Accelerating Agile in Complex Projects

Accelerating Agile in Complex Projects
Three Days to Assure Successful Execution

of your Business Strategy
Brian Itow Director, SAP Value Prototyping COE

Hosin Min Global Head, Envision Practice
Nick Coticchia COO, Genesis Consulting
Introduction Brian Itow

Director, Value Prototyping Center of Excellence
20+ years experience in enterprise software space as customer,
consultant and software provider
8+ years in management consulting roles with technology companies
5+ years with SAP
Co-developed Envision methodology to accelerate business innovation
Strategy
Co-founder AZORA Technologies

Delivered over 50 Envision practices for critical customers across industry
and regions
Innovation
MBA, J.L., Kellogg Graduate School of Management

Presenter at multiple ASUG & Sapphire Events
2015 SAP AG or an SAP affiliate company. All rights reserved.
SAP Value Prototyping

Innovation Acceleration Center of Excellence - in Brief
With the Value
Prototyping approach,
the project was
3 times faster and
5 times cheaper than
with the classical
approach.
Supply Chain
Executive, Lego, Denmark
4,000+ solution acceleration successes over 15

years for customers across the globe, in every
industry using agile techniques
Serving all SAP solutions with no licenses or Rampup nomination required
One-stop Shop to jump start project success by
showing how to execute solutions on paper and in
running systems with their data
Flexibility & Speed to jump start a project within
5 days, and create hands-on design acceleration in
3-8 weeks, and tangible results every 2 weeks
Introduction Hosin Min

Global Head of Envision Practice, Center of Excellence, SAP
15 years of experience in enterprise software and service industry
9 years SAP experience
Engineered Design Thinking based Business Transformation methodology at SAP with
two professors in 2007 and 2008, which helped customers to accelerate Strategy to
Execution of cloud solution adoption, process/product design, and growth initiatives.
Delivered over 120 Envision practices for critical customers across industry and
regions
MBA, Emory University Operations Strategy and Finance

SAP Press Coauthor, Applying Real-World BPM in an SAP Environment
ASUG presentation 2014 Envision to HANA and SAP Cloud
Introduction Nick Coticchia

COO, Genesis Consulting
15 years of industry experience
12 years SAP experience, 10 years in Public Sector
MBA, PMP, CSM, ITIL v3
SAP Solutions, Integration, Project Management
ECC 6.0, FM BCS, SRM PPS, CRM
Practice Lead for Public Sector
Reputation as an innovative, efficient, resourceful and diligent corporate manager, with
the ability to define major problems with innovative solutions that create highly
profitable results
Demonstrated results building consulting practices and capturing complex deals for
sustainable growth
Successful delivering over 7 full lifecycle SAP implementation in the Public Sector
Integration and Cutover lead for complex, multi-deployment, multi-agency deployments
www.genesisconsulting.com
Genesis Consulting,
LLC
What we will talk about
How to apply agile techniques to complex situations
Review how agile techniques can accelerate projects
How Value Prototyping approach helps address complexity
The kinds of questions a Value Prototyping approach answers
Four case studies
How do I accelerate innovation with best practices and agile?

Is a best-practice/agile approach right for me?
A Lean and Agile Approach to ERP

Lean Thinking
Eliminate Waste
Pull From Demand Focus
on business value
Empower Workers
Enable Continuous
Improvement
Agile is a
journey, not a
destination.
Some Agile Techniques

Frequent inspection and adaptation
Aligning development with customer needs &
company goals
Co-location
Self-organization and accountability
Becoming a team player
Elimination of waste and ceremony
Empirical demonstration of results
Customer is always present
Product managers and owners
5 planning events: product planning,
release/feature planning, iteration planning,
sprint review, and stand-ups
7
Waterfall to Iteration
ASAP
Waterfall
Agile
Approach
Business Process / Requirements

Decomposition User Stories
Process Level 1 / 2*
i.e. work stream and/or core
functionality
Theme
1
Theme
2
Theme
n
Process Level 2
i.e. Requisition to Check Process
Blueprint Document level
Epic 1
i.e. Create a Service Order
Epic 2
Detailed Requirement /
Process Step level
Story 1
Epic n
Maintain an iterative process of analysis to
continually refine and decompose
Requirements into discrete units of work
Level of Effort (LOE) estimates are iteratively
refined as decomposition reveals new
information (gaps, complexities, redundancies,
etc)
Story 2
Story n
i.e. Create Services Order

for Services < $10,000
Task 1
Task 2
Task
n
Unit of Work
Configure Order Type
Develop BAPI
*May be a Business
Requirement, RICEFW,
Configuration, etc
9
Story Mapping
User Story Mapping is an approach to

