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Presented By
G. Bailey & Associates, LLC
Business Solution:◦ A solution is a product, combination of products,
services, or a mix of products and services that is provided to address a client's specific business problem or other need.
Reference: Margaret Rouse http://searchitchannel.techtarget.com/definition/solution
Reference: http://www.dilbert.com/
Reference: http://blog.thingsdesigner.com/
Challenges with developing SharePoint Solutions:
◦ Narrow understanding of Functional Requirements
◦ Limited understanding of Existing Processes
◦ Inadequate understanding how to apply SharePoint features and capabilities using an holistic approach
Impact/ Results of Challenges:◦ Stakeholders do not have a unified understanding of
context, processes, and requirements◦ Ad-Hoc solutions that do not meet customer needs◦ SharePoint solutions are:Overly customized and complex
Not easy to modify, maintain and support
Not consistent in terms of design and implementation (no Configuration Management or Traceability)
Do not follow Governance guidelines
Not scalable
◦ Implementation and deployment delays◦ Migration Challenges
The Quad-D Methodology combines the insight of process engineering, structure of system engineering and the rigor of project management, while leveraging the uniform application of technology to deliver documented, supported and comprehensive organizational solutions.
“Quad-D”
Develop
Activities: • Continued PM coordination• Build solution • Establish Configuration Management• Test solution functionality
Artifacts: • Prototype • Updated project plan & WBS
Benefits: • Provides standardized /repeatable /traceable development process
• Fully exploits OOTB capabilities
Design
Activities: • Continued PM coordination• Assess define phase artifacts• Translate analysis findings
Artifacts: • Process Activity – SP Capability mapping• Functional Requirements mapping• Data analysis• Updated project plan & WBS
Benefits: • Bridges Define (What) with Develop (How)
• Provides roadmap for SharePoint solution development
• Streamlines data structure
GBA QUAD-D Methodology
Deploy
Activities: • Continued PM coordination• Ensure requirements are met• Establish support expectation• Identify Change Management & Release
Management processes
Artifacts: • Implement change control structure• Training & solution documentation• Updated project plan & WBS
Benefits: • Establishes standardized and repeatable change and release management processes.
Define
Activities: • Identify preliminary tasking• Identify the scope (5 W’s)• Determine Business Requirements• Define processes & procedures
Artifacts: • Initial project plan & WBS• Scope document• Process & procedural models• Functional requirements
Benefits: • Adds clarity in identifying initial requirements
• Helps manage expectations• Unifies stakeholders• Provides baseline for other phase
activities
Quad-D Project Management
(PMI)
Process Engineering
(Six Sigma)
Systems Engineering
(Agile SW Development )
DEFINE:• Scope• Functional Requirements• Process
• InitiatePlan
• Define • Stakeholder Communication & Collaboration
• Motivate & Empower Individuals
DESIGN:• Functional
Assessment & Mapping
• Data Analysis
• Plan
• Monitor & Control
• Measure
• Analyze
• Design
• Simplicity • Promote Sustainable
Development• Continuous Attention to
Technical Excellence
DEVELOP:• Prototype• Configuration Management
• Execute
• Monitor & Control
• Design
• Verify
• Early & Continuous Delivery of Value
• Deliver a Working System Frequently
• A Working System is the Primary Measure of Progress
DEPLOY:• Change & Release Management
• Close • Verify • Welcome Changing Requirements
• Regular Team Reflection on How to Improve
Widgets-R-Us is a small businesscomposed primarily of Sales,Marketing and Manufacturingdepartments, with a “C-Staff” (i.e.CEO, COO, CFO) in an overallguidance position. Currently, eachdepartment tracks internally derivedand cross-departmental actions viaemail, spreadsheets, phone calls,notes books, etc. and reports to theC-Staff during staff meetings or onan ad hoc basis.
This company desperately needs asingle, uniform action trackingbusiness solution to enhancecommunications, reduce coordinationtime, more readily track status andreport on resource utilizationassociated with actions in a timelyfashion.
C-Staff
Sales Marketing Manufacturing
E E E E E E E
Track Divisional Actions
Assign, Track and Manage Divisional Actions
Receive and Update Assigned Actions
Who are the Stakeholders?◦ CEO’s, Division Managers, Employees
What do they want?◦ A mechanism to capture, track, manage and report corporate actions
When do they need it?◦ NOW _ of course!
Where should it be developed?◦ Work with the SP Admin to determine best location within the
Enterprise Architecture
Why is it required?◦ To centralize corporate actions
◦ To enhance communications
◦ To reduce coordination time
◦ To more readily track status and report on resource utilization
The initial scope of the Widgets-R-Us initiative is to create a SharePoint environment that can be accessed by CEOs, Division Managers, and Employees; that provides the capabilities and functionality to capture corporate actions, assign actions to staff, monitor progress and report key metrics to leadership.
