Presented By

G. Bailey & Associates, LLC

Business Solution:◦ A solution is a product, combination of products,

services, or a mix of products and services that is provided to address a client's specific business problem or other need.

Reference: Margaret Rouse http://searchitchannel.techtarget.com/definition/solution

Reference: http://www.dilbert.com/

Reference: http://blog.thingsdesigner.com/

Challenges with developing SharePoint Solutions:

◦ Narrow understanding of Functional Requirements

◦ Limited understanding of Existing Processes

◦ Inadequate understanding how to apply SharePoint features and capabilities using an holistic approach

Impact/ Results of Challenges:◦ Stakeholders do not have a unified understanding of

context, processes, and requirements◦ Ad-Hoc solutions that do not meet customer needs◦ SharePoint solutions are:Overly customized and complex

Not easy to modify, maintain and support

Not consistent in terms of design and implementation (no Configuration Management or Traceability)

Do not follow Governance guidelines

Not scalable

◦ Implementation and deployment delays◦ Migration Challenges

The Quad-D Methodology combines the insight of process engineering, structure of system engineering and the rigor of project management, while leveraging the uniform application of technology to deliver documented, supported and comprehensive organizational solutions.

“Quad-D”

Develop

Activities: • Continued PM coordination• Build solution • Establish Configuration Management• Test solution functionality

Artifacts: • Prototype • Updated project plan & WBS

Benefits: • Provides standardized /repeatable /traceable development process

• Fully exploits OOTB capabilities

Design

Activities: • Continued PM coordination• Assess define phase artifacts• Translate analysis findings

Artifacts: • Process Activity – SP Capability mapping• Functional Requirements mapping• Data analysis• Updated project plan & WBS

Benefits: • Bridges Define (What) with Develop (How)

• Provides roadmap for SharePoint solution development

• Streamlines data structure

GBA QUAD-D Methodology

Deploy

Activities: • Continued PM coordination• Ensure requirements are met• Establish support expectation• Identify Change Management & Release

Management processes

Artifacts: • Implement change control structure• Training & solution documentation• Updated project plan & WBS

Benefits: • Establishes standardized and repeatable change and release management processes.

Define

Activities: • Identify preliminary tasking• Identify the scope (5 W’s)• Determine Business Requirements• Define processes & procedures

Artifacts: • Initial project plan & WBS• Scope document• Process & procedural models• Functional requirements

Benefits: • Adds clarity in identifying initial requirements

• Helps manage expectations• Unifies stakeholders• Provides baseline for other phase

activities

Quad-D Project Management

(PMI)

Process Engineering

(Six Sigma)

Systems Engineering

(Agile SW Development )

DEFINE:• Scope• Functional Requirements• Process

• InitiatePlan

• Define • Stakeholder Communication & Collaboration

• Motivate & Empower Individuals

DESIGN:• Functional

Assessment & Mapping

• Data Analysis

• Plan

• Monitor & Control

• Measure

• Analyze

• Design

• Simplicity • Promote Sustainable

Development• Continuous Attention to

Technical Excellence

DEVELOP:• Prototype• Configuration Management

• Execute

• Monitor & Control

• Design

• Verify

• Early & Continuous Delivery of Value

• Deliver a Working System Frequently

• A Working System is the Primary Measure of Progress

DEPLOY:• Change & Release Management

• Close • Verify • Welcome Changing Requirements

• Regular Team Reflection on How to Improve

Widgets-R-Us is a small businesscomposed primarily of Sales,Marketing and Manufacturingdepartments, with a “C-Staff” (i.e.CEO, COO, CFO) in an overallguidance position. Currently, eachdepartment tracks internally derivedand cross-departmental actions viaemail, spreadsheets, phone calls,notes books, etc. and reports to theC-Staff during staff meetings or onan ad hoc basis.

This company desperately needs asingle, uniform action trackingbusiness solution to enhancecommunications, reduce coordinationtime, more readily track status andreport on resource utilizationassociated with actions in a timelyfashion.

C-Staff

Sales Marketing Manufacturing

E E E E E E E

Track Divisional Actions

Assign, Track and Manage Divisional Actions

Receive and Update Assigned Actions

Who are the Stakeholders?◦ CEO’s, Division Managers, Employees

What do they want?◦ A mechanism to capture, track, manage and report corporate actions

When do they need it?◦ NOW _ of course!

Where should it be developed?◦ Work with the SP Admin to determine best location within the

Enterprise Architecture

Why is it required?◦ To centralize corporate actions

◦ To enhance communications

◦ To reduce coordination time

◦ To more readily track status and report on resource utilization

The initial scope of the Widgets-R-Us initiative is to create a SharePoint environment that can be accessed by CEOs, Division Managers, and Employees; that provides the capabilities and functionality to capture corporate actions, assign actions to staff, monitor progress and report key metrics to leadership.

