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www.regoconsulting.com Phone: 1-888-813-0444
Increasing Clarity Perception and Adoption
www.regoconsulting.com Phone: 1-888-813-0444
2
Agenda
● Survey – What is Your State of Adoption● Keys to Success – What We Have Seen● Participant Lessons Learned
○ Amway○ Fiserv○ Open Mic – Others with Lessons Learned
● Q&A
www.regoconsulting.com Phone: 1-888-813-0444
3
Maximized Value
• Clarity Data Drives Decisions• Users Believe Clarity Helps
them Perform Their Job• Executives Use Clarity
Constantly• Disruption Free
Releases/Upgrades
Problems that Cause Low Value Perception:• Spreadsheet Rich Environment
Driving Decisions• Users See No Value in Clarity• Executives Never Log Into Clarity • Clarity is slow and upgrades are
expensive/Painful
Low Value Perception
Survey – Where Do You Fall?(Two Audiences: Management and Users)
Zero (0)
Five (5)
www.regoconsulting.com Phone: 1-888-813-0444
4
Keys to Success
● Executive Support● Be Prepared● Effective Information Campaign● Invest in Training / Mentoring● Engage the Users – Provide Real Value● Don’t be a Perfectionist● Implement Functionality in Stride● Monitor Performance● Optimal Tool Configuration
www.regoconsulting.com Phone: 1-888-813-0444
5
Executive Support● Executives MUST Buy Into the Value Proposition – Big Picture● Executives MUST be Vocal in Their Support● Establish the Right Governance Model
○ Executive Steering Committee & Rego Exec Leadership• Strategic Direction and Wave Content Approval• Checkpoints on Progress• Approval of Process & Architecture Decisions
○ Core Project Team• Process and Architecture Decision Recommendations• Configuration and Prototype• Subject Matter Experts / Clarity Evangelists• Change Management / Communication
○ Project Managers (Rego & Client)• Works with Executive Steering Committee • Resolves Conflicts and Owns Final Core Team Decisions• Ensures solutions are in best interest of the Organization
www.regoconsulting.com Phone: 1-888-813-0444
6
Be Prepared● All of the organization must understand there may be a culture change● Establish Best Practice Process – Before a Tool
○ Do not automate poor process. Use automation of a function as an opportunity to leverage best practices and take a fresh look at how things are done today
● Basic Project Management Training○ Some organizations have people slated as a PM and they have had no formal
training. These folks really perceive Clarity as administrative overhead...a burden – because they do not understand “why” some things should be done. It is good to talk about the process and concept of PM'ing outside of the tool...then show how the tool can "enable" the process.
● Understand the Data You Want to Capture AND start with good data● Have an Idea of the Reporting You Want Out● Have Internal Resources (Support and SMEs) Ready to Go
www.regoconsulting.com Phone: 1-888-813-0444
7
Effective Information Campaign
● Be Aware of Change Management○ Start with the easy functions to deploy that require little data
maintenance. The most difficult function to deploy, in terms of change management, is resource management – do NOT do this first.
● Create an Internal Marketing Campaign Before and During Implementation
● Publish a Vision for Clarity’s Future● Establish Frequent Communication: Vision, Reminders, Success
Stories
www.regoconsulting.com Phone: 1-888-813-0444
8
Invest in Training / Mentoring
● Hands-On Training is the BEST○ What is left behind after training (Quick Reference Guides, Manuals, Presentations,
CAPA) will not influence adoption – the time spent performing exercises with an instructor/mentor will.
● Train Internal SMEs○ Ensure you have internal SMEs that are invested in the tool and can spend the time
needed to get people to embrace the automation
● Synchronize Timing○ In spite of all the training courses before deployment, resources do not have great
retention. You must focus on training once the system goes live. Resources do not pay attention until it is real.
● Frequent Workshops or In Person Mentoring○ Spending 15-30 minutes with every user at their own computer showing them CA
Clarity PPM features and functions will work miracles.