Organizing and Prioritizing user stories
10
Solution & Methodology Advances

Make innovations realizable and realistic
Solutions
Agile Implementation Methods
Best Practice Execution to Ops
11
What you know

We have the tools and techniques to make innovation real
Solutions
New technologies make process and solution

innovations more achievable than ever.
Agile Implementation Methods
Best Practice Execution to Ops
Agile methods enable customers to achieve fast,

cost efficient deployment of SAP innovations with
simple, agile and scalable methodology
Demonstrated savings of more than 30% vs.
traditional methodologies where customers align
with common practices
12
Not all projects are that simple

Complexity either
stalls projects up
front or derails them
13
What keeps you up at night

Will my project succeed?
Most projects do not deliver
to expectations
Strategy
Innovation
and
still
Nearly half of those

surveyed say that at least
50% of their software
development projects fail;
that is, they are either
late, over budget, do not
meet expectations, or
require rework.
IDG Research
Source: Top CIO Challenges that Contribute to Enterprise Application Failure, IDG Research, 2014
14
Projects fail due to up front issues
Prepare
Design
Realize
Deploy
CHALLENGE #1: Business Alignment

Lack of clarity about how to execute business
need in the system
CHALLENGE #2: Project Prioritization & Scoping

Inability to prioritize project timeline & determine which
applications are business critical.
Inaccurate, shifting requirements
Inability to vet bad ideas early or make educated

decisions in terms of scoping and planning.
Run
Source: Top CIO Challenges that Contribute to Enterprise Application Failure, IDG Research, 2014
15
Why Most Projects Fail Up Front

Flawed Assumptions
We are all busy so we often
oversimplify and assume
the happy path
We do not have a common

understanding of our
starting point
But we already have good

idea what we want
And with limited access to
business, we can figure out how to
get there
+
Our Experiences Shape
What We See & How We
Interpret It
Innovation is Complex
The Telephone Game and Our Rush to

Solution Amplify our Misinterpretations
16
How to get things right up front
17
Doctors said babies were dying!
Aid workers said we need help!
People donated lots of money
We sent fancy incubators to Africa
Infant mortality rate in Liberia

was 82 per 1,000 in 2006
Mortality rates did not change
18
Why Most Projects Fail Up Front
Flawed Assumptions
Africas situation was
different than in the
West
We understood the situation

based on our lens
Interpretation of the need

simplified as it got relayed
We rushed to send incubators
+
Our Experiences Shape
What We See & How We
Interpret It
Innovation is Complex
The Telephone Game and Our Rush to

Solution Amplify our Misinterpretations
19
What happened?
Aid workers saw a problem.
They urgently requested help .
They were sent fancy incubators.
Incubators are complex, with difficult-to-replace
parts so as soon as they needed maintenance
They were piled up in hospital

garages, unused
http://katieinliberia.blogspot.com/2010_05_01_archive.html
20
How do you get things right up front?
Prepare
Explore
Realize
Deploy
Run
21
Through observation, they saw.
There were many Toyota 4Runners

Situational Analysis
Gather experts
Align on Requirements
& Solution
And many mechanics

Prototype & Refine
Build
Iterate
They gathered the right experts

(doctors and mechanics in Africa, aid workers, product designers, etc.)
To build a prototype,
test it for market fit,
identify potential
issues and iterate
To design the
right solution
for their
situation
Gather experts
& Solution
Prototype & Refine
Build
Iterate
They built an incubator

that could be maintained
in developing markets
Result:
Infant mortality
rates in Liberia
down 35%
Gather experts
Source: Design that Matters
& Solution
Prototype & Refine
Build
Iterate
http://data.worldbank.org/indicator/SP.DYN.IMRT.IN
Different Context, Different User Experience, Different Solution
Iterate for the poorest,

most rural markets
Gather experts
& Solution
Prototype & Refine
Build
Iterate
Get things right up front to assure success

