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Copyright © Institut Lean France 2014 Lean IT Summit P ris, France 16 & 17 October, 2014 SAP and Lean MindSet: [email protected] The story of a short and fast project with India

SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

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Working on a software development project with an offshore team in India, Christophe had to manage differently to succeed. Dicover how the Lean practices helped him build a team spirit and deliver on time and under budget. More Lean IT stories on www.lean-it-summit.com

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Page 1: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

Lean IT Summit

P ris, France16 & 17 October, 2014

SAP and Lean MindSet:

[email protected]

The story of a short and fast project with India

Page 2: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Technicolor

Page 3: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Businesses

Page 4: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

KPITypologies

The Product

Standardized Reporting tool

KPI

Quality Managers

Dashboard

Recordin BW

Management Meeting Organizer

Reporting

SSRS Restitution

Business Value:Reduce the time to create the powerpoint from ≃1 day to 1H

Page 5: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

The Journey: Where are we going?

TeamDelocalized and outsourced

Iterative to adjust

Continuous Deliverywithin SAP environments

Burndown Chart

User Stories

● _______● _______● _______

Page 6: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Challenge

Duration ≃ 2 months

Team in India➟ 2 people: 1 BW / 1 WEBDYNPRO➟ Outsourced offshore➟ Distance & Time difference➟ Communication: Phone and Video

Iterative Project Method➟ Unusual in the SAP world

User Interface➟ Unusual in the SAP world➟ Rare Skills

+5:30 h

Product OwnerSCRUM Master

1 SSRS Developer

2 SAP Developers

Page 7: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Iterative project: Why?

➟ Very challenging✓ No team options✓ We have never developed a User Interface with SAP✓ I have never managed a project with a team abroad

➟ Regular and rapid feedback✓ Iteration of 1 week

➟ Avoid the tunnel effect✓ discover issues too late

to adjust as we progress

Page 8: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

➟ The team is skilled➟ I am convinced we can make it➟ Management Attitude change:

Striving to create the performance conditions:✓ Being always available✓ Listen to the team problems✓ Help the team✓ Create a space for discussion and debrief

⇒ Being at the service of the team

My convictions

Page 9: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Asking close people to coach me

➟ Quality/PMO:to ensure I follow the SCRUM methodology

➟ Internal Coach:to ensure I keep the proper attitude toward the team

Keep an eye on me...

QA

...

Page 10: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Take to the sea...

Page 11: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Specifications

As a ... I would like to ... so that ...

1st problem: Not sufficient - It requires analysisAs a User

I would like to enter/modify my dashboard Actuals of the selected period in a dedicated screen so that it provides the latest figures of my Dashboard

As a User

I would like to see only my own Dashboards when I am connected

so that I can check my data and the others cannot see them

13 Complexity points each out of 490 [2.6 %]

Page 12: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

User StoryIt is very difficult for an outsourced team to understand the business solution from the User Stories only

User Stories

➟ We had to work together to define the Data Structure, User Interface, Authorizations , Use cases, Clarify Business rules, ...

● _________● _________● _________

Page 13: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Nothing “DONE”

2nd Problem: Getting the dev team on board at the very last moment

Necessary to explain the project Vision and Why we do it

Spring #1: Clarifying specifications

No deliveries

1 2 3 4

Page 14: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Seeing each others

Page 15: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Sprint #2: 1st “DONE”

We start Delivering

DONE

1 2 3 4

Page 16: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

➟ Video conf whenever possible⇒ to see each other

➟ Daily meetings were long: up to 2H⇒ Listening to the team questions

➟ Little feedback only questions⇒ the team needs to understand the project⇒ they are not used to spending so much time talking

Daily standups

Objective:

to discover obstacles as soon as possibleand remove them

Page 17: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

3rd Problem: Estimates are inaccurate

Sprint #3: Estimates

2 3 4

DONE

Page 18: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Estimates

It takes time to get reliable estimates

➟ Real can be 200% more than the estimate➟ Very difficult to calculate the project ending

1 2 3 4 5 6

Page 19: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Progress measurement

A Single KPI in single file :

Customer satisfaction measured during the Demo

1 2 3 4 5 6 7

Page 20: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Retrospective

➟ Video conf whenever possible⇒ to see each other

➟ Few feedback only questions⇒ the team needs to understand the project

➟ Retrospectives are weird to the team⇒ They keep asking questions⇒ when I am expecting feelings and opinions

Objective:

to understand what I did wrong

and adjust

Page 21: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Sprint #4: Continuous Delivery

4th Problem: Operations refuse to Deliver into Production

We adjust the sprint duration to 2 weeksand take time to clarify the delivery process

3 4 5

Page 22: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Continuous Delivery with SAP

Integration ProductionDevelopmentAnytime

End of the project

or release

Regular SAP Transport Order delivery process

Integration ProductionDevelopment

Anytime Anytime

Continuous Delivery process

Project Project Project

Maintenance Maintenance

Page 23: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

The halfway crisis

Team and especially me➟ We still have 75% of Complexity points to deliver !

Developers➟ UI Specifications and Business rules are unclear

Operations / Application Manager➟ Too many deliveries !

It is time to:⇒ extend the Sprint duration to reduce pressure⇒ focus on technical debt

Page 24: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Sprint #5: Deliveries start to flow

5th Problem: Deliveries start flowing but so do issues

We adjust the testing process

64 5

Page 25: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Test, test, test,...

eMail feedback is inefficient

and requires additional clarification

Switching to Screen Sharing speeds up the feedback loop

Contains more contextual informations

Page 26: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Sprint #6: SSRS

We are able to deliver “Nice to Have” features

64 5

Page 27: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

The flow of deliveries

Page 28: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Close the book

The

End

Page 29: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

1. User story requires analysis

2. Involve the Dev team in the Study

3. Estimate accurately needs time

4. Involve Operations

5. Report issues to the Dev team through screen sharing demo

Have strong convictions:

➟ believe in the team skills➟ help the team

Conclusions

Page 30: SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

Copyright © Institut Lean France 2014

P ris, France 16 & 17 October, 2014

Q & A