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Are You Ready To Upgrade: Readiness Considerations and Lessons Learned

presented at TrueConnection: Sales Performance Management Conference 2007 by Robert Blohm, Business Development Manager, and Justin Lane, Senior Solutions Architect, at Compensation Technologies

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Are You Ready To Upgrade: Readiness Considerations and Lessons Learned

  1. 1. Are You Ready to Upgrade? Readiness Considerations and Lessons Learned Robert Blohm and Justin Lane Compensation Technologies LLC
  2. 2. Discussion Overview <ul><li>Introductions </li></ul><ul><li>Is it Time to Upgrade…? </li></ul><ul><li>Project Approval – Building a Case for Change </li></ul><ul><li>Planning for the Upgrade </li></ul><ul><li>Case Study – Tellabs </li></ul><ul><li>Providing Value – How Compensation Technologies Can Help </li></ul>
  3. 3. Compensation Technologies – Background <ul><li>Compensation Technologies (Comp Tech) </li></ul><ul><ul><li>National Compensation Management consulting firm </li></ul></ul><ul><ul><li>Industry leader in end-to-end compensation solutions </li></ul></ul><ul><ul><li>Dedicated practice implementing and supporting TrueComp™ </li></ul></ul><ul><ul><li>Hosting and application management facility in place to support the full range of compensation management needs </li></ul></ul><ul><li>Robert Blohm, PMP </li></ul><ul><ul><li>12 years IT Project Management; 5 years experience helping companies “Select”, “Implement”, and “Manage” Incentive Compensation Solutions. </li></ul></ul><ul><li>Justin Lane Callidus Certified </li></ul><ul><ul><li>10 years working in the Incentive Compensation space; Project Manager, Compensation Analyst, Solution Architect. </li></ul></ul>
  4. 4. Compensation Lifecycle Execution Stage Design Stage Integrated Infrastructure (Process and Technology) Compensation Plan Design, Modeling, and Costing Analyze Program Analyze Process Compensation Processing, Reporting, and Administration Communicate and Implement The most effective compensation programs are supported by a defined set of processes and robust technology at each phase of the compensation lifecycle. © 2007 Compensation Technologies LLC. – Proprietary & Confidential
  5. 5. Is it Time to Upgrade…?
  6. 6. Is it Time to Upgrade…? <ul><li>Compliance / Compulsory Drivers… </li></ul><ul><ul><li>End-of-Life (unwilling to live without vendor tech support) </li></ul></ul><ul><ul><li>IT not supporting tangential software versions (Java, Oracle, Actuate, Informatica) </li></ul></ul><ul><ul><li>  </li></ul></ul><ul><ul><li>Expanded’ or ‘Future State’ Business Requirements not supported within current version </li></ul></ul>Example: Actuate has terminated support for V6 and V7 (used in TrueComp ™ Viewer, TruePortal, and TrueInformation V3.x and earlier) Example: Callidus Services and Technical Support Organizations are in favor of not supporting V3.7 and earlier
  7. 7. Is it Time to Upgrade…? <ul><li>Taking advantage of enhancements… </li></ul><ul><ul><li>Increase system flexibility to handle new plans and processes </li></ul></ul><ul><ul><li>Improvement in “end-to-end” processing times </li></ul></ul><ul><ul><li>Additional Functionality – either from the core product or the supporting suite </li></ul></ul><ul><ul><li>Examples… </li></ul></ul><ul><ul><ul><li>Enhanced Crediting Logic </li></ul></ul></ul><ul><ul><ul><li>Web portal </li></ul></ul></ul><ul><ul><ul><li>Dispute Resolution </li></ul></ul></ul><ul><ul><ul><li>Modeling </li></ul></ul></ul><ul><ul><ul><li>Analytics </li></ul></ul></ul>Modeling and Process Calculation Storage and Increased Functionality Report Automation and Auditing Management
  8. 8. Feature Benefits: Moving from TrueComp ™ 3.x to 5.x TrueComp ™ Features (Sample List) Effective Dating UI Input Validation Pipeline Performance Application Interoperability Unlimited Generic Attributes Run Pipeline by Business Unit XML Import and Validation Quota Management Integrated Modeling Full Auditing
