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