End User Computing & Business Analysis
Management of large Excel landscapes with Business-oriented Requirements Management...
Agenda
Brief company profile
Introduction to End-User-Computing
The EUC Dilemma
The EUC Management Approach
Business Analy...
masVenta Business GmbH – Brief Profile
Established in 2007

Business Analysis

Located in Aachen, Germany

Business-driven...
End-User-Computing - Definition
End User Computing (EUC) or User
Developed Applications (UDA) refers to
systems in which n...
Why is EUC a „hot spot“?

End User Computing & Business Analysis

5
 Who is using
spreadsheets?
 Which reports
depend on
spreadsheets?
 What data is
maintained in
spreadsheets?
 Who cont...
EUC Stakeholder Needs

Source: ClusterSeven, Inc. Used with permission

End User Computing & Business Analysis

7
IT

GRC

End Users

The EUC Dilemma

End User Computing & Business Analysis

8
End Users

 End Users need quick solutions but they cannot wait for IT projects
 On the long-term, End Users are unable ...
The EUC Management Approach

 Locate all EUC
applications
 Create a
company-wide
Inventory
 Classify
spreadsheets
 Con...
1. Discover
Locate all EUC applications
Create a company-wide Inventory
Classify spreadsheets
Continuously run this
proces...
2. Assess
Business Criticality
Financial & Operational Risks
SDLC Processes
Compliancy Issues

End User Computing & Busine...
3. Control
Clarify roles
Establish approval processes
Set standards
Log all changes
Separate data and code

End User Compu...
4. Replace
Consider re-design of large EUC
solutions
Run projects to decommission
EUC apps
Consolidate similar EUC
applica...
The EUC Management Approach
 Locate all EUC
applications
 Create a
company-wide
Inventory
 Classify
spreadsheets
 Cont...
Business Analysis - Definition
“Business Analysis is a set of techniques
and tasks used to work as a liaison among
stakeho...
Business Analysis for EUC
Why Business Analysis for EUC?
As other solutions, EUCs start to exist because
of a Business Nee...
EUC - with or without a BA?
I want to have a
green button
here
OK, no problem,
here you are…
Ah, this is not what I expect...
Business Analysis for EUC
Looking closer, we see that for
most of the EUC Management
process items, supporting
BABOK® task...
Solutions and Tools in Action

Source: ClusterSeven, Inc. Used with permission

End User Computing & Business Analysis

20
Source: ClusterSeven, Inc. Used with permission

Solutions and Tools in Action

End User Computing & Business Analysis

21
Conclusion
End User Computing is here to stay. Excel and Access
applications will never disappear completely.
Unknown EUC ...
masVenta Portfolio
Academia Business Solutions & Consulting
Business Analysis based on IIBA®
Project Management based on P...
Your contacts
masVenta Business GmbH
Fon +49 2404 91391- 0
Fax +49 2404 91391- 31
von-Blanckart-Str. 9
52477 Alsdorf
Germa...
Questions?

End User Computing & Business Analysis

25
End Users need to…
Create temporary lists, import data from Core-ITsystems (e.g., SAP, CRM, Trading Systems)
Perform quick...
IT needs to…
Provide effective and efficient services – offer the
right IT-services at reasonable cost
Manage the applicat...
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masVenta EUC-Governance-Risk-Compliance-Business-Analysis-March-2014

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Governance, Risk and Compliance for large Excel and Access landscapes

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masVenta EUC-Governance-Risk-Compliance-Business-Analysis-March-2014

