Rego University: Perception and Adoption, CA PPM (CA Clarity PPM)

www.regoconsulting.com Phone: 1-888-813-0444
Increasing CA PPM Perception and Adoption
Perception &
Adoption, CA
PPM (CA Clarity
PPM)

2
Agenda
● Survey – What is Your State of Adoption
● Keys to Success – What We Have Seen
● Participant Lessons Learned
○ Amway
○ Fiserv
○ Open Mic – Others with Lessons Learned
● Q&A

3
Maximized
Value
• CA PPM Data Drives
Decisions
• Users Believe CA PPM Helps
them Perform Their Job
• Executives Use CA PPM
Constantly
• Disruption Free
Releases/Upgrades
Problems that Cause Low Value
Perception:
• Spreadsheet Rich Environment
Driving Decisions
• Users See No Value in CA PPM
• Executives Never Log Into CA
PPM
• CA PPM is slow and upgrades are
expensive/Painful
Low Value
Perception
Survey – Where Do You Fall?
(Two Audiences: Management and Users)
Zero (0)
Five (5)

4
Keys to Success
● Executive Support
● Be Prepared
● Effective Information Campaign
● Invest in Training / Mentoring
● Engage the Users – Provide Real Value
● Don’t be a Perfectionist
● Implement Functionality in Stride
● Monitor Performance
● Optimal Tool Configuration

5
Executive Support
● Executives MUST Buy Into the Value Proposition – Big Picture
● Executives MUST be Vocal in Their Support
● Establish the Right Governance Model
○ Executive Steering Committee & Rego Exec Leadership
• Strategic Direction and Wave Content Approval
• Checkpoints on Progress
• Approval of Process & Architecture Decisions
○ Core Project Team
• Process and Architecture Decision Recommendations
• Configuration and Prototype
• Subject Matter Experts / CA PPM Evangelists
• Change Management / Communication
○ Project Managers (Rego & Client)
• Works with Executive Steering Committee
• Resolves Conflicts and Owns Final Core Team Decisions
• Ensures solutions are in best interest of the Organization

6
Be Prepared
● All of the organization must understand there may be a culture
change
● Establish Best Practice Process – Before a Tool
○ Do not automate poor process. Use automation of a function as an
opportunity to leverage best practices and take a fresh look at how things
are done today
● Basic Project Management Training
○ Some organizations have people slated as a PM and they have had no
formal training. These folks really perceive CA PPM as administrative
overhead...a burden – because they do not understand “why” some things
should be done. It is good to talk about the process and concept of PM'ing
outside of the tool...then show how the tool can "enable" the process.
● Understand the Data You Want to Capture AND start with good data
● Have an Idea of the Reporting You Want Out
● Have Internal Resources (Support and SMEs) Ready to Go

7
Effective Information
Campaign
● Be Aware of Change Management
○ Start with the easy functions to deploy that require little data
maintenance. The most difficult function to deploy, in terms of change
management, is resource management – do NOT do this first.
● Create an Internal Marketing Campaign Before and During
Implementation
● Publish a Vision for CA PPM’s Future
● Establish Frequent Communication: Vision, Reminders, Success
Stories

8
Invest in Training / Mentoring
● Hands-On Training is the BEST
○ What is left behind after training (Quick Reference Guides, Manuals,
Presentations, CAPA) will not influence adoption – the time spent
performing exercises with an instructor/mentor will.
● Train Internal SMEs
○ Ensure you have internal SMEs that are invested in the tool and can spend
the time needed to get people to embrace the automation
● Synchronize Timing
○ In spite of all the training courses before deployment, resources do not have
great retention. You must focus on training once the system goes live.
Resources do not pay attention until it is real.
● Frequent Workshops or In Person Mentoring
○ Spending 15-30 minutes with every user at their own computer showing
them CA PPM features and functions will work miracles.
● Accessibility of Answers
○ Readily available training material, guides, videos, etc.

9
Maximized
Value
User Engagement
(Team, RM/PM, Leadership)
Good Data Compliance
(Accuracy & Completeness)
Effective Data Analysis
Process Improvements /
Increased Maturity
• CA PPM Data Drives
Decisions
• Users Believe CA PPM Helps
them Perform Their Job
• Executives Use CA PPM
Constantly
• Disruption Free
Releases/Upgrades
Problems that Cause Low Value
Perception:
• Spreadsheet Rich Environment
Driving Decisions
• Users See No Value in CA PPM
• Executives Never Log Into CA
PPM
• CA PPM is slow and upgrades are
expensive/Painful
Driving User Engagement
• User Interface – Easy to Navigate and Find Information
• Infrastructure – Stable, Reliable, and Performs Well
• Roadmap – Published Vision for CA PPM Future
• Education – Training and Mentoring – What, How, Why
• Visibility – Many meaningful portlets/reports
• Automation – Simplify Interactions to avoid wasted time
• Process – Defined processes in line with CA PPM configuration
• Rapid Incrementalism – Frequent Upgrades/Releases
Low Value
Perception
Engage the Users – Provide
Real Value

