Utilizing Dashboards to improve efficiency

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The dashboard I create provides control over the Infrastructure, Systems Development Life Cycle (SDLC), Production Operations, Recovery Management, and Compliance by providing a front-end to current accurate information associated with Planning and Activation processes. It can be used from any location and at anytime. You can drill down to the actual task being performed and it will provide you with the contact information of the person performing the task so you can provide leadership or get updated status.

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Utilizing Dashboards to improve efficiency

  1. 1. Optimizing the IT and Business Environment through Dashboards bronackt@dcag.com / (917) 673-6992 Executive Presentation on using Management Dashboards to support the processes of Infrastructure, Production, Compliance, and Recovery Certification Created by: Thomas Bronack, CBCP Phone: (917) 673-6992 Email: bronackt@dcag.com Web Site: http://www.dcag.com Created by: Thomas Bronack © A Dashboard that acts like a conduit between personnel and the most current and accurate data. That can drill down to the actual work being performed and connect you to the person performing the work. All this from anywhere and at anytime, thereby reducing the need for conference calls and remote meetings, with a productivity improvement measured in manmonths. Page: 1 Date: 1/31/2014
  2. 2. Optimizing the IT and Business Environment through Dashboards bronackt@dcag.com / (917) 673-6992 My Last Project was world-wide and extensive Phase I Inventory Bid • • • • • • • RFP; Bid; SOW; Project Plan; Scope; Goals and Timeframe Phase II Phase III Build Regionals Transition Phase IV What they Have; Infrastructure; Equipment; Software; Applications; Locations; Computer Sites; Recovery Sites; Applications with Recovery Plans; and • Applications that need Recovery Plans. Created by: Thomas Bronack © Phase VI Build Recovery Disaster Recovery Recovery Site • Prod 1; • Prod 2; • Prod 3. • • • • • • • • • Phase V • Move Resources and Applications to Regional Data Center; • Test Successful Operation; • Define Recovery Site resources; • Virtualize; • Prove successful recovery from Production to old Recovery Site. Page: 2 • • • • • • • • • • • • • • “Proof of Concept”; Infrastructure Readiness; Disaster Recovery; Application Recovery; Business Recovery; Workplace Safety and Violence Prevention; Emergency Management; Crisis Management; Protection, Salvage, and Restoration; Supply Chain Management; Insurance; Community Relations; Communications; and Use of Social Media. Compliance • Laws and Regulations; • Requirements to Comply with; • Present Compliance; • Gaps & Exceptions; • Obstacles; • Domestic; • International; and • Cross Border Requirements. As you can see, every step of this project required lots of data and many forms, which resulted in a loss of productivity measured in Man-Months. Date: 1/31/2014
  3. 3. Optimizing the IT and Business Environment through Dashboards bronackt@dcag.com / (917) 673-6992 What the Problem is • Paper, Paper, Paper • To much information, and unfortunately most of it is out-of-date, inaccurate, and extremely difficult to find. • People lost confidence in the documents they dealt with. • Delays, confusion, chaos, and loss productivity was measured in man-months. • When important decisions needed to be made, management and personnel were not able to access what they needed from any location at anytime. • Too much time was spent in conference calls and remote meetings and not enough time performing assigned functions. • A better way to handle documentation and work flow was needed. • From the first time a service is requested to its implementation and recovery, everybody has to be able to manage their responsibilities better. • This Dashboard covers the areas of: • Systems Development Life Cycle (SDLC); • Asset Management and Infrastructure; • Production Operations, Vital Records Management, Access Controls, and Support; and, • Recovery Management and Compliance. Created by: Thomas Bronack © Page: 3 Date: 1/31/2014
  4. 4. Optimizing the IT and Business Environment through Dashboards bronackt@dcag.com / (917) 673-6992 What is the Resolution • Provide Management with Dashboards having Drill-Down capabilities: • • Infrastructure; • Systems Development Life Cycle (SDLC); • Production: • Recovery Management; and, • • Executive Dashboard; Compliance. Accomplished through Enterprise Resiliency and Corporate Certification: • Enterprise Resiliency combines all Recovery Discipline under one Department’s control; • Corporate Certification guarantee’s adherence to all required Laws and Regulations in the countries that your company conducts business; • Utilize a “Work Order (WO)” and “Purchase Order (PO)” mechanism; • Forms Management and Control is included to provide forms and track them through their Life Cycle until completion, allowing access to the individual performing a task at any time and from any authorized terminal anywhere; • Personnel Training, Career Path assistance, and Performance Management; and • Charge-Back system to allow for the comparison of new projects against previously performed projects, so that effort and cost can be compared better estimated. Created by: Thomas Bronack © Page: 4 Date: 1/31/2014
