This document summarizes the agenda and discussions from a BMW S-Division IT project monthly business sponsor meeting in April 2016. The agenda included open item updates, a dashboard review of 2015-2016 active projects, and status reports on specific projects like 24/7 smart servicing, smart phone audit rollout, and closeout reports for completed projects. Key discussions centered around delays and alignment issues for the 24/7 smart servicing project due to dependencies on other global and regional solutions. The resource utilization and lessons learned from recently closed projects were also reviewed.
1. BMW S-DIVISION IT PROJECT
BUSINESS SPONSOR MEETING
APRIL SPONSOR MEETING
MPM, May 2016
2. SF3 CN Divisional Sponsor Meeting Page 2
AGENDA.
Topics Presented
by
Time (minutes)
- Open Item Update MPM Team 5
- April MPM Dashboard Status Review MPM Team 5
- 2015 & 2016 Active Project Monthly Status
Review
10
- 24/7 Smart Servicing Maggie Wu
- Smart Phone Audit Kiva Tam
- Project Closedown Report 15
- ARP Enhancement Graeme
Hadden
- Independent BO Server Xiaoyan Guo
- Infra & Ops Enhancement Jingpi Xu
- A.O.B ALL 5
3. SF3 CN Divisional Sponsor Meeting Page 3
OPEN ITEMS UPDATE.
Open Item
Responsibl
e
Task
Assigned
on
Status Due date Remarks
1 COFIS CFS
BPM introduced background on why unable
to “Handover to Line Function” after “Go
Live” so long. Sponsor recognized the
reason with suggestion on follow up action.
FG 331 March 29th In
progress
April
Sponsor
Meeting
The COFIS (Including Retail/ wholesale) will hand
over as whole package. The handover details
(including the scope/ timeline) is under discussion
with regional team.
2 Smart Phone Audit
Project reached “Go Live” last year but
unable to “handover to Line Function”. FG
team needs to verify the PB description on
“Project Closure” with proposal on the next
step.
Tao Bai March 29th In
progress
April
Sponsor
Meeting
As clarified by business, there is no connection
between system handover and 2015 roll-out
documented in Project Brief.
ITPM’s feedback as
“FG-336 has agreed to start taking over this
project from April , and the actually handover will
be schedule on July 1st depends on the KPI
result/2016 new roll-out plan”.
Please see details in Monthly Status Report.
3 24/7 Smart Service
Evaluate three different solutions (i.e. local
market solution, regional solution, central
solution) with Gap identification and
analysis.
Tao Bai March 29th In
progress
ASAP Please see details in Monthly Status Report later.
4 Independent BO Server
Sponsor approved the request for project
close down and instructed ITPM to hand in
the report for signature.
Sean Guo March 29th In
progress
ASAP Project close down report has been handed into
Business Sponsor and currently it is under review
and to be signed off by Business Sponsor.
5 Infra & Ops Enhancement
Sponsor approved the request for project
closure request and instructed ITPM to hand
in the report for signature.
Jingpi Xu March 29th In
progress
ASAP Project close down report has been handed into
Business Sponsor and currently it is under review
and to be signed off by Business Sponsor.
6 Project Brief Sign off Process
Sponsor requested to also include FG
function lead time for P.B. Sign off Process
timeline as it is not reflective of these steps.
Olaf
Niebisch
March 29th In
progress
TBD This topic has been escalated to PSC meeting as
instructed by Biz Sponsor.
4. SF3 CN Divisional Sponsor Meeting Page 4
APRIL MPM DASHBOARD REVIEW.
