OptiMIS Stakeholder meeting
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Transcript of OptiMIS Stakeholder meeting
© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
OptiMISStakeholder meetingOptiMIS TeamOctober, 2013
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.2
Agenda
• What is OptiMIS?• OptiMIS status overview• Subsystems status review:
– MDS – HCMS – PPRMS – FMS – PerMS – PPMc
• Q&A
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.3
Replacement of SharePoint and MSFT Based Tracking, Reporting Tools in an “Interlocked” environment
Scope - Current System/Tool to OptiMIS Mapping
Current Process/Tool moving to OptiMIS OptiMIS - Sub-System
- TALEO- HC Recon- OTT (Opportunity Tracking Tool)- Requisition Tracking
HCMS - Human Capital Management System
-OVOT MCF (Master Contract File)-PRISM (Financial Mapping)-HC Recon Mapping File(s)
MDS – Master Data System
- KPI Tool (Key Performance Indicators)- BMR Tool (Business Metrics Reporting) - CPT Process (Cost Per Transaction)- EMS (Escalation Mgmt)
PerMS - Performance Mgmt System
- Travel Tool, Budget Planning Process, Flash Process- PRISM (GRS Reporting) and Actual Reporting, availability of Data- Residual vs. Actual vs. Billing- Billing Data
FMS - Financial Management System
- PORTT (Portfolio of Opportunities Reporting and Tracking Tool)- ETT (Efficiency Tracking Tool)- ITPOR (IT Plan of Record)- PRIME- WFMS/Project B Tracking Tool (WorkForce Mgmt System)- QUAD
Option 1: PPRMS - Program, Project and Resource Mgmt System
Option 2: PPMc – HP Project and Portfolio Management Center
.ppt (Static)
.xls (pivots etc…)Reporting
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.4
GBS OptiMIS – Internal Solutions Intranet Web Applications
Enterprise Data
Warehouse
High Level Solution– E2EReportStoreCollect
Data Extract, Transform and
Load
1
2
Manual/Auto Load
Web Server - User Interface
Query Results
“Available GBS Data”
4
5
Two processes for Data Collection.1. Extract and load current
SharePoint, Excel based data2. Create a GUI for data entry and
maintenance – Web Server
Business Owned Data and EDW3. Server Space, for GBS ‘BDR’ and
Master Data and Fact Tables4. Feed Associated “GBS” Data from EDW (Finance/Polaris) when/where
available
Intelligent Reporting5. HP Enterprise Data and Business
Intelligence Solution procured from 3rd Party. Ad-hoc, Canned and Scalable BI
Reporting Platform via QlikView
GBS Managed Developed
IT Managed Infrastructure
~1,000 Users
Business Data
Repository
3
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Q3
Q4’13 Q1’14
JUL AUG
SEP OCT
NOV
DEC
JAN
Program Status
*See notes for Scope of Systems (GBS current systems)
R2
R2 R3
R2: ETT,
QUAD
R3: PRIM
E, VAS, WFM
S, Type
B
R1
R2 (Access)
R1
HCMSMDS
PPRMS
FMS
PerMS
Today
Key Issues and Risks1. PPM Leadership Team approval still pending2. GBS reorganization - new Steering Committee required
Accomplishments1. HCMS Roads show and training sessions – feedback
collected and some gaps identified2. HCMS handbook for hiring managers released (Business
Planning Team)3. Included Location Strategy in HCMS4. MDS parallel system to prepare FY14 data in place5. Increased awareness of OptiMIS within GBS – stakeholder
session with 160 people on the line6. Significant discount negotiated for PPM licenses (40%)7. 3 new contractors startedOn Hold
PPMc Due Diligence
On Hold
R3 FY14
R2a (applying feedback)
R4
R4Digitized
Org
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This database of Cost Location mapping information is the single reference point for reporting related to new opportunities, efficiencies, requisition management, HC recon, billing, budget, performance or any other Cost Location centered reporting. In addition, MDS enables data rollup to other dimensions i.e. regional ( L3/L4/L5 etc.) , NOM Process (Clusters/Sub Cluster etc.), client (contract/BU etc.) and other GBS specific master data elements.
