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IT Buzz Overview

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Bringing Visibility, Control, and Optimization to your IT Organization

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IT Buzz Overview

  1. 1. Bringing Visibility, Control, andOptimization to your ITorganization
  2. 2. Dave Smith Product Manager Computer Aid, Inc.Dave_Smith@CompAid.com
  3. 3. Have You Ever … Been surprised by something of significance? Received inconsistent information? Been told everything is OK only to find out later otherwise?How do you know if you will be successful?
  4. 4. Background Story… Answered “Yes” to these questions Need – We were beginning to make mistakes – Quickly needed to get a communications, visibility, and enforcement system in place Solution – This led us to create a system for projects APO (Automated Project Office) – Implemented APO internally Commercialization – Rolled out APO – Created ITBuzz (Saw need for this beyond projects)
  5. 5. Discover …  Know what was in needVisibility of attention Control  Apply the knowledge of your best people Optimization  All activities visible in a central repositoryAre Always Occurring!  Have the data needed to make decisions
  6. 6. What is ? Seven Domains Portfolio Service Management Delivery IT Service HealthCheck Management Automated Project Office Process Capability Issue Resolution ManagementImprovement Management Results Management Powered by
  7. 7. What is ? Portfolio Management Aligning Proposal Submission Portfolio Proposal Validation Management IT HealthCheck Portfolio Balancing Service Monitoring Environment Monitoring Delivery Portfolio Monitoring Service Management Automated Project Office ProcessImprovement Capability Management Issue Resolution Management Results Powered by Management
  8. 8. What is ? Portfolio Management IT HealthCheck Service Delivery Service Automated Management Project Office Automated Project Predictive Analytics Office Scorecard Process Earned Value Stage GateImprovement Capability Management Issue Resolution Management Results Powered by Management
  9. 9. What is ? Portfolio Management IT HealthCheck Service Service Management Delivery Service Management Problem Management Customer Satisfaction Ops Management Automated Project Business Alignment Office ProcessImprovement Capability Management Issue Resolution Management Results Powered by Management
  10. 10. What is ? Portfolio Management IT HealthCheck Service Delivery Service Management Automated Project Office ProcessImprovement Capability Results Management Management Issue Resolution Project Scoring Management Personnel Scoring Results Process Scoring Management Powered by
  11. 11. What is ? Portfolio Management IT HealthCheck Service Delivery Service Management Automated Project Office Process CapabilityImprovement Capability ManagementManagement Issue Personnel Development Resolution Process Conformance Management Results Powered by Management
  12. 12. What is ? Portfolio IT Management IT HealthCheck HealthCheck Service Review of IT Operations Delivery Review of IT Practices Service Management Automated Project Office ProcessImprovement Capability Management Issue Resolution Management Results Powered by Management
  13. 13. What is ? Portfolio Management IT HealthCheck Service Delivery Service Management Automated Project Office Process IssueImprovement Capability Resolution Management Management Issue Resolution Management Log, Assign, Resolve issue Results Set priorities Powered by Management Notifications
  14. 14. What is ? * Portfolio * Management IT HealthCheck Service Delivery Service Management Automated * Project Office ProcessImprovement Capability Management Issue * Resolution Management Results Powered by * Management Available Today !