2016 IT PROJECTS.
1
Reporting Date: 4/30/2016
Publishversion: 2016 APR
Ownership: DemandMGT&MPM team
Contact email box Multi-project_management@bmw.com
OnTrack/ Completed FromProjectStarttoProject
Caution CloseDown Ontrack/ OnorBelowbudget
Delayed ProjectGo-live(signedoff) Caution/ Abovebudgetby<=15%
Suspended/ Cancelled (Ledto)DelayedorFailure/ Higherthanbudgetbyatleast15%
Not Started ProjectGo-live(planned) Delayedforexecution/ Alarm- costspentbeforeinexecution
Not Applicable Noavailabledata
ITBudget
in'000
Euro
ITBudget
in'000
RMB
exrate
7.15
Cost Time Resource Quality
Committed
Amount (PR) in
'000 RMB
Cost at
Completionin
'000 RMB
GoLive
PBSignedoff
ProjectKicked
off
Golive
Closedown
SF3CN24/7SmartServicing OPERATIONS TaoBai MaggieWu 290€ 2,074¥ J F M A M J J A S O N D -¥ 290¥ 9/30/2016
G G G G G G G G G G R
Projectgateways
TrafficLight
2 3
Forecast
-1.1
-1.2
-0.1
5
-2.2
-2.1
-1.3
0Baseline
2015 CARRYOVER+2016 ITPROJECTS
Project Name Division ITPM BPM 4Project Duration
(2016 Jan- 2016 Dec)
-2.4
-2.3
1
SF3 CN Multi Project Management Dashboard
Pleaseseethename of eachsteprepresented bynumbers inupper curve
-2 -1 0 1–5 6
Projectbrief Implementation Operation/Maintenance
Retirement
Final ProjectBudget
Release:On-Request
(GOC/
ROPC/Controlling)
Projectend
Quality
assurance
-2.3 Project
briefandother
documentation-2.4 Request
Maturity
Process
steps
‘Lean’ Quality
Assurance
-2.2 Initial market
categorization
-0.1 FG
prioritization
ofbudget
and
headcount
-1.2
CAB
QA
Gateway- 0
/Milestone
Gateway- 1
/Milestone
Gateway- 2
/Milestone
Gateway- 4
/Milestone
Gateway- 3
/Milestone
Gateway- 5
/Milestone
5. Install,
Commission&
DeploySystem
4. Construct &
Test System
3. System
Design
2. System
Proposal
1. Business
Proposal0. Project Brief
-2.1
Regional
Prioritizatio
n
(ROPC)
-1.3 GRIPPS
Tickets
0.1 ProjectKickedoff
-1.1 Businessfinal
Prioritization
(GOC)
Local responsible
Regional / Central
responsible
FGresponsible
Consolidation
Wish
list
One
Pager including
Costestimate
GRIPPS
Ticket
creation
0. ProjectBriefSignedoff
Official
List
Approval
List
5. Critical Issues
Overall status of project is RED, and there are below issues:
Overall Status
Current
Last
Trend
SF3 CN IT Project Monthly Status Report Page 5
MONTHLY STATUS REPORT – 24/7 SMART SERVICIN
(GRIPPS TICKET NO.: PR-008749)
Reporting period: (from 26.03.2016 until 04.05.2016)
Reported by: Maggie Wu (BPM)
Project Phase Progress
Planned
Progress
Complete
d
System Proposal 25% 10%
Costs
Current
Last
Trend
Resource
s
Current
Last
Trend
Quality
Current
Last
Trend
Time
Current
Last
Trend
# Activities Aligned
Date
Due
Date
Progres
s
(%)
Statu
s
1 Business Proposal sign off Feb 29 Apr 30 100%
2 Get EACC approval for MLP
local solution
Mar 9 Apr 1
Apr 22
TBD
0%
3 Get both region & HQ Biz
line approval for MLP local
solution
Mar 18 TBD 20%
4 System Proposal
preparation
Feb 4 May 31 30%
Risks
- Customer satisfaction may be
impacted. As customer may get the 24/7
communication channel later or can’t get.
- Cost per contract may increase due to
hard to reduce IB call if no web-
solution.
- Project timeline may be delayed.
Issue Impact Current/Future Action plan Root Cause
MLP:
Project MLP
related
requirement has
overlap with global
solution _
MyBMW@SF
1. Project timeline is
going to delay due
to EACC approval
process
2. If local proposal is
declined by EACC,
project scope
needs to be
adjusted
1. Biz alignment with Global team:
MyBMW@SF solution evaluation
and final decision will be made on
18th May.
2. Alignment meeting with EACC.
Meeting date will be confirmed.
3. Keep working on the CTI & IVR
related part.
4. What is actions plan?
4.1 Wait for a final decision on 18th
May?
4.2 Go to local solution?
Central would
like to use the
global solution.
CTI & IVR: Infosys
needs confirmed
agreement with SF
FG to continue
working on the
current tasks
1. The CTI & IVR
related part of the
project is temporally
suspended from
Infosys side.