  5. 5. Optimizing the IT and Business Environment through Dashboards bronackt@dcag.com / (917) 673-6992 Why I developed the Dashboards • Project was slipping its schedule and we were losing productivity in ManMonths; • Too much time spent in Conference Calls and Remote Meetings, where people had inaccurate data or forms; • Confusion was rampant and nobody trusted the literature, which affected the status reporting and delivery schedule; • Management was getting very upset because they were not receiving straight answers or could not examine project data directly; • Costs were getting out of hand and work flow tracking was not being performed; • There was no way to improve efficiency following the current path; and, • The company and its reputation were in great peril because the final goal of having a virtual environment that could recovery all Tiers (CA, HA, Best Effort) of applications was no where in sight. Created by: Thomas Bronack © Page: 5 Date: 1/31/2014
  6. 6. Optimizing the IT and Business Environment through Dashboards bronackt@dcag.com / (917) 673-6992 Utilizing Dashboards • Guaranty Accurate and Current Data; • Viewable from any location at any time; • Reduce the need for many conference calls and remote meetings; • Improves efficiency; • Reduces Costs. CRUD Access: • Create; • Read; • Update; and, • Delete People Libraries Dashboard Data Keeping data current and accurate • Providing a Dashboard between personnel and data will insure that current data is being displayed when needed; • View data at remote meetings and conference calls from anywhere at anytime; • Allowing for data to be updated as appropriate during meetings and then saving the updated data via Version and Release Management Guidelines will insure that all data is in sync and improve confidence in data accuracy and currency; • Allow Drill-Down to current activity for the task being performed; • Provide direct connection to person performing the actual task (i.e., Name, Title, Phone, Email, and IM for instant messages and screen viewing – Outlook based); and, • Most efficient method for coordinating project and real-time activities. Created by: Thomas Bronack © Page: 6 Date: 1/31/2014
  7. 7. Optimizing the IT and Business Environment through Dashboards bronackt@dcag.com / (917) 673-6992 Building Dashboards for everything Dashboards Forms Management And Control System Repository of Project Related Materials Front-End To Data Base System Front-End To Repository System Repositories Data Base for Forms Management and Control Repository of Flat Files used to provide project information All Company Forms, with Help and Data Entry Validation All Company Project Related Documents with Version & Release Management Users can access the information at anytime and from anywhere, reducing the need for remote meeting and conference calls. Information can be drilled-down to actual task being performed and connect you with the person doing the work (IM, Name, Phone, Email, etc.). Only authorized personnel can update information, but everybody can access it, which allows for current and accurate information to be available upon demand. Created by: Thomas Bronack © Page: 7 Date: 1/31/2014
  8. 8. Optimizing the IT and Business Environment through Dashboards bronackt@dcag.com / (917) 673-6992 How do we get there • Start with defining your SDLC and all forms used within the system: • • Create a Mechanism to help personnel select the right Form for what they have to do which will insure that all Forms are of the same type and format and facilitate your being able to develop metrics based on the information contained in Forms; • Make sure all Forms have a “Help Screen” to explain their use and meaning; • Use “Field Validation Rules” to make sure all required data is entered correctly; • Insure that a Forms Tracking System is used from Origination through Completion; and • • Implement a Forms Management and Control System; Utilize Performance Management to monitor work duration between estimated and actual. Integrate this system with: • Asset Management (Inventory, Configuration, Infrastructure, Personnel, etc.); • Production Operations (OCC, Library Management, Access Controls, Back-up, etc.); • Utilize VMware type products to support Code Level Upgrades, Testing, and Recovery Management as part of the SDLC Test Phase to insure production is not interrupted; • Insure that Version and Release Management guidelines are adhered to in order to guaranty that documentation is at the same level as the products being delivered; • Provide personnel with Orientation, Awareness, Training, Certification, and Career Path support; and, • Connect all current and accurate information to Dashboards for easy access and management. Created by: Thomas Bronack © Page: 8 Date: 1/31/2014