Address the challenges that derail projects
Prepare
Explore
CHALLENGE #1: Business Alignment

Get clarity on what you need and how to execute it
Ensure you requirements are accurate and your
solution can be adopted
Gather experts
& Solution
Realize
Deploy
Run
CHALLENGE #2: Project Prioritization & Scoping

Prioritize project timeline & determine which applications
are business critical.
Vet bad ideas early and accurately scope and plan.
Prototype & Refine
Build
Iterate
Value Prototyping Approach Achieves This

By condensing months-long process into few days
ENVISION accelerates requirements definition
+ solution alignment to achieve consensus on
your critical path in 2-3 days:
Prioritized business requirements
Constraints
Solution design
Success path
PROTOTYPING accelerates design +

implementation and mitigates risk by showing
in a cloud environment with your data what
you need to do to achieve your critical path and
allowing you to address issues before they
become show-stoppers in 3-8 weeks.
27
What is the Envision Methodology?

Facilitated process to accelerate requirements definition & drive consensus
Enterprise
Architecture
Design
Thinking
Right
Experts
Shared Image of
Problem
To-be solution
Path to success
28
From an Empty Room

Customer Roles
Sponsor
Project Owner,
Project Lead
Key business & IT

stakeholders
Knowledge experts
SAP Roles
Account Team
Envision Facilitator
Solution Architect
for each area
Industry Expert
29
To a 360 Degree View in Three Days
Aligning your solution with your specific situation
Gather experts
& Solution
Prototype & Refine
Build
Iterate
Goals &
Capabilities
(Direct)
Decision
Dynamics
(Think)
Design
Challenge
(Sketch)
Initial Solution Design

(Solution & Roadmap)
Technical
Assessment
(Validate)
Typical Prototyping Approach

To Provide Hands-on Design Acceleration
33
Kinds of questions answered by a

Value Prototyping Approach
Business
Goals
Solution
Design
Execute
Project
Run the
Business
Gather experts
& Solution
How do we innovate our business to support our strategy ?
Are we aligned on the right process/solution approach +

prioritization to achieve our business goals?
Are we aligned on what to do? How do we address
gaps/ issues that could potentially derail our project?
How do we ensure the solution will be accepted by the

business? What does the business have to do to adopt it?
Prototype & Refine
Build
Iterate
Four Case Studies

How do I marry competing processes
+ solution approaches post-merger?
As I consolidate business around my
strategy, every unit wants to know
why & how it affects them.
Business
Goals
Solution
Design
How do I identify complexity

in my business to accelerate
blueprint/design?
Execute
Project
Do I have the right approach

given the uniqueness of my business?
Gather experts
Run the
Business
& Solution
Are we aligned on the right process/solution approach +

prioritization to achieve our business goals?
Are we aligned on what to do? How do we address
gaps/ issues that could potentially derail our project?

Prototype & Refine
Build
Iterate
Four Case Studies

How do I marry competing processes +
solution approaches post-merger?
Business
Goals
Solution
Design
What is the right solution approach +prioritization to

achieve our business goals? Are we aligned on what to do?
Execute
Project
Are we aligned on what to do? How do we address gaps/

issues that could potentially derail our project?
Run the
Business
Gather experts
& Solution
How do we ensure the solution to be implemented can be

operationalized smoothly?
Prototype & Refine
Build
Iterate
Selecting the Right Process and Solution Approach

Best Practice-based Acceleration or Not?
Storied companies with

great maintenance
repair processes
Why should I switch?
Provide foundation to make

right, agreed decision
Showed how to come
together on common process
Addressed difficult political situation by

providing team the information they needed
to come to joint agreement on path forward,
and jump-start completion of to-be design.
37
SAP MRO Proof of Concept Timeline
Discovery
Envision
Week 2
February 23 - 27
Week 1
February 16 - 20
M
Development Cycle 1
Week 3
March 2 - 6
F
Development Cycle 2
Week 4
March 9 - 13
F
Week 5
March 16 - 20
F
Week 6
March 23 - 27
F
SAP Overview
Company 2 Overview
Company 1 Overview
System Install & Preparation
Envision
Workshop
Detailed
review of
requirements
for selected
outage
scenario
System Configuration
System Configuration
Solution
Review
Check Point Calls
On-site
On-site
Solution
Review
Knowledge
Transfer
On-site
38
Envision POC Workshop Approach

