OptiMIS
Stakeholder meeting
OptiMIS Team
October, 2013
© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Agenda
• What is OptiMIS?
• OptiMIS status overview
• Subsystems status review:
– MDS
– HCMS
– PPRMS
– FMS
– PerMS
– PPMc
• Q&A
2
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Scope - Current System/Tool to OptiMIS
Replacement of SharePoint and MSFT Based Tracking, Reporting Tools in an “Interlocked” environment
Mapping
.ppt (Static)
Reporting
.xls (pivots etc…)
Current Process/Tool moving to OptiMIS
- TALEO
- HC Recon
- OTT (Opportunity Tracking Tool)
- Requisition Tracking
-OVOT MCF (Master Contract File)
-PRISM (Financial Mapping)
-HC Recon Mapping File(s)
- KPI Tool (Key Performance Indicators)
- BMR Tool (Business Metrics Reporting)
- CPT Process (Cost Per Transaction)
- EMS (Escalation Mgmt)
- Travel Tool, Budget Planning Process, Flash Process
- PRISM (GRS Reporting) and Actual Reporting, availability of Data
- Residual vs. Actual vs. Billing
- Billing Data
OptiMIS - Sub-System
HCMS - Human Capital Management System
MDS – Master Data System
PerMS - Performance Mgmt System
FMS - Financial Management System
- PORTT (Portfolio of Opportunities Reporting and Tracking Tool)
- ETT (Efficiency Tracking Tool)
Option 1: PPRMS - Program, Project and Resource Mgmt System
- ITPOR (IT Plan of Record)
- PRIME
Option 2: PPMc – HP Project and Portfolio Management Center
- WFMS/Project B Tracking Tool (WorkForce Mgmt System)
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
3
- QUAD
High Level Solution– E2E
GBS OptiMIS – Internal Solutions Intranet Web Applications
Report
Store
Collect
GBS Managed Developed
1
Data Extract,
Transform and
Load
3
Manual/Auto Load
~1,000 Users
Business
Data
Repository
Query Results
5
4
Web Server - User Interface
2
Enterprise
Data
Warehouse
“Available GBS Data”
IT Managed Infrastructure
Two processes for Data Collection.
Business Owned Data and EDW
Extract and load current SharePoint,
3. Server Space, for GBS ‘BDR’ and
Excel based data
Master Data and Fact Tables
2. Create a GUI for data entry and
4. Feed Associated “GBS” Data from EDW
maintenance Development
– Web Server
© Copyright 2012 Hewlett-Packard
Company, L.P. The information(Finance/Polaris)
contained herein is when/where
subject to change
without notice.
available
1.
4
Intelligent Reporting
5. HP Enterprise Data and Business
Intelligence Solution procured from 3rd
Party. Ad-hoc, Canned and Scalable BI
Reporting Platform via QlikView
Program Status
Q4’13
Q3
JUL
MDS
HCMS
PPRMS
FMS
AU
G
SE
P
Q1’14
OC
T
NO
V
DE
C
R3
R2
R2a
R3
(applying feedback)
R3:
PRIM
E,
VAS,
WFM
S,
Type
B
R2:
ETT,
QUAD
R4
Digitized
Org
1.
HCMS Roads show and training sessions – feedback collected and
some gaps identified
2.
HCMS handbook for hiring managers released (Business Planning
Team)
3.
Included Location Strategy in HCMS
4.
MDS parallel system to prepare FY14 data in place
5.
Increased awareness of OptiMIS within GBS – stakeholder session
with 160 people on the line
6.
Significant discount negotiated for PPM licenses (40%)
7.
3 new contractors started
Key Issues and Risks
R1
1. PPM Leadership Team approval still pending
R2 (Access)
PerMS
PPMc
JAN
R4
FY14
R2
Accomplishments
2. GBS reorganization - new Steering Committee required
R1
Due Diligence
Today
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
*See notes for Scope of Systems (GBS current systems)
Master Data System
This database of Cost Location mapping information is the single reference point for reporting related to new opportunities, efficiencies, requisition
management, HC recon, billing, budget, performance or any other Cost Location centered reporting. In addition, MDS enables data rollup to other dimensions
i.e. regional ( L3/L4/L5 etc.) , NOM Process (Clusters/Sub Cluster etc.), client (contract/BU etc.) and other GBS specific master data elements.
