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Enterprise Architecture Management (EAM)
Raymond Vuilliomenet, Swiss Post Solutions
Agenda
Swiss Post Solutions
• We connect the physical and the digital worlds
Enterprise Architecture Management (EAM)
• Is it possible to implement EAM in an international company?
• Is EAM an appropriate instrument to reduce costs?
Questions and Answers
2 Swiss Post Solutions - Enterprise Architecture Management (EAM)
3
With the right structure, we can lay the foundations for our success.
PostFinance Ltd
Board of Directors Rolf Watter
Executive Board Hansruedi Köng
Post CH Ltd PostBus Switzerland Ltd
PostLogistics
Dieter Bambauer*
PostMail
Ulrich Hurni*
Swiss Post Solutions
Jörg Vollmer*
Post Offices & Sales
Franz Huber*
Finance Pascal Koradi* Human Resources Yves-André Jeandupeux* Communication Marco Imboden
Corporate Center Markus Schumacher
Information Technology Dieter Bambauer*
CEO Susanne Ruoff*
Chairman of the Board of Directors Peter Hasler
* Member of Executive Management
Group Audit Martina Zehnder
Real Estate Franz Huber*
Development & Innovation Claudia Pletscher
Swiss Post Ltd
Daniel Landolf*
Swiss Post Solutions
Local Operations
BD Sales Client Mgmt. Transition & PM
Mailroom Processes
CH GER UK US South/West
Europe
Global Solution Design
Document Input Processing / BPS & Technology
Document Output Processing
Go
To
M
ark
et
G
lob
al
Op
era
tio
ns
How we operate
Swiss Post Solutions - Enterprise Architecture Management (EAM) 5
Input & Output Management International Capabilities
Swiss Post Solutions - Enterprise Architecture Management (EAM)
Country Locations
Switzerland Kriens, Zurich-Glattbrugg, Zurich-Muelligen, Haerkingen
Germany Bamberg, Waltershausen, Dietzenbach, Dettingen, Prien
France Beauvais, Orleans, Péronne, Palaiseau, Tourcoing
UK Ashford, Salford, Swindon, Wewlyn Garden City
Slovakia Bratislava (nearshore)
Austria Vienna
Italy Milan
Country Locations
Canada Mississauga
USA Long Island City
Vietnam Ho Chi Minh City (offshore), Can Tho (offshore)
Input Management
Output Management
6
Swiss Post Solutions - Enterprise Architecture Management (EAM)
SPS is an internationally successful company
mailrooms are operated worldwide, making SPS one of the largest mailroom providers internationally
In document management services in Switzerland, the UK and the Republic of Ireland
With over printed pages one of the top 3 players in Europe
languages are processed by SPS Vietnam
Processing of documents annually in Document Processing Centres in 10 countries 756 m
1.2 b
largest supplier of document management services worldwide (NelsonHall 2013) 6th
28
333
1.
7
Enterprise Architecture Management (EAM)
First, you need to know where you come from, before you can start to reach your target.
Swiss Post Solutions - Enterprise Architecture Management (EAM) Page 9
SPS still operates many heterogeneous, partly end-of-life ICT platforms and applications with different service models (highly fragmented)
High complexity - 430 applications - 284 technologies
Major risks - lack of competitiveness - limited agility - growing ICT security issues
Situation SPS ICT SPS ICT has a local organizational focus
9
ICT Program to improve efficiency and agility Transparency cross organisation units, foster standardisation, verifying selective sourcing (e.g. cloud services), cost efficiency
– Enterprise Architecture is broad – not deep
– The tool (iteraplan) provides a predefined range of functions to document the building blocks
– Architecture structure – transparency allows understanding and control
– The governance process secures updated data
– Structured information makes on-demand queries and ad-hoc analysis possible
– Once defined, reports can be provided on a regular basis
– EA delivers well-grounded coordination and decision support
– The EA documentation lays the foundation for foster standardization and consolidation, steering the ICT
– To be sustainable you mustn’t get lost in details
What we need – positioning of EAM SPS EA is structured and aligned with corporate guidelines
Swiss Post Solutions - Enterprise Architecture Management (EAM) 10
Enterprise Architecture Management (EAM)
Is it possible to implement EAM in an international company? Structure follows Process follows Strategy Chandler, A.D. Jr. (1962).
