Integrating the roles of the project manager and the business analyst : the success story behind an ERP project

Transcription

1 Integrating the roles of the project manager and the business analyst : the success story behind an ERP project Meet Paul C. Champenois, ProjectWorld National Flagship Anaheim, CA 1

2 A.K.A. mr. PM C. Champenois, ProjectWorld National Flagship Anaheim, CA 2

3 Paul lives in C. Champenois, ProjectWorld National Flagship Anaheim, CA 3

4 Where? C. Champenois, ProjectWorld National Flagship Anaheim, CA 4

5 Paul drives C. Champenois, ProjectWorld National Flagship Anaheim, CA 5

6 Paul loves C. Champenois, ProjectWorld National Flagship Anaheim, CA 6

7 Paul cheers C. Champenois, ProjectWorld National Flagship Anaheim, CA 7

8 but is not a big fan of C. Champenois, ProjectWorld National Flagship Anaheim, CA 8

9 Paul excels at C. Champenois, ProjectWorld National Flagship Anaheim, CA 9

10 and thinks he s good at C. Champenois, ProjectWorld National Flagship Anaheim, CA 10

11 COLLECTES MOBILES INTRANTS EXTRANTS Préparation des collectes CLI-PAF Décharger camion et monter collecte Installer système informatique VERICOL Valider les installations Vérifier étiquettes, dispositifs de prélèvement Installer, vérifier, entretien des appareils Former bénévoles Ouverture collecte Préparation de l équipement informatique INF-PAF Accueillir donneur PROGESA Inscription du donneur (ctpliedo.d) PROGESA Gestion du donneur (ctpdonne.d) Questions écrites répondues par donneur Question verbales en entrevue Donneur accepté NON Indiquer sur DDS cause d interdiction Fin du processus Ouverture collecte Prélever tubes Étiqueter poches et tubes Ponction veineuse Vérifier dispositifs de prélèvement OUI Emballer produits Recommandations après le don Sceller tubulure PROGESA Prélèvement (ctpprele.d) PROGESA Déchargement du portable Déchargement réussi Page Transport sang vers HQ Réception des dons de sang PCS-PAF NON OUI Remplir formulaire Vérifier conformité documents, poches et tubes Préparation de l équipement informatique INF-PAF Fermeture inscription PROGESA Consultation médicale (ctpmedic.d) PROGESA Statut des dons (ctpdonst.col) Démonter collecte Fermer la collecte Transport sang et matériel vers HQ Préparation des collectes CLI-PAF Meet Bianca C. Champenois, ProjectWorld National Flagship Anaheim, CA 11

12 A.K.A. ms. BA C. Champenois, ProjectWorld National Flagship Anaheim, CA 12

13 Bianca also lives in C. Champenois, ProjectWorld National Flagship Anaheim, CA 13

14 Bianca drives C. Champenois, ProjectWorld National Flagship Anaheim, CA 14

15 Bianca cheers C. Champenois, ProjectWorld National Flagship Anaheim, CA 15

16 Bianca likes C. Champenois, ProjectWorld National Flagship Anaheim, CA 16

17 And loves C. Champenois, ProjectWorld National Flagship Anaheim, CA 17

18 well, most of the time C. Champenois, ProjectWorld National Flagship Anaheim, CA 18

19 Bianca is great at COLLECTES MOBILES INTRANTS EXTRANTS Préparation des collectes CLI-PAF Décharger camion et monter collecte Installer système informatique VERICOL Valider les installations Vérifier étiquettes, dispositifs de prélèvement Installer, vérifier, entretien des appareils Former bénévoles Ouverture collecte Préparation de l équipement informatique INF-PAF Accueillir donneur PROGESA Inscription du donneur (ctpliedo.d) PROGESA Gestion du donneur (ctpdonne.d) Questions écrites répondues par donneur Question verbales en entrevue Donneur accepté NON Indiquer sur DDS cause d interdiction Fin du processus Ouverture collecte Prélever tubes Étiqueter poches et tubes Ponction veineuse Vérifier dispositifs de prélèvement OUI Emballer produits Recommandations après le don Sceller tubulure PROGESA Prélèvement (ctpprele.d) PROGESA Déchargement du portable Déchargement réussi Page Transport sang vers HQ Réception des dons de sang PCS-PAF NON OUI Remplir formulaire Vérifier conformité documents, poches et tubes Préparation de l équipement informatique INF-PAF Fermeture inscription PROGESA Consultation médicale (ctpmedic.d) PROGESA Statut des dons (ctpdonst.col) Démonter collecte Fermer la collecte Transport sang et matériel vers HQ Préparation des collectes CLI-PAF C. Champenois, ProjectWorld National Flagship Anaheim, CA 19