Delivered
YTP
Started
On Going
Release 1 (May-13)
MDS - RASCI Defined
Process Workflow for new
Cost location or change in
existing
Implemented data quality
checks and access
controls
Aligned with critical
systems and reporting
Jul-13
Robust governance
Release 2 (Sep-13)
and review.
MDS Training Provision for Bulk Release 3 ( Nov-13)
Communicationchanges for Cost
FY13 Data
and awarenesslocation.
synchronization(SP)
Process workflow
for changes request Implement CL changes
(System or Data)
Release 4 ( Jan-14)
w.r.t
new Organization.
Addition of new fields and
changes in field names
Include Engagement L3 and
Location Strategy.
6
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Submit a ticket for CoS,
Engagement, P&S and
Finance to update
incorrect MDS data e.g.
mapping issue.
Highlight Change(s) in the
update email
Human Capital Management System
The one and only source for GBS Human Capital (HC) tracking and reporting. The HCMS sub system in OptiMIS will feature linkage, relationships and the tracking of
Opportunity to Source to Hire to Retire for incoming growth and outgoing terminations/internal moves. The system also interlocks the Requisition Details with the
Human Capital via a load of Taleo Requisition data. The last key component to the HCMS foundation and data set is the use of GHRMS (Blue Book) results that are
also loaded into the HCMS.
Delivered
On Going
YTP
Started
Release 1 (Apr-13)
Enhanced Job
Opportunity system and
addition hiring
requirement and
distributed data
responsibility.
Integrated Growth with
MDS System to improve
data quality and mapping
consistency.
New Growth form
Training, Communication
and awareness
7
Release 2 (Sep-13)
Advance hiring request and approval
system for WAAG and internal
movement.
Clean, Transform and load data into
OptiMIS from HP system i.e. Bluebook
(GHRMS), WAAG and TALEO ( Open/
Filled / Cancelled).
Clean, Transform and load data into
OptiMIS from GBS internal Efficiency
Tracking system
Establish linkages and data flow
between different system to have ready
HC Recon.
Hiring Manager view to review, update
and manage HC movement information
( Addition/Termination/ Internal-move)
for his team.
User delegate access to manage
information on behalf…
Training, Communication and
awareness session(s)
Release 2a (Oct-13)
Hiring Manager to update the intra
move that is relevant to them and
should not have access to alter the
other move. This would ensure data
accuracy.
Adding Job level, Salary Grade , city
for replacement and movement
forms.
Headcount data need to be filtered
based on the hiring manager .
Adding Action Reason dropdown to
WAG-Movement
In all the tabs Data refresh time
stamp.
Delegate access to WAG system
Release 3 (Dec-13)
Release 4 (Feb-14)
End to End requisition approval
workflow system for new job
growth.
Summary Page for Hiring
Manager to have consolidated
view of action(s) to be performed
under different sections of the
HCMS.
Hands-on Reporting ( Export to
Excel… not QlickView) i.e. HC
Recon, HC Forecast summary,
Efficiency and Growth view etc.
Location Strategy part of Growth
module.
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Digitized Org Structure
(Define)
HCMS Handbook
For hiring managers
8
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Project Program & Resource Mgt System Scope
Providing a single platform to cater the Program/Project tracking needs of GBS. PPRMS being linked to MDS, all the tools coming under PPRMS will have a common
Master Data system ( Tower, Contract, Process,L3 etc.)
Release 1 – July/August – Almost LIVE!
Functionality
Manage Project/Program/Wave details – ITPOR and Process Effectiveness
Manage milestones – projects only exc. programs – ITPOR and Process Effectiveness
Track benefits – projects only exc. programs – ITPOR and Process Effectiveness
QlickView Reports
Enables migration of
ITPOR
PORTT
Release 2 – Oct
Functionality
All in Release 1 for Process Efficiency and QUAD
Manage milestones – programs, Process Efficiency and QUAD
Track benefits – programs, Process Efficiency and QUAD
Forecast project resources - QUAD
Manage Risks, Actions, Issues, Dependency – QUAD
QlickView Reports
ETT
QUAD
Release 3 – FY14
Functionality
All in Release 2 for PRIME, Standard Transition, TypeB, VAS
Track time spent on projects
View resources planned leaves; enter planned leaves
Update and View project costs
QlickView Reports
9
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
PRIME
WFMS
TypeB Reporting
VAS
Project Program & Resource Mgt System Key Issues and Risks
August ’13
Status July ’13
Earl
ier
Lat
er
1
8
15
22
29
5
12
ITPOA Go-Live
Release 1
Co
din
g
ITPOR, PORTT
ITPOR
User Acceptance Test
19
26
1. Resource gap (1 developer)
2. Deployment of PPMc by GBS
Effectiveness Go-Live
Effectivenes
s UAT
ITPOA Migration
PORTT Migration
Accomplishments
1. Release 1 coding completed
Develop
Release 2
ETT, QUAD
Develop
Release 3
PRIME, Transition, VAS
Today
10
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
*See notes for Scope of Systems (GBS current systems)
Project & Portfolio Management Center
Providing a single platform to cater the Program/Project tracking needs of GBS by implementing HP Project & Portfolio Management Center (Software-as-a-Service)
`
Function or Tool or Process
M1
M2
M3
M4
M5
Based on what you have seen is PPMc a viable
option for your process/replacement of
existing system?