2. Business Operations View
(Ecosystem Overview)
1. Goal/Capability Alignment
(remember the future)
Context
Align key capabilities to

company goals
4. Information Flow
3. Process Flow
Build out to be
process flows
Understand business landscape and

identify issues to be addressed
Build out to be information

flows
Requirements
5. Straw Solution
Design
Solution/Plan
SAP internal discussion
6. Solution Design
Agreement
Agree on to be solution
design & landscape
5. Focus topics
Deep dive explorations

(e.g., current landscape,
specific process issues,
performance, etc.)
7. POC Scope &

Critical Path
Finalize scope &

acceleration path
39
Envision POC Workshop Approach and Outcome

2. Business Operations View
(Ecosystem Overview)
1. Goal/Capability Alignment
(remember the future)
Context
4. Information Flow
3. Process Flow
Build out to be
process flows
Build out to be information

flows
Requirements
5. Straw Solution
Design
Solution/Plan
6. Solution Design
Agreement
design & landscape
5. Focus topics
Deep dive explorations

(e.g., current landscape,
specific process issues,
performance, etc.)
7. POC Scope &

Critical Path
Finalize scope &

acceleration path
40
3. Process Flow
4. Information Flow
5. Focus topics
Requirements
5. Straw Solution
Design
Solution/Plan
6. Solution Design
Agreement
design & landscape
7. POC Scope &

Critical Path
Finalize scope &

acceleration path
41
5. Straw Solution
Design
6. Solution Design
Agreement
7. POC Scope &

Critical Path
Solution/Plan
42
PoC Timeline
POC 2 (if required)
Preparation, Workshop &

Landscape discussion
Landscape Prep
& Hosting
FEB
2015
MAR
2015
Demo
PoC Final
Delivery
03
02
01
31
30
27
Week 5
26
25
24
23
20
Week 4
19
18
17
13
Week 3
12
11
10
09
06
Week 2
05
04
03
02
27
Week 1
26
25
Demo
POC Build and Iterative Development
Week 0
24
Checkpoint
Landscape
Setup and
User access
3 Day
Envision
Workshop
23
Demo
Checkpoint
Post processing workshop

documents
16
Go Decision
Preliminary Customer
Call
PoC Configuration & Development
APR
2015
Customer site
SAP Value Prototyping Project
Cloud
Web conference
43
POC Walk Through
44
Result/ Lessons Learned
I have as many questions

today asI did when we
started, but now I am
asking the right
questions.
Business Unit Project
Lead, Post-POC
Result: Got full organizational buy-in on process and

approach in six weeks.
THE RIGHT INVESTMENT AND RIGHT FACILITATED

CONVERSATIONS UP FRONT SAVE MONTHS OF
DIFFICULT ISSUES LATER
HANDS ON DESIGN WITH REAL CUSTOMER DATA IS THE

BEST WAY FOR THE BUSINESS TO SEE WHAT THEY WILL
GET AND ASK THE RIGHT QUESTIONS
45
Four Case Studies

As I consolidate business around my strategy,
every unit wants to know why & how it
affects them.
Business
Goals
Solution
Design

Execute
Project

Run the
Business
Gather experts
& Solution

Prototype & Refine
Build
Iterate
CPG Food Company - Business consolidation

Get the plan right up front, avoiding political complexity to kick-start successful journey
CPG (large meat producer/ processer )

Historically grows through M&As
Saturated market, growth pressure
3+ SAP instances, many other solutions
2 different IT partners for different LoBs
CEOs announcement (business consolidation,
single IT platform) in 2 years
1 year already has passed.