  9. 9. Checklist: Is It Time to Upgrade? <ul><li>Item: Do We Have. . . Yes/No </li></ul><ul><li>New business drivers (e.g., merger, re-organization) _____ </li></ul><ul><li>Evolving organization requirements (e.g., new jobs, support model) _____ </li></ul><ul><li>Additional business requirements (e.g., modeling, disputes, analytics) _____ </li></ul><ul><li>New/re-designed plans (e.g., new measures, feeds, retroactive calcs) _____ </li></ul><ul><li>Faster plan launch cycles (e.g., shorter implementation times) _____ </li></ul><ul><li>Enhanced reporting needs (e.g., more reports, different stakeholders) _____ </li></ul><ul><li>Infrastructure limitations (e.g., processing time, memory) _____ </li></ul><ul><li>Regulatory/auditing needs (e.g., SOX requirements) _____ </li></ul><ul><li>Significant custom code (e.g., difficult to maintain) _____ </li></ul><ul><li>Continued manual processes (e.g., desire to automate) _____ </li></ul><ul><li>Impending deadline for losing support _____ </li></ul><ul><li>Impending deadline for losing support _____ </li></ul>Prioritize each “Yes” for Items 1–10 using 1(not relevant), 3 (we should), 5 (must do)
  10. 10. Project Approval – Building a Case for Change
  11. 11. Project Approval – Building Momentum <ul><li>Find Your Champion </li></ul><ul><li>The Elevator Pitch Around “Why” </li></ul><ul><li>Securing Budget </li></ul><ul><li>Developing Your Plan </li></ul><ul><li>Initiating the Campaign </li></ul><ul><li>Engaging the Field </li></ul>Do they have the authority? If it is a major upgrade, there will be a continuous stream of questions It depends – what is driving the project? There’s a process – if you haven’t been through it, find someone who has Is there an impending event? If not, find one and build the timeline accordingly Keep selling the project – especially if you are leapfrogging versions
  12. 12. Initial Business Case Drivers <ul><li>IT resource requirements </li></ul><ul><li>Administration resource requirements </li></ul><ul><li>Error rates </li></ul><ul><li>Processing times </li></ul><ul><li>Administration turnover </li></ul><ul><li>Field sales turnover </li></ul><ul><li>Customer contact time </li></ul>Quantitative Qualitative <ul><li>Field and management credibility </li></ul><ul><li>Sales productivity – sales time </li></ul><ul><li>Decision making </li></ul><ul><li>Alignment of plan designs </li></ul><ul><li>Flexibility of plans that can be supported </li></ul><ul><li>Opportunity cost of turnover </li></ul>
  13. 13. <ul><li>Opportunity to reduce support needs </li></ul><ul><ul><li>IT resource requirements </li></ul></ul><ul><ul><li>Administration levels/time </li></ul></ul><ul><ul><li>Hardware requirements </li></ul></ul><ul><li>Continued administration improvement </li></ul><ul><ul><li>Processing times </li></ul></ul><ul><ul><li>Plan rollout times </li></ul></ul><ul><ul><li>Shadow accounting </li></ul></ul><ul><ul><li>Error rates </li></ul></ul><ul><li>Forecasting accuracy </li></ul><ul><li>Discontinued product support </li></ul>Building the Case for An Upgrade Quantitative Qualitative <ul><li>Flexibility of plans that can be supported (e.g., opportunity to revisit data structures) </li></ul><ul><li>Field and management credibility </li></ul><ul><li>Next generation information availability (e.g., reporting, analytics) </li></ul><ul><li>Enhanced functionality (e.g., modeling, dispute resolution) </li></ul>
  14. 14. Checklist: Project Launch <ul><li>Item: Do We Have . . . Yes/No </li></ul><ul><li>Executive support on board and supportive (i.e., Project Champion) ______ </li></ul><ul><li>Steering Committee identified and chartered (i.e., able to make decisions) ______ </li></ul><ul><li>Timeline and milestones defined (i.e., with impending dates) ______ </li></ul><ul><li>Other stake holders identified (i.e., who else we need to engage) ______ </li></ul><ul><li>The project manager identified and available (i.e., assigned) ______ </li></ul><ul><li>Internal resource estimate (i.e., headcount and effort) ______ </li></ul><ul><li>Third party resource estimate (i.e., if required) ______ </li></ul><ul><li>Additional license costs (e.g., new modules) ______ </li></ul><ul><li>Hardware acquisition path identified ______ </li></ul><ul><li>Confirmation of any business process needs (e.g., are changes required) ______ </li></ul><ul><li>Budget and approval process defined (i.e., steps, documents, participants) ______ </li></ul>Each “Yes” for Items 1–10 is worth 5 points.
