HOUSTON, TX, USA 5 8 NOVEMBER 2017 #PMOSym PMO17BR203 Agile Transformation: Real-World Innovative Adaptation Dr. Linda McIntosh, DBA, CSM, ITIL, PMP, Executive Director, IT PMO Sam Houston State University
Biography Dr. Linda McIntosh, Executive Director of the IT PMO at Sam Houston State University Doctorate D.B.A. in Project Management, CSM, ITIL, PM, certified 2
Abstract Imagine you work for the largest global retail company in the world and you are asked to deliver in 95 days a program that normally takes 15 months This interactive workshop will provide PMO leaders with strategic learning objectives for understanding when to use an agile or an agile hybrid approach in their organizations 3
Learning Objectives 4
Agenda Once upon a time The story June 2010 events July 2010 events August 2010 events September 2010 events October 2010 events Closure 5
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Vice President Request in June 2010 Deliver annual enrollment and YE & YB to 1.4 million employees by 10 October 2010 and 1 January 2011 Include the federal and state government changes Incorporate new business requirements Create new user screens New rate plans New insurance vendors HMO changes 7
My Response Risk Time Planning Resources Money Applications Issues Vendors Hardware 8
Negotiation Challenges.My Need List Champion Signed executive scope commitment Autonomy People Budget Technology No waterfall delivery methodology Dedicated collaboration room 9
Negotiation Challenges.VP Need List Present business case justification proposal for new delivery methodology Executive summary Milestones Number of resources Cost Percentage complete Daily status updates 10
Negotiation Challenges Outcome Agreement on both sides with added features Two weeks to plan Sneak peak presentation More customer involvement 11
VP May 2010 executive meeting Discovery VP response Formulation of options Next steps 12
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June 2010 14
Brainstorm.Huddle Employee team assembly High-level scope and objectives Preliminary businesses deliverable request, timeline and milestones Preliminary WBS 15
Brainstorm. Work Breakdown Option 2 Business Proposal Customer Wish List Option 1 PMP 16
Brainstorm Work Streams AE YE&YB 17
Brainstorm. Methodology Hybrid 18
Brainstorm Milestones (AE, YE & YB) BRD 7/26/10 Design 8/13/10 Dev 9/10/10 Present 9/17/10 Dev Test 9/30/10 UAT 10/1/10 BR 10/3//10 Go Live 10/10/10 BRD 9/14/10 Design 10/15/10 Dev 11/23/10 Dev Test 12/21/10 UAT 12/28/10 BR 12/28/10 Go Live 1/1/11 19
Brainstorm Project Management Plan 20
Brainstorm. Identified Risk Accept the risk Program timeline Two projects with multiple work streams Resource need New delivery model Security Mitigate risk by: Manage schedule time Unforeseen circumstances 21
Brainstorm. Resources Seven employees 75 contractors 9 BAs 34 developers 25 QA/testers Three countries India Japan America 22
Brainstorm. Quality Requirements verification Design verification Development verification Testing Developer Quality team User acceptance 23
Communication Strategy Daily status to executives Daily status to project team Twice-daily team meeting 24
Brainstorm. Budget Estimation AE: US$5 million YE & YB: US$5 million Total: US$10 million 25
Business Justification Proposal Project delivery method High-level milestones Resource estimation Introduction to the quality team Communication plan Budget estimation 26
10 July 2010 27
