Enabling success business_change

WHITE PAPER

enabling successfulbusiness change

How to drive a step change in the on-time on-budgetexecution of important business change programmes

How to drive a step change in the on-time on-budget execution of

important business change programmes

Managing the successful execution of important business change programmes

has become even more critical for executives looking to achieve a step change

in performance. The success of strategic initiatives, whether at the organisational

level or within business units or functions, can dramatically impact the underlying

value of an enterprise, its cash flows, relationships with its customers and the

morale of its people.

At KeyedInTM Solutions we understand the importance of transformation,

business acquisitions and large change programmes; we also know how these

programmes can generate significant levels of business risk if not executed

on time and on budget. In some cases a poorly managed transformation can

even lead to business failure. More commonly the inability to deliver the benefits

expected or promised will result in business stagnation and negatively impact the

business’ performance relative to its competitors.

Many of the risks inherent in business change are to be found in poor execution

and oversight, rather than management and their advisers having a bad

strategy. From planning to execution there are critical risks that our solutions

can help you manage.

• Lackofuniformityandrigourinhowinitiativesandprojectsareproposed,

budgetsrequestedandassigned,andimpactssupportedandjustified

• Forecastingandplanningactivitiesnotsynchronisedwithsubsequentproject

execution and management (too often a bottom up approach is taken rather

than top down)

• Seniormanagementhavenovisibilityaroundprojectexecutionincluding

milestones, issues and benefits realisation leading to unnecessary surprises

• Individualprojectsandinitiativesarenotsynchronisedwithactivitieselsewhere

so that dependencies are overlooked or ignored – sometimes leading to

adverse impacts to customers and employees

Enabling Successful Business Change

KEY FACTS:

• MANAGINGTHESUCCESSFUL

EXECUTIONOFIMPORTANTBUSINESS

CHANGEPROGRAMMESHAS

BECOMEEVENMORECRITICALFOR

EXECUTIVESLOOKINGTOACHIEVEA

STEPCHANGEINPERFORMANCE.

• MANYOFTHERISKSINHERENTIN

BUSINESSCHANGEARETOBEFOUND

INPOOREXECUTIONANDOVERSIGHT,

RATHERTHANMANAGEMENTAND

THEIRADVISERSHAVINGABAD

STRATEGY.

• INTHISWHITEPAPERWEFOCUSON

HOWANUNDERSTANDINGOFTHE

DEPENDENCIESBETWEENDIFFERENT

INITIATIVES,ASWELLASBUSINESSAS

USUALPROCESSESANDACTIVITIES

HELPSIMPROVETHEPERFORMANCE

OFSTRATEGICALLYIMPORTANT

CHANGEINITIATIVES,FROMDECISION

MAKINGANDPLANNINGTOBENEFITS

DELIVERY.

www.keyedinpmo.co.uk

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A poorly managed business change programme or a transformation failure can

have dramatic consequences for management teams and the businesses that

they serve.

• Negativemarketperceptions

• Businessinterruptionsorfailure

• Managementlossortenure

• Inabilitytodeliverexpectedbenefits

• Costoverruns

• Diminishedcustomerandsupplierrelationships

• Talentflight

We offer proven results

A leading international provider of innovative value added services to independent

pharmacistsandpharmaceuticalmanufacturersacrossEurope,requiredasolution

that would allow them to view the performance of a portfolio in multiple ways and

at different levels (e.g. by programme and country). They also needed a solution

that was simple to use, that kept training and implementation costs to a minimum,

but at the same time would be scalable enough to cope with any unexpected

growthinbusinessprojects.

SaaS solutions provide a cost efficient and easy to use answer for many of our

clients, both large and small, as was demonstrated when one of our larger clients,

agloballifeandpensionsbusiness,implementedourPPMandPSAsolutions.

They required a solution to co-ordinate resource deployment across a large

portfolioofprojects.Theprocessesandsolutionwererolledoutacrossthegroup

whentheymergedwithanotherLifeInsuranceorganisation.

SaaS was also the preferred delivery model for a global pharmaceutical company

basedintheUK,astheyimplementedbothourPPMandPSAsolutionsacross

multiplebusinessunits.Whilsteachpartofthebusinesswasworkingondifferent

initiatives, they were consistently seeking the same benefits.


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KEY FACTS:

• APOORLYMANAGEDBUSINESS

CHANGEPROGRAMMEORA

TRANSFORMATIONFAILURECAN

HAVEDRAMATICCONSEqUENCES

FORMANAGEMENTTEAMSANDTHE

BUSINESSESTHATTHEYSERVE.

At KeyedInTM Solutions we help our clients and their people successfully deliver

large change programmes by delivering solutions that significantly reduce

executionrisk.Wedothisbyensuringthatweunderstandourclients’needs

and strategies, and focus on the issues and challenges that could lead to an

unsuccessfulimplementation.Bycombiningourstrongheritage,asaprovider

of programme management solutions, with a contemporary point of view on the

transformation lifecycle, and leading insights delivered by our business partners,

we bring a strong value proposition.