  15. 15. What is ? Click to Launch Portfolio Management IT HealthCheck Service Delivery Service Management Automated Project Office ProcessImprovement Capability Management Issue Resolution Management Results Powered by Management
  16. 16. PricingCAI provides Advanced Management Insight (AMI) as a hosted software as a service(SaaS) offering. AMI is a framework for enabling AMI Apps. Licensing is as follows: • AMI Framework AMI License Monthly Fee License fee based AMI Framework (Up to 10 Named Users) $4,000 upon the number of AMI Framework Expansion Blocks (Each additional group of 10 Named Users) $3,000 Named Users Enterprise (Over 100 Named Users, not to exceed 1 ,000 Named Users) $42,000 Monthly Fee • License fee based upon installed Apps App Gold Platinum Enterprise $1,000 $2,000 $3,000 APO / Project Management (up to 100 (up to 500 (up to 1,000 active projects) active projects) active projects) $1,000 $2,000 $3,000 Portfolio Management (up to 100 (up to 500 (up to 1,000 active proposals) active proposals) active proposals) Issues Management $200 IT HealthCheck $50 Service Management Coming Soon Practice Management Coming Soon Results Management Coming Soon Advanced Supply Chain Insight $1,000 Price is effective through December 31, 2011Rev 1.0 2011-09-09
  17. 17. By The Numbers Improve productivity by up to 30% – Reduce rework by up to 40% – Cut status reporting effort by up to 2 hours per person/week – Cut analysis and reporting by up to 10 hours per project manager/week Rapid implementation – Pre-configured best practices – Out-of-box in 30 days or lessFor less than the cost of a
  18. 18. Rapid Implementation Out of the Box Tailored Discovery Day 1 Day 2 Define assessments, Review KPIs & Recipients Day 2 Day 4 Configure and Setup Day 3 Day 22 Training Day 4 Day 23 User Acceptance Period Day 5-9 Day 24-29 First Production Use Day 10 Day 30 Implementation Complete Day 10 Day 30 •Collect person Day 4 •Admin training Day 8 •Configure & project data •Assign persons security •Define Org •Import to •Schedule •UAT collected projects/roles assessments data Day 1 Day 6 Day 10• Custom implementations may take longer• Actual elapsed time for implementation depends on availability of client’s Subject Matter Experts (SME) and other resources.
  19. 19. Summary• Benefits • Expert Knowledge – Early operational insight to Repository enable risk mitigation – Intellectual system designed – Effective control and by industry experts governance – IT Best Practices – Use of best practices• Affordable, Easy Install – Software as a Service (Saas) – Immediate implementation: No Hardware, No Programming
  20. 20. For More Information These days the buzz is all about optimizing your organizations focus and direction. Dave Smith ITBuzz Product Manager Computer Aid, Inc. Dave_Smith@CompAid.com P: 610.530.5047 | C: 610.462.3645 www.CAIBuzz.com
  21. 21. The ITBuzz Solution Center •Client retention •Services / support Operations Keep •Close •Negotiate •Present Solution Acquire Sales Support •Get briefing •Qualify Engage •Question / Listen •Value pitch /• Weekly webinars potential ROI• Presentations •Get next call •Initial contact Prospect •Cold callRev 1.0 2011-09-09
  22. 22. See it in actionLEARN ABOUT AMI
  23. 23.  No programming  Quickly configured Optimization Role based data collection & analysis Flexible licensing Zero footprint SaaS
  24. 24. Constant stream of quantitative data with subjective team feedback Open visibility into statusIdentify risks, off track AMIactivities and best practice Operationalcompliance Information Integration SystemBest practices, KPIs, standardprocesses and management Expert Analysis andexpertise Knowledge Presentation System System Comprehensive Data Repository Repository of all historical System data, findings, and analysis
  25. 25. ITBuzz Suite Client Specific SolutionsAMIApp Capability Buzz IT HealthCheck … … Portfolio Buzz Advanced Management Insight (AMI) Service Buzz Tracer PortalStore Wellness AMI Q&A Knowledge Data Control ASCI APOFrame Engine & Dashboard Repository Feeds Room work Scheduler Application Authoring
  26. 26. Questions? Click to Return www.AdvancedManagementInsight.com
  27. 27. Introducing APO… Goal: – To provide insight into a project’s health allowing for early risk identification from the viewpoint of a project manager. – To ensure necessary corrective actions are taken at an early stage from the viewpoint of the management office.
  28. 28. What Does APO Do? Visibility – See needed project information – View performance outcomes AND participant feedback on key conditions Control – Reinforce expected behaviors – Monitor exceptions to expected behaviors (procedures, processes, interactions) Optimization – Identify conditions that impact – Incorporate productivity improvements into future planningProject Success Made Easier!