Master Data System
Release 1 (May-13)MDS - RASCI DefinedProcess Workflow for new Cost location or change in existingImplemented data quality checks and access controlsAligned with critical systems and reporting
Jul-13Robust governance and review.MDS TrainingCommunication and awareness
Release 2 (Sep-13)Provision for Bulk changes for Cost location.Process workflow for changes request (System or Data)
Release 3 ( Nov-13)
FY13 Data synchronization(SP)Implement CL changes w.r.t new Organization.Addition of new fields and changes in field namesInclude Engagement L3 and Location Strategy.
Release 4 ( Jan-14)Submit a ticket for CoS, Engagement, P&S and Finance to update incorrect MDS data e.g. mapping issue.
Highlight Change(s) in the update email
Delivered
On Going YTP Started
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Human Capital Management SystemThe one and only source for GBS Human Capital (HC) tracking and reporting. The HCMS sub system in OptiMIS will feature linkage, relationships and the tracking of Opportunity to Source to Hire to Retire for incoming growth and outgoing terminations/internal moves. The system also interlocks the Requisition Details with the Human Capital via a load of Taleo Requisition data. The last key component to the HCMS foundation and data set is the use of GHRMS (Blue Book) results that are also loaded into the HCMS.
Release 1 (Apr-13)Release 2 (Sep-13)Enhanced Job
Opportunity system and addition hiring requirement and distributed data responsibility.Integrated Growth with MDS System to improve data quality and mapping consistency.New Growth form Training, Communication and awareness
Release 2a (Oct-13)Advance hiring request and approval system for WAAG and internal movement.Clean, Transform and load data into OptiMIS from HP system i.e. Bluebook (GHRMS), WAAG and TALEO ( Open/ Filled / Cancelled).Clean, Transform and load data into OptiMIS from GBS internal Efficiency Tracking systemEstablish linkages and data flow between different system to have ready HC Recon.Hiring Manager view to review, update and manage HC movement information ( Addition/Termination/ Internal-move) for his team.User delegate access to manage information on behalf…Training, Communication and awareness session(s)
Release 3 (Dec-13)Hiring Manager to update the intra move that is relevant to them and should not have access to alter the other move. This would ensure data accuracy.
Adding Job level, Salary Grade , city for replacement and movement forms.Headcount data need to be filtered based on the hiring manager .Adding Action Reason dropdown to WAG-Movement In all the tabs Data refresh time stamp.Delegate access to WAG system
Release 4 (Feb-14)End to End requisition approval workflow system for new job growth.Summary Page for Hiring Manager to have consolidated view of action(s) to be performed under different sections of the HCMS.Hands-on Reporting ( Export to Excel… not QlickView) i.e. HC Recon, HC Forecast summary, Efficiency and Growth view etc.Location Strategy part of Growth module.
Delivered
On Going YTP Started
Digitized Org Structure (Define)
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For hiring managersHCMS Handbook
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Project Program & Resource Mgt System - ScopeRelease 1 – July/August – Almost LIVE!
Release 2 – Oct
Release 3 – FY14
FunctionalityManage Project/Program/Wave details – ITPOR and Process EffectivenessManage milestones – projects only exc. programs – ITPOR and Process EffectivenessTrack benefits – projects only exc. programs – ITPOR and Process EffectivenessQlickView Reports
FunctionalityAll in Release 1 for Process Efficiency and QUAD
Manage milestones – programs, Process Efficiency and QUADTrack benefits – programs, Process Efficiency and QUADForecast project resources - QUADManage Risks, Actions, Issues, Dependency – QUADQlickView Reports
FunctionalityAll in Release 2 for PRIME, Standard Transition, TypeB, VAS
Track time spent on projectsView resources planned leaves; enter planned leavesUpdate and View project costsQlickView Reports
ITPORPORTT
ETTQUAD
PRIMEWFMSTypeB ReportingVAS
Enables migration of
Providing a single platform to cater the Program/Project tracking needs of GBS. PPRMS being linked to MDS, all the tools coming under PPRMS will have a common Master Data system ( Tower, Contract, Process,L3 etc.)