Our Value Proposition

Too often senior executives and stakeholders become frustrated that they are

unable to manage the level of risk associated with the execution of strategically

important change programmes and the high cost associated with the over-reliance

on external consulting firms. The ever widening execution gap that separates

strategicdecisionmakingfromprojectrelatedactivitiesmeansthatleadershipcan

quickly lose sight of progress, and issues that can accumulate almost daily go

unresolved.Oursolutionsandexpertisecanhelpbridgethatgap.

The Transformation and Business Change Lifecycle

Businesstransformationsandlargechangeprogrammescanbecomplexand,

to be successful, require organisational synchronisation and an understanding

of the dependencies between different initiatives, as well as business as usual

processesandactivities.Weunderstandthelifecycleofchangeandhaveapplied

our expertise, together with that of our business partners, to ensure that you have

the right resources available to you as you work through the different stages:


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Best Practice Programme Management Solutions - Steps to Success

BecausewehaveourownEnterpriseProgrammeManagementOfficeframework

(EPMO),developedbytheexperiencedpractitionersinourteam,wehavebeen

able to develop our solutions to support the needs of executives and programme

managers in a wide array of businesses and transformational initiatives.


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Know - How

Industry

Enablers

Transformation Levers Management

1.Determine

2.Design

3.Develop

4.Deploy

5.Deliver

Benefits & ROI ImprovementOpportunities

TransformationStrategy

InitiativeAlignment

ProgrammeManagement

BenefitsRealisation

Transformation Strategy

TransformationalChange Roadmap

Initiatives

Developing an agile and resultsoriented culture

Establishing processthat drive quality

operations

Enabling greaterIT Value

Process

People

Technology

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Roles & Responsibilities

Strategy

Business Case

Decisions

Executive ExperienceReal Industry Experience

ConsultingIndustry Experience

Review business cases

Prioritise

Approve/deny accordingly

Ensure project summary rolls into PMO portfolio

Tollgate reviews - review project value, budget, schedule, and issues

Approve and coordinate communication and change management plans

Re-visit project assumptions

Approve transition and ongoing funding

Review post completion analysis

Review project opportunities

Review benefits/value scoring Prioritise and provide approval to proceed with business case

Create PMO processes and governance

Develop standard tools and templates

Chart of Authority

Communicate goals

Enterprise Programme Management Offices (EPMO)

Project / Programme Managers

Initiate detailed project planning

Execute all activities

Execute communication and change management plans

Close out project/ transition budget

Ongoing measurement of intended projectbenefits

Complete Business Case

Create Project Charter

Fill out P&L Project template

Identify projects

Define benefits/value

Gather supporting data & assumptions

HavingtherightapproachtodevelopingyourEPMOwillbecriticaltothesuccess

of your change programme. It represents the link between the decisions that you

make and the executional activities required to implement change and deliver

benefitsEstablishingclearrolesandresponsibilities,andaccountabilities,based

on a sound approach to programme management will be vital.

At KeyedInTM Solutions we have focused on a top down approach with our clients;

makingsurethattheEPMOandseniorexecutiveshavethetoolstheyneed

to manage the performance of strategically important change initiatives, from

decision making and planning to benefits delivery.

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The “Perfect” Solution

There is always a perfect solution. However, this can bring unnecessary complexity

which can contribute to the very risks that need to be mitigated.


ConsultingIndustry Experience

Strategy

Business Case

Decisions


Library of Programmes& Projects

ResourcePlan

ExpenditurePlan

Benefit RealisationManagement

Project & ProgrammeMilestones

Project/Programme Managers

TaskBased Planning

ChangeManagement

RiskManagement

ProjectStatus Reporting

Progress Management

ResourceScheduling

DocumentManagement

IssueManagement

ManagementReporting

Create “To Do”Actions

Weworkwithourclientstointroducecriticalfunctionalityfirst,withafocuson

business outcomes, management oversight, reporting and enabling the right flow

of information to the right people at the right time.

The management of information at a higher level will create a pull effect from

managers who appreciate the need to manage detail.

Unlikemanyofourcompetitorswedon’twanttosellyoueverybellandwhistle

because we understand the dangers that come with complexity. So while

KeyedInTM Solutions can offer unrivalled functionality, we understand that each

client is at a different stage of maturity in their ability to adopt enabling technology.

So keep it simple, take a top down approach and only introduce the detailed

functionality when it is needed and when it can be successfully embedded.