10
Don’t be a Perfectionist
● Don’t struggle with resolving every last detail when
implementing.
● Your process or setup may not be ideal at first, but remember
80% automation will save a great deal of time.
● Go with the majority -- don’t worry about trying to please
everyone. Focus your efforts on the 80% who are being
supportive, the rest will conform in their own time or as local
management demands.
● Don’t build everyone’s ideal reports up front – develop a
number of generic reports that can be downloaded and
manipulated. (80% automation)

11
Implement Functionality in
Stride
● Introduce only small bits of functionality, but do it quickly.
● Be careful not to overwhelm people -- much of the struggle in
implementing a PPM is initial perception.
● Let users know you are not asking for much right away. Once
implemented, you can add more functionality quickly.
● Keep in touch with users as new things are implemented -
taking sanity checks to let them know they are supported

12
Monitor Performance
● Implement Adoption Metrics
○ Establish a way up front that you will measure the success of the
deployment. What data are you trying to drive, etc.
○ Template available from RegoXchange
○ MUST BE USED

13
● Menus
○ Make the Menu Reflect Your Process
○ Modify the General Page
● Object Screens
○ Group Like Fields in Sections
○ Minimize the number of pages to update
• Do not put data on 3 subpages where the user has to jump between multiple pages to see or
edit the data they need to (unless they need to for security reasons)
○ Make Text Boxes Bigger
• Make them large so that users do not have to scroll to see all of the data
● One Click to Value
Organized and Simple

14
● Option 1: Menu by function
● Option 2:

15
● Object Screens (v13 Cleaned Much Up)
○ Group Like Fields in Sections
○ Minimize the number of pages to update
• Do not put data on 3 subpages where the user has to jump between multiple pages to see or
edit the data they need to (unless they need to for security reasons)
○ Make Text Boxes Bigger
• Make them large so that users do not have to scroll to see all of the data
○ Drop Downs
○ NEW ** Actions

16
Quick Wins – User Interaction
(Overview)
• Add tabs related to “My” stuff
• Remove portlets not needed
• Add Communications portlet

17
Quick Wins – User Interaction (Project)
• Remove Subpages Not Used
Before After

18
Quick Wins – User Interaction (Project)
Before
After

19
Get Rid of Unused Items
● CA has TONs of stuff. Often overwhelming. Get rid of stuff. Do not
be afraid.
● Do not delete – just inactivate and remove
● Removal examples:
○ Fields
○ Groups
○ Portlets

20
Leverage Alerts
● We want people to use CA PPM to manage by exception
● Email notifications
○ Late Timesheet
○ Late Status
○ Notify of Mixed booking
● Exception portlets to tell them what they should do – use portlets
to guide them
○ Late tasks
○ Mixed bookings
○ Unfilled roles

21
Response Time
● People relate response time to usability
● “One Click to Value” = Response Time
○ Disney Example – SharePoint link
○ Ohio Example – icon on desktop
○ Mayo Example – reports on list
● CA PPM login
○ Slowed by any portlets on the general page (all tabs) – so be careful what is on the general page
● Returning data in portlets = Response Time
○ No page should take more than 5 seconds
• Improve performance of portlets
• Limit # of portlets on the page

22
Cool Reporting
● Data must be meaningful
● Have views that recognize the person logged in to provide relevant
data
● Group the portlets/views together within pages with multiple tabs
all with the same types of portlets/views
● Create dashboard pages with summary portlets
● Use graphs as much as possible to convey points

23
Cool Reporting Examples

24
Cool Reporting Examples

IT SERVICES
PPM TECHNOLOGY
END USER ADOPTION
2/24/2014

26I T S E R V I C E S
Topics
What we UseThe Landscape
Global ImplementationThe Challenge
Sequenced DeploymentsThe Strategy
Role Based Configuration
Selling and Messaging
Sustaining User Adoption
The Approach

 Ideas, projects, timesheets, roles, resource allocations, assignments
 Custom SSO, Resource Load, auto timesheet submit/approval
 Infoview/Webi for PMO, RM, & PM
 Effort based scheduling
 No Financials
 2700 active users (1700 IT) [550 inactive]
 950 active ideas [2500 inactive]
 932 active projects [2564 inactive]
The Landscape

