC
Inconsistent time tracking analysis
Disconnected financial reporting
Lack of visibility into key project data
Demand exceeds capacity: are we doing the “right” work?
4
1,200
100
CompletedExisting
2012 - Initial Backlog
750
250
CompletedSubmitted
New requests in 2012
1,600
Remaining
2012 - End
The gap between demand and capacity was still increasing!
+35%increase
<1 month16%
<3 months13%
>3 months9%
InComplete62%
Multiple, disconnected processes & tools
5
Small Projects – SharePoint list
Large Projects – MS Project & Excel
Support tickets – SharePoint list
Portfolio Management – MS Excel & Clarity
Time Tracking – Custom web app
ALM (version control) – TFS 2008
Transformational approach
6
People
Process
Tools
Design & pilot one capability
Train
Support
Project Server & Professional
SharePoint
TFS 2012
UMT360
Demand & portfolio management
Resource management
Application lifecycle management
APM & financial management
Transformational1 Agile & iterative2
Mature capabilities4Integrate tools into one platform3
Repeat for other capabilities
One source of the truth
Strategic
DirectionPrioritize the
Strategic Pillars 2Set the Strategic
Pillars 1
CREATE
Submit Evaluate
SELECT PLAN & MANAGE
Assign, Execute & EvaluatePrioritize & Optimize
Prioritization
& Optimization
Design the investment selection & prioritization process flow
7
Work submissionBusiness Effort and
Strategic ImpactROI Analysis
Prioritization and
OptimizationIn-flight execution Closure Gate
Completed
Administrator
ValidationUnit Validation
Pre-flight list
Pre-flight Gate
Pull to in-flight
Parking LotParking Lot
Portfolio Analysis and Constraint Analysis
Final PortfolioSelection
Translated the process flow to the tool
8
This is where execution starts!
Build the business case
Optimize the portfolio
before starting the execution
Investments scored & prioritized based on strategic value
9
Metrics questions as part of the ‘online charter’ building
Strategic pillars scores by project
1. Define strategic pillars
2. Score individual projects
3. Compare project scores
Investment selection based on cost constraints
10
Value Perspective –
Efficient FrontierForce-in or out
projects
Investment selections based on resource constraints
11
Understand where and why you have
resource constraints
12
Analyze and track investment execution performance
In-flight project health
All work in only one place Pre-flight project
queue
Analyze and track investment execution performance
13
Analyze and track investment execution performance
14
Challenges along the way
15
Challenges Solutions
IT• ‘Yet another tool!’• ‘Tried this before!’
Implementation• Resistance to change• Limited internal traction
IT• One source of the truth• Re-organized IT delivery around services, not systems
Implementation• Persistent change management • Executive champions• Inclusive -‘See it, feel it, do it’
Organizational• WIIFM – gets ‘right work’ done• ‘Governance and process’ not ‘tools’• Different speeds for different teams
Organizational• ‘Isn’t this an IT thing?’• ‘Waiting on new leadership before we can define strategy’
The outcomes & impacts included:
• Single, transparent source of the truth for:– Project & work demand
– Selection & prioritization of investments
– Resource capacity
– Project status, health & completion
– Project, application & service costs
• Reduced the number of projects being executed resulted in– Less wasted effort on uncompleted projects
– More projects being successfully delivered
– Staff more focused, engaged as a result of lower context switching
– High quality outcomes and deliverables
16
The outcomes & impacts included:
• Collaborative, transparent, business & data driven decision
making
• Known cost of IT investments for business services – e.g. IT
costs per transaction
• Increased level of trust & IT funding
• IT is part of the business
17
Questions and discussions