Reason for a common EA inventory Strengthen the ICT operation to support the SPS business model
Swiss Post Solutions - Enterprise Architecture Management (EAM)
Heterogeneous EA inventory within SPS
Key benefits of the EA inventory
Transparency • Systematic overview of the business architecture and
IT landscape and how they interact Alignment of ICT & business • Bring together business and technical infrastructure Strategic ICT planning • Gear ICT towards corporate goals and business requirements Strategic ICT management • Have relevant information available for managing IT strategically
Governance / Processes
Transformation
Quality Assurance
Enterprise Architecture
Methodology
Strategy
Business Architecture (BA)
Information System Architecture (ISA)
Information Technology Architecture (ITA)
Governance / P
rocessGov
erna
nce
/ Pro
cess
12
Strategic direction to foster standardization and consolidation
Swiss Post Solutions - Enterprise Architecture Management (EAM)
Systematic overview of the business architecture and IT landscape in terms of how they interact
13
Architecture principles See also 6 EAM Community Schweiz http://www.eamcommunity.ch/
It is SPS’ ambition to help clients in their digital transformation and to be the global leader in document management combining the physical and digital worlds.
Business Premises Process
Swiss Post Solutions - Enterprise Architecture Management (EAM) 14 Page 14
South/West Europe SPS US SPS UK SPS DE SPS CH Swiss Post Solutions
Layer 3
Organizational structure within the ICT layers 1-3 Data and Information interchange between the layers
Swiss Post Solutions - Enterprise Architecture Management (EAM)
Layer 2
Layer 1
Internal Business Support Applications SAP, Sage, Time reporting systems, other accounting systems, outsourcing
Infrastructure, IT physical services Storage, Network, Environment, Operating System, Firewall
IT Basic Applications and IT Service Mgmt MS Office, commodity Applications
Rate
s A
ssess
me
nt
Tool
Quoting Engine
Manual Calculator
Legacy solution for an
acquired compan
y
SAP finance
Risk Reporting Tool 1
Risk Reporting
Tool 1
Product Reporting
Multiple systems services with the same purpose Fragmented tools, Reporting typically Excel or Access-based
15
Data & Information
Multiple systems services with the same purpose Fragmented tools, Reporting typically Excel or Access-based
Arc
hitec
ture
Man
agem
ent
Secu
rity
Swiss Post Solutions - Enterprise Architecture Management (EAM)
Page 16
EAM in an international company
WHY? Contextual
Development of a comprehensive solution strategy (“marketing strategy”) Identification of general market trends / industry-specific requirements, as well as investment proposals for the development of the standardized offering modules
WHAT? Conceptual
Process model with the process flow composed of the main and sub processes Orchestration of the business functions according to the SOA principle
Overall view of all functional and non-functional features and options of the standard solution
Customer-oriented high-level service description for clients as basis for marketing output
Detailed descriptions of the business functions with defined pre-conditions, input, activities, output and post-conditions
HOW? Operational
WITH WHAT? Technical
Swiss Post Solutions - Enterprise Architecture Management (EAM)
Swiss Post Group governance and guidelines SPS country specific along legislation and customer requirements
16
In everything that we do:
We focus on the needs of our customers.
We do our utmost to make life even easier for our customers in the future (simple yet systematic).
Yes, when
• the executive board is actively supporting the steering mechanism
• the organizational structure supports the business model
• clear responsibilities are defined and followed
• all employees in all countries are willing to handle accordingly
• customer requirements can be fulfilled within the set up when not, it requires strong leadership to say:
• We don’t make an offer or • We don’t deliver this kind of service
18
Conclusion Is it possible to implement EAM in an international company?
Swiss Post Solutions - Enterprise Architecture Management (EAM)
EAM is one of the cornerstones within the SPS ICT Operations • SPS has not yet implemented the target EAM in all countries
• we have EAM, but on different maturity levels
• We have set up and implemented the Target Operating Model (TOM)
• We are in the process of defining the production suites for Document Input Management, Archiving, Document Output • transition, transformation on global (region) and local (country) level within core markets
• We have set up our global accounting plan and cost center structures
• transition is ongoing
19
SPS’ situation today
A journey of thousand miles begins with a single step
Enterprise Architecture Management (EAM)
Is EAM an appropriate instrument to reduce costs?
