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HOUSTON, TX, USA | 5–8 NOVEMBER 2017
#PMOSym
PMO17BR203
Agile Transformation: Real-World Innovative Adaptation
Dr. Linda McIntosh, DBA, CSM, ITIL, PMP, Executive Director, IT PMO
Sam Houston State University
Biography
• Dr. Linda McIntosh, Executive Director
of the IT PMO at Sam Houston State
University
• Doctorate – D.B.A. in Project
Management, CSM, ITIL, PM, certified
2
• Imagine you work for the largest global retail company in
the world and you are asked to deliver in 95 days a
program that normally takes 15 months
• This interactive workshop will provide PMO leaders with
strategic learning objectives for understanding when to
use an agile or an agile hybrid approach in their
organizations
3
Abstract
Learning Objectives
4
Agenda
• Once upon a time – The story
• June 2010 – events
• July 2010 – events
• August 2010 – events
• September 2010 – events
• October 2010 – events
• Closure
5
6
Vice President Request in June 2010
• Deliver annual enrollment and YE & YB to 1.4 million employees by 10
October 2010 and 1 January 2011
• Include the federal and state government changes
• Incorporate new business requirements
– Create new user screens
– New rate plans
– New insurance vendors
– HMO changes
7
My Response
8
Risk Time
IssuesPlanning
Resources
MoneyVendors
Applications
Hardware
Negotiation Challenges….My Need List
• Champion
• Signed executive scope commitment
• Autonomy
• People
• Budget
• Technology
• No waterfall delivery methodology
• Dedicated collaboration room
9
Negotiation Challenges ….VP Need List
• Present business case justification proposal for new delivery
methodology
– Executive summary
– Milestones
– Number of resources
– Cost
– Percentage complete
– Daily status updates
10
Negotiation Challenges…Outcome
• Agreement on both sides with added features
– Two weeks to plan
– Sneak peak presentation
– More customer involvement
11
• VP May 2010 executive meeting
• Discovery
• VP response
• Formulation of options
• Next steps
12
13
14
June 2010
Brainstorm….Huddle
• Employee team assembly
• High-level scope and objectives
• Preliminary businesses deliverable
request, timeline and milestones
• Preliminary WBS
15
Brainstorm…. Work Breakdown
16
Customer Wish List
Option 1
Option 2
PMP
Business Proposal
Brainstorm…Work Streams
17
AE YE&YB
Brainstorm…. Methodology
18
Hybrid
Brainstorm…Milestones (AE, YE & YB)
19
BRD 7/26/10
Design 8/13/10
Dev 9/10/10
Present 9/17/10
Dev Test 9/30/10
UAT 10/1/10
BR 10/3//10
Go Live 10/10/10
BRD 9/14/10
Design 10/15/10
Dev 11/23/10
Dev Test 12/21/10
UAT 12/28/10
BR 12/28/10
Go Live 1/1/11
Brainstorm…
Project Management Plan
20
Brainstorm…. Identified Risk
• Accept the risk
– Program timeline
– Two projects with multiple work streams
– Resource need
– New delivery model
– Security
• Mitigate risk by:
– Manage schedule time
– Unforeseen circumstances
21
Brainstorm…. Resources
• Seven employees
• 75 contractors
– 9 BAs
– 34 developers
– 25 QA/testers
• Three countries
– India
– Japan
– America
22
Brainstorm…. Quality
• Requirements verification
• Design verification
• Development verification
• Testing
– Developer