20 And understands C. Champenois, ProjectWorld National Flagship Anaheim, CA 20

21 Meet A.K.A. C. Champenois, ProjectWorld National Flagship Anaheim, CA 21

22 the PROJECT The scope 1.Install a new version of the ERP system for blood management at Héma-Quebec. 2.Review, improve and optimize existing business process and implement new key software functions. 3.Implement a new identification standard for blood products : ISBT Replace the current infrastructure (servers) supporting the software. C. Champenois, ProjectWorld National Flagship Anaheim, CA 22

23 Meet Victor, the VP A.K.A. C. Champenois, ProjectWorld National Flagship Anaheim, CA 23

24 mr. Project Sponsor Victor works here C. Champenois, ProjectWorld National Flagship Anaheim, CA 24

25 The essential data Province of Quebec : 7.6M people (23,5% of Canada) whole blood collections / year mobile clinics / year. 88 hospitals served. About 1325 FTE (47 in IT) and volunteers. C. Champenois, ProjectWorld National Flagship Anaheim, CA 25

26 Victor also works from here C. Champenois, ProjectWorld National Flagship Anaheim, CA 26

27 But only because he uses this C. Champenois, ProjectWorld National Flagship Anaheim, CA 27

28 Victor drives C. Champenois, ProjectWorld National Flagship Anaheim, CA 28

29 Victor loves C. Champenois, ProjectWorld National Flagship Anaheim, CA 29

30 Victor has a dilemma C. Champenois, ProjectWorld National Flagship Anaheim, CA 30

31 Who can best deliver his project? The stakes Capture in details what are the business needs, interpret and translate them in a standard format that all can easily understood. Get the big picture, be able to manage all the stakeholders and control the issues, and deliver the project on time, on budget. Work all this in a regulated environment. C. Champenois, ProjectWorld National Flagship Anaheim, CA 31

32 Victor could hire a consultant C. Champenois, ProjectWorld National Flagship Anaheim, CA 32

33 Maybe Victor should save C. Champenois, ProjectWorld National Flagship Anaheim, CA 33

34 and ask Paul to do both roles? After all the PM and BA have some similar skills C. Champenois, ProjectWorld National Flagship Anaheim, CA 34

35 Consensus builder Negotiation Strong communications skills Agile Negotiator Interpersonal and client management skills Understands SDLC Victor is still unsure C. Champenois, ProjectWorld National Flagship Anaheim, CA 35

36 he feels each role entail some unique skill sets C. Champenois, ProjectWorld National Flagship Anaheim, CA 36

37 The PM A big-picture thinker Ensures the products get delivered on time, on budget Wants to close and remove project issues Manages the WBS Focus on the project sponsor best interests The BA Detail-oriented Ensures the products is build right following requirements Identifies and looks for business issues Performs requirements related tasks in the WBS Strong customer advocate Victor wants to be bold, develop a new trend C. Champenois, ProjectWorld National Flagship Anaheim, CA 37

38 What happens next? The strategy A multidisciplinary team with specialists all working together with an integrated approach. C. Champenois, ProjectWorld National Flagship Anaheim, CA 38

39 The team No Ace versus the joker situation. No jack of all trades. No superstar. The team The project manager will lead. The business analyst will integrate further into the business and become a super user. The director will be the business process owner and responsible to provide the subject matter expert (SME) for his service. C. Champenois, ProjectWorld National Flagship Anaheim, CA 39

40 What happens next? The strategy A multidisciplinary team with specialists all working together with an integrated approach. C. Champenois, ProjectWorld National Flagship Anaheim, CA 40

41 The project by numbers The software: PROGESA v4.4g (Q1-2006). 3 years of work with over people-days (dedicated team of 15 FTE) people-days from the extended team of about 150 (Business process owner, SME and other support personnel). An investment of 4.8M$ with 0.6M$ for the infrastructure. The project by numbers Database migration of 1.4M donors, 5.5M of donations (since 1987) and over 47.0 M test results. Over 80 business process reviewed or completely redesigned. Implemented successfully at the beginning of November C. Champenois, ProjectWorld National Flagship Anaheim, CA 41

42 Our biggest challenge? Validation and testing C. Champenois, ProjectWorld National Flagship Anaheim, CA 42

43 A little story versus C. Champenois, ProjectWorld National Flagship Anaheim, CA 43

44 1 out of 5M* *Héma-Québec, Jan out of 70* *SAAQ, June 2007 C. Champenois, ProjectWorld National Flagship Anaheim, CA 44

