Download - OptiMIS Stakeholder meeting

© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

OptiMISStakeholder meetingOptiMIS TeamOctober, 2013

http://prime21.sharepoint.hp.com/teams/gbs_tracking_reporting/


© Copyright 2012 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.2

Agenda

• What is OptiMIS?• OptiMIS status overview• Subsystems status review:

– MDS – HCMS – PPRMS – FMS – PerMS – PPMc

• Q&A



Replacement of SharePoint and MSFT Based Tracking, Reporting Tools in an “Interlocked” environment

Scope - Current System/Tool to OptiMIS Mapping

Current Process/Tool moving to OptiMIS OptiMIS - Sub-System

- TALEO- HC Recon- OTT (Opportunity Tracking Tool)- Requisition Tracking

HCMS - Human Capital Management System

-OVOT MCF (Master Contract File)-PRISM (Financial Mapping)-HC Recon Mapping File(s)

MDS – Master Data System

- KPI Tool (Key Performance Indicators)- BMR Tool (Business Metrics Reporting) - CPT Process (Cost Per Transaction)- EMS (Escalation Mgmt)

PerMS - Performance Mgmt System

- Travel Tool, Budget Planning Process, Flash Process- PRISM (GRS Reporting) and Actual Reporting, availability of Data- Residual vs. Actual vs. Billing- Billing Data

FMS - Financial Management System

- PORTT (Portfolio of Opportunities Reporting and Tracking Tool)- ETT (Efficiency Tracking Tool)- ITPOR (IT Plan of Record)- PRIME- WFMS/Project B Tracking Tool (WorkForce Mgmt System)- QUAD

Option 1: PPRMS - Program, Project and Resource Mgmt System

Option 2: PPMc – HP Project and Portfolio Management Center

.ppt (Static)

.xls (pivots etc…)Reporting



GBS OptiMIS – Internal Solutions Intranet Web Applications

Enterprise Data

Warehouse

High Level Solution– E2EReportStoreCollect

Data Extract, Transform and

Load

1

2

Manual/Auto Load

Web Server - User Interface

Query Results

“Available GBS Data”

4

5

Two processes for Data Collection.1. Extract and load current

SharePoint, Excel based data2. Create a GUI for data entry and

maintenance – Web Server

Business Owned Data and EDW3. Server Space, for GBS ‘BDR’ and

Master Data and Fact Tables4. Feed Associated “GBS” Data from EDW (Finance/Polaris) when/where

available

Intelligent Reporting5. HP Enterprise Data and Business

Intelligence Solution procured from 3rd Party. Ad-hoc, Canned and Scalable BI

Reporting Platform via QlikView

GBS Managed Developed

IT Managed Infrastructure

~1,000 Users

Business Data

Repository

3


http://www.qlikview.com/us/landing/go-sm/download-free-kit.aspx?SourceID1=Google+BrandSearch&KW=QlikView&gclid=CKCwuu7Dy68CFckbQgodsX8QcA


Q3

Q4’13 Q1’14

JUL AUG

SEP OCT

NOV

DEC

JAN

Program Status

*See notes for Scope of Systems (GBS current systems)

R2

R2 R3

R2: ETT,

QUAD

R3: PRIM

E, VAS, WFM

S, Type

B

R1

R2 (Access)

R1

HCMSMDS

PPRMS

FMS

PerMS

Today

Key Issues and Risks1. PPM Leadership Team approval still pending2. GBS reorganization - new Steering Committee required

Accomplishments1. HCMS Roads show and training sessions – feedback

collected and some gaps identified2. HCMS handbook for hiring managers released (Business

Planning Team)3. Included Location Strategy in HCMS4. MDS parallel system to prepare FY14 data in place5. Increased awareness of OptiMIS within GBS – stakeholder

session with 160 people on the line6. Significant discount negotiated for PPM licenses (40%)7. 3 new contractors startedOn Hold

PPMc Due Diligence

On Hold

R3 FY14

R2a (applying feedback)

R4

R4Digitized

Org



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.