● Accessibility of Answers○ Readily available training material, guides, videos, etc.
www.regoconsulting.com Phone: 1-888-813-0444
9
Maximized Value
User Engagement(Team, RM/PM, Leadership)
Good Data Compliance (Accuracy & Completeness)
Effective Data Analysis
Process Improvements / Increased Maturity
• Clarity Data Drives Decisions• Users Believe Clarity Helps
them Perform Their Job• Executives Use Clarity
Constantly• Disruption Free
Releases/Upgrades
Problems that Cause Low Value Perception:• Spreadsheet Rich Environment
Driving Decisions• Users See No Value in Clarity• Executives Never Log Into Clarity • Clarity is slow and upgrades are
expensive/Painful
Driving User Engagement• User Interface – Easy to Navigate and Find Information• Infrastructure – Stable, Reliable, and Performs Well• Roadmap – Published Vision for Clarity Future• Education – Training and Mentoring – What, How, Why• Visibility – Many meaningful portlets/reports• Automation – Simplify Interactions to avoid wasted time• Process – Defined processes in line with Clarity configuration• Rapid Incrementalism – Frequent Upgrades/Releases
Low Value Perception
Engage the Users – Provide Real Value
www.regoconsulting.com Phone: 1-888-813-0444
10
Don’t be a Perfectionist
● Don’t struggle with resolving every last detail when implementing.
● Your process or setup may not be ideal at first, but remember 80% automation will save a great deal of time.
● Go with the majority -- don’t worry about trying to please everyone. Focus your efforts on the 80% who are being supportive, the rest will conform in their own time or as local management demands.
● Don’t build everyone’s ideal reports up front – develop a number of generic reports that can be downloaded and manipulated. (80% automation)
www.regoconsulting.com Phone: 1-888-813-0444
11
Implement Functionality in Stride
● Introduce only small bits of functionality, but do it quickly.● Be careful not to overwhelm people -- much of the struggle in
implementing a PPM is initial perception. ● Let users know you are not asking for much right away. Once
implemented, you can add more functionality quickly.● Keep in touch with users as new things are implemented -
taking sanity checks to let them know they are supported
www.regoconsulting.com Phone: 1-888-813-0444
12
Monitor Performance
● Implement Adoption Metrics○ Establish a way up front that you will measure the success of the
deployment. What data are you trying to drive, etc.○ Template available from RegoXchange○ MUST BE USED
www.regoconsulting.com Phone: 1-888-813-0444
13
● Menus○ Make the Menu Reflect Your Process
○ Modify the General Page
●Object Screens○ Group Like Fields in Sections
○ Minimize the number of pages to update• Do not put data on 3 subpages where the user has to jump between multiple pages to see or
edit the data they need to (unless they need to for security reasons)
○ Make Text Boxes Bigger• Make them large so that users do not have to scroll to see all of the data
● One Click to Value
Organized and Simple
www.regoconsulting.com Phone: 1-888-813-0444
14
Organized and Simple
● Option 1: Menu by function
● Option 2:
www.regoconsulting.com Phone: 1-888-813-0444
15
Organized and Simple
● Object Screens (v13 Cleaned Much Up)○ Group Like Fields in Sections
○ Minimize the number of pages to update• Do not put data on 3 subpages where the user has to jump between multiple pages to see or
edit the data they need to (unless they need to for security reasons)
○ Make Text Boxes Bigger• Make them large so that users do not have to scroll to see all of the data
○ Drop Downs
○ NEW ** Actions
www.regoconsulting.com Phone: 1-888-813-0444
16
Quick Wins – User Interaction (Overview)
• Add tabs related to “My” stuff• Remove portlets not needed• Add Communications portlet
www.regoconsulting.com Phone: 1-888-813-0444
17
Quick Wins – User Interaction (Project)
• Remove Subpages Not Used
Before After
www.regoconsulting.com Phone: 1-888-813-0444
18
Quick Wins – User Interaction (Project)
Before
After
www.regoconsulting.com Phone: 1-888-813-0444
19
Get Rid of Unused Items
● CA has TONs of stuff. Often overwhelming. Get rid of stuff. Do not
be afraid.