  15. 15. Planning for the Upgrade
  16. 16. Upgrade versus Re-Implementation <ul><li>Choosing an Upgrade Path </li></ul><ul><ul><li>Parity vs. Re-Implementation </li></ul></ul><ul><ul><ul><li>Upgrade alone won’t solve all of problems </li></ul></ul></ul><ul><ul><li>In-depth analysis of current implementation </li></ul></ul><ul><ul><ul><li>Gap Analysis (what works, what doesn’t) </li></ul></ul></ul><ul><ul><li>Evaluation of Technology </li></ul></ul><ul><ul><ul><li>DB, server upgrades, data cleanliness, alternative data sources, data automation, etc. </li></ul></ul></ul><ul><ul><li>Opportunities for ‘Business Process’ improvements </li></ul></ul><ul><ul><li>Callidus configuration (Reporting and Plan) Improvements </li></ul></ul>
  17. 17. Opportunities and Considerations for Moving Forward <ul><li>Differences between Versions </li></ul><ul><ul><li>Taking advantage of new ‘Functionality’ </li></ul></ul><ul><ul><li>Ensuring you aren’t losing current ‘Functionality’ </li></ul></ul><ul><ul><li>Business Process redesign </li></ul></ul><ul><ul><li>Identifying Process and Performance Improvements </li></ul></ul>
  18. 18. Opportunities and Considerations for Moving Forward <ul><li>Differences between Versions </li></ul><ul><ul><li>Taking advantage of new ‘Functionality’ </li></ul></ul><ul><ul><li>Ensuring you aren’t losing current ‘Functionality’ </li></ul></ul><ul><ul><li>Business Process redesign </li></ul></ul><ul><ul><li>Identifying Process and Performance Improvements </li></ul></ul><ul><li>Technology Platform </li></ul><ul><ul><li>Licensing considerations </li></ul></ul><ul><ul><li>New Hardware versus Legacy Systems </li></ul></ul>
  19. 19. Opportunities and Considerations for Moving Forward <ul><li>Differences between Versions </li></ul><ul><ul><li>Taking advantage of new ‘Functionality’ </li></ul></ul><ul><ul><li>Ensuring you aren’t losing current ‘Functionality’ </li></ul></ul><ul><ul><li>Business Process redesign </li></ul></ul><ul><ul><li>Identifying Process and Performance Improvements </li></ul></ul><ul><li>Technology Platform </li></ul><ul><ul><li>Licensing considerations </li></ul></ul><ul><ul><li>New Hardware versus Legacy Systems </li></ul></ul><ul><li>Completing your ‘Due Diligence’ </li></ul><ul><ul><li>Functional and Technical Gap analysis </li></ul></ul><ul><ul><li>Requirements checklist </li></ul></ul><ul><ul><li>Project Scoping document </li></ul></ul>
  20. 20. Planning for the Upgrade <ul><li>Define requirements for project...  </li></ul><ul><ul><li>Opportunity to Id new requirements </li></ul></ul><ul><ul><li>Prioritize requirements </li></ul></ul><ul><ul><li>Interdepartmental requirements </li></ul></ul><ul><li>Requirements Categories </li></ul><ul><li>Quota Management </li></ul><ul><li>Payment Processing </li></ul><ul><li>Reporting </li></ul><ul><li>Draw Maintenance </li></ul><ul><li>Auditing </li></ul><ul><li>Roll-ups </li></ul><ul><li>Historical Maintenance </li></ul><ul><li>Adjustments </li></ul><ul><li>Territory Alignment </li></ul><ul><li>Plan Changes </li></ul><ul><li>System Standards and User Security </li></ul><ul><li>Plan Modeling Capabilities </li></ul><ul><li>… etc. </li></ul>
  21. 21. Checklist: Upgrade Readiness <ul><li>Item: How Do We Rate Our . . . Score* </li></ul><ul><li>Compensation plan stability and documentation _____ </li></ul><ul><li>Process maturity _____ </li></ul><ul><li>Process roles and responsibilities definition _____ </li></ul><ul><li>Process step/flow documentation _____ </li></ul><ul><li>Process participant workload/availability _____ </li></ul><ul><li>Concurrent related IT initiatives _____ </li></ul><ul><li>Transaction data quality and availability _____ </li></ul><ul><li>Reference data quality and availability _____ </li></ul><ul><li>IT support resource workload/availability _____ </li></ul><ul><li>Callidus infrastructure skills _____ </li></ul>Be sure to close as many gaps as you can (if there are any) But, if you score 27 points or more, chances are your project is ready to roll. * 1=you’re joking right, 3=not great, but acceptable, 5=show us someone better
  22. 22. Case Study – Tellabs Re-Implementation 3x to 5x
  23. 23. Case Study – Tellabs Re-Implementation 3x to 5x <ul><li>Additional Notes </li></ul><ul><ul><li>Tellabs’ environments are currently hosted by Comp Tech </li></ul></ul><ul><ul><li>Tellabs has been a TrueComp ™ user since 2001 </li></ul></ul><ul><ul><li>Resources leveraged during this engagement included: Comp Tech Integration Consultants, Tellabs Business team, and minimal Tellabs IT support </li></ul></ul><ul><ul><li>Upgrade path followed to-date: 2.1… 2.5… 3.1… 3.7… 5.1 </li></ul></ul>Daily/Weekly Report Generation Frequency Approx. 20k Transactions per Month 2 Data Feeds 12 Number of Reports 34 Number of Compensation Plans TrueComp™ 3.7 to 5.2 Migration Path 350 Number of Payees Telecom/Manufacturing Industry Client/Project Overview
