Case Study: From Excel to PPM – IDEXX’s Move to Better Manage Its Business

1. World®
’16
Case Study: From Excel to PPM – IDEXX’s
Move to Better Manage Its Business
Rob McGowan - IT Project Management Office - IDEXX
AMX58S
AGILE MANAGEMENT

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Over the past year IDEXX Laboratories (IDXX) has moved from managing a $30M project
portfolio in a massive Excel spreadsheet to the latest version of CA Project & Portfolio
Management (CA PPM). IDEXX is now fully utilizing the Portfolio Management functionality to
manage the intake, plan and make critical resource decisions regarding their IT project portfolio
and resources. Through the use of resource management and calendars in CA PPM the team
now (for the first time ever) has the complete picture of support and maintenance time,
enhancement work, non-working time and project work. Join this session to learn how IDEXX
phased in its implementation to better adopt a wide array of CA PPM capabilities ranging from
time reporting, to resource management, to full portfolio planning. The audience will learn more
about their techniques as well as the change management process that helped it overcome
challenges along the way.
Rob
McGowan
IDEXX
IT Project
Management Office
Abstract

4. 4 © 2016 IDEXX Laboratories, Inc. All rights reserved.
IDEXX Laboratories
o IDEXX Laboratories is the leader in diagnostics and technology solutions for animal health
and water/milk quality in the world
o Founded by David Shaw in 1983 – Over 30 years of diagnostic innovations
o More than 8,000 employees worldwide
o Headquartered in Westbrook, Maine
o Deep veterinarian clinical, IT, and process expertise
o Products that are exported in over 175 countries around the globe
o IDEXX has invested over $400 million in the past 5 years into research and development
o Over 365 U.S. Patents
o 1.6 billion dollars in revenue with a 10 billion dollar market cap

5. The History

6. 6 © 2016 IDEXX Laboratories, Inc. All rights reserved.
A look back in time…
Complete offline process
Excel based tools
Yearly planning cycle
2-3 month planning cycle

7. 7 © 2016 IDEXX Laboratories, Inc. All rights reserved.

8. 8 © 2016 IDEXX Laboratories, Inc. All rights reserved.
We’re all consistent in our process, right?
Offline process varies on how
we collect the data and store it

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Wait, I know the answer!
Hours 1 Hours 2 Total
1 2 4
1 2 310
Why don’t the numbers match?

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The race to the finish line…
Consolidating all the files
and data is time consuming
What if…

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Legacy version of Clarity
What did we use Clarity for?
o Timesheet tracking
• Projects
• Enhancements
• Basework
o Document storage
• Auditable documents

12. 12 © 2016 IDEXX Laboratories, Inc. All rights reserved.
How IDEXX plans in Clarity

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Key drivers for developing a new approach
VisibleFasterAgileFlexible

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Build the projects and create the demand
1. Create a project in clarity
2. Add the resources to the project
• IDEXX has taken a role based approach for planning
• Once the project is kicked off, named resources are added
3. Add the detailed hour estimates to the roles

15. 15 © 2016 IDEXX Laboratories, Inc. All rights reserved.
Creating the portfolio
o Create a new portfolio
o Build a power query and sync the projects you want to plan against

16. 16 © 2016 IDEXX Laboratories, Inc. All rights reserved.
Loading your target financials/resourcing
o In this step you will want to load the key roles you want to plan against
o In our case we still manually calculate a number with basework to create the maximum
availability for each role. This will be a future enhancement to our process to also let the
system calculate this.

17. 17 © 2016 IDEXX Laboratories, Inc. All rights reserved.
How to answer the “what if” questions
o You can now create an “above the line” vs. “below the line” view of the projects to see how
your budget and resources are impacted in the waterlines views

18. 18 © 2016 IDEXX Laboratories, Inc. All rights reserved.
Analysis of the resource impacts
o Based on the data you entered into the targets, you can now see resource needs based on
the projects above the line that are causing demand
o Since we plan on roles we look at this by how many headcount of that role do we lack or
exceed capacity

19. 19 © 2016 IDEXX Laboratories, Inc. All rights reserved.
Opportunities
Next areas of opportunity
o Use the system to calculate the
basework percentages. We still
maintain this in a spreadsheet
o Maintain complete financials in
the system – today many of the
financial calculations are
maintained in separate
spreadsheets

21. 21 © 2016 IDEXX Laboratories, Inc. All rights reserved.
IDEXX is green
Please project (don’t print) this presentation.

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