The Landscape
 Stage gate process; duration based scheduling; financial attributes
 Reporting: Oracle Business Intelligence (OBIEE 11g) & WEBI
 Resource Management: not yet in CA PPM
 Scheduling: Microsoft Project (not connected to CA PPM)
 500 active users - engaged on project teams or ITM support
 10 Analysts (PMO Specialists); 40 Managers and Executives
 50 Project Managers; 400 Cross Functional Team Members
 250 active projects; 30 active ideas
 Types: Game Changer, Door Opener, Line Extension, Market Expansion, Maintenance, Sustaining, etc.
 Significant financial value in Total Revenue, Incremental Revenue, and NPV

I T S E R V I C E S 29
GPM
GDS
GCR IT
CORP IT
ANA IT
SEA IT
(EXAMPLES)
The Challenge The Strategy

30
Role Based Configurations
 Team Member, PM, RM, PMO, Business
 Navigation and Content (views, dashboards)
 Less is better guiding principal
 Security based on role (Function) and data access required (Data)
 Auto submit and approval of timesheets
The Approach
I T S E R V I C E S

31
Role Based Home Menus
PMO
RM
PM
TEAM
EXEC
REQ
The Approach
I T S E R V I C E S

32
Team Member
The Approach
I T S E R V I C E S

33
RM
The Approach
I T S E R V I C E S

34
PM
The Approach
I T S E R V I C E S

35
PMO
The Approach
I T S E R V I C E S

Selling & Messaging - v13 Upgrade
 Theme = Flight
 Cruising Altitude
 Initial Decent
 Final Approach
 Landing
 Use Multiple Channels
 “Basics” NOT “Training”
The Approach

I T S E R V I C E S
Reference Guides
The Approach

PPT
I T S E R V I C E S
Intranet
The Approach

Internal TV
I T S E R V I C E S
The Approach

Training & Communications
The Approach
Training: Role based
 PMO Specialist – Admin
 Project Managers
 PM Management
Communication: Implementation -> Go-live -> Post Go-live
 Surveys
 Demos (followed by feedback sessions)
 Project Updates, Departmental Meetings, Email
 Engaged end-users in development and training
Global Project Management Deployment
“Idea to Market” Product
Development Process & Portfolio

Sustaining User Adoption
PPM Technology Roadmap 2014 - 2016
CA PPM 13.4
Discovery
CA PPM v13.1
Deployments
CA PPM 13.4
Upgrade
Trending
CA PPM 13.8
Upgrade
CA PPM Enhancement Releases
I T S E R V I C E S 41
1H2014 2h 2014 1H 2015 2H 2015 1H 2016 2H 2016
Process Definition/Refinement Harmonization
CA PPM 13.8
Assessment
The Approach

Q&A
Thank You

February, 2014
Krupa Shah – Manager

© 2012 Fiserv, Inc. or its affiliates.
Mission-critical solutions
Diversified client base
Award-winning innovation
Financial strength
Industry leader
Engaged associates
44

Market Leadership and Scale
45
U.S. Financial
Institutions
More than
1in3
Account Processing
Bill Pay and
E-Bill Network
Top
5
#
1P2P, A2A,ACH
Electronic Payments
#
1
Debit
Provider
Digital Channels
#
1
Online
Banking
Solution
Mobile
Banking
Solution
#
1

Market Leadership and Scale
46
60M
Online
Banking
Users
Mobile
Banking
Users
7M
Digital Channels
Active Bill
Pay
Users
55MDebit
Accounts
23M
Electronic Payments Account Processing
U.S.
Clients
5,200
Deposit
Accounts
120M

• Increasing CA PPM Perception and Adoption
• Description: User implementation of CA PPM can sometimes be a
challenge. With proper guidance from Rego’s team of experts, you will
learn to communicate the value of CA PPM and increase user adoption
within your organization. Rego’s team will reveal the strategies they use
to drive adoption and ensure user input.
• Current State
• 6,300 users
• Modules:
• Resource Management
• Project Portfolio Management
• Time Tracking
• Billing

Keys to End-User Adoption
48
- Business Case, Charter and Mission Statement are critical
- Define and communicate why leadership is making the investment
- Ensure you are aligned with business objectives
- Ensure that your leadership is socializing their support
- Know your Influencers and Supporters
- Develop relationships with those inside and outside your circle of influence
- Build a governance committee or a board of your stakeholders, sponsors and key
supporters
- Process first, configure later, customize in the future
- Get into the weeds with your users!
- There is a process underneath all requirements
- Understand the value of processes, document them, and help drive improvement to
resolve the challenges
- Configure as needed only customize when there is a defined, mature process in place.
- Remember:
- Crawl, Walk, Run

49
Open Mic – Thoughts on Adoption
● Comments and Lessons Learned

50
Questions
Contact US
888.813.0444
Email Contact
info@regoconsulting.com
Web Site
www.regoconsulting.com
Thank you.

Rego University: Perception and Adoption, CA PPM (CA Clarity PPM)

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