www.regouniversity.com clarity educational community increasing ca clarity perception and adoption...

www.regouniversity.comClarity Educational Community

Increasing CA Clarity Perception and Adoption

Presented by: Daniel Greer & Joe Almeida

2 Clarity Educational Community

Agenda• What is Adoption• Survey – What is Your State of Adoption• Open Mic – Facilitated Discussion• Keys to Success – What We Have Seen• Q&A


What is Adoption?• End users leverage the PPM processes and tools you provide

• End users comply fully with PPM processes, entering and maintaining all required data

• End users believe the PPM processes and tools are of value within the organization and to the business


Survey – Where Do You Fall?(Two Audiences: Management and Users) Maximized

Value

• CA PPM Data Drives Decisions• Users Believe CA PPM Helps them

Perform Their Job• Executives Use CA PPM Constantly• Disruption Free Releases/Upgrades

Problems that Cause Low Value Perception• Spreadsheet Rich Environment Driving Decisions• Users See No Value in CA PPM• Executives Never Log Into CA PPM• CA PPM is slow and upgrades are expensive/painful

Low Value Perception

Zero (0)

Five (5)


Open Mic – Thoughts on Adoption• What have you done to improve adoption?

• What are things you struggle with users adopting? What are the major complaints?

• Any drastic tactics – moving information out of CA PPM? SharePoint, Excel, IT Design Tools, etc.?


Keys to Success• Executive Support• Process and Basic Training• Effective Information Campaign• Performance• Invest in Training / Mentoring• Engage the Users – Provide Real Value• Don’t be a Perfectionist• Implement Functionality in Stride• Optimal Tool Configuration• Leverage Alerts• Cool Reporting


Executive Support• Executives MUST Buy Into the Value Proposition – Big Picture

• Executives MUST be Vocal in Their Support

• Establish the Right Governance Model– Executive Steering Committee & Rego Exec Leadership– Core Project Team– Project Managers (Rego & Client)


Process and Basic Training• Establish Best Practice Process – Before a Tool

– Do not automate poor processes – Use automation of a function as an opportunity to

• Leverage best practices• Take a fresh look at how things are done today

• Basic Project Management Training– Solve the problem of viewing CA PPM as administrative overhead

• Avoid PMs with no formal training• Understand the “why”• Talk about the process• Talk about PM’ing outside the tool• Show how the tool can enable the process


Effective Information Campaign• Be Aware of Change Management

• Start with the easy functions to deploy that require little data maintenance– The most difficult function to deploy, in terms of change

management, is resource management – do NOT do this first

• Create an Internal Marketing Campaign Before and During Implementation

• Publish a Vision for CA PPM’s Future

• Establish Frequent Communication: Vision, Reminders, Success Stories


Performance• People relate response time to usability • “One Click to Value” = Response Time

– Disney Example – SharePoint link– Ohio Example – icon on desktop– Mayo Example – reports on list

• CA PPM login and navigation– Slowed by any portlets on the general page (all tabs) – so be

careful what is on the general page

• Returning data in portlets = Response Time– No page should take more than 5 seconds

• Improve performance of portlets• Limit # of portlets on the page


Invest in Training / Mentoring• Hands-On Training is the BEST

– What is left behind after training (Quick Reference Guides, Manuals, Presentations, CAPA) will not influence adoption – the time spent performing exercises with an instructor/mentor will

• Train Internal SMEs– Ensure you have internal SMEs that are invested in the tool and can

spend the time needed to get people to embrace the automation

• Frequent Workshops or In Person Mentoring– Spending 15-30 minutes with every user at their own computer

showing them CA PPM features and functions will work miracles

• Accessibility of Answers– Readily available training material, guides, videos, etc.


Engage the Users – Provide Real ValueMaximized

Value

User Engagement(Team, RM/PM, Leadership)

Good Data Compliance (Accuracy & Completeness)

Effective Data Analysis

Process Improvements / Increased Maturity

• CA PPM Data Drives Decisions• Users Believe CA PPM Helps them

Perform Their Job• Executives Use CA PPM Constantly• Disruption Free Releases/Upgrades

Problems that Cause Low Value Perception:• Spreadsheet Rich Environment Driving

Decisions• Users See No Value in CA PPM• Executives Never Log Into CA PPM• CA PPM is slow and upgrades are

expensive/painful

Driving User Engagement• User Interface – Easy to Navigate and Find Information• Infrastructure – Stable, Reliable, and Performs Well• Roadmap – Published Vision for CA PPM Future• Education – Training and Mentoring – What, How, Why• Visibility – Many meaningful portlets/reports• Automation – Simplify Interactions to avoid wasted time• Process – Defined processes in line with CA PPM configuration• Rapid Incrementalism – Frequent Upgrades/Releases

Low Value Perception


Don’t be a Perfectionist• Don’t struggle with resolving every last detail when

implementing

• Your process or setup may not be ideal at first, but remember 80% automation will save a great deal of time

• Go with the majority – don’t worry about trying to please everyone– Focus your efforts on the 80% who are being supportive– The rest will conform in their own time or as local management

demands

• Don’t build everyone’s ideal reports up front – develop a number of generic reports that can be downloaded and manipulated (80% automation)


Implement Functionality in Stride• Introduce only small bits of functionality, but do it quickly

• Be careful not to overwhelm people – much of the struggle in implementing a PPM is initial perception

• Let users know you are not asking for much right away; once implemented, you can add more functionality quickly

• Keep in touch with users as new things are implemented – taking sanity checks to let them know they are supported


Optimal Tool Configuration• Menus

– Make the Menu Reflect Your Process– Modify the General Page

• Object Screens– Group Like Fields in Sections– Minimize the number of pages to update

• Do not put data on 3 subpages where the user has to jump between multiple pages to see or edit the data they need to

• Make Text Boxes Bigger• Make them large enough so users do not have to scroll

• One Click to Value


Optimal Tool Configuration, cont.Option 1 – Menu by Function

Option 2


Optimal Tool Configuration, cont.• Object Screens (v13 Cleaned Much Up)

– Group Like Fields in Sections– Minimize the number of pages to update– Do not put data on 3 subpages where the user has to jump

between multiple pages to see or edit the data they need to (unless required for security reasons)

– Make Text Boxes Bigger• Make them large enough that users do not have to scroll

– Drop Downs

– NEW ** Actions


Optimal Tool Configuration, cont.

• Add tabs related to “My” stuff• Remove portlets not needed• Add Communications portlet



Before After

Remove Subpages Not Used



Before

After


Optimal Tool Configuration, cont.• CA has TONs of stuff

– Often overwhelming– Get rid of stuff– Do not be afraid

• Do not delete – just inactivate and remove

• Removal examples– Fields– Groups– Portlets


Leverage Alerts• We want people to use CA PPM to manage by exception

• Email notifications– Late Timesheet– Late Status– Notify of Mixed booking

• Exception portlets to tell them what they should do – use portlets to guide them– Late tasks– Mixed bookings– Unfilled roles


Cool Reporting• Data must be meaningful

• Have views that recognize the person logged in to provide relevant data

• Group the portlets/views together within pages with multiple tabs all with the same types of portlets/views

• Create dashboard pages with summary portlets

• Use graphs as much as possible to convey points


Questions

Phone888.813.0444

[email protected]

Websitewww.regouniversity.com

We hope that you found this session informative and worthwhile. Our primary goal was to increase your understanding of the topic and CA PPM in general.

There were many concepts covered during the session, if you would like to contact any presenter with questions, please reach out to us.

Thank you for attending regoUniversity 2015!

mailto:[email protected]

http://www.regoconsulting.com/

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