  29. 29. APO Predictive Measures Predictive measures of project success – RPL – Rework Prevention Level – SMART – Clarity of Task Assignments (Specific, Measurable, Accountable, Relevant, Timely) – PAL – Process Adherence Level – SMPL – Senior Management Participation Level Based on published IT industry studies of project performance research – Leon Kappelman – Mary Sumner – Robert Glass – Mark Keil
  30. 30. Questions? Click to Return www.CAIBuzz.com
  31. 31. Aligning• Proposal Submission• Proposal Validation• Portfolio BalancingMonitoring• Portfolio Monitoring• Environment Monitoring
  32. 32. Scenarios Aligning Monitoring
  33. 33. Proposal Submission A proposed Project Name Estimated Cost (Build & Maintain) Estimated Benefit (Financial) Business Alignment Risks and Rewards
  34. 34. Preliminary Estimates Estimated Build Cost ($) Estimated Life (yrs.) Estimate Support Cost ($/yr.) Eliminated Costs ($/yr.) Estimate Revenue Stream ($/yr.) Estimated “Value” ($/yr.)
  35. 35. Business Alignment Business Imperative100 1 Business Imperative100 2 Business Imperative80 3 Project75 Business Imperative Proposal 4 Business Imperative60 5 Business Imperative40 6
  36. 36. Proposal Validation Don’t have this Don’t have this Experts Proposal Questionnaires Need to be able to consume their responses in the AMI dashboard Reward  ResponsesExpected Value Brand Image Risk  Political Risk Technology Risk Financial Risk Cost Benefits Validation
  37. 37. Proposal Validation Show charts in the system – Live demo
  38. 38. Refine the Estimates Focus now is on Build Cost o Hours/Role
  39. 39. Portfolio Selection 2Qyy 3Qyy 4Qyy Inflight projects Support Activities ? Candidate Projects Mandatory Projects Resources
  40. 40. Portfolio Selection What is our Goal?  Maximize ROI?  Minimize Risk?  Maximize Business Alignment?  Some combination? What are the constraints?  People  Skills  Infrastructure  Money
  41. 41. Portfolio Selection Scenario Testing (“What-if… Analysis”) • Select/exclude projects • Relax resource constraints
  42. 42. Portfolio Selection – Achieving Balance Show charts in the system – Live demo Investment by Business Unit 1400 Thousands Shows the distribution of IT investment 1200 across Business Units compared with the requested investment 1000 800 600 400 200 0
  43. 43. Portfolio Selection – Achieving Balance Show charts in the system – Live demo
  44. 44. Portfolio Selection – Balanced Solution Show charts in the system – Live demo Resource Loading 14000 12000 10000 8000 Overload 6000 Load Capacity 4000 2000 0 C# Dev BA Arch Proj Mgr Tester Tech Wtr VB Dev DBA Web Dev Trainer
  45. 45. Portfolio Selection 2Qyy 3Qyy 4Qyy Inflight projects Support Activities  Candidate Projects     Resources
  46. 46. Scenarios Aligning Monitoring
  47. 47. Monitoring • The company’s strategic goals are changing
  48. 48. Project Monitoring Business Imperative100 1 Business Imperative100 2 Project Supports  Ahead of Business Imperative schedule80 3  Under budget  Full scope Business Imperative75 4  Defect free Portfolio Managem Business Imperative Use one from ent60 5 beginning of Service this deck Managem ent Business Imperative Automated Project40 6 Office Capability Managem ent Results Managem ent
  49. 49. Summary Aligning Proposal Focus Due Diligence on Proposals Balance Project Mix Resource Planning
  50. 50. Summary Monitoring Project Focus Alerts for Out-of-bounds Projects Ongoing Business Alignment Resource Balancing
  51. 51. Questions? Click to Return www.CAIBuzz.com
  52. 52. What I Want To Talk To YouAbout Today What Is an IT Health Check? Why Do You Need one? What Is The Value of an IT Health Check? What Does It Look Like? How Do You Get One? 65© Computer Aid, Inc. 2011 . All rights reserved.
