SECTION5ENGAGEMENTTYPE2 STRATEGICDESIGN.docx
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SECTION5ENGAGEMENTTYPE2 STRATEGICDESIGN.docx
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SECTION5ENGAGEMENTTYPE2STRATEGICDESIGN
Section5–Engagementtype2:
StRategicDesign
StRategicDesign
Theaimofstrategicdesignistypicallytosignificantlychangethebusinessprocessinoneormorebusinessunitsorfunctionalareas.Capabilityelementsmayalsobeconsideredatpointswheretheydirectlyimpactthebusinessprocess.Theengagementisstaffedwithasmallteamofpractitionerswhoworkonitfortheentireduration.(Figures5.1,5.2)
Figure5.1StrategicDesignActivitySets
Figure5.2StrategicDesignEngagementLifecycle
ActivitySet1.0–SetCourse
TheprimaryobjectiveforthisactivitysetistodeveloptheStatementofWork(SOW)fortheengagement.TheprimarysourceofinformationfortheSetCourseactivitysetistheclientsponsor(s)andpersonstheydesignate.Alloftheactivitiesinthisactivitysetareimportantandallofthemshouldbecompleted.ThetypicaldurationforthisactivitysetforaStrategicDesignEngagementisbetweenoneandtwoweeks.Thesequenceofactivitiesisnotrigidandactuallymuchoftheworkcanbedoneconcurrently.
Activity1.1–DraftStatementofWork
Theprimaryobjectivehereistobeginwiththeendinmind.ThedevelopmentoftheSOWshouldbeginassoonastheengagementtypeselectionismade.Itisalwaysdevelopedincloseassociationwiththeclientsponsorandpersonstheydesignate.ItisrecommendedthatthepractitionerdraftapreliminarySOWveryquicklyandintroducethesponsortoitscomponents.ItisalsorecommendedthatallconsultantsinvolvedintheengagementbecomefamiliarwiththeSOWearlyon.
TheimportanceoftheSOWcannotbeoverstated.Itisthefoundationforeverythingthatcomesafter,itsetsexpectationsandwillcontinuetobeakeyreferencethroughtheengagement.TheSOWisoftenapartoftheengagementletterortheformatmaybespecifiedinthemasterservicesagreementwehavewiththeclient.Thoughitisanengagementmanagementtoolandnotamajordeliverable,itisappropriatetotreatitlikeone.Setadeliverydateandcompleteitbythatdateandhavetheclientsponsorcommittoit.Getaclearmandate(thehammer)fortheworkthatistobedone.Thisrequiresthepractitionertodevelopaclearunderstandingaboutthesponsor’sauthority/powerwithintheorganization.
Theappropriatelevelofdetailisdeterminedbythepractitioner.ThelanguageintheSOWshouldbepreciseandclear.BearingPoint’sSOWtemplateincludesthefollowingcomponents:
•Startdatesandenddates
•Definitionsofkeyterms
•Assumptions
•Scope
•Objectives
•Overviewoftaskstobeperformedbyconsultant
•Milestones/timeline
•Personnel(consulting)
•Deliverabledescriptions
•Locationofperformanceofservices
•Clientobligations
•Consultantcompensation(ifitistobeincludedinengagementletter)
DeveloptheSOWrapidlyandbringclosuretotheeffortsothatallinvolvedknowitisfinalized.
GotoExamplesSection–StatementofWork,page262
Activity1.2–DevelopGovernanceStructure
Evenrelativelysmallengagementsshouldhavepreciseandcleargovernancestructures.Itisdevelopedjointlybetweentheclientsponsorandthepractitioner.Thelevelofdetailandspecificityofthedocumentmayvarybutitshouldindicatewhoholdsthemanagementpositionsrelatedtotheengagementandgivesomeindicationwhattheirlevelofauthorityis.Itoftentakestheformofasimpleorganizationchartbutthepractitionermaybebetterservedusingapicturethatfocusesonspecificrolesliketheonebelowwhichwasusedonarecentdesignengagement(Figure5.3).Thebeautyofthistypeofdiagramisthatitindicateswhotheprocessownersare.Thepractitionershouldalsoincludebriefdescriptionsofrolesandresponsibilities.
Figure5.3StrategicEngagementGovernanceStructure
Activity1.3–IdentifySMEsandFormClientTeam
Oncethepractitionerhasaclearpictureofthedeliverablesthatmustbedeveloped,theyshouldidentifythekeysubjectmatterexpertswithintheclientorganizationwhowillhelpinitiatethecollectionofoperationalinformationthatwillberequiredduringsubsequentactivitysets.GenerallythesponsorwilldesignateanindividualtoassistthepractitionerwithSMEidentificationandinitialcontact.UsetheSOWdeliverableslisttocreateachecklistoftheareasofinterestthatmustberepresented.
Itmayormaynotbenecessarytoformadedicatedclientprojectteamforastrategicengagement.Itisuptothepractitionertodecideifthescopeofthework,therelationshipwiththeclientandthecultureoftheclientorganizationmakeitnecessaryornot.Itmaybeappropriatewhenahighlevelofcoordinationandearlybuy-inarerequiredorwhenanumberofdifferentpoorlyconnectedfunctionalareasareinvolved.Clientprojectteamscanhaveanadverseimpactonthescheduleduetothetimeittakestoselect,transition,educate,andmanagethem.