Pilot
VAS Projects
Process Effectiveness Program /
Yes - Shah, Kamini
PORTT and Enterprise Cash
Yes – Lester, Tanja
Acceleration Program – ECAP / PORTT
Yes – Karpiak Kozinska, Beata
Yes – Rao, Poornachandra
Prep
Phase 1
All other projects
IT POA
Yes – Dykstra, Holly
FHPS – PRIME - Program Mgmt
Yes - Bucur, Cristian
Yes- Degaches, Nicolas
Yes - Lester, Tanja (FHPS);
Pilot – Consulting projects (VAS)
Marketing / QUAD / Program Mgmt P&S
Yes – Railsback, April
Transition / WFMS + TypeB
Phase 1 – all remaining project types/processes
8-12 weeks per phase, assuming requirements are relatively clear
Yes – Galan, Bernardo
Yes- Garuch, Krystyna
Yes- Sivakumar, Aditi
Process Efficiency / ETT
Yes - Prabhakar, Naveen
VAS
Yes - Molina, Luis Enrique (GBS Finance)
Yes – Manzanares, Shayla
Yes – Basu, Ankur
GBS Finance
Yes – Molina, Luis Enrique (GBS Finance)
Yes - Sasindran, Roshna
11
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Financial Management System - Scope
GBS Finance supporting organization needs and requires a System that is linked with all other GBS Systems in OptiMIS to accurately and efficiently maintain budget,
flash and actual results against GBS. The Financial Mgmt System is primarily used by the GBS Finance Organization, however future plans will call for access and
views, narratives and input for L3 Mgrs, Direct Reports and ability to view daily spend reports across the organization.
Outstanding
Functionality
Daily Financial Spend Report (QlikView)
Flash / Budget / Narrative Management
GBS Summary Close Report (aka WD9) (QlikView Report)
System generated Flash and Budget estimates
Travel request move to OptiMIS (Budget/Flash impact FMS)
12
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Release 1 – QlikView
only
Release 2 – MS access + QV
Release 3 – Web
Financial Management System - Status
Q3’13
Q2
Apr
MA
Y
JUN
Q4’13
JUL
AUG
SEP
Accomplishments
OCT
NOV
2. Structure of report designed; finalizing loads of
MDS and Actuals to data tables for testing report of
GBS Financial Summary (aka WD9)
Go-Live
FMS
1. Daily Spend Report loaded and working properly in
QlikView Integration Server
R1 (QlikView DailySpend)
UAT
Go-Live
R2 (Flash/Budget GUI and GBS Summary)
Parallel
Rpts
GUI
UAT
Key Issues and Risks
1. FMS: refresh of Data in Integration required new
SQL Stmts and load procedure for incremental load
of Daily Data. – in Testing Now. Delayed Go-Live
by 2 weeks.
Today
13
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
*See notes for Scope of Systems (GBS current systems)
Performance Management System - Scope
PerMS catalogs and allows the addition, deletion and modification of Performance Measurement/Metrics. The system will focus initially on the Volume and
Operational (SLA) Key Performance Indicators, but will also expand to collect and assign Financial Results (Cost) per transaction (CPT), Business Metrics and
Process Metric data/results. The future of the PerMS OptiMIS sub system will facilitate the categorization of other Types of Metrics including all other GBS Metrics,
e.g. Effectiveness, Efficiencies, VAS, HC Growth, Financial and others.
