Optimize and succeed your next Fixed Budget Project planning process

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Presentation given by @akucharski at the #14ntcdrupal non for profit conference drupal day in Washington DC. Tips on how to improve your chances of success for fixed budget projects. Covers the RFP process, contracting and terms, project planning and post project implementation maintenance.

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Optimize and succeed your next Fixed Budget Project planning process

  1. 1. Succeeding with Fixed Budgets March 12th, 2014 14NTC
  2. 2. Succeeding with Fixed Budgets » Quick glance at Promet What is a Fixed Budget project How to find the right vendor & how to engage How to execute Post Production - this is where the life of the project starts Q&A Agenda
  3. 3. Succeeding with Fixed Budgets About me Andy Kucharski - @akucharski ● President and Founder ● Big Six management consulting experience ● Implemented specialty online eCommerce and B2B transaction systems for Yahoo, MSN, Sony, Sprint, Ericsson, Best Buy, and Bank of America ● Introduced and implemented open source solutions at Sprint and Executive Office of the President ● Frequent speaker and open source evangelist ○ DrupalCons: San Francisco, Denver ○ Drupal Camps: Singapore, Chicago, Bay Area, Iowa, Washington DC, Ohio ○ Industry conferences: Higher Ed Web, NTEN
  4. 4. Succeeding with Fixed Budgets About Promet ➢ Founded in 2003 ➢ Open source technologists ➢ Drupal platform since 2008 ➢ Mobile apps since 2009 ➢ Based in Chicago ➢ Distributed global team ➢ Agile development practices ➢ 24x7 support
  5. 5. Succeeding with Fixed Budgets » Our Specialty – Complex system development and implementation with leading open source software » Our Experience – We have a strong management consulting & system integration background » Our Culture – We are passionate about our work, hold ourselves to the highest standards and maintain a culture of continuous improvement » Our Technology Focus – We have been focused on the Drupal platform for the last 6+ years, and have partnered with agencies to implement hundreds of solutions » Our Implementation Approach – We have a very strong DevOps culture and our development approach allows rapid release cycles » Support – We build and support critical applications built with Drupal every day Key differentiators
  6. 6. Succeeding with Fixed Budgets A sample of our clients
  7. 7. Succeeding with Fixed Budgets Quick glance at Promet » What is a Fixed Budget project How to find the right vendor & how to engage How to execute Post Production - this is where the life of the project starts Q&A Agenda
  8. 8. Succeeding with Fixed Budgets » Web design » Web application implementation » Web content migration » Web integration with AMS/CRM » Web site consolidation And we want to know exactly how long this will take and how much this will cost upfront! Typical Web project
  9. 9. Succeeding with Fixed Budgets Fixed price vs. Fixed budget » Fixed price • Scope, time, and budget all fixed upfront • Demands complete and clear requirements defined before the start » Fixed budget • Budget is set • But at least one or both (scope, time) are variable
  10. 10. Succeeding with Fixed Budgets Fixed budget to the rescue Change your focus » From $ spent to how much value is being created » From juggling change orders to expecting and welcoming changes » From your side vs. my side to to unified project team
  11. 11. Succeeding with Fixed Budgets How to structure the project?
  12. 12. Succeeding with Fixed Budgets » When to use Agile methodology » When rapid production is more important than the quality of the product. » When clients will be able to change the scope of the project. » When there isn’t a clear picture of what the final product should look like. » When you have skilled developers who are adaptable and able to think independently. » When to use Waterfall methodology » When there is a clear picture of what the final product should be. » When clients won’t have the ability to change the scope of the project once it has begun. » When definition, not speed, is key to success Waterfall vs. Agile http://www.base36.com/2012/12/agile-waterfall-methodologies-a-side-by-side-comparison/
  13. 13. Succeeding with Fixed Budgets Quick glance at Promet What is a Fixed Budget project » How to find the right vendor & how to engage How to execute Post Production - this is where the life of the project starts Q&A Agenda
  14. 14. Succeeding with Fixed Budgets » Referral/Recommendation » Reputation » Relationship » RFP The start of a new relationship
  15. 15. Succeeding with Fixed Budgets » Summary » Scope » Design » Migration » Integration » Price » Budget Range » Timeline » Contractual Terms » Evaluation Criteria RFP process
  16. 16. Succeeding with Fixed Budgets Limit Cone of Uncertainty » Someone to talk to » Detailed Scope » Price » Timeline RFP process - What are vendors looking for?
  17. 17. Succeeding with Fixed Budgets RFP process - Break it into two? » Discovery Phase » Sprint 0 » Jumpstart » Audit
  18. 18. Succeeding with Fixed Budgets » Fit » References » Project Team » Availability & Timeline RFP process - Don’t cut these corners
  19. 19. Succeeding with Fixed Budgets » Negotiate for what is important to you: » Timeline » Money » Quality » Payment terms (holdback) » Warranty period » Definition of what is done » Team (off shore, contractors) Legal process - Common tactics
  20. 20. Succeeding with Fixed Budgets » Contract is executed In a landmark 1995 study, the Standish Group established that only about 17% of IT projects could be considered "fully successful," another 52% were "challenged" (they didn't meet budget, quality or time goals) and 30% were "impaired or failed. Congratulations - we have a winner!
  21. 21. Succeeding with Fixed Budgets Quick glance at Promet What is a Fixed Budget project How to find the right vendor & how to engage » How to execute Post Production - this is where the life of the project starts Q&A Agenda
  22. 22. Succeeding with Fixed Budgets Functionality matrix
  23. 23. Succeeding with Fixed Budgets Remove risk element by identifying which requirements are absolutely necessary to succeed Working the Project - MoSCoW
  24. 24. Succeeding with Fixed Budgets High level plan and project lifecycle Start Here
  25. 25. Succeeding with Fixed Budgets » Content » Stakeholder buy in » Change Management » LIVE! Launch! http://www.flickr.com/photos/nicwise/
  26. 26. Succeeding with Fixed Budgets Quick glance at Promet What is a Fixed Budget project How to find the right vendor & how to engage How to execute » Post Production - this is where the life of the project starts Q&A Agenda
  27. 27. Succeeding with Fixed Budgets » How long is the warranty period? » What is included? » What was UAT? » Support » Security updates » Ongoing maintenance » User feedback implementation » Conversion testing Support & Warranty
  28. 28. Succeeding with Fixed Budgets My contact info: andy@prometsource.com @akucharksi Q&A
  29. 29. » Managed support services for Drupal sites • Proactive (monitor and address issues, provide recommendations) • Dedicated support staff (not pulled from projects) » 24x7x4 coverage and response to emergencies • Live people (global staff ensures coverage, by phone not just emails or tickets) • SLA (emergency and critical issue response & escalation within 4 hours) » Development level support • Modules (we will touch the code for core, contributed, and custom) • Systems integration (we will support code for integrating with 3rd party vendors/services) » QA and testing • QA automatically performed for all updates and changes to site • Custom tests created and run for critical site functionality (integrations) » Flexible monthly plans • Scaled to meet your organization’s needs • Monthly hours can adjust as required Key Support Capabilities
  30. 30. → → → Support/Enhancement Request Process
  31. 31. Succeeding with Fixed Budgets Agile Building and Review Frequent Feedback

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