1. Implementing an Enterprise PPM Tool A complex or a simple Journey. Dr
Implementing an Enterprise PPM Tool A complex or a simple Journey? Dr . Jay Chaudhuri March 2014
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2. CQC Solutions Founded in 2007 to meet the needs of PPM Clients
Created by a team of a highly skilled ex big 5 business professionals with:
Deep PPM/PMO/BPM experience
Proven Track Record configuring PPM systems to meet complex business needs.
Wide business experience so can relate a Clients needs.
Technical and Functional Consultants whose experience allows a high level of automation and integration to other systems
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3. Agenda The journey Factors impacting the journey
Obstructions, delays, diversions and get back on the path
Does the journey need to be complex?
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4. Factors Impacting the Journey
Process Maturity
Project governance
Lifecycle and Timescale
Tool & Architecture
Resourcing
Politics
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5. Process Maturity Challenges Impact No consistent processes
Lack of understanding of end-to-end view
Not thought through decisions
Lack of skills
Lack of consensus
Project delays
Lack of adoption of new processes and hence tool
Unhappy users
Difficulty in integrating with existing systems
Difficulty in producing useful reports
Challenges
Impact
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6. Process Maturity - Remedy
Establish and agree processes and end to end view
Involve and get consensus from people with hands-on experience
Select people who are bought into the project and influence others to adopt the new way and integrate them closely in the project
Review if you can change your processes to use out-of-the- box features
Do not rush into implementation of the tool until there is a good understanding of how it will work – not suggesting to go into analysis/paralysis
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7. Project Governance Challenges Impact No ownership No leadership
Lack of an effective steering committee
SC members not empowered to take decision
Project off-course
Decisions are not made on time or at all
Actions are not completed
Project team frustrated, bewildered
Waste of project resources
Challenges
Impact
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8. Project Governance - Remedy
Establish a steering committee with the right people involved
Ensure that the SC members have interest in making the project a success
Ensure that the project is aligned to organisational objectives, i.e., there is a burning platform……
Make sure the benefits are understood and communicated
PMs, PMO, Finance, should all be integral part of the project
Most importantly should not be technology led
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9. Lifecycle & Timescale Challenges Impact
Not definite how the project should be run – waterfall, agile..
No realistic plan
Not adequate time allowed to complete tasks satisfactorily
Lack- of or late decisions impacting timescale
No realistic transition planning
Unrealistic expectation on what is being delivered and how
Development before requirements are understood hence re-work
Not enough time spent on critical activities like UAT, training, data migration, stress testing, etc due to pressure to meet deadlines
Users reluctant to adopt the new way
Challenges
Impact
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10. Lifecycle and Timescale - Remedy
Agree exactly how the project should be delivered
Develop a realistic plan. Involve the people who would deliver and have the experience to come up with the plan
Make sure exactly how the transition from the old to the new way will be done
Make sure that necessary management and financial reporting can still be delivered during transition
Assess the impact of changes to the plan and take necessary actions
Remember users will only adopt the new way if UAT meets their requirements, correct data has been used in UAT and migrated in production, they are properly trained in the new way and the system meets their expectations in terms of ease of use and performance
Manage change and provide effective communication
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11. Tool and Architecture Challenges Impact
The selected tool is not ‘fit for purpose’ in terms of:
Supported requirements
Performance
Integration to existing systems (financial & reporting)
Ease of use
Ability to handle data structure and volume
Lack of understanding and planning of the end to end system and data architecture
Need for customisation
Does not align with financial systems
Rework
Inability to produce meaningful reports
Changes to existing systems, data structure, code
Users have no confidence on the system
Challenges
Impact
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12. Tool and Architecture - Remedy
Consider all aspects when selecting the tool
A comprehensive pilot with realistic data is advisable before selecting the tool
Assess carefully if your data structure, coding, volume can be supported by the tool or consider if changes to your own data structure is possible
Understand how data flows between the new tool and your existing systems and assess the complexity of integration
Review the reporting facilities supported by the tool
Do UAT with realistic data and test the necessary interfaces
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13. Resourcing Challenges Impact
Project does not have the resource with the right skills
Does not have adequate level of resources
Impacted users are not involved
Poor relationship of the organisation with external suppliers, resources
Difficult to deliver project on time and quality
No buy-in from the impacted users
No continuity of resources
Challenges
Impact
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14. Resourcing- Remedy
Understand resourcing requirements in terms of skills , experience and number and resource project accordingly
‘Trial and Error’ from newly trained resources will not make a successful implementation
Select a supplier who has a proven track record, who you can work with and have respect for so that you can work in a healthy partnership
Users should be closely involved, you cannot impose the change on them
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15. Politics Failed Project Challenges Impact No strong leadership
Ineffective Steering committee
Imposed by ‘Technology’
Power struggle
Guarding their ‘own patch’
Unwilling to accept change
Failed Project
Challenges
Impact
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16. Politics- Remedy Remain focussed Rise above it
Understand it but do not get involved
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17. Conclusion The complexity is not in the project, we create it
Not unique to PPM implementation but true for most projects
The key issue is that organisations do not yet have a consistent way of working
I love ‘Standards’ so
I have so ‘Many’ of them.
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18. CQC Solutions Clients
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