On Hold
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Earlier July ’13 August ’13 La
ter
1 8 15
22
29
5 12
19
26
Project Program & Resource Mgt System - Status Key Issues and Risks
1. Resource gap (1 developer)2. Deployment of PPMc by GBS
*See notes for Scope of Systems (GBS current systems)
Accomplishments1. Release 1 coding completed
Release 1ITPOR, PORTT
Today
ITPORUser Acceptance
Test
Release 2ETT, QUAD
Release 3PRIME, Transition, VAS
Develop
ITPOA Migration
Effectiveness UAT
PORTT Migration
ITPOA Go-Live Effectiveness Go-LiveCoding
Develop
On Hold
Focus on PPM due
duligence
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Project & Portfolio Management CenterProviding a single platform to cater the Program/Project tracking needs of GBS by implementing HP Project & Portfolio Management Center (Software-as-a-Service)
M1
M2
M3
M4 M5
PilotVAS
Projects
Phase 1All other projects
Pilot – Consulting projects (VAS)
Phase 1 – all remaining project types/processes
8-12 weeks per phase, assuming requirements are relatively clear
Prep
Function or Tool or Process Based on what you have seen is PPMc a viable option for your process/replacement of existing system?
Process Effectiveness Program / PORTT and Enterprise Cash Acceleration Program – ECAP / PORTT
Yes - Shah, Kamini Yes – Lester, TanjaYes – Karpiak Kozinska, BeataYes – Rao, Poornachandra
IT POA Yes – Dykstra, Holly
FHPS – PRIME - Program Mgmt Yes - Bucur, CristianYes- Degaches, NicolasYes - Lester, Tanja (FHPS);
Marketing / QUAD / Program Mgmt P&S
Yes – Galan, BernardoYes – Railsback, April
Transition / WFMS + TypeB Yes- Garuch, KrystynaYes- Sivakumar, Aditi
Process Efficiency / ETT Yes - Prabhakar, Naveen
VAS Yes - Molina, Luis Enrique (GBS Finance)Yes – Manzanares, ShaylaYes – Basu, Ankur
GBS Finance Yes – Molina, Luis Enrique (GBS Finance)Yes - Sasindran, Roshna
`
Awaiting GBS
Leadership approval
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Financial Management System - Scope
OutstandingFunctionalityDaily Financial Spend Report (QlikView)Flash / Budget / Narrative ManagementGBS Summary Close Report (aka WD9) (QlikView Report)System generated Flash and Budget estimatesTravel request move to OptiMIS (Budget/Flash impact FMS)
Release 1 – QlikView onlyRelease 2 – MS access + QV
Release 3 – Web
GBS Finance supporting organization needs and requires a System that is linked with all other GBS Systems in OptiMIS to accurately and efficiently maintain budget, flash and actual results against GBS. The Financial Mgmt System is primarily used by the GBS Finance Organization, however future plans will call for access and views, narratives and input for L3 Mgrs, Direct Reports and ability to view daily spend reports across the organization.
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Q2 Q3’13 Q4’13Apr MA
YJUN JUL AUG SEP OCT NOV
Financial Management System - Status
Key Issues and Risks1. FMS: refresh of Data in Integration required
new SQL Stmts and load procedure for incremental load of Daily Data. – in Testing Now. Delayed Go-Live by 2 weeks.
*See notes for Scope of Systems (GBS current systems)
Accomplishments1. Daily Spend Report loaded and working
properly in QlikView Integration Server2. Structure of report designed; finalizing loads
of MDS and Actuals to data tables for testing report of GBS Financial Summary (aka WD9)FMS
Today
R1 (QlikView DailySpend)
R2 (Flash/Budget GUI and GBS Summary)
UAT
Parallel RptsGUI UAT
Go-Live
Go-Live
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Performance Management System - Scope
OutstandingFunctionalityMetric/Transaction and MDS Mapping CatalogBusiness Level Metrics submissionKPI submissionVolume submissionReporting (QlikView)Management of metrics/volumes that need to be tracked Release 2
Release 1
PerMS catalogs and allows the addition, deletion and modification of Performance Measurement/Metrics. The system will focus initially on the Volume and Operational (SLA) Key Performance Indicators, but will also expand to collect and assign Financial Results (Cost) per transaction (CPT), Business Metrics and Process Metric data/results. The future of the PerMS OptiMIS sub system will facilitate the categorization of other Types of Metrics including all other GBS Metrics, e.g. Effectiveness, Efficiencies, VAS, HC Growth, Financial and others.
