Self-Service Business Intelligence for the Product Management Department (Contoso Corporation)

Contents Executive Summary Current State Analysis Future State Analysis Business Case Adoption & Implementation Planning Next Steps 2

Background Your organization currently faces a number of challenges related to its departmental performance reporting processes, including: Departmental analysts must work through IT department to collect performance data from LOB systems Access to info is available to the few, not the many Professional staff time is spent collecting and validating data, leaving little time for analysis and taking time from their regular jobs IT perceived as a bottleneck for the few execs who do see LOB data Long reporting process taking 10 days cycle time per month, leading to out-of-date reports when finalized Limited integration between financial, operational, and unstructured information sources creates integration problems for users to coordinate reports 3

Engagement Participants Participant NameDepartmentRole (name)(department)(title) (name)(department)(title) (name)(department)(title) (name)(department)(title) (name)(department)(title) (name)(department)(title) 4

Executive Summary Concurrency proposes expanding upon your current Office System deployment to incorporate self-service analysis and reporting capabilities in Office 2010 to improve information access and streamline departmental reporting processes. Implementing the proposed Self-Service BI Solution will provide you with: Self-service access to critical performance information More accurate and timely performance reports resulting in better management business decisions Ability to link operational data to KPI reports 55% decrease in labor required to develop performance report Reduce overall reporting cycle time by 80% Anticipated annual benefit of $260,000 5

Executive Summary 6

Contents Current State Analysis Future State Analysis Business Case Adoption & Implementation Planning Next Steps 7

Current State Process Analysis Gather / Consolidate Data Develop Draft Report Analyze Performance Report Distribute Report Performance Reporting Process Analysis Summary 8

9 Current State Process Diagram Total Labor: 3.5 Total Labor: 1.0 Total Labor: Total Elapsed Time: 7 Days

Current State Process Diagram 10 Total Labor: 1.25 Total Labor: 2.0 Total Labor: 8.5 Total Elapsed Time: 3 Days Total Labor: 0.75

Contents Executive Summary Current State Analysis Future State Analysis Business Case Adoption & Implementation Planning Next Steps 11

Future State Process Analysis Performance Reporting Process Phases – Analysis Summary 12 Gather / Consolidate Data Develop Draft Report Analyze Performance Report Distribute Report

Level Of Complexity Low High Low Value to Business Prioritized Process Solutions 13 Automated report distribution, publishing, and sharing (SharePoint Server 2010) Develop Executive Performance Dashboard (SharePoint Server 2010 with PerformancePoint Services and Excel Services) 1 Integrate performance data with planning data, operational systems, and unstructured sources (SharePoint Server 2010 with PerformancePoint Services and Excel Services) Open Access to Performance Report Editing by LOB Managers (SharePoint Server 2010 )

14 Future State Process Diagram Total Labor: 4.25 Total Elapsed Time: 1 Day

15 Future State Process Diagram Total Labor: 2.75 Total Labor: 2.0 Total Labor: 3.5 Total Elapsed Time: 1 Day Total Labor: 1.0

Contents Executive Summary Current State Analysis Future State Analysis Business Case Adoption & Implementation Planning Next Steps 16

Anticipated Benefits - Process IDProcess Phase Improvement Description BenefitsTechnology Leveraged KPI Impact(s)Affected Stakeholders 1 Gather / Consolidate Data Self-service Departmental Analyst data access eliminates need for IT & LOB Manager involvement in phase Browser-based access to data sources Improved search capabilities makes it easier to find right information at the right time Reduced cost to gather/consolidate data as IT and LOB Managers involvement limited Significantly streamline time to complete process phase SharePoint Server 2010 with PerformancePoint Services and Excel Services 57% decrease in labor required 90% decrease in process cycle time. Departmental Analyst LOB Managers IT Department 2 Develop Draft Report Easily integrate both structured and unstructured information into analysis Streamlined LOB and performance data integration from disparate sources Much faster draft report development processes Significantly decreased time and effort to incorporate data from multiple sources into report SharePoint Server 2010 with PerformancePoint Services and Excel Services 83% decrease in labor required 75% decrease in process cycle time. Departmental Analyst LOB Managers 3 Analyze Performance Report Quickly analyze performance data to identify trends and potential issues using familiar tools Visually convey performance data using Chart Web Parts Easily share and collaborate with LOB Managers using SharePoint team workspace Improved ability to identify and isolate trends and performance issues, leading to better decision making More time available for analysis reduces risk of missing key issues SharePoint Server 2010 with PerformancePoint Services and Excel Services 71% decrease in labor required 75% decrease in process cycle time. Departmental Analyst LOB Managers 4 Distribute Report Develop Executive Performance Dashboard Automated report distribution, publishing, and sharing Management able to make better decisions and react more quickly to changing business conditions SharePoint Server 2010 with PerformancePoint Services and Excel Services 3% decrease in labor required 50% decrease in process cycle time. Departmental Analyst Departmental Management LOB Managers IT Department 17