Schedule 24 Hours a Day, Five Days a Week Task Name Start Finish % Complete AE2011 Program (schedule based five days a week, day and night) Thu 6/10/10 Thu 1/3/13 3% AE 2011 project 10/10/10 Delivery Thu 6/10/10 Thu 1/3/13 4% Initiation Thu 6/10/10 Fri 6/11/10 100% Planning Thu 6/10/10 Thu 1/3/13 6% Design Thu 6/10/10 Fri 9/3/10 0% Construction Tue 7/27/10 Mon 9/13/10 0% Testing Tue 7/27/10 Mon 10/11/10 0% Implementation Fri 10/8/10 Thu 11/11/10 0% Post Implementation Thu 11/11/10 Tue 12/28/10 0% Year End and Year Begin 01/01/2011 Sub-project Tue 7/6/10 Wed 2/16/11 2% Planning Tue 7/6/10 Wed 2/16/11 2% Construction Fri 10/15/10 Tue 11/23/10 0% Testing Wed 10/20/10 Tue 12/28/10 0% Implementation Tue 12/28/10 Mon 1/31/11 0% Post Implementation Wed 12/29/10 Mon 2/14/11 0% 28
July 2010 Daily Status Reports Annual Enrollment Daily Status Update Process % Complete Status Original Targeted Completion Date Work Stream 1 Dependent remains eligible up to 26th birthday 15% Green 7/21/2010 Work Stream 2 Life-change to administration of effective dates 75% Red 7/2/2010 Work Stream 3 Disability-change to administration of effective dates 100% Green Complete Work Stream 4 HMO additions or deletions 30% Green 7/23/2010 Work Stream 5 Screens and flows ( verbiage) 0% Red 7/7/2010 Work Stream 6 Rates for all plans 0% Green 7/23/2010 Work Stream 7 Puerto Rico 75% Green 7/20/2010 Legend: Green - On Track Yellow - Late but will meet target date Red - Behind schedule Work Stream 8 % complete report 0% Green 7/23/2010 Work Stream 9 Health Plan Changes-CDH 15% Green 7/23/2010 29
August 2010 30
AE and YE & YB Teams 31
The Project Champion 32
The Pep Talk 33
August 2010 Daily Status Reports Process Dependent remains eligible up to 26th birthday % Complete Status Original Targeted Completion Date 50% Red 7/28/2010 % Complete Of ISD Requirements Verification (Target Completion Date 8/06/10) Work Stream 1 Not ready for verification % Complete of ISD Design (Target Completion Date 8/13/10) 7% % Complete of ISD Design Verification (Target Completion Date 9/27/10) % Complete of ISD Development (Target Completion Date 9/10/10) % Complete of ISD Testing (Target Completion Date 10/1/10) % Complete of Business UAT (Target Completion 10/6/10) Life-change to administration of effective dates Disability-change to administration of effective dates Work Stream 2 100% Green Complete 100% 90% Work Stream 3 100% Green Complete 100% 90% Work Stream 4 HMO additions or deletions 100% Green Complete 100% 0% Screens and flows ( verbiage) 30% Red 7/28/2010 Rates for all plans 15% Red 7/30/2010 Puerto Rico 100% Green Complete % complete report 50% Red 7/27/2010 Health Plan Changes-CDH 75% Red 7/28/2010 Work Stream 5 Not ready for verification Work Stream 6 Not ready for verification Work Stream 7 Verification completed in spreadsheets. Will upload to HP QC on Aug 02. Work Stream 8 Not ready for verification Work Stream 9 Schedule verification 8/3 36% 0% 35% 0% 0% 34
September 2010 35
2 September 2010 Daily Status Reports Work Stream 1 Process % Complete of BRD (Target Completion Date 7/26/10) % Complete Of ISD Requirements Verification (Target Completion Date 8/06/10) % Complete of ISD Design (Target Completion Date 8/13/10) % Complete of ISD Design Verification (Target Completion Date 8/27/10) % Complete of ISD Development (Target Completion Date 9/10/10) Development Completion Date Customer Walkthrough % Complete of ISD Testing (Target Completion Date 10/1/10) Dependent remains eligible up to 26th birthday 100% 100% 100% 100% 54% 9/10/2010 9/11/2010 Work Stream 2 Life-change to administration of effective dates 