Consolidate brands, business lines,

processes, and assets
Envision workshop with CxOs, VPs,

Directors, partners
Single business platform (1

instance)
Common understanding of why change

now?
Accountability & simplicity for new

acquisition
Eliminate fear of uncertainty
Implementation approach to
meet 1 year timeline
Business case and benchmark study
Align on Solution, Roadmap, Approach
47
CPG Food Company Business Consolidation

Get the plan right up front, avoiding political complexity to kick-start successful journey
Look
(2 pre-workshop by LoBs)
Understand & Educate Key

Stakeholders
Think /
Re-think
Sketch the Shared

Image of Future
Bring all on the same boat
Straw-man approach
you sit on a drivers seat
Jul-15 Aug-15 Sep-15
Oct-15 Nov-15 Dec-15
Jan-16 Feb-16 Mar-16
Apr-16 May-16
Jun-16
Jul-16 Aug-16 Sep-16
Oct-16 Nov-16 Dec-16
Jan-17 Feb-17 Mar-17
Apr-17 May-17
Jun-17
Jul-17
Consolidation Approach (Best Case Scenario)

Fujitsu Rebuild Option
Test
HANA Upgrade
Data Migration of Smithfield and Farmland
Test
Test
Implement Process Deltas, Process Harmonization, New Functionality
Simple Finance
Test
Accelerated Template Approach

Analysis
Pre-Assembly
A2O Implementation
Data Migration of Smithfield, Farmland and JMFG
Test
Understand business context &

uniqueness, and challenges
Goal/capability alignment
Straw-man model from strategy

to execution, pro & cons
Educate key opinion leaders
Business landscape & dynamics
Solution Architecture
Best practice (process)
Solution Roadmap
Business milestone, KPI, & burning rate
Implementation approach
Business case
48
Test
Lessons Learned
Right Choice vs. the Most Ideal Choice
Risk, fear, anger, then comfort
Really understand the empathy behind peoples reaction
Broken Window Theory
Opinion leaders and decision makers from business
Physical environment to get aligned from strategy to execution
Time isnt your friend. Dont lose momentum
Dont postpone decisions, drive hard to 80% agreement
Right expert, right tool
People, methodology, process
49
Four Case Studies

How do I identify complexity in my business
to accelerate blueprint/design?
Business
Goals
Solution
Design

Execute
Project

Run the
Business
Gather experts
& Solution

Prototype & Refine
Build
Iterate
Accelerate Blueprinting by A2O

Utility, Telco company, Green Field Approach
Telco & Utility Company

New at SAP
Deregulated market
Jump-start foundation to
compete
Global capability
SAP Activate (a.k.a. A2O) Methodology

SAP Best Practice RDS based Jump-start
Look Re-think Prototype for
differentiators Build to win
Growing competitors
51
Agile Blueprinting with Envision & Prototyping Acceleration

Utility, Telco company, Green Field Approach
FRAME
(2 weeks Envision Workshop)
Strategy Design Technology
Deliver
Accelerate
Act quickly - Design to Win
Ready to Accelerate Implementation
Cloud-based
reference
system
Blueprint
Vision, Strategy, Critical Success Factors Prototype core processes (agile approach)
Design framework for value stream
(core process SC, Project, Fin & FM)
Advise to adopt best practice
Align Realistic Solution Architecture,

Execution plan & approach
Flesh out the rest of non-core process faster
Get live feedback (high satisfaction)
Pre-validated & pre-tested

end-to-end Reference
Systems (minimum risk)
Accelerated Timeline
52
Lessons Learned
DIFFERENT APPROACH, DIFFERENT ENGAGEMENT
Low touch, high frequency engagement.
Program/project managers should be skilled up as a trusted advisor

find a way to excite business, motivate them to adopt standard / BP
COORDINATION, COORDINATION, COORDINATION
Multiple work streams are interrelated; make sure each work stream
benefits from each other
TRANSPARENCY
Be transparent across delivery team and customer
KNOWLEDGE TRANSFER ISNT A RELAY GAME
Delivery team (business, functional consultants)needs to share same

knowledge on the project
PROJECT MANAGER DEALS WITH 2 DIFFERENT BEASTS,

FLEXIBILITY AND CONTROL
53
Four Case Studies

Do I have the right approach given
the uniqueness of my business?
Business
Goals
Solution
Design

Execute
Project

Run the
Business
Gather experts
& Solution

Prototype & Refine
Build
Iterate
Can I leverage agile, best practices acceleration given the

uniqueness of my business?
Mid-sized auto parts

Remanufacturer
Are we on the right track with

our implementation?
Unique processes
Do our unique processes fit

with best practices?
Plan to grow 50% in

5 years + cut costs
Aligned on to-be view of core business

processes and how they could be jumpstarted with SAP best practices, and
what their road map should be.
What should our road map be?
55
56
Lessons Learned
EVERYONE THINKS THEY ARE UNIQUE UNTIL THEY SEE THEY

