2. Agenda
Introduction to Governance Tools
30 mins
Exercise
- outline
15 mins
- key decisions
45 mins
- RACI models
45 mins
- Present models
30 mins
Governance workshop
10 mins
Close
Anarchy is governance too
Oct 2013
5 mins
2
3. What happens when…
… we ask “Who decides how we organise our forums
and collaboration systems?”
Project Managers say…
Programme Dir
IT Exec
Product Owner
Project Manager
Policy Unit
Team
Individual
Other
16%
40%
0%
12%
24%
4%
4%
0%
Programme Directors say…
Programme Dir 10%
IT Exec 19%
Product Owner 0%
Project Manager 33%
Policy Unit/PMO 14%
Team 19%
Individual 5%
Other 0%
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Oct 2013
3
4. Miss key perspectives
Overlook info and criteria
Lack time
Panic
No feedback & steering
Revisiting decisions
Boundary disputes
Consulting wrong people
Defining bespoke processes
Effort is governance too
Anarchy on unimportant issues
Oct 2013
Canned Muffins
12
peasap
8. Institute on Governance (www.iog.ca)
They follow an
acceptable process
(“due process”)
We know which
decisions matter
Governance is the process whereby societies or
organisations make important decisions, determine
whom they involve and how they render account.
They track outcomes &
act to improve them
The right people are
involved in these
decisions
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Oct 2013
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13. RACI models
Responsible
- who makes the decision?
Accountable
- who is accountable (e.g. signs off)?
Consulted
- who needs to be consulted?
Informed
- who needs to be informed?
Typically tabulated against process model or scenario
By RACI, or
By role
Anarchy is governance too
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14. IT Governance Model
• Business Monarchy
• IT Monarchy
• Feudal
Business Principles
• Federal
• Duopoly
IT Infrastructure
Enterprise / IT
Architecture
• T-shaped
• Hub & Spoke
IT Financial
Decisions
Business
Applications
After Weill & Ross 2004
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15. Governance matrix
Three Key Types of Decision
Who decides what we’re going to do?
Who decides how we’re going to do it?
How do we know whether we’re doing what we
(claim to have) set out to do?
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30
16. Governance matrix
Set Direction
Implement
Assure
Three Key Types of Decision
Who decides what we’re going to do?
Who decides how we’re going to do it?
How do we know whether we’re doing what we
(claim to have) set out to do?
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17. Governance matrix
Set Direction
Implement
Assure
Three Levels of Decision Making
Executive
– organisational objectives / strategy
Management
– departmental execution of strategy
Day-to-day
– people make hundreds of decisions
in their daily work
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18. Governance matrix
Set Direction
Implement
Assure
Steer
- Set priorities
- Set resources
Manage
- Align resources,
goals & standards
- Manage people,
risks & events
Execute
Three Levels of Decision Making
Executive
– organisational objectives / strategy
Management
– departmental execution of strategy
Day-to-day
– people make hundreds of decisions
in their daily work
- Build processes
& systems
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33
19. Governance matrix
Set Direction
Implement
Assure
Overall
objectives
Strategy
Audit &
assurance
policies
Policies and
standards
Planning and
execution
Peer review
Admin and
status
Hands-on
execution
Technical
verification
Steer
- Set priorities
- Set resources
Manage
- Align resources,
goals & standards
- Manage people,
risks & events
Execute
- Build processes
& systems
Anarchy is governance too
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20. Simple model: the key questions are:
Who defines policies and standards?
Who approves policies and standards?
Who enforces policies and standards?
Who implements policies and standards?
Anarchy is governance too
Oct 2013
35
21. Governance Options
Who defines policies and standards?
Ad hoc
Council
Central
– individual units define their own standards
– members of individual units come together to decide
– central unit defines standards
Who approves policies and standards?
Devolved
Executive
– whoever defines them is also empowered to approve them
– executive body oversees and approves
Who enforces policies and standards?