– Quality team
– User acceptance
23
Communication Strategy
• Daily status to executives
• Daily status to project team
• Twice-daily team meeting
24
Brainstorm…. Budget Estimation
• AE: US$5 million
• YE & YB: US$5 million
• Total: US$10 million
25
Business Justification…Proposal
• Project delivery method
• High-level milestones
• Resource estimation
• Introduction to the quality team
• Communication plan
• Budget estimation
26
27
10 July 2010
Schedule – 24 Hours a Day, Five Days a Week
28
Task Name Start Finish % Complete
AE2011 Program (schedule based five days a week, day and night) Thu 6/10/10 Thu 1/3/13 3%
AE 2011 project 10/10/10 Delivery Thu 6/10/10 Thu 1/3/13 4%
Initiation Thu 6/10/10 Fri 6/11/10 100%
Planning Thu 6/10/10 Thu 1/3/13 6%
Design Thu 6/10/10 Fri 9/3/10 0%
Construction Tue 7/27/10 Mon 9/13/10 0%
Testing Tue 7/27/10 Mon 10/11/10 0%
Implementation Fri 10/8/10 Thu 11/11/10 0%
Post Implementation Thu 11/11/10 Tue 12/28/10 0%
Year End and Year Begin 01/01/2011 Sub-project Tue 7/6/10 Wed 2/16/11 2%
Planning Tue 7/6/10 Wed 2/16/11 2%
Construction Fri 10/15/10 Tue 11/23/10 0%
Testing Wed 10/20/10 Tue 12/28/10 0%
Implementation Tue 12/28/10 Mon 1/31/11 0%
Post Implementation Wed 12/29/10 Mon 2/14/11 0%
July 2010 – Daily Status Reports
29
Process
%
Complete Status
Original Targeted
Completion Date
Dependent remains eligible up to
26th birthday 15% Green 7/21/2010
Life-change to administration of
effective dates 75% Red 7/2/2010
Disability-change to
administration of effective dates 100% Green Complete
HMO additions or deletions 30% Green 7/23/2010
Screens and flows ( verbiage) 0% Red 7/7/2010
Rates for all plans 0% Green 7/23/2010
Puerto Rico 75% Green 7/20/2010
% complete report 0% Green 7/23/2010
Health Plan Changes-CDH 15% Green 7/23/2010
Work Stream 9
Work Stream 7
Work Stream 8
Annual Enrollment Daily Status Update
Work Stream 1
Work Stream 2
Work Stream 3
Work Stream 4
Work Stream 5
Work Stream 6
Legend:
Green - On Track
Yellow - Late but will meet target date
Red - Behind schedule
30
August 2010
31
AE and YE & YB Teams
32
The Project Champion
33
The Pep Talk
34
August 2010 – Daily Status Reports
Process%
CompleteStatus
Original Targeted
Completion Date
% Complete Of ISD
Requirements
Verification
(Target Completion
Date 8/06/10)
% Complete of
ISD Design
(Target
Completion
Date 8/13/10)
% Complete
of ISD Design
Verification
(Target
Completion
Date 9/27/10)
% Complete of
ISD
Development
(Target
Completion
Date 9/10/10)
% Complete of
ISD Testing
(Target
Completion
Date 10/1/10)
% Complete of
Business UAT
(Target
Completion
10/6/10)
Dependent remains eligible up to
26th birthday50% Red 7/28/2010
Not ready for
verification7%
Life-change to administration of
effective dates100% Green Complete 100% 90%
Disability-change to
administration of effective dates100% Green Complete 100% 90%
HMO additions or deletions 100% Green Complete 100% 0%
Screens and flows ( verbiage) 30% Red 7/28/2010Not ready for
verification36%
Rates for all plans 15% Red 7/30/2010Not ready for
verification0%
Puerto Rico 100% Green Complete
Verification
completed in
spreadsheets. Will
upload to HP QC on
Aug 02.