Both SF and Infosys will keep
working on reaching a new
agreement in order to continue the
current business
The previous
agreement
between Infosys
and SF has
expired and
need renewal.Forecast
Cost at Completion in '000
RMB
2074
Estimated Go-live
Date
Sep 30, 2016
6. SF3 CN Divisional Sponsor Meeting Page 6
24/7 SERVICING.
RESOURCE UTILIZATION REPORT.
69
59
100
0
20
40
60
80
100
120
140
Total PD
Total Business Efforts (PDs)
Actual Forcast Budget
4 4
1 2
3
20
4 4
30
2
4
11
8
4 2
8
1
6
4
4 4
30
0
10
20
30
40
50
60
70
80
0. Project
Brief
1. Business
Proposal
2. Solution
Proposal
3. Solution
Design
4. Build &
Test Solution
5. launch &
hand-over
6. Operations
&
Maintenance
Business Efforts Distribution Per Phase (PDs)
Amy Zhang Eric Huo Irene Du Maggie Wu Shao Jing
Current Phase
Spent more than planning on
phase Business Proposal
7. SF3 CN Divisional Sponsor Meeting Page 7
ARP ENHANCEMENT.
CLOSE DOWN REPORT.
LESSON LEARNED:
- Enough buffer to be considered when initiate the project plan.
- Business delegate is highly recommended when project involved multiple
teams.
- Web server configuration need more efforts support from central web
team.
- 4 web services (5 methods in total) for e-DMS integration were used by
ARP, more integration efforts need to be considered in the future.
- The business was able to significantly reduce the vendor costs of this
project by having greater involvement in the technical discussions.
Approximately 40% of the original quotation was reduced through
conducting workshops with the vendor and previous project stream
leaders prior to the technical requirements being signed off by IT.
- Challenging the vendor to innovate rather than replicate information
enabled the business to realise more functionality in a cost effective way.
- Leveraging off the relationship business steam owners developed with
the vendors, the business was able to make agile changes when in usual
circumstances additional time and costs would be incurred.
8. SF3 CN Divisional Sponsor Meeting Page 8
INDEPENDENT BO SERVER.
CLOSE DOWN REPORT.
LESSON LEARNED:
- Business delegate is highly recommended when project involved multiple teams
- Project scope should be more clear to avoid losing any important requirement
- BPM need to be clarified if Original BPM left company
9. SF3 CN Divisional Sponsor Meeting Page 9
INFRA & OPS ENHANCEMENT.
CLOSE DOWN REPORT.
MIAN ACHIEVEMENT OF OBJECTIVES:
- Provide infrastructure support for 2015 projects;
- Provide continuous DC service for all primary and testing servers, other
infrastructure as well;
- Improve IT operation efficiency.
11. SF3 CN Divisional Sponsor Meeting Page 11
SMART PHONE AUDIT.
ROLL OUT STATUS UPDATE – 2016.05
CRS Rating Roll out in 2015
Roll out in 2016
(As of 4th.May)
In Progress
Pilots to Be
Communicated
Completion %
CRS 7 1 0 0 0 100%
CRS 6 11 10 6 0 100%
CRS 5 16 11 4 79 25%
CRS 4 3 30 15 107 21%
CRS 3 0 28 7 0 80%
Total 31 79 32 186 35%
No. of Active DLR No. of DLR Using SDA
No. of DLR
In Rollout Progress
No. of DLR
To Be Rollout
Rollout Completion %
314* 110 32 186 35%
Overall Status
*Data as of May.04th, 2016 (exclude no stock dealers).
Current Rollout Status
12. SF3 CN Divisional Sponsor Meeting Page 12
SMART PHONE AUDIT.
BACK UP - ROLLOUT SCHEDULE IN 2015.
Phase I :
2 dealers in North area and
1 dealer in East, West &
South area respectively (5
4S shops)
24Jul 17Aug 30Sep
Phase II:
4 pilot dealers in Aug and 4
in Sep as well. (8 4S shops)
31Oct 30Nov 31Dec
Phase III :
Each week will have 3 more pilot dealers be selected.
( 37 4S shops)
Notes:
1. Targeted 50 dealers will use smart device for audit activity at the end of Dec2015;
2. 100% of CRS rating 3 dealers and 20% of CRS rating 4 Dealers will be covered at the end of 2015;
3. Regular auditors of PAB will be involved to the roll out plan and assist to offer onsite support start from phase II;