Self
Audit
Police
– people/units are assumed to follow them (really guidelines)
– audit function identifies breaches, for executive to deal with
– central unit audits and enforces
Who implements policies and standards?
Self
Central
– people/units implement
– central support function implements stds (e.g. archivists)
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22. Typical Defining Structures
Devolved
Implementation
IM Centre of
Excellence
IM Council
Anarchy
IM CoE
with Audit
Central
Processing Unit
Central IM Unit
Central
Anarchy is governance too
Oct 2013
Definition
37
Devolved
23. Typical Approval Structures
Devolved
Implementation
Executive
IM Centre of
(inside or
Excellence
outside unit)
Devolved
IM Council
Executive
(inside or
outside unit)
Devolved
Anarchy
Executive
(e.g. IM
Council)
Executive
IM CoE
(inside or
with Audit
outside unit)
Executive
Central IMor
(inside Unit
outside unit)
Central
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Oct 2013
Central
Devolved
Processing Unit
Definition
38
Devolved
24. Enforcement Mechanisms
Self
– we trust people to follow policy
Community
– community drives behaviour
Gate reviews
– we check decisions before action
Post hoc review – we adjust decisions later
Audit
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Oct 2013
– independent team check compliance
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25. In each case, we trade off…
Speed of decision making
(favours local)
Situational awareness
(favours local / social)
Amount of buy-in
(favours social)
Organisational consistency (favours central)
Efficiency of resource use
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(favours central)
26. Agenda
Introduction to Governance Tools
30 mins
Exercise
- outline
15 mins
- key decisions
45 mins
- RACI models
45 mins
- Present models
30 mins
Governance workshop
10 mins
Close
Anarchy is governance too
Oct 2013
5 mins
41
27. What types of decision do you make as you
manage budgets, teams, stakeholders, content, etc?
List 6-8(+) types of decision
Pair up and merge your lists
Write 1 decision per card
Write Big
5-7 words per card
1 decision per card
Bring up your 2 most interesting decisions
Bring up 2 decisions that don’t fit these clusters
Any more decisions?
Naming
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28. RACI Models
45 mins
Break into 3 teams
Fully-Centralised
Fully-Devolved
Hybrid – CoE defines standards
Choose a presenter
Define the stakeholders in “your” org
Fill in the RACI model posters – R / A for each cell
Prepare a 3 min presentation describing your model and
its pros and cons
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29. Describe your RACI model
15 mins
Presenter stays with model, rest of team moves
Present the model, then turn your back and listen
What’s wrong with this model?
Why doesn’t it work?
What other benefits might it have?
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30. Describe your RACI model
15 mins
Presenters – describe your model and its Pros & Cons
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31. Agenda
Introduction to Governance Tools
30 mins
Exercise
- outline
15 mins
- key decisions
45 mins
- RACI models
45 mins
- Present models
30 mins
Governance workshop
10 mins
Close
Anarchy is governance too
Oct 2013
5 mins
50
34. We’d need to do
an experiment or
pilot/prototype
Cynefin
We’d assemble a team of
experts
If we need to think
about this, we’re in
Anarchy is governance too
Oct 2013
the wrong place
I can just decide and do it
Dave Snowden
53
35. Final thoughts
governance
He who forgets history is condemned to repeat it.
Good governance lets you focus energy on decisions, not process
If you don’t define governance up front, you revisit it for every decision
Policy, standards, guidelines support decisions – they’re not primary
All forms of governance (even anarchy & bureaucracy) have a place
But if you don’t actively address it, it decays to inappropriate forms
The price of liberty is eternal vigilance.
good decision making
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37. Graham Oakes Ltd
Making sense of technology…
Many organisations are caught up in the
complexity of technology and systems.
This complexity may be inherent to the
technology itself. It may be created by the pace of technology change. Or it may arise from
the surrounding process, people and governance structures.
We help untangle this complexity and define business strategies that both can be
implemented and will be adopted by people throughout the organisation and its partner
network. We then help assure delivery of implementation projects.