  53. 53. What is an IT Health Check? Review of IT Operations and Practices – Determine current health of the IT organization – Identify risk areas – Identify current problems and root causes – Identify potential areas of improvement – Assess key IT organization aspects • Stability, Availability, Capacity • Alignment with Business • Best Practice Adherence • Staffing – skills, availability, morale, turnover, etc. • Project Delivery Effectiveness • Financial Management© Computer Aid, Inc. 2011 . All rights reserved. 66
  54. 54. Why Do You Need One? A “Sick” IT Function can cause: – Lost Records – Computer Users Manually Re-Creating Data – Business Interruptions due to power failure, hardware or software failures, human error or telecommunications failure Failure to Address Serious Issues leads to: – Negative Financial Impact – Damaged Reputation and Brand – Loss of Market Share – Security Breaches – Legal Exposure – Business Failure© Computer Aid, Inc. 2011 . All rights reserved. 67
  55. 55. Value of IT Health CheckEnable alignment of IT and business objectives.Drive IT organization’s ability to perform at the level determined by industry benchmark for IT performance.Reduce operating costs.Increase overall effectiveness.Reduce risks.© Computer Aid, Inc. 2011 . All rights reserved. 68
  56. 56. What Does It Look Like? Periodic Assessment of 10 Key Areas Management Dashboard with Drill Down Comparative Health Status Across Groups Within the IT Organization Application Portfolio Status Period by Period Health Comparison 69© Computer Aid, Inc. 2011 . All rights reserved.
  57. 57. Automated IT Health Check Assessment Categories Assessment Roles • Eleven categories,  Nine roles, including: including: – IT Executive – Overall – IT Line Mgmt – Process – Infrastructure – Critical Knowledge – Customer Staff – Governance – Customer Executive – Financial – Application Support – Alignment – Development – Applications – Project Management – Infrastructure – Quality Assurance – Data – Human Resources – Business Continuity© Computer Aid, Inc. 2011 . All rights reserved.
  58. 58. IT Health Check Example 71© Computer Aid, Inc. 2011 . All rights reserved.
  59. 59. IT HealthCheck Example 1. All key areas are in the red(problem) area except process and financials. 2. Trends are flat to negative over the past two reporting periods except for Financials, Infrastructure, Applications, Utilization and HR and Staffing. 72© Computer Aid, Inc. 2011 . All rights reserved.
  60. 60. IT HealthCheck Example Suggested Actions: 1. Drill into all red(problem) areas. 2. Determine root cause of problems. 3. Implement correction plan. 4. For negative trend categories, drill down to determine root causes. 5. Decide whether remedial 1. All key areas are in the red(problem) area except process and action is required. financials. 6. If remedial action is 2. Trends are flat to negative over the past two reporting periods required, add to correction except for Financials, Infrastructure, Applications, Utilization and plan. HR and Staffing. 7. Perform monthly health check assessment to monitor progress. 73© Computer Aid, Inc. 2011 . All rights reserved.
  61. 61. Process Details© Computer Aid, Inc. 2011 . All rights reserved.
  62. 62. Process Details 1. Drill down shows the current overall process score and the scores for prioritization, change management, release management, problem management, work management and quality assurance processes. 2. All process scores are in the green range, but the trend for the Process area is negative over the past two reporting periods.© Computer Aid, Inc. 2011 . All rights reserved.
  63. 63. Process Details Suggested Actions: 1. For negative trend categories, drill down to determine root causes. 2. Determine root cause of negative trends. 3. Implement correction plan. 4. Perform monthly health check assessment to monitor progress. 1. Drill down shows the current overall process score and the scores for prioritization, change management, release management, problem management, work management and quality assurance processes. 2. All process scores are in the green range, but the trend for the Process area is negative over the past two reporting periods.© Computer Aid, Inc. 2011 . All rights reserved.
  64. 64. Process Details 1. The Drill Down page includes key questions, and their responses. 2. Question response data shown on the details page shows the people who have responded , the question responses and the answer distribution.© Computer Aid, Inc. 2011 . All rights reserved.
  65. 65. Process Details 1. The Drill Down page includes key questions, and their responses. Suggested Actions: 2. Question response data shown on the details page shows the 1. For negative responses, meet people who have responded , the question responses and the with respondents to discuss. answer distribution. 2. Provide additional education as needed. 3. Perform monthly health check assessment to monitor progress. 4. If improvement does not occur, consider additional education or staffing actions as appropriate.© Computer Aid, Inc. 2011 . All rights reserved.