Master Data System

Release 1 (May-13)MDS - RASCI DefinedProcess Workflow for new Cost location or change in existingImplemented data quality checks and access controlsAligned with critical systems and reporting

Jul-13Robust governance and review.MDS TrainingCommunication and awareness

Release 2 (Sep-13)Provision for Bulk changes for Cost location.Process workflow for changes request (System or Data)

Release 3 ( Nov-13)

FY13 Data synchronization(SP)Implement CL changes w.r.t new Organization.Addition of new fields and changes in field namesInclude Engagement L3 and Location Strategy.

Release 4 ( Jan-14)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

Delivered

On Going YTP Started



Human Capital Management SystemThe 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.

Release 1 (Apr-13)Release 2 (Sep-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

Release 2a (Oct-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 systemEstablish 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 3 (Dec-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 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.

Delivered

On Going YTP Started

Digitized Org Structure (Define)



For hiring managersHCMS Handbook


http://16.216.201.16/gbs/ww/hcms/A%20Handbook%20on%20Human%20Capital%20Management%20System%20(HCMS)%20ver%203/

http://ent51.sharepoint.hp.com/teams/GBPR_Onetouch/_layouts/PowerPoint.aspx?PowerPointView=ReadingView&PresentationId=/teams/GBPR_Onetouch/Shared%20Documents/Training%20Documents/Human%20Capital%20Management%20System%20-%20September%202013.pptx&Source=http%3A%2F%2Fent51%2Esharepoint%2Ehp%2Ecom%2Fteams%2FGBPR%5FOnetouch%2FShared%2520Documents%2FForms%2FAllItems%2Easpx%3FRootFolder%3D%252Fteams%252FGBPR%255FOnetouch%252FShared%2520Documents%252FTraining%2520Documents%26FolderCTID%3D0x01200047528A8679547146AE1C1228FB7E8146%26View%3D%7B25B144CA%2D5C35%2D40E5%2D8478%2DABE4A405EDB7%7D&DefaultItemOpen=1&DefaultItemOpen=1

http://ent51.sharepoint.hp.com/teams/GBPR_Onetouch/_layouts/PowerPoint.aspx?PowerPointView=ReadingView&PresentationId=/teams/GBPR_Onetouch/Shared%20Documents/Process%20Maps/Human%20Capital%20Management%20System%20-%20September%202013.pptx&Source=http%3A%2F%2Fent51%2Esharepoint%2Ehp%2Ecom%2Fteams%2FGBPR%5FOnetouch%2FShared%2520Documents%2FForms%2FAllItems%2Easpx%3FRootFolder%3D%252Fteams%252FGBPR%255FOnetouch%252FShared%2520Documents%252FProcess%2520Maps%26FolderCTID%3D0x01200047528A8679547146AE1C1228FB7E8146%26View%3D%7B25B144CA%2D5C35%2D40E5%2D8478%2DABE4A405EDB7%7D&DefaultItemOpen=1&DefaultItemOpen=1


Project Program & Resource Mgt System - ScopeRelease 1 – July/August – Almost LIVE!

Release 2 – Oct

Release 3 – FY14

FunctionalityManage Project/Program/Wave details – ITPOR and Process EffectivenessManage milestones – projects only exc. programs – ITPOR and Process EffectivenessTrack benefits – projects only exc. programs – ITPOR and Process EffectivenessQlickView Reports

FunctionalityAll in Release 1 for Process Efficiency and QUAD

Manage milestones – programs, Process Efficiency and QUADTrack benefits – programs, Process Efficiency and QUADForecast project resources - QUADManage Risks, Actions, Issues, Dependency – QUADQlickView Reports

FunctionalityAll in Release 2 for PRIME, Standard Transition, TypeB, VAS

Track time spent on projectsView resources planned leaves; enter planned leavesUpdate and View project costsQlickView Reports

ITPORPORTT

ETTQUAD

PRIMEWFMSTypeB ReportingVAS

Enables migration of

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.)

