Rego University: Perception and Adoption, CA PPM (CA Clarity PPM)

www.regoconsulting.com Phone: 1-888-813-0444

Increasing CA PPM Perception and Adoption

Perception & Adoption, CA PPM (CA Clarity PPM)


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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


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Maximized Value

• CA PPM Data Drives Decisions

• Users Believe CA PPM Helps them Perform Their Job

• Executives Use CA PPM Constantly

• Disruption Free Releases/Upgrades

Problems that Cause Low Value Perception:• Spreadsheet Rich Environment

Driving Decisions• Users See No Value in CA PPM• Executives Never Log Into CA

PPM • CA PPM is slow and upgrades are

expensive/Painful

Low Value Perception

Survey – Where Do You Fall?(Two Audiences: Management and Users)

Zero (0)

Five (5)


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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


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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 / CA PPM 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


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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 CA PPM 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'ingoutside 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


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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 CA PPM’s Future

● Establish Frequent Communication: Vision, Reminders, Success Stories


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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 PPM features and functions will work miracles.

● Accessibility of Answers○ Readily available training material, guides, videos, etc.


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Maximized Value

User Engagement(Team, RM/PM, Leadership)

Good Data Compliance (Accuracy & Completeness)

Effective Data Analysis

Process Improvements / Increased Maturity

• CA PPM Data Drives Decisions

• Users Believe CA PPM Helps them Perform Their Job

• Executives Use CA PPM Constantly

• Disruption Free Releases/Upgrades

Problems that Cause Low Value Perception:• Spreadsheet Rich Environment

Driving Decisions• Users See No Value in CA PPM• Executives Never Log Into CA

PPM • CA PPM is slow and upgrades are

expensive/Painful

Driving User Engagement• User Interface – Easy to Navigate and Find Information• Infrastructure – Stable, Reliable, and Performs Well• Roadmap – Published Vision for CA PPM 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 CA PPM configuration• Rapid Incrementalism – Frequent Upgrades/Releases

Low Value Perception

Engage the Users – Provide Real Value


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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)


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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


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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


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● Menus

○ Make the Menu Reflect Your Process

○ Modify the General Page

● Object Screens

○ 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

Organized and Simple


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● Option 1: Menu by function

● Option 2:


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● 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


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Quick Wins – User Interaction (Overview)

• Add tabs related to “My” stuff

• Remove portlets not needed

• Add Communications portlet


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Quick Wins – User Interaction (Project)

• Remove Subpages Not Used

Before After


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Quick Wins – User Interaction (Project)

Before

After


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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


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Leverage Alerts

● We want people to use CA PPM 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


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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

● CA PPM 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


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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


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Cool Reporting Examples


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Cool Reporting Examples

IT SERVICES

PPM TECHNOLOGYEND USER ADOPTION

2/24/2014

26I T S E R V I C E S

Topics

What we UseThe Landscape

Global ImplementationThe Challenge

Sequenced DeploymentsThe Strategy

Role Based ConfigurationSelling and MessagingSustaining User Adoption

The Approach


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]

The Landscape


The Landscape

Stage gate process; duration based scheduling; financial attributes

Reporting: Oracle Business Intelligence (OBIEE 11g) & WEBI

Resource Management: not yet in CA PPM

Scheduling: Microsoft Project (not connected to CA PPM)

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

I T S E R V I C E S 29

GPM

GDSGCR IT

CORP IT

ANA IT

SEA IT

(EXAMPLES)

The Challenge The Strategy

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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

The Approach

I T S E R V I C E S

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Role Based Home Menus

PMO

RM

PM

TEAM

EXEC

REQ

The Approach

I T S E R V I C E S

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Team Member

The Approach

I T S E R V I C E S

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RM

The Approach

I T S E R V I C E S

34

PM

The Approach

I T S E R V I C E S

35

PMO

The Approach

I T S E R V I C E S


Selling & Messaging - v13 Upgrade

Theme = Flight Cruising Altitude

Initial Decent

Final Approach

Landing

Use Multiple Channels

“Basics” NOT “Training”

The Approach

I T S E R V I C E S

Reference Guides

The Approach

PPT

I T S E R V I C E S

Intranet

The Approach

Internal TV

I T S E R V I C E S

The Approach


Training & Communications

The Approach

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

Global Project Management Deployment

“Idea to Market” Product Development Process & Portfolio

Sustaining User AdoptionPPM Technology Roadmap 2014 - 2016

CA PPM 13.4 Discovery

CA PPM v13.1 Deployments

CA PPM 13.4 Upgrade

Trending

CA PPM 13.8 Upgrade

CA PPM Enhancement Releases

I T S E R V I C E S 41

1H2014 2h 2014 1H 2015 2H 2015 1H 2016 2H 2016

Process Definition/Refinement Harmonization

CA PPM 13.8 Assessment

The Approach

Q&A

Thank You



February, 2014

Krupa Shah – Manager

© 2012 Fiserv, Inc. or its affiliates.

Mission-critical solutions

Diversified client base

Award-winning innovation

Financial strength

Industry leader

Engaged associates

44


Market Leadership and Scale

45

U.S. Financial

Institutions

More than

1in3

Account Processing

Bill Pay and

E-Bill Network

Top

5

#1P2P, A2A,ACH

Electronic Payments

#1

Debit

Provider

Digital Channels

#1Online

Banking

Solution

Mobile

Banking

Solution

#1


Market Leadership and Scale

46

60MOnline

Banking

Users

Mobile

Banking

Users

7M

Digital Channels

Active Bill

Pay

Users

55MDebit

Accounts

23M

Electronic Payments Account Processing

U.S.

Clients

5,200

Deposit

Accounts

120M



• Increasing CA PPM Perception and Adoption

• Description: User implementation of CA PPM can sometimes be a

challenge. With proper guidance from Rego’s team of experts, you will

learn to communicate the value of CA PPM and increase user adoption

within your organization. Rego’s team 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


Keys to End-User Adoption

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- 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


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Open Mic – Thoughts on Adoption

● Comments and Lessons Learned


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Questions

Contact US888.813.0444

Email [email protected]

Web Sitewww.regoconsulting.com

Thank you.

mailto:[email protected]

http://www.regoconsulting.com

Rego University: Perception and Adoption, CA PPM (CA Clarity PPM)

Software

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