© GBA Proprietary Process Modeling Technique

Division Manager

Create Action

Assign Action

Employee

Assess Action

Complete Action

Review CTD

Action

Close Action

Reporting Process

C-Staff

Functional Requirements – The Short List…

Ability for C-Staff to track action information (Action, Description, Division, Due Date, Date

Completed, Log, Assignment)

Ability for C-Staff to track total actions by division, by status, by processing time

Ability for Division Managers to track actions by status and processing time

Ability for division actions to be separated

Ability for Division Managers and C-Staff to view action reports (not viewable to employees)

Ability for Sales to track customers, POC and POC phone numbers associated with actions

Ability for Marketing to track products with associated actions

Ability for Division Managers to assign actions

Ability for Division Managers to track progress of assigned actions

The ability for employees to receive and update actions

Process & Procedural Models and

Narratives

Functional/Business

Requirements

Key Deliverable

Identification

Key Artifact

Identification

Evaluation

Criteria

High-level Work

Breakdown &

Plan

Scope Document(s) content for Widgets-R-Us

Data Analysis:

◦ Review instrumentation

Email, Word, Excel

◦ Standardize data

◦ Normalize data

Process /Procedural Activity Mapping:◦ Create (Capture)

◦ Assign

◦ Assess

◦ Complete (Update)

◦ Report (Track)

Requirements SP FeaturesAbility to capture action information (Action, description, Division, Due Date, Date Completed, Log, assigned to)

SharePoint Columns

Ability for C-Staff to track All corporate actions

SharePoint Lists, Content Query Web Part

Ability for Division Managers to track actions by Status and processing time. Keeping Division information separate and employees from seeing reports.

SharePoint Lists (multiple),calculated fields (time), Views, KPIs (metrics) , WebPart Page (dashboards), Audience Targeting (access /navigation)

Ability for Sales to track customers, POC, POC Phone associated with actionsAbility for Marketing to track products with associated actionsAbility for Manufacturing to track components (HW SW) , and quantity with associated actions

SharePoint Columns, Content Types

Ability for Division Managers to assign actions and track progress

SharePoint List, Columns, Alerts

The ability for employees to receive and update actions

Filtered Views, List

Develop◦ Prototype that

leverages the following 10 SharePoint features.

1. Columns2. Content Types3. Custom Lists4. Calculated Fields5. Views6. Status Lists (KPIs)7. Web Part Pages 8. Content Query Web

Part9. Alerts10.Audience Targeting

/Permissions

Collaborate with SP Administrators

Create columns in column gallery

Create content types in content type gallery

Create custom list, enable content types

Create calculated fields

Enter test data

Create views within the lists for metrics

Create status lists (KPI lists)

Create document library for customizations

Use web part pages for customizations (dashboards)

Ensure Requirements are met

Establish support expectations

Provide:◦ Documentation

◦ Change control structure

Launch Business Solution

Challenges DEFINE DESIGN DEVELOP DEPLOY

Stakeholders not unified

Ad Hoc solutionsdo not meet customer needs

Solutions:• Overly

customized• Not easy to

modify, support and maintain

• Not consistent (CM)

• Do not follow Governanceguidelines

• Are not Scalable

• Deploymentdelays

Migration Challenges

Reference: http://www.cartoonstock.com

Dr. Jody Sandwisch◦ jlsandwisch@gba-nexus.com

Mr. Stu Bailey◦ scbailey@gba-nexus.com

QUESTIONS?

Notice that the Indicators (Total Actions Completed Early, Total Actions Completed on Time, Total Actions Completed late) – are the views in the source list in previous slide.

Define:

Process Engineering:

•Define• Identify Related Process

Activities, Inputs, Outcomes, Roles, Dependencies, Instrumentation

• Measure• Identify limitations & Challenges of currentprocess

Project Management:

• Initiate• Identify Goals, Objectives,

Stakeholders, Requirements

• Plan• Identify Tasks, Structure, timelines, Resources, dependencies

Systems Engineering:

• Stakeholder Communication & Collaboration

• Motivate & Empower Individuals –Stakeholder Buy-in

Outcomes:

1. Initial Project Plan and WBS

2. Business Requirements

3. Scope4. Process &

Procedural Models

Design:

Process Engineering:

•Analyze• Determine Options for

meeting Customer Requirements

• Design • Create New solution based on Identified Requirements

Project Management:

• Plan• Identify New Tasks, timelines,

Resources, dependencies

• Execute• Ensure task completions

• Monitor & Control• Ensure Tasking & Timeline

updates

Systems Engineering:

• Simplicity (OOTB)• Promote Sustainable Development• Continuous Attention to Technical Excellence

Outcomes:

1. Updated Project Plan

2. Process to Technology Mapping

3. Design Documentation

Develop:

Process Engineering:

• Design • Create New solution based on Identified Requirements

•Verify• New solution Satisfies Identified Requirements

Project Management:

• Execute• Ensure task completions

• Monitor & Control• Ensure Tasking & Timeline

updates

Systems Engineering:

• Simplicity (OOTB)• Promote Sustainable Development• Continuous Attention to Technical Excellence• Early & Continuous Delivery of Value• Deliver a Working System Frequently• A Working System is the Primary Measure of

Progress

Outcomes:

1. Updated Project Plan and WBS

2. Configuration Management

3. Prototype

Deploy:

Process Engineering:

• Verify• New solution Satisfies Identified Requirements

Project Management:

• Monitor & Control• Ensure Tasking & Timeline

updates

• Close• Ensure Deliverables Meet Identified Requirements

Systems Engineering:

• Welcome Changing Requirements• Regular Team Reflection on How to Improve• Early and Continuous Delivery of Value• Deliver a Working System Frequently

Outcomes:

1. Baseline Solution2. Change

Management