On Hold




Earlier July ’13 August ’13 La

ter

1 8 15

22

29

5 12

19

26

Project Program & Resource Mgt System - Status Key Issues and Risks

1. Resource gap (1 developer)2. Deployment of PPMc by GBS


Accomplishments1. Release 1 coding completed

Release 1ITPOR, PORTT

Today

ITPORUser Acceptance

Test

Release 2ETT, QUAD

Release 3PRIME, Transition, VAS

Develop

ITPOA Migration

Effectiveness UAT

PORTT Migration

ITPOA Go-Live Effectiveness Go-LiveCoding

Develop

On Hold

Focus on PPM due

duligence



Project & Portfolio Management CenterProviding a single platform to cater the Program/Project tracking needs of GBS by implementing HP Project & Portfolio Management Center (Software-as-a-Service)

M1

M2

M3

M4 M5

PilotVAS

Projects

Phase 1All other projects

Pilot – Consulting projects (VAS)

Phase 1 – all remaining project types/processes

8-12 weeks per phase, assuming requirements are relatively clear

Prep

Function or Tool or Process Based on what you have seen is PPMc a viable option for your process/replacement of existing system?

Process Effectiveness Program / PORTT and Enterprise Cash Acceleration Program – ECAP / PORTT

Yes - Shah, Kamini Yes – Lester, TanjaYes – Karpiak Kozinska, BeataYes – Rao, Poornachandra

IT POA Yes – Dykstra, Holly

FHPS – PRIME - Program Mgmt Yes - Bucur, CristianYes- Degaches, NicolasYes - Lester, Tanja (FHPS);

Marketing / QUAD / Program Mgmt P&S

Yes – Galan, BernardoYes – Railsback, April

Transition / WFMS + TypeB Yes- Garuch, KrystynaYes- Sivakumar, Aditi

Process Efficiency / ETT Yes - Prabhakar, Naveen

VAS Yes - Molina, Luis Enrique (GBS Finance)Yes – Manzanares, ShaylaYes – Basu, Ankur

GBS Finance Yes – Molina, Luis Enrique (GBS Finance)Yes - Sasindran, Roshna

`

Awaiting GBS

Leadership approval




Financial Management System - Scope

OutstandingFunctionalityDaily Financial Spend Report (QlikView)Flash / Budget / Narrative ManagementGBS Summary Close Report (aka WD9) (QlikView Report)System generated Flash and Budget estimatesTravel request move to OptiMIS (Budget/Flash impact FMS)

Release 1 – QlikView onlyRelease 2 – MS access + QV

Release 3 – Web

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.




Q2 Q3’13 Q4’13Apr MA

YJUN JUL AUG SEP OCT NOV

Financial Management System - Status

Key Issues and Risks1. 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.


Accomplishments1. Daily Spend Report loaded and working

properly in QlikView Integration Server2. Structure of report designed; finalizing loads

of MDS and Actuals to data tables for testing report of GBS Financial Summary (aka WD9)FMS

Today

R1 (QlikView DailySpend)

R2 (Flash/Budget GUI and GBS Summary)

UAT

Parallel RptsGUI UAT

Go-Live

Go-Live



Performance Management System - Scope

OutstandingFunctionalityMetric/Transaction and MDS Mapping CatalogBusiness Level Metrics submissionKPI submissionVolume submissionReporting (QlikView)Management of metrics/volumes that need to be tracked Release 2

Release 1

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.

