Extending PPM Across the Business

ca Intellicenter

Extending PPM Across the Business

Dan Greer – Rego Consulting

ICX02S #CAWorld

Debra Earl, PMP – American Family Insurance

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Disclaimer

Reference herein to any specific commercial products, process or service by trade name, trademark, manufacturer or otherwise,

does not necessarily constitute or imply its endorsement, recommendation or favoring by American Family Insurance. The views

and opinions of authors and speakers expressed herein do not necessarily state or reflect those of American Family Insurance,

and shall not be used for advertising or product endorsement purposes.

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Agenda

INTRODUCTIONS

OVERVIEW OF TRUE PORTFOLIO MANAGEMENT

Q&A

AMERICAN FAMILY CASE STUDY – BACKGROUND

CASE STUDY – RESULTS

CASE STUDY – LESSONS LEARNED

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Abstract

Learn from a CA customer using CA PPM to plan and manage portfolios across all of its business units, while administrating it all through a centralized Strategy organization. The customer and their implementation partner will share how CA PPM has been expanded successfully across the business and provide tips for how your business can do the same.

Dan GreerRego ConsultingPresident

Debra EarlAmerican Family InsuranceCorporate Program Management Specialist

Introductions

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Dan Greer

Dan has spent his entire career working within IT governance. He has years of practical experience implementing concepts, processes, deliverables and tools in both small and large companies. Dan is currently the President of Rego Consulting, Inc. His firm is focused on helping companies improve internal processes and gain efficiencies through governance automation.

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Debra Earl

Debra joined American Family Insurance in 2010 as a Corporate Program Management Specialist and has managed the enterprise deployment of CA PPM . Debra has held strategic program and project management positions at numerous organizations in the financial, healthcare, government and telecommunications sectors over the last 25 years.

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Rego Consulting

Premium CA PPM partner

Largest independent CA PPM consulting firm in the world– 85+ resources in the US, Canada, UK and India

– 200+ direct customers

– Full suite of services

Implementations / Upgrades / Enhancements

Training / CAPA

Support

PMO startup and PPM process

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American Family

87 years

Doing business in 19 states

Extensive offering– Auto / Home / Life

– Umbrella

– Health

– Farm and Ranch

– Retirement

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American Family, cont.

VisionTo be the most trusted and valued customer-driven insurance company

MissionInspire, protect and restore dreams

ValuesTo be innovative, caring, agile, trustworthy, transparent and passionate

Community SupportHundreds of state and local events to help individuals and strengthen communities

True Portfolio Management

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What is Portfolio Management?

Project Management Body of Knowledge (PMBOK)– A collection of work, projects and/or programs grouped together

– Facilitates effective management

– Targeted toward meeting strategic business objectives

Enterprise Project Management (EPM)– Focus on process

– Do the right work

– Increase transparency

– Deliver the highest business value

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What is Portfolio Management, cont.

More than grouping projects and potential projects– Making tradeoffs and decisions about how to best utilize resources

– Deciding which projects to start, continue, stop or postpone

– Continuous planning; constant re-evaluation

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Portfolio Management Trends

Holistic approachWith Lean’s strategy deployment, portfolio management is driven by alignment with business objectives, and value delivery takes a holistic view of the company’s projects, attempting to balance priorities and available resources with strategic objectives. (Lean IT, Stephen C. Bell, Michael A.

Orzen)

Fast and smallThe mix of investments in the enterprise portfolio will continue to shift toward fast-paced, small-scale projects. (CEB, A PMO Survival Kit, 5 Strategies to

Navigate Extreme Change)

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Portfolio Management Trends, cont.

Increasing adoptionThe percentage of projects in the portfolio managed as a program will increase, driven by business objectives, value delivery and responding to strategy changes more effectively. (CEB, Peer Perspectives in Program Management)

AdaptiveProject complexity remains while ability to manage project diversity in the portfolio is “the real game changer.” (CEB, Making Your PMO Adaptive)

American Family Case Study – Background

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American Family Case Study – Background

Selected CA PPM as the enterprise solution for project, program, portfolio and resource management

Expected Benefits– “One Stop Shop”

– Transparency into project and resource scheduling and risk and issue management

– Executive-level project health summarization, workforce forecasting and decision analytics

– Increased efficiency, better use of resources, TCO and strategic initiatives insight

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American Family Case Study – Background, cont.

PROJECT PORTFOLIO STAGES

Executive Leadership sets strategy and assigns initiatives to an SLT member

Alignment

- Strategy developed - Leadership Team sets key initiatives - Identify impacted business areas

- Select sponsoring division - Deadline established - Create divisional plans to align to overall strategy

- Strategic alignment - Accountable VP chosen - “Capital” estimated

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American Family Case Study – Background, cont.PROJECT PORTFOLIO STAGES

Initiatives/projects are presented to the prioritization process

- Feasibility Phase:

Scope

Budget/timeline

Risk assessment

- Updated budget & timeline - Go/No Go decisions- Projects staffed & funded

Executive Leadership members work with their divisions on how to achieve strategic initiatives

Needs & Impacts

- Assess capital: - Determine impacts on other areas

Dollars - Estimate Timeline

People

Internal and outsourced resources

- Budget - Timeline- Impact on other projects

- Approval received

- Projects scheduled

- Projects sourced

- Divisions balance “keep the lights on,” operational improvements and strategic initiatives

Project Selection

- Strategic alignment - Accountable VP chosen - “Capital” estimated

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American Family Case Study – Background, cont.PROJECT PORTFOLIO STAGES, cont.