● Do not delete – just inactivate and remove
● Removal examples:○ Fields
○ Groups
○ Portlets
www.regoconsulting.com Phone: 1-888-813-0444
20
Leverage Alerts
● We want people to use Clarity to manage by exception
● Email notifications○ Late Timesheet
○ Late Status
○ Notify of Mixed booking
● Exception portlets to tell them what they should do – use portlets to
guide them○ Late tasks
○ Mixed bookings
○ Unfilled roles
www.regoconsulting.com Phone: 1-888-813-0444
21
Response Time
● People relate response time to usability
● “One Click to Value” = Response Time○ Disney Example – SharePoint link
○ Ohio Example – icon on desktop
○ Mayo Example – reports on list
● Clarity login○ Slowed by any portlets on the general page (all tabs) – so be careful what is on the general page
● Returning data in portlets = Response Time○ No page should take more than 5 seconds
• Improve performance of portlets
• Limit # of portlets on the page
www.regoconsulting.com Phone: 1-888-813-0444
22
Cool Reporting
● Data must be meaningful
● Have views that recognize the person logged in to provide relevant
data
● Group the portlets/views together within pages with multiple tabs
all with the same types of portlets/views
● Create dashboard pages with summary portlets
● Use graphs as much as possible to convey points
www.regoconsulting.com Phone: 1-888-813-0444
23
Cool Reporting Examples
www.regoconsulting.com Phone: 1-888-813-0444
24
Cool Reporting Examples
IT SERVICES
PPM TECHNOLOGYEND USER ADOPTION
2/24/2014
26I T S E R V I C E S
Topics
What we UseThe Landscape
Global ImplementationThe Challenge
Sequenced DeploymentsThe Strategy
Role Based ConfigurationSelling and MessagingSustaining User Adoption
The Approach
27I T S E R V I C E S
Ideas, projects, timesheets, roles, resource allocations, assignments
Custom SSO, Resource Load, auto timesheet submit/approval
Infoview/Webi for PMO, RM, & PM
Effort based scheduling
No Financials
2700 active users (1700 IT) [550 inactive]
950 active ideas [2500 inactive]
932 active projects [2564 inactive]
Clarity: v13.1.4Business Objects: v3.3 Open Work Bench: v2.0.0
The Landscape
28I T S E R V I C E S
Enterprise Deployment: Global Project Management
The Landscape
Stage gate process; duration based scheduling; financial attributes
Reporting: Oracle Business Intelligence (OBIEE 11g) & WEBI
Resource Management: not yet in Clarity
Scheduling: Microsoft Project (not connected to Clarity)
500 active users - engaged on project teams or ITM support 10 Analysts (PMO Specialists); 40 Managers and Executives
50 Project Managers; 400 Cross Functional Team Members
250 active projects; 30 active ideas Types: Game Changer, Door Opener, Line Extension, Market Expansion, Maintenance, Sustaining, etc.