ARE NOT
UNDERSTAND MOTIVATIONS BEHIND RECOMMENDATIONS
Dont take documented processes as gospel
57
In Summary
When to apply a Value Prototyping Approach to SAPACTIVATE
Deploy
Realize
Explore
E2E Integration Test
Prepare
Business
Drivers
Delta Backlog
SAP Best
Practices
Roll-Out
Iterative Delta Scope

Implementation
Solutioning
Solution Validation WS
Roadmap and
Approach
Rapid Prototyping
Pre Assembly
Agile technologies such as

SAPACTIVATE will accelerate
implementation and minimize risk
58
In Summary
When to apply a Value Prototyping Approach to SAPACTIVATE
Deploy
Realize
Explore
Prepare
However, when addressing complexity,

adding a Value Prototyping approach up
front is required to assure success by
aligning on:
Where you are
Agile technologies such as
Where you need to go
SAPACTIVATE will accelerate
implementation and minimize risk
What you need to do to get there
E2E Integration Test
Business
Drivers
Delta Backlog
SAP Best
Practices
Roll-Out
Iterative Delta Scope

Implementation
Solutioning
Solution Validation WS
Roadmap and
Approach
Rapid Prototyping
Pre Assembly
59
What
Questions?
we achieve typically
in 7 to 12 months during
our classical approach, we
were able to realize during
a 2-day Envision Workshop
in Walldorf.
IT
Senior Executive,
Diageo, UK
Brian Itow brian.itow@sap.com

Hosin Min hosin.min@sap.com
Nick Coticchia - nick.coticchia@genesisconsulting.com
60
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Accelerating Agile in Complex Projects

Three Days to Assure Successful Execution

Brian Itow Director, SAP Value Prototyping COE

Introduction Brian Itow

Co-founder AZORA Technologies

MBA, J.L., Kellogg Graduate School of Management

2015 SAP AG or an SAP affiliate company. All rights reserved.

SAP Value Prototyping

With the Value

Executive, Lego, Denmark

2015 SAP AG or an SAP affiliate company. All rights reserved.

4,000+ solution acceleration successes over 15

Introduction Hosin Min

MBA, Emory University Operations Strategy and Finance

2015 SAP AG or an SAP affiliate company. All rights reserved.

Introduction Nick Coticchia

What we will talk about

How to apply agile techniques to complex situations

Review how agile techniques can accelerate projects

How Value Prototyping approach helps address complexity

The kinds of questions a Value Prototyping approach answers

Four case studies

How do I accelerate innovation with best practices and agile?

2015 SAP AG or an SAP affiliate company. All rights reserved.

A Lean and Agile Approach to ERP

2015 SAP AG or an SAP affiliate company. All rights reserved.

Some Agile Techniques

2015 SAP AG or an SAP affiliate company. All rights reserved.

Business Process / Requirements

Blueprint Document level

i.e. Create a Service Order

i.e. Create Services Order

User Story Mapping is an approach to

2015 SAP AG or an SAP affiliate company. All rights reserved.

Solution & Methodology Advances

Agile Implementation Methods

Best Practice Execution to Ops

2015 SAP AG or an SAP affiliate company. All rights reserved.

What you know

New technologies make process and solution

Best Practice Execution to Ops

Agile methods enable customers to achieve fast,

2015 SAP AG or an SAP affiliate company. All rights reserved.

Not all projects are that simple

2015 SAP AG or an SAP affiliate company. All rights reserved.

What keeps you up at night

Nearly half of those

Projects fail due to up front issues

CHALLENGE #1: Business Alignment

CHALLENGE #2: Project Prioritization & Scoping

Inaccurate, shifting requirements

Inability to vet bad ideas early or make educated

2015 SAP AG or an SAP affiliate company. All rights reserved.

Why Most Projects Fail Up Front

We do not have a common

But we already have good

The Telephone Game and Our Rush to

How to get things right up front

2015 SAP AG or an SAP affiliate company. All rights reserved.

Doctors said babies were dying!

Aid workers said we need help!

People donated lots of money

We sent fancy incubators to Africa

Infant mortality rate in Liberia