  1. 1. End User Computing & Business Analysis Management of large Excel landscapes with Business-oriented Requirements Management Rainer Wendt, CBAP, PMP, March 2014, v1.1 IIBA®, the IIBA® logo, BABOK® and Business Analysis Body of Knowledge® are registered trademarks owned by International Institute of Business Analysis. CBAP® and the CBAP® logo are registered certification marks owned by International Institute of Business Analysis. Certified Business Analysis Professional™, EEP™ and the EEP™ logo are trademarks owned by International Institute of Business Analysis. Certification of Competency in Business Analysis™, CCBA™ and the CCBA™ logo are trademarks owned by International Institute of Business Analysis. Tel. +49 2404 91391 0 Fax +49 2404 91391 31 crm@masventa.de www.masventa.de
  2. 2. Agenda Brief company profile Introduction to End-User-Computing The EUC Dilemma The EUC Management Approach Business Analysis for End User Computing Solutions and Tools in Action Conclusion End User Computing & Business Analysis 2
  3. 3. masVenta Business GmbH – Brief Profile Established in 2007 Business Analysis Located in Aachen, Germany Business-driven Requirements Management and Communication IIBA® Endorsed Education ProviderTM Owner Rainer Wendt, PMP, CBAP Training and Consultancy in Business and Technology. Projects in Banking, Energy, Telecom and Hi-Tech… Business Intelligence BI-Requirements Analysis, Reporting Data Warehousing, Performance Management Project Management Successful Management of Projects by applying Best Practices Process Optimization Sustainable Process Improvements by satisfying Customer and Business Needs End User Computing & Business Analysis 3
  4. 4. End-User-Computing - Definition End User Computing (EUC) or User Developed Applications (UDA) refers to systems in which non-programmers can create working applications The majority of EUC is based on the Microsoft Office applications Excel and Access using VBA programming language. End User Computing & Business Analysis 4
  5. 5. Why is EUC a „hot spot“? End User Computing & Business Analysis 5
  6. 6.  Who is using spreadsheets?  Which reports depend on spreadsheets?  What data is maintained in spreadsheets?  Who controls our spreadsheets?  What impact can spreadsheet errors have?  Do I really know? Are there any concerns? End User Computing & Business Analysis 6
  7. 7. EUC Stakeholder Needs Source: ClusterSeven, Inc. Used with permission End User Computing & Business Analysis 7
  8. 8. IT GRC End Users The EUC Dilemma End User Computing & Business Analysis 8
  9. 9. End Users  End Users need quick solutions but they cannot wait for IT projects  On the long-term, End Users are unable to cope with the complexity of spreadsheets if they are not fully dedicated to programming  Typical situation: When an “End-User-Programmer” leaves the department, nobody is there to look after the application anymore. Risk!  End User developed applications are mostly not compliant, audit findings are very likely and can cause a lot of additional work in Business IT  IT does not consider End User applications “real” applications, but in fact they are used in all Business departments – sometimes more than Core-IT  IT Application support with its Core applications does not look closer on the Business processes which use spreadsheets – it’s-not-our-job-mentality  Level 1 Support cannot help with VBA issues as they are not trained for that  IT would like to get rid of the unsupported VBA applications but they cannot as Business is not willing to resign GRC The EUC Dilemma  Governance, Risk & Compliance needs to make sure that laws and policies are met, e.g. Sarbanes Oxley Act, Basel, Solvency II and many more.  Without EUC inventories and compliancy processes neither GRC nor external auditors are able to assess the risks of End User Computing  EUC without control is a “hot spot” for auditors and will for sure lead to findings  If these audit findings are not handled properly, companies can be forced to (partly, temporarily, completely) stop their Business! End User Computing & Business Analysis 9
  10. 10. The EUC Management Approach  Locate all EUC applications  Create a company-wide Inventory  Classify spreadsheets  Continuously run this process  Business Criticality  Financial & Operational Risks  SDLC Processes  Compliancy Issues  Clarify roles  Establish approval processes  Set standards  Log all changes  Separate data and code End User Computing & Business Analysis  Consider redesign of large EUC solutions  Run projects to decommission EUC apps  Consolidate similar EUC applications 10
  11. 11. 1. Discover Locate all EUC applications Create a company-wide Inventory Classify spreadsheets Continuously run this process End User Computing & Business Analysis 11
  12. 12. 2. Assess Business Criticality Financial & Operational Risks SDLC Processes Compliancy Issues End User Computing & Business Analysis 12
  13. 13. 3. Control Clarify roles Establish approval processes Set standards Log all changes Separate data and code End User Computing & Business Analysis 13
  14. 14. 4. Replace Consider re-design of large EUC solutions Run projects to decommission EUC apps Consolidate similar EUC applications End User Computing & Business Analysis 14