Clients…
Cisco Worldwide Education – Architecture and research for e-learning and educational systems
Council of Europe – Systems for monitoring compliance with international treaties; e-learning systems
Dover Harbour Board – Systems and architecture review
Intel – Product Lifecycle & team organisation for mobile device development
MessageLabs – Architecture and assurance for partner management portal
National Savings & Investments – Helped NS&I and BPO partner develop joint IS strategy
The Open University – Enterprise architecture, CRM and product development strategies
Oxfam – Content management, CRM, e-Commerce, Cloud strategy and procurement
Thames Valley Police – Internet Consultancy
Sony Computer Entertainment – Global process definition
Amnesty International, Endemol, Skype, tsoosayLabs, Vodafone, …
Anarchy is governance too
Oct 2013
56
Editor's Notes
We get a log fingerpointing – “why aren’t you doing what you’re supposed to do / why are you so slow”. Leads to politicking and blaming.
Get decision vacuums – decisions just don’t get made. Lots of orgs say they’ve got a problem with making decisions. Often it’s actually a problem of not making decisions!
Inconsistency in decisions – teams go their own way.
This isn’t an isolated example. I’ve been doing some research with teams, especially in the Agile community. Looking at how perceptions of governance vary across their teams, and how this relates to the perceived complexity of the issues they’re dealing with. Still very preliminary.Developer group saw it as complex and a joint responsibility between them and the project manager. Project Managers saw it as simple and not their problem — they left it for the team & IT exec to decide. in an organisation, that'd be a recipe for the developers to want to plan some experimentation and expect their PM to support them in doing this, while the PM would just expect the team to make a choice & get on with it
Fingerpointing between project manager & devs, with dev managers having a totally different view again…?
Who’s seen a website like this?Poorly defined governance is pervasive – the results show it, my research shows it.We see it all the time – divergent navigation structures, contradictory content, user flows the recapture the same information, …This is problem of conflicting decisions. Poor decisions also increase costs (e.g. due to fragmentation of resources, rework, etc), divert management attention, are expensive in their own right (cost of making decisions). I want to talk about how to improve it. That’s what I call governance.Government is particularly “good” at this – lots of stakeholders with conflicting agendas.
Wastes timePut effort into unimportant decisionsCreating bespoke decision-making processesBring people into decisions that don’t concern themPoliticking and boundary disputesRevisiting decisions that don’t stickLeads to poor decisionsDon’t involve key stakeholdersOverlook key information and criteriaLack of timePanic in emergenciesNo steering
Well defined governance creates competitive advantage – less waste, better user experience, …
The concept of governance has been clouded by vendor hype, organisational blaming, etc
Focus on the right decisions
Appropriate expertise is brought to bearConsider the relevant perspectivesPeople buy-in to the outcomesDon’t waste time deciding who to consultDon’t waste time finding the right peopleDon’t waste time agreeing authority levelsDon’t get caught up in politicking & boundary disputesDon’t get derailed from unexpected quarters
Know what to do – info to gather, criteria to use, etcKnow how to do it – training, systems, etcPeople buy-in to outcomesDon’t spend time defining bespoke process & criteriaDon’t get panicked in emergenciesDon’t get caught up in politicking
Know how we’ll track outcomesKnow how we’ll recognise if we’re off courseKnow how we’ll steer back onto courseHave process, systems, etc, in place to do thisWill feed back in to the decision making processDon’t leave poor decisions uncorrectedDon’t repeat the same mistakes over and over
Will draw a lot of this rather than try to go through slides – it makes more sense when you build it up & in response to discussionsPower versus interest stakeholder dimensionsProcess model & decision pointsDitto for scenariosRACI diagrams x 2 styles
Who I amIndependent consultantDo 2 things – help set up project (untangle complexity); help keep in touch with what’s going onUnusual perspective on assurancePortfolio of mid-size projects rather than single large programmeDifferent twists, but aligns to where many organisations are at, so will share experienceAgenda