On Hold




Performance Management System - StatusQ3’13 Q4’13 Q1’14 Q2

….JUN JUL AUG SEP OCT NOV DEC JAN FEB

PMT Data Feed

Set-up

Go Live MTP – Oct 30th

Development DB & User Interface

USER TESTIN

GTraining

Requirements Jun12th

MigrationOf

Existing DataWe are here… Today

Prototype Revisions to Final

Release 1KPI/Metric/Volume upload – Linkage with PMT

Key Issues and Risks1. ‘Prioritization’ – PerMs to be re-

initialized post priority work on HCMS/MDS

Accomplishments- Design, Development of

System has been put on hold- Expect re-initialization of

System work mid to end of OctoberOn Hold



Where to find out more?OptiMIS Website

Other:• Project Lifecycle • Governance Model

to out email announcements

follow us on One HP

http://prime21.sharepoint.hp.com/teams/gbs_tracking_reporting/site/Home.html

http://prime21.sharepoint.hp.com/teams/gbs_tracking_reporting/IPA_PROCESS_DOCS/Governance%20Model.pptx


http://directory.hp.com/group_subscribe/subscribe.cgi?groupname=OptiMIS-Newsletter-DW&operations=Add%20Me

http://d9w0724g.houston.hp.com/optimis/AccHome/OptimisHome.aspx

http://one.hp.com/_layouts/OneHP/Group.aspx?gid=4565



Q&A

17




Recurring meetingsCommunication Plan

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 stakeholdersOpen to anyone that wants to addend

Review progress system by system. Dates, roll-out plans. Possibly, product demos if time allows.

Mostly muted lines with Q&A at the end.

Monthly

Core team meetings VisheshRasoolKrishna

Members of the core team for a specific sub-system.

MarcinRyan

Detailed review of progress for a given subsystem.

Planning functionality for next iteration.

Discussion on roll-out plans, MOC plans etc.

Weekly or bi-weekly



Emails / OneHP / WebsiteCommunication Plan

Title Medium Sender Audience Content Timing/Frequency

Newsletter EmailWebsiteOneHP

Marcin All known stakeholdersAnyone who subscribes

High level communication on progress made over the month + setting expectations for next month

Monthly

Go-live announcements

EmailWebsiteOneHP

Marcin All known stakeholdersAnyone who subscribes

Details on the release that went live.

After any go-live

Ad-hoc MOC communication

EmailOneHP

Vishesh/Rasool/Krishna

Core teams Subsystem specific communications.

Ad-hoc



Release Cycle ModelIterative and incremental

Release 1 Release 2 Release 3

Define

Design

Develop

Deliver

Define

Design

Develop

Deliver

Define

Design

Develop

Deliver

Requirements

Requirement 1

Requirement 2

Requirement 3



Internal Solutions TeamInternal Solutions Manager

Ryan T Smith

Program Mgmt/Methods

Marcin Konopka

Sr. Solution Architect/ ConsultantVishesh Nigam

Solution Architect/Lead

Rasool Khan


Krishna Gopalan


WIP - TBH



Discover Define

Opportunity Charter

Prioritization & Balancing Process

Why – Why Analysis

As-Is Process Flow*

As-Is Data Flow*

Requ

irem

ents

& P

roje

ct M

gmt

Plan

Si

gned

Off

Business Case*

User Stories (Requirements)

Cost Benefit Analysis*

Project & Resource Mgmt Plan

Proposed Solutions*

Opp

ortu

nity

Be

nefit

s an

d Ch

arte

r Si

gned

Off

Design

To-Be Process Flow

Use Cases

Proto-Typing

Governance Process Model*

Prot

otyp

e &

Des

ign

Appr

oved

Data Model

Security Model*

Deliver

Process Training

Communication

Data Migration*

Solution Training

Trai

ning

and

Mov

e to

Pro

duct

ion

Sign

ed

Off

Develop

Testing Plan

Solution Test

Test Scenarios

Security Process*

Process Training Assets

Func

tion

al T

esti

ng a

nd U

AT

Sign

off

BUSINESS PARTNER

INTERNAL SOLUTIONS

We follow a modified 5D UPIM ApproachDeliverable based Approached, each phase with a Toll-Gate (Phase Milestone)

(*) = Optional depending on “New or Existing Solution”

Manage & Control Organization and All SolutionsAssess & Consult by Solution Design to Warranty by Solution

Solution Training Assets

Solution Optimization

21

On-G

oing

Sup

port

Mod

el

Support Model

By Solution Type

New Solution Existing - EnhanceSolution

Development