  24. 24. Case Study – Tellabs Re-Implementation 3x to 5x <ul><li>Decision Drivers to Upgrade… </li></ul><ul><ul><li>Advanced query capabilities </li></ul></ul><ul><ul><li>Freedom from limitations of cloning </li></ul></ul><ul><ul><li>Team decided to stay with TrueComp ™ and invest in a re-implementation/ upgrade process </li></ul></ul><ul><ul><li>Opportunity to review and re-design methodology around rules and plans – had not been done since initial implementation in 2001 </li></ul></ul><ul><ul><li>Enhanced reporting and use of dashboards for end-users </li></ul></ul><ul><ul><li>Effective dating and use of custom processing dates </li></ul></ul><ul><ul><li>Opportunity to leverage hosting resources; reduced the potential burden on Tellabs' resources during upgrade. </li></ul></ul><ul><li>Budget Approval : </li></ul><ul><ul><li>Version 3’s end-of-life is approaching – </li></ul></ul><ul><ul><li>#1 driver for budget approval </li></ul></ul>
  25. 25. Case Study – Tellabs Re-Implementation 3x to 5x <ul><li>Lessons learned </li></ul><ul><li>Plan ahead </li></ul><ul><li>Build in sufficient time to allow for delays </li></ul><ul><li>Set appropriate expectations with the project team </li></ul><ul><li>Make the project a priority </li></ul>
  26. 26. Questions…? Thank You!
  27. 27. Providing Value – How Comp Tech Can Help <ul><li>Staff augmentation support </li></ul><ul><li>Six years TrueComp ™ hosting experience </li></ul><ul><li>Plan management </li></ul><ul><li>TrueComp ™ Lifecycle service bundles </li></ul>Manage <ul><li>80+ TrueComp ™ implementations, including all versions </li></ul><ul><li>Most Certified TrueComp ™ consultants of any service provider </li></ul><ul><li>Rapid deployment environments </li></ul><ul><li>Proven methodologies </li></ul>Deploy <ul><li>Two-day readiness confirmation </li></ul><ul><li>Enhanced process and infrastructure reviews </li></ul><ul><li>Business case development support </li></ul><ul><li>Requirements prioritization leveraging ‘Standards of Excellence’ db of 900+ requirements </li></ul><ul><li>Process re-design support </li></ul>Strategize Comp Tech Support Upgrade Phase
  28. 28. Contact Information Comp Tech Robert Blohm Account Manager Mobile: 602.617.9916 Office:  480.444.5705 [email_address] Justin Lane Solution Architect Mobile: 480.388.9868 Office: 480.444.5717 [email_address] Tellabs Barb Novak Supervisor, Sales Support Office: 831.424.4919 [email_address] Debra Krol Senior Sales Support Analyst Office: 630-798-3617 [email_address]
  29. 29. Feature Benefits: TrueComp ™ 3.x – 5.x TrueComp ™ Feature Business Benefit 3.x 4.x 5.x Multi-dimensional Lookup Tables Create custom lookup tables to support complex scenarios    Business Unit Security Separate distinct areas of your business with BU security    Multiple Payments per Period Generate multiple payments per period    Data Mart and ETL Solution Data Mart provides separated optimized reporting environment    Improved Formula and Rules Use shared formulas and a range of new functions    Advanced Multiple User Allow multiple users to manage TrueComp ™ data at the same time   UI Input Validation Ensure imported data is correct with edit and validation   Effective Dating Maintain version history of all TrueComp ™ data   Pipeline Performance Significant improvements in TrueComp ™ pipeline performance   Multiple Calendar Support Define multiple calendars for support of payment cycles   Partial Rule Saves Work and go back to unfinished rules in your own time   XML Import and Validation Import TrueComp ™ data in XML format as well as relational   New J2EE Client Architecture Zero install UI is separated from database and business logic   Query Model TrueComp ™ UI provides extensive search capability   Integrated Modeling Forecast compensation expenses with integrated modeling  Relational Lookup Tables Lookup tables improved for performance and import  Application Interoperability Modify any data while the pipeline is running  Run Pipeline by Business Unit Run the Pipeline by a single or multiple BU  Unlimited Generic Attributes Use unlimited Extended Attributes on all TrueComp ™ data  Guided Data Entry TrueComp ™ guides for simplified data entry and diagnostics  Quota Management Single workspace to manage quota for the organization  Full Auditing SOX Compliance for auditability of data 