45 Our quality system in 4 steps 1. Document the process C. Champenois, ProjectWorld National Flagship Anaheim, CA 45

46 Bianca the BA Tears into product requirements and specifications to make sure that the business side gets what it asked for Current business process COLLECTES MOBILES INTRANTS EXTRANTS Préparation des collectes (Processus ) Décharger camion et installer collecte Vérifier étiquettes, dispositifs de prélèvement Installer, vérifier, entretien des appareils Former bénévoles Brancher, valider système informatique PROGESA 1iere partie du ième partie du Accueillir donneur Inscription du DDS par le DDS avec le Donneur donneur donneur donneur (ctpliedo.d) Donneur accepté OUI non Donner soins après le don Prélever tubes Étiqueter poches et tubes Ponction veineuse Vérifier dispositifs de prélèvement Sceller tubulure PROGESA Prélèvement infirmière (ctpprele.d) PROGESA Déchargement du portable Vérifier conformité documents, poches et tubes Emballer produits Fin collecte OUI Démonter collecte Fermer la collecte Recrut. Donneur cell. souche (Processus ) NON Enquête (Processus ) Identifier donneur Prélever tubes Transport vers HQ (processus 14) Récep. des dons (Processus ) C. Champenois, ProjectWorld National Flagship Anaheim, CA 46

47 Future business process COLLECTES MOBILES INTRANTS EXTRANTS Préparation des collectes CLI-PAF Décharger camion et monter collecte Installer système informatique VERICOL Valider les installations Vérifier étiquettes, dispositifs de prélèvement Installer, vérifier, entretien des appareils Former bénévoles Ouverture collecte Préparation de l équipement informatique INF-PAF Accueillir donneur PROGESA Inscription du donneur (ctpliedo.d) PROGESA Gestion du donneur (ctpdonne.d) Questions écrites répondues par donneur Question verbales en entrevue Donneur accepté NON Indiquer sur DDS cause d interdiction Fin du processus Ouverture collecte Prélever tubes Étiqueter poches et tubes Ponction veineuse Vérifier dispositifs de prélèvement OUI Emballer produits Recommandations après le don Sceller tubulure PROGESA Prélèvement (ctpprele.d) PROGESA Déchargement du portable Déchargement réussi Page Transport sang vers HQ Réception des dons de sang PCS-PAF NON OUI Remplir formulaire Vérifier conformité documents, poches et tubes Préparation de l équipement informatique INF-PAF Fermeture inscription PROGESA Consultation médicale (ctpmedic.d) PROGESA Statut des dons (ctpdonst.col) Démonter collecte Fermer la collecte Transport sang et matériel vers HQ Préparation des collectes CLI-PAF Perform a risk analysis C. Champenois, ProjectWorld National Flagship Anaheim, CA 47

48 How will it be used Evaluate and classify Impact E = 3 M = 2 F = 1 Probability P=3 V=2 I=1 Risk Level R = I x P C. Champenois, ProjectWorld National Flagship Anaheim, CA 48

49 The result Mitigation strategy Software configuration Validation approach Refine the business process (incorporate additional mitigation activities within operations) End user training Infrastructure setup / material C. Champenois, ProjectWorld National Flagship Anaheim, CA 49

50 3. Build a validation plan C. Champenois, ProjectWorld National Flagship Anaheim, CA 50

51 4. Execute validation C. Champenois, ProjectWorld National Flagship Anaheim, CA 51

52 What did we learn A project management approach based by business process is best when you want to implement major changes C. Champenois, ProjectWorld National Flagship Anaheim, CA 52

53 It is importance to create a common structure and vocabulary in the organization based on business process Maintain the expertise internally and try to align and base your project structure on how the operations will work after the project C. Champenois, ProjectWorld National Flagship Anaheim, CA 53

54 How you use a software and in what context is key : a complete validation is larger than just software testing You can t test everything forever. Prioritizing your validation base on you risk analysis is worth it in many ways C. Champenois, ProjectWorld National Flagship Anaheim, CA 54

55 but wait, there s more! Specialized PM and BA Roles Give them appropriate job titles, job descriptions, evaluation criteria and making sure that individuals have the appropriate skill set. Resist. Educate management about the importance of role delineation and conflicts of interests between the two. If you must combine roles, go small projects and plan for skill gaps. Assign a mentor to guide the employee in the role in which he is weaker. C. Champenois, ProjectWorld National Flagship Anaheim, CA 55

56 It s your choice: do it Old way C. Champenois, ProjectWorld National Flagship Anaheim, CA 56

57 New way Tons of copies If you would like an electronic copy of the presentation, send an to: C. Champenois, ProjectWorld National Flagship Anaheim, CA 57