Significant financial value in Total Revenue, Incremental Revenue, and NPV
I T S E R V I C E S 29
GPM
GDS GCR IT
CORP IT
ANA IT
SEA IT
(EXAMPLES)
The Challenge The Strategy
30
Role Based Configurations
Team Member, PM, RM, PMO, Business
Navigation and Content (views, dashboards)
Less is better guiding principal
Security based on role (Function) and data access required (Data)
Auto submit and approval of timesheets
The Approach
I T S E R V I C E S
31
Role Based Home Menus
PMO
RM
PM
TEAM
EXEC
REQ
The Approach
I T S E R V I C E S
32
Team Member
The Approach
I T S E R V I C E S
33
RM
The Approach
I T S E R V I C E S
34
PM
The Approach
I T S E R V I C E S
35
PMO
The Approach
I T S E R V I C E S
36I T S E R V I C E S
Selling & Messaging - v13 Upgrade Theme = Flight
Cruising Altitude Initial Decent Final Approach Landing
Use Multiple Channels
“Basics” NOT “Training”
The Approach
I T S E R V I C E S
Reference Guides
The Approach
PPT
I T S E R V I C E S
Intranet
The Approach
Internal TV
I T S E R V I C E S
The Approach
40I T S E R V I C E S
Training & Communications
The Approach
Training: Role based
PMO Specialist – Admin
Project Managers
PM Management
Communication: Implementation -> Go-live -> Post Go-live
Surveys
Demos (followed by feedback sessions)
Project Updates, Departmental Meetings, Email
Engaged end-users in development and training
Global Project Management Deployment
“Idea to Market” Product Development Process & Portfolio
“Idea to Market”Product Development
Process & Portfolio
Sustaining User AdoptionPPM Technology Roadmap 2014 - 2016
Clarity 13.4 Discovery
Clarity v13.1 Deployments
Clarity 13.4 Upgrade
Trending
Clarity 13.8 Upgrade
Clarity Enhancement Releases
I T S E R V I C E S 41
1H2014 2h 2014 1H 2015 2H 2015 1H 2016 2H 2016
Process Definition/Refinement Harmonization
Clarity 13.8 Assessment
The Approach
Q&A
Thank You
42I T S E R V I C E S
Increasing Clarity Perception and Adoption
February, 2014
Krupa Shah – Manager
© 2012 Fiserv, Inc. or its affiliates.
Mission-critical solutions
Diversified client base
Award-winning innovation
Financial strength
Industry leader
Engaged associates
44
© 2013 Fiserv, Inc. or its affiliates. 45
Market Leadership and Scale
U.S. FinancialInstitutions
More than
1in3
Account Processing
Bill Pay and E-Bill Network
Top 5
#
1P2P, A2A,ACH
Electronic Payments
#
1DebitProvider
Digital Channels
#1OnlineBankingSolution
MobileBankingSolution
#1
© 2013 Fiserv, Inc. or its affiliates. 46
Market Leadership and Scale
60MOnline Banking Users
MobileBankingUsers
7M
Digital Channels
Active Bill Pay Users
55MDebit Accounts
23M
Electronic Payments
Account Processing
U.S. Clients
5,200
Deposit Accounts
120M
© 2012 Fiserv, Inc. or its affiliates.
Increasing Clarity Perception and Adoption
• Increasing Clarity Perception and Adoption• Description: User implementation of Clarity can sometimes be a
challenge. With proper guidance from Rego’s team of experts, you will learn to communicate the value of Clarity and increase user adoption within your organization. Rego’s team will reveal the strategies they use to drive adoption and ensure user input.
• Current State• 6,300 users • Modules:
• Resource Management• Project Portfolio Management• Time Tracking• Billing
© 2012 Fiserv, Inc. or its affiliates.
Keys to End-User Adoption
48
- Business Case, Charter and Mission Statement are critical- Define and communicate why leadership is making the investment- Ensure you are aligned with business objectives - Ensure that your leadership is socializing their support
- Know your Influencers and Supporters- Develop relationships with those inside and outside your circle of influence - Build a governance committee or a board of your stakeholders, sponsors and key supporters
- Process first, configure later, customize in the future- Get into the weeds with your users! - There is a process underneath all requirements- Understand the value of processes, document them, and help drive improvement to resolve the
challenges- Configure as needed only customize when there is a defined, mature process in place.
- Remember:- Crawl, Walk, Run
www.regoconsulting.com Phone: 1-888-813-0444
49
Open Mic – Thoughts on Adoption
● Comments and Lessons Learned
www.regoconsulting.com Phone: 1-888-813-0444
50
Questions
Contact US888.813.0444
Email [email protected]
Web Sitewww.regoconsulting.com
Thank you.