Outstanding
Functionality
Metric/Transaction and MDS Mapping Catalog
Business Level Metrics submission
KPI submission
Release 1
Volume submission
Reporting (QlikView)
Management of metrics/volumes that need to be tracked
14
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Release 2
Performance Management System - Status
Q3’13
JUN
JUL
Q4’13
AUG
SEP
Q1’14
OCT
Requirements Jun12th
PMT
Data
Feed Setup
NOV
DEC
Q2…
.
JAN
FEB
Release 1
KPI/Metric/Volume
upload – Linkage with PMT
Accomplishments
- Design, Development of System
has been put on hold
- Expect re-initialization of System
work mid to end of October
Prototype Revisions to
Final
Development DB & User
Interface
USER
TESTIN
G
Key Issues and Risks
Training
Go Live MTP – Oct 30th
We are here… Today
15
Migration
Of
Existing
Data
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
1. ‘Prioritization’ – PerMs to be reinitialized post priority work on
HCMS/MDS
Where to find out more?
OptiMIS Website
to out email announcements
follow us on One HP
Other:
• Project Lifecycle
• Governance Model
16
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Q&A
© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
17
Communication Plan
Recurring meetings
Title
Organizer
Audience
Content
Timing/Frequency
IT SWAT Dashboard
Review
IT SWAT Lead
IT SWAT Steering Committee
One slider dashboard
covering the whole program
with color coded status and
high level issues
Monthly
Stakeholder meeting
Marcin
All known stakeholders
Open to anyone that wants to
addend
Review progress system by
system. Dates, roll-out plans.
Possibly, product demos if
time allows.
Monthly
Mostly muted lines with Q&A
at the end.
Core team meetings
Vishesh
Rasool
Krishna
Members of the core team for
a specific sub-system.
Detailed review of progress
for a given subsystem.
Marcin
Ryan
Planning functionality for next
iteration.
Discussion on roll-out plans,
MOC plans etc.
18
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Weekly or bi-weekly
Communication Plan
Emails / OneHP / Website
Title
Medium
Sender
Audience
Content
Timing/Frequency
Newsletter
Email
Website
OneHP
Marcin
All known stakeholders
Anyone who subscribes
High level
communication on
progress made over
the month + setting
expectations for next
month
Monthly
Go-live
announcements
Email
Website
OneHP
Marcin
All known stakeholders
Anyone who subscribes
Details on the release
that went live.
After any go-live
Ad-hoc MOC
communication
Email
OneHP
Vishesh/Rasool/Kr
ishna
Core teams
Subsystem specific
communications.
Ad-hoc
19
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Release Cycle Model
Iterative and incremental
Release 1
Release 2
Release 3
Deliver
Define
Deliver
Define
Deliver
Define
Develop
Design
Develop
Design
Develop
Design
Requirements
Requirement 1
Requirement 2
Requirement 3
20
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Internal Solutions Team
Internal Solutions
Manager
Ryan T Smith
Program
Mgmt/Methods
Marcin Konopka
21
Sr. Solution Architect/
Consultant
Solution Architect/Lead
Solution Architect/Lead
Solution Architect/Lead
Vishesh Nigam
Rasool Khan
Krishna Gopalan
WIP - TBH
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
We follow a modified 5D UPIM Approach
Deliverable based Approached, each phase with a Toll-Gate (Phase
Milestone)
Manage & Control Organization and All Solutions
As-Is Data Flow*
Why – Why Analysis
Solution Optimization
Business Case*
User Stories
(Requirements)
Proposed Solutions*
Project & Resource
Mgmt Plan
Prioritization & Balancing Process
To-Be Process Flow
Use Cases
Proto-Typing
Data Model
Solution
Development
Security Process*
Testing Plan
Test Scenarios
Governance Process
Model*
Solution Test
Security Model*
Process Training
Assets
Data Migration*
Process Training
Solution Training
Communication
Solution Training
Assets
Cost Benefit Analysis*
22
© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
(*) = Optional depending on “New or Existing Solution”
BUSINESS
PARTNER
INTERNAL
SOLUTIONS
On-Going Support Model
As-Is Process Flow*
Existing - Enhance
Deliver
Support Model
By Solution
Type
Training and Move to Production Signed Off
Opportunity Charter
2
Develop
Prototype & Design Approved
New Solution
Design
Requirements & Project Mgmt Plan Signed
Off
1
Define
Opportunity Benefits
and Charter Signed Off
Discover
Design to Warranty by Solution
Functional Testing and UAT Signoff
Assess & Consult by Solution