35%
% complete report 50% Red 7/27/2010Not ready for
verification0%
Health Plan Changes-CDH 75% Red 7/28/2010Schedule verification
8/30%
Work Stream 6
Work Stream 7
Work Stream 8
Work Stream 9
Work Stream 1
Work Stream 2
Work Stream 3
Work Stream 4
Work Stream 5
35
September 2010
36
2 September 2010 – Daily Status Reports Process
% Complete of BRD
(Target Completion
Date 7/26/10)
% Complete Of ISD
Requirements
Verification
(Target Completion
Date 8/06/10)
% Complete of ISD
Design (Target
Completion Date
8/13/10)
% Complete of ISD
Design Verification
(Target Completion
Date 8/27/10)
% Complete of ISD
Development
(Target Completion
Date 9/10/10)
Development
Completion
Date
Customer
Walkthrough
% Complete of ISD
Testing (Target
Completion Date
10/1/10)
Work Stream 1
Dependent remains eligible up
to 26th birthday100% 100% 100% 100% 54% 9/10/2010 9/11/2010
Work Stream 2
Life-change to administration of
effective dates100% 100% 100% 100% 60% 9/7/2010 9/11/2010
Work Stream 3
Disability-change to
administration of effective dates100% 100% 100% 100% 60% 9/7/2010 9/11/2010
Work Stream 4
HMO additions or deletions 100% 100% 100% 100% 96% 9/7/2010 9/11/2010
Work Stream 5
Screens and flows ( verbiage) 100% 100% 100% 100% 68% 9/8/2010 9/11/2010
Work Stream 6
Rates for all plans
98%
(Target date is
8/13/2010)
98% 70% 0% 0% 9/10/2010 NA
Work Stream 7
Puerto Rico 100% 100% 100% 100% 56% 9/10/2010 9/11/2010
Work Stream 8
% complete report 100% 100% 100% 100% 100% 8/20/2010 9/11/2010 83%
Work Stream 9
Health Plan Changes-CDH 100% 100% 100% 100% 84% 9/10/2010 9/11/2010
37
Issues
Data Center Power Loss
38
Sneak Peak
39
October 2010
40
1 October 2010 – Daily Status Report
Process
% Complete of
BRD (Target
Completion
Date 7/26/10)
% Complete Of
ISD Requirements
Verification
(Target
Completion Date
8/06/10)
% Complete of
ISD Design
(Target
Completion
Date 8/13/10)
% Complete of
ISD Design
Verification
(Target
Completion
Date 8/27/10)
% Complete of
ISD
Development
(Target
Completion
Date 9/10/10)
Development
Completion
Date
Customer
Walkthrough
% Complete of
ISD Testing
(Target
Completion Date
10/1/10)
Action/ Issues/ Remarks
Work Stream 1
Dependent remains eligible up
to 26th birthday100% 100% 100% 100% 100% 9/17/2010 9/17/2010 100%
Work Stream 2
Life-change to administration of
effective dates100% 100% 100% 100% 100% 09/10/10 9/17/2010 100%
Work Stream 3
Disability-change to
administration of effective dates100% 100% 100% 100% 100% 09/10/10 9/17/2010 100%
Work Stream 4
HMO additions or deletions 100% 100% 100% 100% 100% 09/10/10 9/17/2010 100%
Work Stream 5
Screens and flows ( verbiage) 100% 100% 100% 100% 100% 09/10/10 9/17/2010 100%
Work Stream 6
Rates for all plans 100% 100% 100% 100% 100% 09/10/10 9/17/2010 100%
Work Stream 7
Puerto Rico 100% 100% 100% 100% 100% 09/10/10 9/17/2010 100%
Work Stream 8
% complete report 100% 100% 100% 100% 100% 8/20/2010 9/17/2010 100%
Work Stream 9
Health Plan Changes-CDH 100% 100% 100% 100% 100% 09/10/10 9/17/2010 100%
Business Readiness
% Complete
Test Plan
(9/1/10)
% Complete Test
Scenarios (9/1/10)
% Complete
Regression Test
Scenarios
(9/1/10)
% Complete
Testing
(10/3/10)
Business User Acceptance
Testing 100% 100% 100%
Business ReadinessCommunicatio
n PlanTraining Plan
Implementation Planning 100% 100%
41
Issues
Servers End of Life
42
Closure
Closure …Never Been Done Before
• Provided a sneak peak
• Only a 2% defect rate
• Provided a soft launch five days
early
• Go Live three days early
• Lessons learned
• Award
43
Homework …Your Action Plan
• Your mission next week:
– Identify qualities in your project
managers
– Collaborate, communicate and
trust
44
Homework …Your Action Plan
• Next 90 days and continuous service improvement
– Send project managers to agile training
• Agile training types
– Scrum
– Iterative (RUP) (PMLC)
– Dynamic Systems Development (DSDM)
– Adaptive Software Development (ASD)
45
Award Presentation—AE and YE & YB
46
VP presentsaward
Award – Seven Associates, My Manager and Me
47
Award – Onsite Contractor Leads
48
The Innovation Award
49
50
Contact Information
51
Dr. Linda McIntosh, DBA, CSM, ITIL, PMPExecutive Director, IT PMO, Sam Houston State University,
Huntsville, Texas USA
http://www.shsu.edu/dept/project-management-office/staff.html
+1 936 294 4228 or +1 936 294 3974
https://www.linkedin.com/in/lindamcintosh2pmp/+1 512 745 0114
“A leader is always in the moment of being or strives to be uplifting others.” – Dr. Linda McIntosh