100% 100% 100% 100% 60% 9/7/2010 9/11/2010 Work Stream 3 Disability-change to administration of effective dates 100% 100% 100% 100% 60% 9/7/2010 9/11/2010 Work Stream 4 HMO additions or deletions 100% 100% 100% 100% 96% 9/7/2010 9/11/2010 Work Stream 5 Screens and flows ( verbiage) 100% 100% 100% 100% 68% 9/8/2010 9/11/2010 Work Stream 6 Rates for all plans 98% (Target date is 8/13/2010) 98% 70% 0% 0% 9/10/2010 NA Work Stream 7 Puerto Rico 100% 100% 100% 100% 56% 9/10/2010 9/11/2010 Work Stream 8 % complete report 100% 100% 100% 100% 100% 8/20/2010 9/11/2010 83% Work Stream 9 Health Plan Changes-CDH 100% 100% 100% 100% 84% 9/10/2010 9/11/2010 36
Issues Data Center Power Loss 37
Sneak Peak 38
October 2010 39
1 October 2010 Daily Status Report Process Work Stream 1 Dependent remains eligible up to 26th birthday % Complete of BRD (Target Completion Date 7/26/10) % Complete Of ISD Requirements Verification (Target Completion Date 8/06/10) % Complete of ISD Design (Target Completion Date 8/13/10) % Complete of ISD Design Verification (Target Completion Date 8/27/10) % Complete of ISD Development (Target Completion Date 9/10/10) Development Completion Date Customer Walkthrough % Complete of ISD Testing (Target Completion Date 10/1/10) 100% 100% 100% 100% 100% 9/17/2010 9/17/2010 100% Action/ Issues/ Remarks Work Stream 2 Life-change to administration of effective dates 100% 100% 100% 100% 100% 09/10/10 9/17/2010 100% Work Stream 3 Disability-change to administration of effective dates 100% 100% 100% 100% 100% 09/10/10 9/17/2010 100% Work Stream 4 HMO additions or deletions 100% 100% 100% 100% 100% 09/10/10 9/17/2010 100% Work Stream 5 Screens and flows ( verbiage) 100% 100% 100% 100% 100% 09/10/10 9/17/2010 100% Work Stream 6 Rates for all plans 100% 100% 100% 100% 100% 09/10/10 9/17/2010 100% Work Stream 7 Puerto Rico 100% 100% 100% 100% 100% 09/10/10 9/17/2010 100% Work Stream 8 % complete report 100% 100% 100% 100% 100% 8/20/2010 9/17/2010 100% Work Stream 9 Health Plan Changes-CDH 100% 100% 100% 100% 100% 09/10/10 9/17/2010 100% Business Readiness % Complete Test Plan (9/1/10) % Complete Test Scenarios (9/1/10) % Complete Regression Test Scenarios (9/1/10) Business User Acceptance Testing 100% 100% 100% Business Readiness Communicatio n Plan Training Plan Implementation Planning 100% 100% % Complete Testing (10/3/10) 40
Issues Servers End of Life 41
Closure 42
Closure Never Been Done Before Provided a sneak peak Only a 2% defect rate Provided a soft launch five days early Go Live three days early Lessons learned Award 43
Homework Your Action Plan Your mission next week: Identify qualities in your project managers Collaborate, communicate and trust 44
Homework Your Action Plan Next 90 days and continuous service improvement Send project managers to agile training Agile training types Scrum Iterative (RUP) (PMLC) Dynamic Systems Development (DSDM) Adaptive Software Development (ASD) 45
Award Presentation AE and YE & YB VP presents award 46
Award Seven Associates, My Manager and Me 47
Award Onsite Contractor Leads 48
The Innovation Award 49
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Contact Information Dr. Linda McIntosh, DBA, CSM, ITIL, PMP Executive Director, IT PMO, Sam Houston State University, Huntsville, Texas USA http://www.shsu.edu/dept/project-managementoffice/staff.html +1 936 294 4228 or +1 936 294 3974 https://www.linkedin.com/in/lindamcintosh2pmp/ +1 512 745 0114 A leader is always in the moment of being or strives to be uplifting others. Dr. Linda McIntosh 51