  66. 66. Application Status© Computer Aid, Inc. 2011 . All rights reserved.
  67. 67. Application Status 1. The top portion of the application dashboard provides an overview of the overall application status. 2. Detailed application data provided includes a profile of the application portfolio, including the application name, owning organization, business function supported, application portfolio information, application stability and availability, functionality overlap application effectiveness, user satisfaction and whether the application is package software or home-grown..© Computer Aid, Inc. 2011 . All rights reserved.
  68. 68. Application Status Suggested Actions: 1. Drill into all red(problem) areas. 2. Determine root cause of problems. 3. Implement correction plan. 4. Correct stability and availability issues immediately. 5. For application overlaps, perform comparative analysis, and consolidate redundant 1. The top portion of the application dashboard provides an overview functionality into single of the overall application status. application where appropriate. 2. Detailed application data provided includes a profile of the 6. For applications with yellow or application portfolio, including the application name, owning red customer satisfaction organization, business function supported, application portfolio levels, determine root cause. information, application stability and availability, functionality 7. Add steps to correction plan overlap application effectiveness, user satisfaction and whether as appropriate. the application is package software or home-grown.. 8. Perform monthly health check assessment to monitor progress.© Computer Aid, Inc. 2011 . All rights reserved.
  69. 69. Critical Knowledge, Governance, Financial, HR© Computer Aid, Inc. 2011 . All rights reserved.
  70. 70. Critical Knowledge, Governance, Financial, HR 1. For Critical Knowledge, there is an overall score, as well as scores for Knowledge Inventory, Knowledge Risk, and Knowledge Retention. 2. For Financial, there is an overall score and a Financial Actual Score and a Financial Alignment score. 3. For Governance, there is an overall score, as well as scores for Business Alignment, Governance Structure, and Governance Effectiveness. Suggested Actions: 4. For HR and Staffing, there is an overall score, as 1. Drill down into problem(red) well as scores for HR Skills, HR areas and determine exposure Effectiveness, Morale, Turnover, Application to loss of critical knowledge. Staffing, and Capacity Planning. 2. Implement knowledge capture 5. A comparison of Critical program to capture critical Knowledge, Governance, and Financial Status and knowledge. Human Resources and Staffing by Organization is 3. Cross train staff as needed to provided. retain critical knowledge. 4. For Governance, Financial, HR problem (red) areas, drill down to root causes. 5. Implement correction plan. 6. Perform monthly health check assessment to monitor progress. 83© Computer Aid, Inc. 2011 . All rights reserved.
  71. 71. Infrastructure, Data and Process© Computer Aid, Inc. 2011 . All rights reserved.
  72. 72. Infrastructure, Data and Process 1. For Infrastructure, there is an overall score. 2. For Overall IT Processes, there is an overall score as well as scores for Prioritization, Change Management, Release Management, Problem Management, Work Management and Quality Assurance. 3. A comparison of Infrastructure and Data and Overall IT Processes by Organization is provided.© Computer Aid, Inc. 2011 . All rights reserved.
  73. 73. Infrastructure, Data and Process 1. For Infrastructure, there is an overall score. 2. For Overall IT Processes, there is an overall score as well as scores for Prioritization, Change Management, Release Management, Problem Management, Work Management and Quality Assurance. 3. A comparison of Infrastructure and Data and Overall IT Processes by Organization is provided. Suggested Actions: 1. Drill into all red(problem) areas. 2. Determine root cause of problems. 3. Implement correction plan. 4. Correct stability and availability issues immediately. 5. Perform monthly health check assessment to monitor progress.© Computer Aid, Inc. 2011 . All rights reserved.
  74. 74. How Do You Get One?Go to www.CAIBuzz.com and click on the Contact Us button to get more information or to sign-up!The ITBuzz team is ready to help! 87
  75. 75. Questions? Click to Return www.CAIBuzz.com
  76. 76. Issue Management GoalEnsure commitments are upheld – To ensure, follow up, track and manage commitments are being upheld between team members within acceptable timeframe from the viewpoint of the project manager .Oversee commitments – To oversee these commitments from the project management office perspective.