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Steps to Failure - Avoid the “Bottom Up” Trap

KeyedInTMSolutionshasover20yearsexperienceimplementingProjectPortfolio

Management solutions in large organisations. The experience gained has led

to significant design changes to our solution aimed at producing a much more

pragmatic approach which is much more likely to be successful when rolled out

Itisn’talwayseasytokeepyoureyeonthebigpictureandtheEPMOhasan

important role in ensuring that teams stay focused on business outcomes.

Withoutcleardirectionandreinforcementfrombusinessleaders,achange

programme can take on a life of its own, with teams becoming mired in the

complexity of enabling tools.

An execution led “bottom up” approach assumes that everyone will use the

system consistently and that they will update it in a timely manner. However,

experience has shown us that few organisations ever achieve this level of

compliance and virtually none of them can sustain this approach.

Managers will revert to using technology that they are most comfortable with

resulting in chaos. This creates a huge reporting overhead in an attempt to

establish the full picture. Issues do not get highlighted in time and the

business may need to bring in additional external resources to try to get

projectsbackontrack.

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ConsultingReal Industry Experience

Strategy

Business Case

Decisions

Project / Program Managers

TaskBased Planning

ChangeManagement

RiskManagement

ProjectStatus Reporting

ProgressManagement

ResourceScheduling

DocumentManagement

IssueManagement

ManagementReporting

Create “To Do”Actions


Microsoft PowerPoint

IncreasedManagement Effort

To Regain Control

IncreasedConsulting EffortTo Regain Control

How Do We Work With You?

As a client service organisation we focus on the needs and risks faced by each of

our clients; starting with the executive management team and their strategy, we

can assess each phase of their transformation plan or change programme, from

strategy and business case to benefits delivery, to understand how our solutions

can complement, add value and manage risk.

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Top-Down Approach

Weseetoomanyofourclientsandourcompetitorsdeployinghighlycomplexand

expensiveprojectmanagementsolutionsthatultimatelyfailtodeliver.Webelievein

a top-down approach, putting in place only those solutions that make sense and

which are easy to implement. In short, we focus on business outcomes first, with

technology as the enabler of progress and a means to identify unresolved issues:

• Focusonthebusinessobjectivesanddesiredoutcomesofaproject&

programme delivery solution.

• Specifytheinformationyourequiretomanageyourbusinessandavoidthe

practice of managers volunteering adhoc and unstructured information.

• Avoidtakingonunnecessaryandimpossiblechallenges–themostobviousone

is that we need to recognise that different managers have different styles and it

isfollytotrytocompeleachmanagertomanagetheirprojectsinthesameway.

This is a people issue and not a tool issue.

Rapid Deployment

WithnointernalinfrastructureandnointernalITsupportrequired,yoursoftware

isdeployedwithaclickofabutton.Configurationiseasyandwithnumerous

userguidesandtutorialsavailablefromourResourcesCentreyouwillbeup

and running in no time. For more complex business requirements and larger

implementations a series of tailored implementation services are available to

ensure you maximise the benefits of the software.

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Easy Upgrade

WithKeyedInTMProjects,softwareupdatesareautomatic.OurProductUpdates

section provides a comprehensive overview of all of our new features, dashboards

andreports.Withnoneedtoupgradethesoftwareinternallyyouroverallcost

ofownershipissignificantlyreduced.Usersareprovidedwithsignificantnotice

of new releases and workshops are provided to familiarise users with new

functionality.

We Will Help You Get Up and Running Quickly

Wehaveatailoredimplementationmethodologythatwillhelpyoutoconfigure

the solution to meet your organisations requirements, we can help load your

dataandwewilltrainyourpeople.Ourbusinesspartnersworkwithusandour

clients to help set strategy, plan initiatives and develop business cases, so that

wecanbewithyoueachstepoftheway.Werecognisethatgettingtherightdata

and making the right decisions are essential to any successful transformation or

change programme.

.

KEY FACTS:

• WESEETOOMANYOFOURCLIENTS

ANDOURCOMPETITORSDEPLOYING

HIGHLYCOMPLEXANDEXPENSIVE

PROjECTMANAGEMENTSOLUTIONS

THATULTIMATELYFAILTODELIVER.

About KeyedInTM SolutionsKeyedIn Solutions drives business performance in

projectmanagementwithsimplifiedSaaSsolutions.

Weenableourcustomerstojettisontherigidity

and expense of on-premise enterprise systems for

more agile and cost-effective solutions – with no

compromiseonfeaturesorfunctionality.Wefocus

on a handful of specialised vertical markets, such as

professional services, where our experience enables

us to offer expert consultancy and customisation to

ensure our SaaS solutions dovetail perfectly with our

customers’ requirements.

Corporate Headquarters5001AmericanBlvdWestSuite 1010Minneapolis,MN55437,USAp +1 866 662 6820

www.keyedin.com

EMEA HeadquartersMaple HouseWoodlandParkWestYorkshire,BD196BW,UKp +44 (0)1274 863300

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