Assessing IT Projects to Ensure Successful Outcomes Kerry R. Wills

1. Assessing IT Projects to Ensure Successful Outcomes Kerry R. Wills Project Management Senior Director Cigna

2. Context "Dead" Man: I'm not. Dead Collector: He isn't. Large Man: Well, he will be soon, he's very ill. "Dead" Man: I'm getting better. Large Man: No you're not, you'll be stone dead in a moment. Dead Collector: Well, I can't take him like that. "Dead" Man: I don't want to go on the cart. Large Man: Oh, don't be such a baby. Dead Collector: I can't take him. "Dead" Man: I feel fine. Dead Collector: Bring out yer dead! [A large man appears with a (seemingly) dead man over his shoulder] Large Man: Here's one. Dead Collector: Nine pence. "Dead" Man: I'm not dead. Dead Collector: What? Large Man: Nothing. "Dead" Man: I'm not dead! Dead Collector: 'Ere, he says he's not dead. Large Man: Yes he is. 2

3. Context • Projects are failing all around • Some may choose to ignore that they are failing • You don’t want to wind up on the cart • You should assess your health 3

4. Agenda • Context • Approach for Assessment • Define the Plan • Collect Information • Assess and Recommend • Package and Present 4

5. Context • Trends • Corporations are investing more in IT solutions and projects • Worldwide IT spending in 2013 topped two trillion dollars (Forrester) • We will spend more then $250B on IT development of over 175,000 projects (Standish) • Technology is becoming more complicated • Business is becoming more complicated (products, offerings, processes) • Larger and more holistic corporate strategies 5

6. Context: Impact of Trends These trends have an impact on the makeup of projects today Trends Project Impacts Decreased Success Rates Bigger Projects and Programs Bigger Bets with Technology (more spend) • 31% projects get cancelled before done • 53% will cost double original estimates • 16% complete on time and budget • Projects deliver 42% of planned scope * Standish 2014 Increasing Technology Complexity Additional Technology Components and Integration Points Increasing Business Complexity More Stakeholders to Manage More Holistic IT Strategies Broader Focus for Projects 6

7. Context: Need for Assessments • Project failures have many consequences • Delayed market offerings • Impact to customer-facing capabilities • Compliance risk and penalties • Corporate reputation • Stock prices • With corporations investing more money into projects and low success rates with severe implications, it is critical to ensure that projects meet commitments • Perform project assessments 7

8. Agenda • Context • Approach for Assessment • Define the Plan • Collect Information • Assess and Recommend • Package and Present 8

9. Approach

10. Approach: Types of Assessments 10

11. Approach A four step process can be used for project assessments 1. Define Plan 3. Assess and Recommend 4. Package and Present 2. Collect Information • Conduct interviews • Review documents • Determine approach • Develop plan • Document inventories • Plan for assessment • Assess information • Identify gaps • Develop recommendations • Package report • Communication plan • Present report 11

12. Approach: Considerations • Be practical with information gathered • Timing is important – e.g. gates, cost of defect • Promote safety • Be cognizant and efficient with time • Manage expectations of stakeholders (sponsor, team, PM) • Have credible assessors • Understand culture • Focus on facts • Look for themes • Trust but verify • Have consistent scoring • Be flexible with the plan 12

13. Agenda • Context • Approach for Assessment • Define the Plan • Collect Information • Assess and Recommend • Package and Present 13

14. Define Plan

15. Define Plan • Planning has many benefits • Clarity of objectives to level-set team • Begin with end in mind • Focus on high value information • Efficient with time and focus on the targeted information • Manage expectations on timing • Perception and credibility • Tracking and reporting on progress • Eating our own dog food 15

16. Define Plan: Steps 16

17. Agenda • Context • Approach for Assessment • Define the Plan • Collect Information • Assess and Recommend • Package and Present 17

18. Collect Information 18

19. Collect Information: Approach • Approach • They key to a successful assessment is collecting relevant project information • Interview people • Review documents 19