Statements within the context of cost reduction the most common objective is to achieve financial benefits by reducing costs
Swiss Post Solutions - Enterprise Architecture Management (EAM) 21
Do you have cost-reduction targets?
Get a solid foundation to start
managers often use inaccurate or incomplete data to track costs
Focus on how to cut, not just how much
Swiss Post Solutions - Enterprise Architecture Management (EAM) 23
Using external benchmarking (on Swiss Post Group level) Services from Switzerland to Switzerland are competitive Services from Switzerland to other countries are not competitive to local service providers
– Cost reduction programs can loose effectiveness over time
– management kicks off the effort but then leaves decisions on how to meet those targets to individual line managers
– Multiple data systems make it difficult to aggregate and compare data from different geographies/countries
– Inconsistent accounting practices between businesses lead to significant distortions.
– Changes in organizational structure (as a result of acquisitions, or changes in the allocation of overhead costs) gave similarly distort tracking.
Link between cost management and strategy
– Strategy must lead cost-cutting efforts, not vice versa
– Each business unit does “its fair share”
– Mapping costs against business units and operational tasks
– We introduce the same cost center set up in all geographies/countries
– Cost-management program need to be scoped as two- to three-year initiative rather than as immediate-term efforts with one-year horizons.
Swiss Post Solutions - Enterprise Architecture Management (EAM) 24
The two types of cost containment areas Goods and Services
– Revisit core spend areas and agreements (ex. Telephone and Travel Management) Online Meeting via Lync and Telepresence in all countries
– Review existing agreements to ensure that pricing is in line with current market conditions Benchmarking of ICT Services, using cooperate license agreements
– Turn Capex to Opex Projects Data Center consolidation (One IT), Office 365, use virtual servers
People and Processes
– Process Improvement with Quality Management Project management, communication
– Information Technology see next slide
– Other functional opportunities like Audit, Risk and Compliance
Swiss Post Solutions - Enterprise Architecture Management (EAM) 25
Information Technology cost containment areas EAM can support in almost all areas
– Project and spending transparency [EAM Project Mgmt] – make sure you know what projects are being worked on – Reduce implementation time by becoming better at project management
– Shared Services [EAM Architecture inventory] – inventory all systems and processes to identify and eliminate redundancy – Take advantage of shared service departments.
– Selective Control – Use BI tools to better understand where revenue is produced and costs are incurred.
Swiss Post Solutions - Enterprise Architecture Management (EAM) 26
Information Technology cost containment areas EAM can support in almost all areas
– Process & System Optimization [EAM Architecture Inventory, Servers] Asking “Is this required” or “Is this required by law or regulation” – review all non-revenue generating processes (e.g. Marketing) and the supporting systems
like ERP for inefficiency.
– Life Cycle Management [EAM Architecture Inventory, Technology, Servers] – retire underperforming hardware and software – Replace End User Computing (EUC) solutions (e.g. spreadsheets, access databases, etc.) with
already purchased ERP modules that have not been implemented or “turned on” (e.g. Implementing SAP FI/CO, SD, MM)
– Eliminate unnecessary system reports
Swiss Post Solutions - Enterprise Architecture Management (EAM) 27
Conclusion Is EAM an appropriate instrument to reduce costs?
YES, but the
– cost containment requires reviewing areas that previously were considered “off limits” or “out of scope”
– CEO, CFO and Executive Board are expecting cost reduction results but without disruption of the SPS operations... and they want it now
– cost containment initiatives will require extreme COLLABORATION among the functional groups like Business Operation, Finance & Controlling, ICT Operation
– Governance policy can drive also cost reductions and in most cases is just as important as “price reductions”
Swiss Post Solutions - Enterprise Architecture Management (EAM) 28
Thank you for your attention
Swiss Post Solutions - Enterprise Architecture Management (EAM) 29