  9. 9. Optimizing the IT and Business Environment through Dashboards bronackt@dcag.com / (917) 673-6992 Now what do we have to do? • Systems Development Life Cycle; • Systems Management Organization; • Work Order / Purchase Order Flow and Charge-Back System; • Enterprise Resiliency and Corporate Certification; • Executive Dashboard; • Dashboard Relationships and Drill-Down capabilities;; • Working Example of a current Dashboard used to support Application Recovery Certification Management (already completed); • Personnel Productivity and Training System; • Utilizing VMware, vSphere, vConnect, and Recovery Point Application to support rapid recovery in support of critical applications and sites; • Integration within the Enterprise Environment; • Support Organization, with Command Centers interfacing; • Responding to Disaster Events in support of Business Continuity; and, • Benefits to be gained through this approach. Created by: Thomas Bronack © Page: 9 Date: 1/31/2014
  10. 10. Optimizing the IT and Business Environment through Dashboards bronackt@dcag.com / (917) 673-6992 Executive Dashboard Executive Dashboard Systems Development Life Cycle Infrastructure Dashboard Operations Dashboard Recovery Dashboard Asset Management Vital Records, Access Controls Disaster Planning Production Job Processing DR Certification Development Verify Success and Performance Audit Compliance Maintenance Support Disaster Declaration Test, QA, Accept Status Reporting Business Continuity Created by: Thomas Bronack © Page: 10 Date: 1/31/2014
  11. 11. Optimizing the IT and Business Environment through Dashboards bronackt@dcag.com / (917) 673-6992 Infrastructure Dashboard Infrastructure Dashboard Asset Management • • • • • • • Acquisition; Redeployment; Termination; • Clean; • Donate; • Sell; • Disposal. Inventory Management; Configuration Management; Finance; and, Accounting. Created by: Thomas Bronack © Engineering Management • • • • • • • • Service Request; Business / Technical Service Objectives; Design Objectives; Schedule / Priority; Design Document; Implementation Plan; Support, Maintenance and Enhancements; Design Changes; and, Change Management with Version and Release Management guidelines. Page: 11 Recovery Management • • • • • • • • • Project Initiation and Controls; Service / Application Selection; Planning Session; Infrastructure Readiness (Recovery Site Resources and Data Synchronization); Pre-Test (Recovery site setup); Actual Test (Application Run Book); Post Mortem Meeting; Certification (Y/N); and, Selected Improvements added. Date: 1/31/2014
  12. 12. Optimizing the IT and Business Environment through Dashboards bronackt@dcag.com / (917) 673-6992 Asset Management Lifecycle Dashboard Assets can be: People, Equipment, Locations, or any resources that goes through an Acquisition, Redeployment, Termination cycle (which is most everything in your company). Tying them together into a WO/PO fashion allows tracking. Asset Management Lifecycle Dashboard Work Order: Owner WO #: PO #: Category: Function: Resource PO #: Acquisition: Order: Y/N Owner WO #: Resource PO #: Owner WO #: Resource PO #: Reployment: Clean (Company): Y/N Y/N Y/N Y/N Termination: Donation Sale Disposal Redeploy Clean (DoD): Y/N Y/N Y/N Y/N Design: Technical: Asset Lifecycle Phase Architecture: Engineering: System Design Equipment Ordering: Vendor Receiving: Date Infrastructure: Inventory: Install Add Entry Configuration: Location: Add Entry Installed at Finance: Costs Accounting: Charge to Architecture: System Design System Design System Design System Design Engineering: Equipment Equipment Equipment Equipment Ordering: Vendor Vendor Vendor Vendor Receiving: Date Date Date Date Infrastructure: Uninstall Warehouse Move Install Inventory: Update Entry Update Entry Update Entry Update Entry Configuration: Update Entry Update Entry Update Entry Update Entry Location: Update Entry Update Entry Update Entry Update Entry Finance: Costs Costs Costs Costs Accounting: Charge to Charge to Charge to Charge to Architecture: System Design System Design System Design System Design Engineering: Equipment Equipment Equipment Equipment Ordering: Vendor Vendor Vendor Vendor Receiving: Date Date Date Date Infrastructure: Uninstall Warehouse Move Move Inventory: Add Entry Add Entry Add Entry Add Entry Configuration: Add Entry Add Entry Add Entry Add Entry Location: Installed at Installed at Installed at Installed at Finance: Costs Costs Costs Costs Accounting: Charge to Charge to Charge to Charge to • Tracks Asset from Acquisition, through Redeployment, and Termination; • Relates activity to Work Order (WO) and Purchase Order (PO) to facilitate cost accounting; • Defines Resources as Owned, Leased, Rented, Employee, Vendor, or Contractor for account and finance; • Interfaces with Users, Resources, Locations, Finance, and Accounting; and, • Provides easy tracking of required resources to determine their impact of delivery schedules. Created by: Thomas Bronack © Page: 12 Date: 1/31/2014