TeammembersshouldbeSMEsintheirownright,respectedandcrediblemembersoftheorganization,creativeideageneratorsandshouldtypicallyhavesomelevelofauthority,atleastlinemanagerorseniorstaffanalyst.Determinetheirskillsetsandpreparetrainingtoclosegaps.Deliverorientationtrainingwhichshouldincludefamiliarizationwiththeworkplan,teambuilding,BPDfundamentals,andengagementgroundrules.
Thisisalsothepointatwhichitismostappropriatetoconductanengagementkick-offmeetingwiththeclientsponsorandpersonstheydesignate,oftenprocessownersandkeySMEs.
Activity1.4–DevelopEngagementManagementToolSet
Astrategicdesignengagementcanbemanagedusingarelativelysmallnumberofmanagementtools.Thesetoolsshouldbedevelopedrapidlybythepractitioner.
WorkPlan
ThemostimportantofthesetoolsistheworkplanwhichpicksupwheretheSOWleavesoff.Theworkplanforatacticalengagementneednotbeespeciallycomplex.Itshouldincludealistoftaskstobeperformedandtaskleveldetailforestimatedduration/worktime,dependencies,constraints,connections,andrequiredresources.Theinitialworkplanthenservesasaperformancebaseline.
Ifanengagementmanageronastrategicengagementisspendingmorethanapproximately20%oftheirproductiveworktimemaintainingprojectmanagementtoolsthenthereishighprobabilitytheyarenotspendingenoughtimedevelopingdeliverables.
Considertheclient’spreviousexperiencewithsimilarprojects,itisoftenagoodindicatoroftheirabilitytodevelopandimplementanewfuturestatedesign.Reviewingpreviouschangeeffortsinasystematicwaycanenablethepractitionertobuildtheworkplaninsuchawaythatpotentialproblemsareavoided.
ODAPMatrix
TheOwner–Developer/Author–ParticipantMatrix(ODAP)isavariationofthetraditionalRACIMatrix.RACIstandsfor–Responsible,Accountable,Consulted,Informed.Itsupplementstheworkplan.Itspurposeistomatchresources/rolestodeliverablessoitisclearwhoisassignedtodowhat.OnastrategicengagementwithfewFTEsitmaynotbenecessarytousethistoolatall.
GotoEngagementManagementToolsSection–ODAPMatrix,page157
CommunicationPlan
Businessprocessdesignengagementshaveanumberofstakeholdersontheclientsidebeyondthesponsorwhowillhavebothakeeninterestintheprojectanditsimplicationsforthefuture.Theyincludetheoperationsmanagers,lineworkers,supportareaslikeHRandIT,andoftenexecutivemanagementandmaybesuppliersandevencustomers.Attheverybeginningoftheengagementthepractitionershoulddevelopaplantocommunicatewiththeminconjunctionwiththesponsor.Itisoftennecessaryforthepractitionertoinitiatethistaskbecausethesponsormaynotunderstandtheneed.
GotoEngagementManagementToolsSection–CommunicationsPlan,page157
ChangeControl
Evenonrelativelysmallengagementsitisimportanttohaveamechanisminplacetoprocess,authorizeandtrackchangestotheworkplanorthescopeoftheengagement.Thisisanareawheretheclientmayhaveapreferredmethodandtoolinplace,ifitisadequateitcanbeadopted.Otherwisethepractitionercaneasilydevelopaspreadsheettomeettherequirement.
StatusReports
Statusreportsaresnapshotsofprogresstodateandissuesandproblemsthatmustberesolved,usuallyissuedonaweeklybasis.Theyareanimportantcomponentofasuccessfulengagement.Theformatforthereportisatthediscretionofthepractitionerandtheclient.
CP:
Thisistheengagement’sfirstCommitPoint.TheclientshouldindicatethattheyaccepttheSOW.
ActivitySet2.0–AssessCurrentState
Theprimaryobjectiveofthisactivitysetisthecompletionoftheengagement’sfirstmajordeliverable,theCurrentStateAssessment.Thepractitionerhasconsiderableflexibilityregardingthecontentsofthedeliverableandthetasksrelatedtodevelopingit.Thisactivityset’stypicaldurationforaStrategicDesignEngagementisbetweensevenandnineweeks.Thesequenceofactivitiesisfairlyrigidbutinmanycasesworkondifferentactivitiescanbedoneconcurrently.
ActivitiesinthisactivitysetandintheDesignFutureStateactivitysetcangenerallybecharacterizedasbeingeither‘divergent’or‘convergent’.Divergentactivitiestypicallyincludeinformationcollection,ideageneration,andothercapture/validatetasks.Convergentactivitiesareanalyticalandofteninvolveprioritizationandculling.Convergentactivitiesmakeuseoftheinformationcollectedduringdivergentactivities.Thedistinctionisimportantbecauseineitheraone-to-oneinterviewsituationoraworkshopitisdifficulttobothcollectnewinformationandanalyzeordrawconclusionsaboutthatinformationatthesame
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- SECTION ENGAGEMENT TYPE STRATEGIC DESIGN
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