Portfolio governance begins

Governance Process

- Project leads report progress to portfolio managers - Portfolio managers coordinate resources and projects

• Strategy team gathers input for monthly Executive Leadership review - Executive Leadership reviews progress and addresses resource shortage and surplus

• Projects continued, modified or stopped

- Executive oversight - Project status modified if needed- “Capital” and resources may be reallocated

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Initial setup and deployment to the IS Division Q4 2011– approximately 1500 users

Expanded enterprise deployment through 2012 & 2013– Started with foundational functionality (time capture, project and

resource management)

– Proceeded with a parallel deployment path to provide enhancements and mature functionality already in use

– Additional 1500 users

Sector deployments in three waves– Each wave builds on functionality introduced in the prior wave

APPROACH

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Portfolio, program and project management system of record– Transparency into portfolios, programs and projects (excluding

confidential projects)

Single source for all portfolio, program and project reporting – Enables leadership to make better data-driven decisions

– Initial Reporting completed using Portlets

– Consistent reporting eliminates discrepancies

– Data becomes more robust as user adoption increases

CA PPM’S ROLE IN SUPPORTING PORTFOLIO MANAGEMENT

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All divisions/departments utilize CA PPM for required projects

Resource Managers manage resource capacity and allocations– Use the data to facilitate discussions

Project Managers manage projects– Use the built-in WBS (Work Breakdown Structure) and Gantt

functionality

– Use the data for projects to guide project teams

CA PPM’S ROLE IN SUPPORTING PORTFOLIO MANAGEMENT, CONT.

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Guiding Principles– CA PPM is an enterprise application

– Maintain scalability and upgrade path

– Look to process change vs customization of the application

Governance Process– Centralized governance

– Assess enhancement requests for impacts

– Set enterprise standards

– Manage and monitor adherence to standards

THE JOURNEY

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New users at all levels have access to an on-demand role-based training curriculum with monthly instructor led sessions for in-depth review of:– enterprise standard processes set for CA PPM

– personal configuration setup

– available reports/portlets

CA PPM’S ROLE IN SUPPORTING PORTFOLIO MANAGEMENT, CONT.

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– Where are resources spending time?

– What projects are consuming the largest number of hours?

– What is the ratio of time spent across projects or business lines?

– How much time is being spent in projects?

– Are resources spending time on strategic initiatives?

DEPLOYED – WAVE 1 – VISIBILITY

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– Financial health at the project, program and portfolio Level

– Approved project cost and budget plan

– Money spent in expense and capital costs per business line

– Money spent in expense and capital costs for strategic initiatives

– Project allocations vs. actual work

– Project effort and financial forecasts

DEPLOYED - WAVE 2 – EFFORT DRIVEN PLANS AND FORECASTING , FINANCIAL PLANS

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– Issues, risks, change requests impacting projects

– Overall project health

– Projects and tasks at risk of being late

– Projects due to complete this week, month or quarter

– Projects performance across the business line, portfolio and organization

– Change request impacts on project scope, budget and resources

IN PROGRESS - WAVE 3 – PROJECT HEALTH (ISSUES, RISKS, STATUS) CHANGE REQUESTS AND BASELINES

Status Schedule Alignment Risk

✕ !

✕ ✕

✕ ✕

✕ !

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Many business units with different processes and tools

Adoption – business lines understanding ‘What’s in It For Me’

Reorganizations throughout the deployment

Changing priorities

KEY CHALLENGES

American Family Case Study – Results

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American Family Case Study – Results

21 divisions and departments across the major business units deployed

Engagement from senior executive team

Focus on adoption and results

Moving into financial continuous planning

Increased interest from business lines to utilize CA PPM for additional business needs

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American Family Case Study – Results, cont.

Working to replace manual activities with automated workflows

Project visibility and transparency across the enterprise that did not exist before

Focus on continual process improvement and maturing use of the functionality

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American Family Case Study – Results, cont.PHASE 2 – CA PPM ROADMAP DELIVERABLE TIMELINE – 2014

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American Family Case Study – Results, cont.SCREENSHOTS – PROJECT OVERVIEW/TIME SUMMARY

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American Family Case Study – Results, cont.SCREENSHOTS – MASTER/SUB PROJECT SUMMARY

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American Family Case Study – Results, cont.SCREENSHOTS – FINANCIAL SUMMARY BY TRANSACTION CLASS

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American Family Case Study – Results, cont.SCREENSHOTS – PROJECT HEALTH STORYBOARD

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American Family Case Study – Results, cont.SCREENSHOTS – ADOPTION METRICS

American Family Case Study – Lessons Learned

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American Family Case Study – Lessons Learned

Consistency, consistency, consistency

Must capture all future demand (resource and financial projections)

Organize portfolios based on how decisions are made (organization, goals, etc.)

Must report on current project health and status

Use a combination of rule-based and manual prioritization

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American Family Case Study – Lessons Learned, cont.

Metrics drive compliance

Must be able to provide the expectations from the project managers as well as the resource managers.

Having senior leadership to help get out the expectations early

Change management and communication is critical.

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Extending PPM Across the Business