© GBA Proprietary Process Modeling Technique
Division Manager
Create Action
Assign Action
Employee
Assess Action
Complete Action
Review CTD
Action
Close Action
Reporting Process
C-Staff
Functional Requirements – The Short List…
Ability for C-Staff to track action information (Action, Description, Division, Due Date, Date
Completed, Log, Assignment)
Ability for C-Staff to track total actions by division, by status, by processing time
Ability for Division Managers to track actions by status and processing time
Ability for division actions to be separated
Ability for Division Managers and C-Staff to view action reports (not viewable to employees)
Ability for Sales to track customers, POC and POC phone numbers associated with actions
Ability for Marketing to track products with associated actions
Ability for Division Managers to assign actions
Ability for Division Managers to track progress of assigned actions
The ability for employees to receive and update actions
Process & Procedural Models and
Narratives
Functional/Business
Requirements
Key Deliverable
Identification
Key Artifact
Identification
Evaluation
Criteria
High-level Work
Breakdown &
Plan
Scope Document(s) content for Widgets-R-Us
Data Analysis:
◦ Review instrumentation
Email, Word, Excel
◦ Standardize data
◦ Normalize data
Process /Procedural Activity Mapping:◦ Create (Capture)
◦ Assign
◦ Assess
◦ Complete (Update)
◦ Report (Track)
Requirements SP FeaturesAbility to capture action information (Action, description, Division, Due Date, Date Completed, Log, assigned to)
SharePoint Columns
Ability for C-Staff to track All corporate actions
SharePoint Lists, Content Query Web Part
Ability for Division Managers to track actions by Status and processing time. Keeping Division information separate and employees from seeing reports.
SharePoint Lists (multiple),calculated fields (time), Views, KPIs (metrics) , WebPart Page (dashboards), Audience Targeting (access /navigation)
Ability for Sales to track customers, POC, POC Phone associated with actionsAbility for Marketing to track products with associated actionsAbility for Manufacturing to track components (HW SW) , and quantity with associated actions
SharePoint Columns, Content Types
Ability for Division Managers to assign actions and track progress
SharePoint List, Columns, Alerts
The ability for employees to receive and update actions
Filtered Views, List
Develop◦ Prototype that
leverages the following 10 SharePoint features.
1. Columns2. Content Types3. Custom Lists4. Calculated Fields5. Views6. Status Lists (KPIs)7. Web Part Pages 8. Content Query Web
Part9. Alerts10.Audience Targeting
/Permissions
Collaborate with SP Administrators
Create columns in column gallery
Create content types in content type gallery
Create custom list, enable content types
Create calculated fields
Enter test data
Create views within the lists for metrics
Create status lists (KPI lists)
Create document library for customizations
Use web part pages for customizations (dashboards)
Ensure Requirements are met
Establish support expectations
Provide:◦ Documentation
◦ Change control structure
Launch Business Solution
Challenges DEFINE DESIGN DEVELOP DEPLOY
Stakeholders not unified
Ad Hoc solutionsdo not meet customer needs
Solutions:• Overly
customized• Not easy to
modify, support and maintain
• Not consistent (CM)
• Do not follow Governanceguidelines
• Are not Scalable
• Deploymentdelays
Migration Challenges
Reference: http://www.cartoonstock.com
Notice that the Indicators (Total Actions Completed Early, Total Actions Completed on Time, Total Actions Completed late) – are the views in the source list in previous slide.
Define:
Process Engineering:
•Define• Identify Related Process
Activities, Inputs, Outcomes, Roles, Dependencies, Instrumentation
• Measure• Identify limitations & Challenges of currentprocess
Project Management:
• Initiate• Identify Goals, Objectives,
Stakeholders, Requirements
• Plan• Identify Tasks, Structure, timelines, Resources, dependencies
Systems Engineering:
• Stakeholder Communication & Collaboration
• Motivate & Empower Individuals –Stakeholder Buy-in
Outcomes:
1. Initial Project Plan and WBS
2. Business Requirements
3. Scope4. Process &
Procedural Models
Design:
Process Engineering:
•Analyze• Determine Options for
meeting Customer Requirements
• Design • Create New solution based on Identified Requirements
Project Management:
• Plan• Identify New Tasks, timelines,
Resources, dependencies
• Execute• Ensure task completions
• Monitor & Control• Ensure Tasking & Timeline
updates
Systems Engineering:
• Simplicity (OOTB)• Promote Sustainable Development• Continuous Attention to Technical Excellence
Outcomes:
1. Updated Project Plan
2. Process to Technology Mapping
3. Design Documentation
Develop:
Process Engineering:
• Design • Create New solution based on Identified Requirements
•Verify• New solution Satisfies Identified Requirements
Project Management:
• Execute• Ensure task completions
• Monitor & Control• Ensure Tasking & Timeline
updates
Systems Engineering:
• Simplicity (OOTB)• Promote Sustainable Development• Continuous Attention to Technical Excellence• Early & Continuous Delivery of Value• Deliver a Working System Frequently• A Working System is the Primary Measure of
Progress
Outcomes:
1. Updated Project Plan and WBS
2. Configuration Management
3. Prototype
Deploy:
Process Engineering:
• Verify• New solution Satisfies Identified Requirements
Project Management:
• Monitor & Control• Ensure Tasking & Timeline
updates
• Close• Ensure Deliverables Meet Identified Requirements
Systems Engineering:
• Welcome Changing Requirements• Regular Team Reflection on How to Improve• Early and Continuous Delivery of Value• Deliver a Working System Frequently
Outcomes:
1. Baseline Solution2. Change
Management