Project Identification and Initiation Tool Kit


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Problem Definition, Lean Project Management, PMBOK Initiating, Initiation

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Project Identification and Initiation Tool Kit

  1. 1. Project Initiation Document A Primer for Portfolio Management
  2. 2. The PID helps Identify problems and document financial impacts • The first section defines the business problem and its impact, project objective, and scope of the solution – BPI tools are leveraged through-out the template to ensure teams focus on eliminating non-value added activities. • After the current problem is defined and its impact understood, “ideal-state business process and tools” are defined – Documenting “As-Is” processes may be completed, however this may be perceived as non-value added and is not required – Focusing on the future, “ideal-state” process provides the basis for tool requirements • With the business problem and ideal state solution defined, the basis is set for business case development – Resolving the business problem helps identify benefits – Ideal State process helps define tool needs for cost estimating p. 2
  3. 3. Contents • Business Problem Statement and Impact • Solution Objective • Ideal State Process • COPIS • Scope • Approach • Risks and Dependencies • High-level Timeline • Business Case p. 3
  4. 4. Problem Statement The problem statement identifies the current business pain and it’s Problem impact on operations • Development of product (services) roadmaps is inconsistently performed across different functions Impact • Lack of a roadmapping process is inhibiting revenue growth and eroding value – We are too slow to vet and commercialize our very best ideas – We are failing to make big, bold bets and instead fragment resources on sub-scale improvements – We fail to update roadmaps when plans change – We lack tight coordination across initiatives resulting in confusion and waste; half-hearted initiatives that go nowhere, duplicative work, reinventing the wheel and lack scale advantages – We lack consistent roadmap formats – roadmaps have various timelines – We’re unable to prioritize across roadmaps because lack of standard format creates communications problems across the groups As much as possible the impact should include quantifiable data and facts related to the problem as defined p. 4
  5. 5. Root Cause Diagram Use BPI Tools to confirm root causes are understood p. 5
  6. 6. Project Objective Statement • Design and implement a corporate-wide standard business process for managing and presenting roadmaps across Regions, and business areas (services, products, etc.) to deliver 30-35% faster output – In parallel with business process design, select IT Tools needed to automate the common business process for roadmap development Define the outcomes desired from the project effort – criteria for evaluating success p. 6
  7. 7. Ideal State Process • The product roadmap is the front-end of the Phase Management Planning process and is the essential element in translating the business strategy into major programs to be pursued. The output is reviewed in a meeting that is conducted every 3-4 months. Marketing “owns” the Planning process and leads the meeting. • In each meeting the overall product portfolio is reviewed as well as the man-power and development capacity needed to meet the target dates. Ideal-state Process descries how the process/tool would be used to solve the problem and impact from page 1 Use a scenario to describe the business process and tool interaction p. 7
  8. 8. Use Copis to identify customer and supplier processes Customer-Output-Process-Input-Supplier Or Supplier-Input-Process-Output-Customer
  9. 9. Sample Cascading COPIS Supplier (s) Inputs Process Outputs Customer (s) Voice of Customer Phase Management Resource Balanced Outbound Marketing Customer Requirements Process Portfolio and Sales Updated Portfolio Inbound Marketing Product Roadmap Inbound Marketing Roadmap Approved and funded Phase Management R&D Engineering Strategic Technologies development projects Plan Supplier (s) Inputs Process Outputs Customer (s) Service and Product Portfolio of Product/Service Resource Balanced Phase Management strategy Proposed Projects Roadmaps Portfolio – LOB specific Plan Competitor Actions VOC and Customer Integrated Roadmap – Capacity Planning and and Offerings Experience data cross LOB portfolio selection Cost/ Revenue C/V/P models projections for each projecting cost and Customer Input project revenues from new products p. 9
  10. 10. Scope • Geographic Scope – Which regions and/or design centers are included • Functional Scope – Which business functions and processes are included • Technical Scope – Which IT Systems are included p. 10
  11. 11. Scope Is/Is Not Is Is Not • Detailed list of specific • Detailed list of specific items to be addressed items NOT to be addressed p. 11
  12. 12. Solution Approach • Define business process and requirements • Evaluate current processes and tools • Review and confirm VS fit with requirements • Finalize Cost/Benefit/ROI model • Pilot Solution in one area • Refine implementation plan to align with IT Implementation of VS and roll-out p. 12
  13. 13. Risk and Dependencies Risks Dependencies (Process and Tool) (Process and Tool) • Identify risks that would limit the • Identify up-stream or down- success of the ideal state stream dependencies in either business processes or tools • Identify risks that would impact the expected benefit • Identify external dependencies (software providers, suppliers, etc) p. 13
  14. 14. Project Timeline – TBD (Depends on scope and resources) Q1 Q2 Q3 Q4 Final tool selection Project Planning Product Configuration Testing and Training Pilot Deployment Company-wide rollout Preliminary, high-level timeline to move from current process to ideal process. An estimate of time is required to develop a business case p. 14
  15. 15. Project Organization Chart Business Sponsor TBD Preliminary project team of FTE (Full-time equilivent) FTE estimates are needed to develop the business case Project Manager TBD Process Design Team VS Configuration Implementation Consumer SBU Team Team Service SBU Consumer SBU Consumer SBU Service SBU Service SBU p. 15
  16. 16. Business Case - From Excel Business Case Template • Benefits – TBD • Costs – TBD p. 16