Increasing Clarity Perception and Adoption

1. Increasing Clarity Perception and Adoption

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

3. Survey – Where Do You Fall?(Two Audiences: Management and Users) Five (5) Zero (0) Maximized Value • Clarity Data Drives Decisions • Users Believe Clarity Helps them Perform Their Job • Executives Use Clarity Constantly • Disruption Free Releases/Upgrades Low Value Perception • 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

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

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

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

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

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.

9. Engage the Users – Provide Real Value Maximized Value Process Improvements / Increased Maturity • Clarity Data Drives Decisions • Users Believe Clarity Helps them Perform Their Job • Executives Use Clarity Constantly • Disruption Free Releases/Upgrades Good Data Compliance (Accuracy & Completeness) Effective Data Analysis User Engagement (Team, RM/PM, Leadership) Low Value Perception • 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 • 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

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)

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

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

13. Organized and Simple • Menus • Make the Menu Reflect Your Process • Modify the General Page • ObjectScreens • 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

14. Organized and Simple • Option 1: Menu by function • Option 2:

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

16. Quick Wins – User Interaction (Overview) • Add tabs related to “My” stuff • Remove portlets not needed • Add Communications portlet

17. Quick Wins – User Interaction (Project) • Remove Subpages Not Used After Before

18. Quick Wins – User Interaction (Project) Before After

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

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

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

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

23. Cool Reporting Examples

24. Cool Reporting Examples

25. PPM Technology End User Adoption 2/24/2014

26. Topics The Landscape What we Use The Challenge Global Implementation The Strategy Sequenced Deployments Role Based Configuration Selling and Messaging Sustaining User Adoption The Approach IT SERVICES

27. The Landscape Clarity: v13.1.4 Business Objects: v3.3 Open Work Bench: v2.0.0 IT SERVICES 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]

28. 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 Enterprise Deployment: Global Project Management IT SERVICES

29. The Challenge The Strategy ANA IT Clarity Deployment Progress Ensuring User Adoption SEA IT Building Credibility GPM Enterprise Interest Business Prioritization Enterprise Impact GDS GCR IT DEPLOY ENTRENCH CORP IT LEVERAGE (EXAMPLES) IT SERVICES

30. The Approach 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 IT SERVICES

31. The Approach Role Based Home Menus PMO EXEC RM REQ PM TEAM IT SERVICES

32. The Approach Team Member IT SERVICES

33. The Approach RM IT SERVICES

34. The Approach PM IT SERVICES

35. The Approach PMO IT SERVICES

36. The Approach Selling & Messaging - v13 Upgrade IT SERVICES • Theme = Flight • Cruising Altitude • Initial Decent • Final Approach • Landing • Use Multiple Channels • “Basics” NOT “Training”

37. The Approach Reference Guides IT SERVICES

38. The Approach PPT Intranet IT SERVICES

39. The Approach Internal TV IT SERVICES

40. The Approach Training & Communications Global Project Management Deployment • 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 “Idea to Market” Product Development Process & Portfolio “Idea to Market” Product Development Process & Portfolio IT SERVICES

41. Sustaining User AdoptionPPM Technology Roadmap 2014 - 2016 The Approach 1H2014 2h 2014 1H 2015 2H 2015 1H 2016 2H 2016 Clarity v13.1 Deployments Clarity 13.4 Discovery Clarity 13.8 Assessment Clarity 13.4 Upgrade Clarity 13.8 Upgrade Process Definition/Refinement Harmonization Trending Clarity Enhancement Releases IT SERVICES

42. Q&A Thank You IT SERVICES

43. Increasing Clarity Perception and Adoption February, 2014 Krupa Shah – Manager

44. Industryleader Mission-critical solutions Diversifiedclient base Award-winninginnovation Financialstrength Engaged associates

45. Market Leadership and Scale Digital Channels Electronic Payments Account Processing #1 Bill Pay and E-Bill Network #1 OnlineBankingSolution More than 3 1 in #1 P2P, A2A,ACH #1 MobileBankingSolution U.S. FinancialInstitutions Top5 DebitProvider

46. Market Leadership and Scale Digital Channels Electronic Payments Account Processing 23M 5,200 OnlineBankingUsers ActiveBill PayUsers 60M U.S. Clients MobileBankingUsers 7M 55M Debit Accounts 120M Deposit Accounts

47. 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’steam 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

48. Keys to End-User Adoption • 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

49. Open Mic – Thoughts on Adoption • Comments and Lessons Learned

50. Questions Contact US 888.813.0444 Email Contact info@regoconsulting.com Web Site www.regoconsulting.com Thank you.