  15. 15. The EUC Management Approach  Locate all EUC applications  Create a company-wide Inventory  Classify spreadsheets  Continuously run this process I.  Business Criticality  Financial & Operational Risks  SDLC Processes  Compliancy Issues  Clarify roles  Establish approval processes  Set standards  Log all changes  Separate data and code  Consider redesign of large EUC solutions  Run projects to decommission EUC apps  Consolidate similar EUC applications Establish a small team responsible for End User Computing support II. Run proof-of-concept pilot project with a limited amount of EUC applications, e.g. for one department III. Create a new service for End User Computing support End User Computing & Business Analysis 15
  16. 16. Business Analysis - Definition “Business Analysis is a set of techniques and tasks used to work as a liaison among stakeholders in order to understand the structure, policies, and operations of an organization, and to recommend solutions that enable the organization to achieve its goals.” BABOK ® Guide, v2.0, pg.15 End User Computing & Business Analysis 16
  17. 17. Business Analysis for EUC Why Business Analysis for EUC? As other solutions, EUCs start to exist because of a Business Need Typical “EUC Business Need” can often not be satisfied by IT since there is no Business Analysis at all for this kind of small apps With a tailored Business Analysis approach for EUC, Shadow-IT can be avoided effectively End User Computing & Business Analysis 17
  18. 18. EUC - with or without a BA? I want to have a green button here OK, no problem, here you are… Ah, this is not what I expected . I have changed my mind. I want two red sliders now! Why didn’t you tell before? Grrr … I want to have a green button here Hi Mike, please let me know the effort for green buttons and red sliders OK, I will do an estimation for both until tomorrow  Green? Button? Please explain your problem first! Later… BA End User Computing & Business Analysis Ok, I trust that you have understood my real need now  …please let me know what concept we can agree on 18
  19. 19. Business Analysis for EUC Looking closer, we see that for most of the EUC Management process items, supporting BABOK® tasks and techniques can be identified End User Computing & Business Analysis 19
  20. 20. Solutions and Tools in Action Source: ClusterSeven, Inc. Used with permission End User Computing & Business Analysis 20
  21. 21. Source: ClusterSeven, Inc. Used with permission Solutions and Tools in Action End User Computing & Business Analysis 21
  22. 22. Conclusion End User Computing is here to stay. Excel and Access applications will never disappear completely. Unknown EUC means unknown risks, unknown impact. The closer Business and IT collaborate, the lower the risks are. Business Analysis for EUC facilitates the partnership between Business and IT in order to have EUC under control. The EUC Business Analyst understands the “real” Business Need and conceptualizes or helps to build tailored, compliant EUC solutions with very low “time-to-market”. Managing EUC applications requires IT tool support, otherwise many EUC artifacts cannot be controlled and handled efficiently. For some spreadsheets, logging of changes for reliable audit trails is mandatorily needed to fulfill compliancy demands. End User Computing & Business Analysis 22
  23. 23. masVenta Portfolio Academia Business Solutions & Consulting Business Analysis based on IIBA® Project Management based on PMI® Business Intelligence , Data Warehousing Business Process Optimization Consulting and Expert Provisioning Coaching & Inhouse Trainings Public courses and Online Seminars End User Computing and Compliance End User Computing & Business Analysis 23
  24. 24. Your contacts masVenta Business GmbH Fon +49 2404 91391- 0 Fax +49 2404 91391- 31 von-Blanckart-Str. 9 52477 Alsdorf Germany crm@masventa.de www.masventa.de Sabine Ostlender Back Office & Human Resources +49 (171) 812 7333 sabine.ostlender@masventa.de Rainer Wendt, PMP, CBAP Managing Director +49 (175) 26 13 148 rainer.wendt@masventa.de End User Computing & Business Analysis 24
  25. 25. Questions? End User Computing & Business Analysis 25
  26. 26. End Users need to… Create temporary lists, import data from Core-ITsystems (e.g., SAP, CRM, Trading Systems) Perform quick ad-hoc calculations Create nice reports for Management Reconcile different source systems Manage and control projects, evaluate performance Manage Sales and Marketing processes … but…  IT cannot change Core-IT-systems quickly – often too slow for Business  One-time-needs do not justify expensive changes in Core-IT and involvement of project personnel – no business case, no pay-off, no Go!  Projects cannot easily start – they have to be budgeted, planned and assigned to available personnel – resource and timing issues, no budget, no personnel  IT does not understand Business Needs – or – is not listening appropriately End User Computing & Business Analysis 26
  27. 27. IT needs to… Provide effective and efficient services – offer the right IT-services at reasonable cost Manage the application lifecycle Maintain inventories of all supported applications Make sure that security is sufficient Make sure data is consistent and of good quality Support users in their day-to-day business … but…  Business cannot wait for changes in IT-Core systems, they need quick solutions  Business applications based on Excel and Access typically do not follow an application lifecycle and thus are not registered in any inventories  Excel and Access data is typically not secure, not protected against manipulation  Spreadsheets often contain outdated, wrong data as there are not updated  IT cannot help as they do not know about EUC applications End User Computing & Business Analysis 27

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