  77. 77. ValueEnsures timely resolution of issuesIssues are tracked and managed. With Issue Buzz: Commitments are monitored for timely resolution Automated follow up techniques ensure on-point results Catastrophic problems are avoided
  78. 78. Process
  79. 79. FeaturesAs issues arise, prompt management is critical toproject success. Issue Buzz provides you with theability to:Log issuesSet prioritiesAssign and notify resources or contributorsSubmit and approve/deny resolutionsThe solutions key differentiator is that you can now monitorand enforce compliance with defined service levelagreements (SLA).
  80. 80. FeaturesIssue Buzz takes the task of managing issues to ahigher level. Notifications are automaticallysent:Creation of an issueChange in status / issue is updatedNon-response within allotted timeIssue Buzz contains eleven potential notifications to ensurenothing slips through.
  81. 81. Screenshots
  82. 82. DashboardsWith Issue Buzz, managers, team members and stakeholders can enter andtrack issues in a central repository that provides a holistic view of potentialproject impediments. Managers, team members and stakeholders can viewproject issues in a variety of dashboards including: Number of Past Due Issues  Issues with no Activity for Number Open vs. Closed the last 30 days Past Due by Assignee  Number per Assignee Number of Open Issues  Open for the Last 30 days Average Resolution Time  Project/Organization Expected vs. Actual Responsiveness Resolution  Overall Responsiveness Number by Status  Due Date Change  Categories by # of Past Due Critical Issues6/4/2012 97
  83. 83. Screenshots
  84. 84. Screenshots
  85. 85. ValueEnsures timely resolution of issuesIssues are tracked and managed. With Issue Buzz: Commitments are monitored for timely resolution Automated follow up techniques ensure on-point results Catastrophic problems are avoided
  86. 86. Questions? Click to Return www.CAIBuzz.com
  87. 87. Coming SoonClick toReturn www.CAIBuzz.com
  88. 88. ITBuzz Product PlanITBuzz AMI features needed• Functionality • Data persistence – Connectors for hard data • Control room – Build out PPM • Knowledge repository – Service management – Capability and results • Licensing management • Data entities – Further build out based upon market feedback• Usability – Role based dashboards – Improved navigation• Control – Implement TFS for content version control – UI standards – Implement testing function
  89. 89. 2011 2012 Plan• Website • E-mail campaigns• Landing pages • 1 conference / month• E-mail campaigns • Webinars – ITMPI,• Brochure GantHead, Others• IT Buzz Playbook• Product Webinars • CAI regions – Overview • Inside sales – 7, one for each product • Web sales • Partners • ITMPI type partners – App store content – Reseller
  90. 90. ITBuzz stats since 9/12 rollout completed Remaining 2011 2012 Plan ScheduleWebinars 24 internal, 2 ITMPI 10 eight Internal, Self service GanttHead, ITMPI + the 6 ITMPI self serve 10 other venuesConferences 2 Detroit ITMPI, 2 SimPosium, Valley Forge 1 per month, non Maine GovTech ITMPI competitive venues, GovTech, otherPartner Presentation 4 ? 4 per monthProspect 8 Analog devices, TE, GTApresentations RFP, GTA, State MI, PA, Schaeffler Group, HBF AustraliaTrials 2 IDB, ETSProposals 2 GTA, Old DominionWins 1 GTA
  91. 91. Quality Example 2: A Takeaway What’s Happening Here? Discussion: Why Are They Doing This? 15108
  92. 92. Takeaway: Qualification Checklist Takeaway: Seven Elements of Qualification l What needs to exist for a deal to be sales-worthy? 1) 2) 3) 4) 5) 6) 7) Checklists Ensure 18 Completeness and Repeatability109
  93. 93. Takeaway: Qualification Checklist Use Scoring to Assess Quality 1) Quantified Pain Unknown 0 2) Need Identified 1 3) Driver Unknown 0 4) Budget Not Sure 0 5) Timeframe Identified 1 6) Owner Identified 1 7) Fit Identified 1 8) Must Do Yes 1 5/8 = 61.25% Something 20110

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