20. Collect Information: Structure • Description • How the project is structured and governed • Key Information • Considerations • Clarity and alignment of objectives • Business/IT alignment • Stakeholder engagement • Clarity of structure and roles 20

21. Collect Information: Scope Management • Description • Management of project scope and controlling scope changes • Key Information • Considerations • Single sources of truth • Diligent maintenance • Ensure reviews and signoffs • Dependencies and implications 21

22. Collect Information: Schedule Management • Description • Identification of the project body of work and management of progress • Key Information • Considerations • Look for structured breakdown • Understand tracking techniques • Maintenance of plans • Dependencies and a “left to right” plan • Involvement of teams 22

23. Collect Information: Cost Management • Description • The estimation, management and reporting of project costs (resources, materials, operating costs) • Key Information • Considerations • Understand corporate standards • Single sources of truth • Check the math • Specifics and traceability • Alignment to change management 23

24. Collect Information: Resource Management • Description • Planning and managing of resources required to complete the project • Key Information • Considerations • Clarity of roles • Having the right fit • Morale • Part time focus 24

25. Collect Information: Communication Management • Description • How the project plans and manages communications with its stakeholders • Key Information • Considerations • Stakeholder awareness and understanding • Metric-based reports • Structure in communications 25

26. Collect Information: RAID Management • Description • The management of risks, actions, issues and decisions which support commitments • Key Information • Considerations • Living documents • Use for management updates • Easily accessible • Method for following up • Implications 26

27. Collect Information: Vendor Management • Description • How the project manages key vendors and partners • Key Information • Considerations • Cultural fit • Corporate strategies • Monitor performance • Leverage insight 27

28. Collect Information: SDLC Management • Description • How the project manages the delivery and quality of IT capabilities • Key Information • Considerations • Reviews and signoffs • Scenarios and end-to-end flows • Look for handoffs • Delivery methodologies 28

29. Agenda • Context • Approach for Assessment • Define the Plan • Collect Information • Assess and Recommend • Package and Present 29

30. Assess and Recommend 30

31. Assess and Recommend: Assessment Framework 31

32. Assess and Recommend: Scoring Frameworks Relative Scoring Numbering Scale Harvey Ball 32

33. Assess and Recommend: What To Look For 33

34. Assess and Recommend: Make Recommendations 34

35. Assess and Recommend: Recommendations • Considerations • Prioritize the recommendations • Identify a sense of effort • Demonstrate and justify the value • Keep them practical • Determine how recommendations will be tracked 35

36. Agenda • Context • Approach for Assessment • Define the Plan • Collect Information • Assess and Recommend • Package and Present 36

37. Package and Present 37

38. Package and Present: Report 38

39. Package and Present: Report Sections Based on the audience, the report can be packaged in several ways 39

40. Package and Present: Summary of Findings Opportunities/Risks Adequate Needs Improvement 40

41. Package and Present: Detailed Findings Score: Opportunities/Risks Category: Scope Management 41

42. Package and Present: Detailed Recommendations Score: Opportunities/Risks Category: Scope Management 42

43. Package and Present: Implementation Plan 43

44. Package and Present: Presenting • Consider stakeholders and cadence of presentation • Determine approach (distribute in advance, roles, audience) • Be prepared • Identify clear next steps 44

45. Key Themes • Tie back to objectives • Be prepared • Look for themes • Look for the “how” • Use facts and examples • Tailor the assessment • Packaging and presentation are important 45

46. Evolution of the Consulting Model 1. CONSULTIVE SKILLS • Details out the changing landscape • Highlights skills and ways to obtain them • 26 Case Studies • 2. FOCUS ON DELIVERY • Case for consultative approach • Outlines the eight guiding principles • Aligns each principle to the key program functions and supplements with case studies demonstrating them • 20 templates of key deliverables • 3. ASSESS QUALITY • Case for assessments • Approach for assessment • Considerations for each step • Includes case studies and checklists for reference http://kerrywills.wordpress.com kerryrwills@gmail.com 46