  13. 13. Recovery Dashboards Executive Recovery Plans Training Materials Steering Committee Management EOC, CCC, and DR Teams Status Reporting DR Planning and Activation Dashboard Executive Management Dashboard on DR Planning and Activation Application Recovery Certification Dashboard Library Management Articles Standards and Procedures Business Location Recovery Dashboard Recovery Planning (7 Phases, each with 13 Steps) Statement of Work (SOW) Business / Project Plan Recovery Site Preparation Application Selection Procedures Business Recovery Site Workplace Safety and Violence Prevention Risk Analysis and Insurance Profile Dedicated BCM Organization Actual DR Test, or Activation VMware, vSphere, vConnect, and RPA Building Evacuation Plan OSHA,OEM, FEMA & Building Codes Audit, Legal, and Compliance Requirements Long-Term Management Commitment Post Mortem Meeting Failover / Failback for HA Applications Business Recovery & Resumption Plan First Responders and Government Agencies SDLC, Integration, and Version & Release Management Created by: Thomas Bronack © Flip / Flop for CA Applications Page: 13 Site Protection, Salvage, & Restoration Date: 1/31/2014 RFP’s / Bid’s SOW / Project Plans Business Plan Performance
  14. 14. Optimizing the IT and Business Environment through Dashboards bronackt@dcag.com / (917) 673-6992 Tracking Active Disaster Recovery Events – Drill Down Actions “Top Level” – Enterprise Resiliency and Corporate Certification Dashboard Phase VI - Initiate Recovery Plan when Disaster Event Occurs Help Desk Help Desk Contingency Failing Site Recovery Team is Called Recovery Identifies Disaster Notifies Coordinator Protection, Disaster Site is Operations are and Recovery Personnel are Event or a Disaster Contingency Declares Salvage, and Evacuated, as Initiated and Tasks Transferred to Event is reported to Recovery Plan Disaster and Restoration is needed Conducted for Performed Recovery Site Help Desk Coordinator Initiates Plan Initiated Life of Disaster Failing Site is Salvaged and Restored Personnel Return to Original Site and Resume Production Recovery Steps Post Mortem Improvements are added to is Conducted are Testing Process and Incorporated in and Improvement Future Periodicically s Identified Recovery Plans Repeated “Sub Level” “Activity Level” “Action Item Level” DR Planning Action Items Number: Status: Action Item Description: Priority: Assigned to: Due Date: Actions Taken: Comments: “Management & Control Level” Created by: Thomas Bronack © Page: 14 Contingency Command Center (CCC) Emergency Operations Center (EOC) Date: 1/31/2014
  15. 15. Optimizing the IT and Business Environment through Dashboards bronackt@dcag.com / (917) 673-6992 How Dashboards Help • Improved efficiency by providing instant access to current and accurate information from any authorized terminal or personal computer, at anytime from anyplace; • Drill-Down capability allows viewer to get to actual task being performed and be provided with the contact information for the person performing the task; • Less time spent reviewing out-of-date or inaccurate information reduces chaos; • Improved time frame for completing projects due to fewer remote meetings; • Reduced costs associated with implementing projects due to fewer conference calls and more time to devote to actual work; • Better protection to the company reputation; • More highly trained staff with an improved morale, that are easier to retain and aid in the ability to recruit additional staff and new clients; • Adherence to the laws and regulations where the company conducts business; and, • Less stress and better performance helps everyone do their job better. Created by: Thomas Bronack © Page: 15 Date: 1/31/2014
  16. 16. The Next Step  If you believe that this approach can help your company improve performance and bring products and services to market more rapidly, then contact Thomas Bronack at:  Thomas Bronack  Phone: (917) 673-6992  Email: bronackt@dcag.com  We would love to assist you in integrating our approach within your environment.  Remember, our approach uses your existing data so you do not have to change information to adopt to our product.

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