Anticipated Benefits - Financial IDProcess Phase Improvement DescriptionEstimated Revenue Increase Estimated Cost Decrease Total Benefit 1 Gather / Consolidate Data Self-service Departmental Analyst data access eliminates need for IT & LOB Manager involvement in phase Browser-based access to data sources Improved search capabilities makes it easier to find right information at the right time $60,000 2 Develop Draft Report Easily integrate both structured and unstructured information into analysis Streamlined LOB and performance data integration from disparate sources $80,000 3 Analyze Performance Report Quickly analyze performance data to identify trends and potential issues using familiar tools Visually convey performance data using Chart Web Parts Easily share and collaborate with LOB Managers using SharePoint team workspace $50,000 $100,000 4 Distribute Report Develop Executive Performance Dashboard Automated report distribution, publishing, and sharing $20,000 Total Estimated Benefits $260,000 18

Anticipated Costs Cost AreaComponentOne-Time CostsOngoing-Costs SoftwareAdditional CALs $10,000- Hardware2 Additional Servers $6,000- TrainingInformation Worker Training $30,000- DeploymentSolution roll-out and implementation $100,000- OtherN/A -- Total $146,000N/A 19

Contents Executive Summary Current State Analysis Future State Analysis Business Case Adoption & Implementation Planning Next Steps 20

Adoption & Implementation Planning Summary IDImprovement Description Resources RequiredImplementation Owner Additional Stakeholders Notes 1 Automated report distribution, publishing, and sharing IT department resources for solution development and/or project management Departmental analyst volunteers for pilot testing LOB managers for evaluation support and communication Departmental Manager Departmental Analyst LOB Managers IT Department 2 Integrate performance data with planning data, operational systems, and unstructured sources IT department resources for solution development and/or project management Departmental analyst volunteers for pilot testing LOB managers for evaluation support and communication Departmental Manager Departmental Analyst LOB Managers IT Department 3 Develop Executive Performance Dashboard IT department resources for solution development and/or project management Departmental analyst volunteers for pilot testing LOB managers for evaluation support and communication Departmental Manager Departmental Analyst LOB Managers IT Department 4 Open Access to Performance Report Editing by LOB Managers IT department resources for solution development and/or project management Departmental analyst volunteers for pilot testing LOB managers for evaluation support and communication Departmental Manager Departmental Analyst LOB Managers IT Department 21

Project Plan 22

Potential Adoption Roadblocks 23 Stakeholder Group Anticipated Resistance to ChangeDegree to which Resistance will Limit Initiative Success Mitigation actions Technical IT DepartmentN/A Departmental Analysts Some reluctance to use new toolsMid Develop brief training document and FAQ LOB ManagersSome reluctance to use new toolsMid Develop brief training document and FAQ Departmental Manager Some reluctance to use new toolsLow Develop brief training document and FAQ Cultural IT Department Strong ownership of multiple process phases; feels that current process is “good enough” Mid Reward involvement in deployment and participation Departmental Analysts Staff may be reluctant to change current business practices Low Highlight time saving benefits of solution LOB Managers Departments have realized limited value from analytics and reporting solutions to date; concern that new solution will repeat problems of previous solutions Mid Highlight short-term and long- term process and information benefits Departmental Manager Interested in bottom line; show me the moneyMid Monitor and report on ongoing performance

Adoption Roadblock Mitigation Actions by Stakeholder Adoption Category IT DepartmentDepartmental AnalystsLOB ManagersDepartmental Manager Awareness Awareness generating communications via , newsletters, manager meetings, etc., targeted to stakeholder group and concerns Value Demonstration Emphasize performance process and productivity improvements to department as well as economic cost and implementation timeline. Demonstrate improvement in productivity through quick hits and quick wins; also show overall process improvements and reduced impact on staff. Provide useful tactical training to support roll-out. Demonstrate both improvement in productivity through quick hits and quick wins; also show overall process improvements. Provide useful tactical training to support roll-out. Integration & Alignment Ensure proposed solutions/ initiatives are aligned with both with business and IT strategy and direction 24

Contents Executive Summary Current State Analysis Future State Analysis Business Case Adoption & Implementation Planning Next Steps 25

Next Steps Review presentation and proposal with decision maker(s) and stakeholders for approval Consider a SharePoint Deployment Planning Services (SDPS) follow-up engagement Execute work order for project Schedule kick off meeting for week of _____ and weekly status meetings Propose schedule: A) Deadlines for initial milestones, or B) Date to finalize initial milestones 26