On Hold
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Performance Management System - StatusQ3’13 Q4’13 Q1’14 Q2
….JUN JUL AUG SEP OCT NOV DEC JAN FEB
PMT Data Feed
Set-up
Go Live MTP – Oct 30th
Development DB & User Interface
USER TESTIN
GTraining
Requirements Jun12th
MigrationOf
Existing DataWe are here… Today
Prototype Revisions to Final
Release 1KPI/Metric/Volume upload – Linkage with PMT
Key Issues and Risks1. ‘Prioritization’ – PerMs to be re-
initialized post priority work on HCMS/MDS
Accomplishments- Design, Development of
System has been put on hold- Expect re-initialization of
System work mid to end of OctoberOn Hold
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Where to find out more?OptiMIS Website
Other:• Project Lifecycle • Governance Model
to out email announcements
follow us on One HP
© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Q&A
17
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Recurring meetingsCommunication Plan
Title Organizer Audience Content Timing/Frequency
IT SWAT Dashboard Review
IT SWAT Lead IT SWAT Steering Committee
One slider dashboard covering the whole program with color coded status and high level issues
Monthly
Stakeholder meeting Marcin All known stakeholdersOpen to anyone that wants to addend
Review progress system by system. Dates, roll-out plans. Possibly, product demos if time allows.
Mostly muted lines with Q&A at the end.
Monthly
Core team meetings VisheshRasoolKrishna
Members of the core team for a specific sub-system.
MarcinRyan
Detailed review of progress for a given subsystem.
Planning functionality for next iteration.
Discussion on roll-out plans, MOC plans etc.
Weekly or bi-weekly
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Emails / OneHP / WebsiteCommunication Plan
Title Medium Sender Audience Content Timing/Frequency
Newsletter EmailWebsiteOneHP
Marcin All known stakeholdersAnyone who subscribes
High level communication on progress made over the month + setting expectations for next month
Monthly
Go-live announcements
EmailWebsiteOneHP
Marcin All known stakeholdersAnyone who subscribes
Details on the release that went live.
After any go-live
Ad-hoc MOC communication
EmailOneHP
Vishesh/Rasool/Krishna
Core teams Subsystem specific communications.
Ad-hoc
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Release Cycle ModelIterative and incremental
Release 1 Release 2 Release 3
Define
Design
Develop
Deliver
Define
Design
Develop
Deliver
Define
Design
Develop
Deliver
Requirements
Requirement 1
Requirement 2
Requirement 3
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Internal Solutions TeamInternal Solutions Manager
Ryan T Smith
Program Mgmt/Methods
Marcin Konopka
Sr. Solution Architect/ ConsultantVishesh Nigam
Solution Architect/Lead
Rasool Khan
Solution Architect/Lead
Krishna Gopalan
Solution Architect/Lead
WIP - TBH
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Discover Define
Opportunity Charter
Prioritization & Balancing Process
Why – Why Analysis
As-Is Process Flow*
As-Is Data Flow*
Requ
irem
ents
& P
roje
ct M
gmt
Plan
Si
gned
Off
Business Case*
User Stories (Requirements)
Cost Benefit Analysis*
Project & Resource Mgmt Plan
Proposed Solutions*
Opp
ortu
nity
Be
nefit
s an
d Ch
arte
r Si
gned
Off
Design
To-Be Process Flow
Use Cases
Proto-Typing
Governance Process Model*
Prot
otyp
e &
Des
ign
Appr
oved
Data Model
Security Model*
Deliver
Process Training
Communication
Data Migration*
Solution Training
Trai
ning
and
Mov
e to
Pro
duct
ion
Sign
ed
Off
Develop
Testing Plan
Solution Test
Test Scenarios
Security Process*
Process Training Assets
Func
tion
al T
esti
ng a
nd U
AT
Sign
off
BUSINESS PARTNER
INTERNAL SOLUTIONS
We follow a modified 5D UPIM ApproachDeliverable based Approached, each phase with a Toll-Gate (Phase Milestone)
(*) = Optional depending on “New or Existing Solution”
Manage & Control Organization and All SolutionsAssess & Consult by Solution Design to Warranty by Solution
Solution Training Assets
Solution Optimization
21
On-G
oing
Sup
port
Mod
el
Support Model
By Solution Type
New Solution Existing - EnhanceSolution
Development