Clarity 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

3 Clarity Educational Community 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

4 Clarity Educational Community 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)

5 Clarity Educational Community 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.?

6 Clarity Educational Community 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

7 Clarity Educational Community 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)

8 Clarity Educational Community 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

9 Clarity Educational Community 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

10 Clarity Educational Community 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

11 Clarity Educational Community 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 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.

12 Clarity Educational Community Engage the Users – Provide Real Value Maximized 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 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

13 Clarity Educational Community 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)

14 Clarity Educational Community 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

15 Clarity Educational Community 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

16 Clarity Educational Community Optimal Tool Configuration, cont. Option 1 – Menu by Function Option 2

17 Clarity Educational Community 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

18 Clarity Educational Community Optimal Tool Configuration, cont. Add tabs related to “My” stuff Remove portlets not needed Add Communications portlet

19 Clarity Educational Community Optimal Tool Configuration, cont. Before After Remove Subpages Not Used

20 Clarity Educational Community Optimal Tool Configuration, cont. Before After

21 Clarity Educational Community 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

22 Clarity Educational Community Leverage Alerts We want people to use CA PPM to manage by exception 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

23 Clarity Educational Community 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

24 Clarity Educational Community Questions Phone Website 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!