Solution Architecture

Concept Workshop

Alan McSweeney
Agenda

Objectives
Benefits
Limitations and restrictions
Service activities
Preparation and delivery times
Workshop process
Intended customer audience
Delivery skills
Roles and responsibilities
Job titles and solution architecture concept roles
Location of delivery materials
Objectives of Solution Architecture
Concept
Provide the context for understanding the
interrelationships of the business and technical
components of a solution that is designed to
support a companys business
Agree on the fundamental purpose, value, and
use of the proposed information system/initiative
Definethe scope of the solution architecture; the
essential components
Develop an architectural overview of the solution
that will serve as a basis for timely decision
making
Benefits of Solution Architecture Concept

Develop a practical decision framework for a solution that

addresses business, functional, technical, and
implementation perspectives. The framework provides
linkage information to trace decisions to driving principles.
Develop a solution that has a potentially longer life span
because the solution is:
More likely to meet the true needs of the customer
Designed to evolve in the directions most likely to occur
Optimise a project in scope and effectiveness
Ensure the most important aspects of the project are
developed and delivered early
Give a better understanding of the customers business
environment and needs
Limitations and Restrictions

Solution Architecture Concept does not include:

An in-depth analysis of the customers business
A complete blueprint of the solution architecture
Design or implementation of the solution
architecture
Solution Architecture Concept Service
Activities
Part I Introduction and Workshop Preparation
Evaluate Engagement and Prepare to Meet the Customer
Sponsor
Meet with the Customer Sponsor
Agree on Work to be Done
Prepare for the Workshop Delivery
Part II Architecture Concept Workshop
Conduct Workshop Day 1 Business and Functional View
Finalise Preparations for Day 2
Conduct Workshop Day 2 Technology and Implementation View
Part III Documentation and Presentation of Findings
Prepare the Workshop Deliverables
Deliver Workshop Report and Presentation
Finalise the Project
Solution Architecture Concept Preparation
and Delivery Times
Activit Task Estimated 1. Estimated
y Preparation times are for
and Delivery the actual
Time (1) work and do
1 Evaluate Engagement and 2 hours not include
Prepare to Meet the Customer the elapsed
Sponsor time between
2 Meet with the Customer Sponsor 1 hour
3 Agree on Work to be Done 2+ hours
activities
4 Prepare for the Workshop 20+ hours (2) 2. The time to
Delivery prepare for
5 Conduct Workshop Day 1 24 hours (8 hours the workshop
Business and Functional View x 3 days)
6 Finalise Preparations for Day 2 4 hours
delivery is an
7 Conduct Workshop Day 2 24 hours (8 hours
estimate for
Technology and Implementation x 3 days) an
View experienced
8 Prepare the Workshop 20 hours solution
Deliverables architect
9 Deliver Workshop Report and 2 hours
Presentation
Solution Architecture Concept Workshop
Process
Off-site to avoid interruptions
Team
Solution architect who acts as facilitator
One or more subject matter experts
Support consultant who documents the results
Intended Audience

Solution Architecture Concept targeted at :

Are developing solutions that are part of business innovations
(such as electronic commerce, data warehousing, and large-
scale workflow) that affect day-to-day working operations
Need broad buy-in from multiple stakeholders
Have experienced rapid change in business complexity,
business models, or technology
Are willing to invest some up-front effort to ensure they build
the right solution
Need to be confident that the target user groups will accept
and use the solution
Need to ensure that their business and functional
considerations explicitly drive solutions
Need to track principles and requirements throughout the
design and development process
Intended Audience

SolutionArchitecture Concept is important for

solutions where the customer understands the
overall business scope and direction into which
the solution fits
Solution
Architecture Concept might not be
needed for projects where requirements and
implementations are well understood
Intended Customer Audience

Customer sponsor helps to identify workshop

participants and stakeholders that can be
interviewed before the workshop
Customer sponsor and key stakeholders determine
who will attend, what to discuss, and what
information to provide to attendees
Only some of the participants attend both days of
the workshop
Attendees on the first day are primarily concerned
with business and functional aspects of the solution
Attendees on the second day are primarily
concerned with technical and implementation
aspects of the solution
Delivery Skills

Solution Architect and/or Technology Consultant

with skills:
IT Strategy and Architecture
General information system architecture
Domain-specific business and technical
architecture(s), such as Internet, intranet, extranet,
data warehouse, electronic commerce, and security
Modeling tools (UML)
Deliverytraining (Delivering the Solution
Architecture Concept Service)
Skill
in workshop facilitation, working in teams,
report writing and presentation delivery
Customer Roles and Responsibilities

Customer Sponsor
Sponsors Agent
Key Stakeholders
Participants
Customer Roles and Responsibilities -
Customer Sponsor
Customer Sponsor
Ideally a high-level executive, such as director group manager,
on either the business or the information technology (IT) side
Have overall responsibility for achieving a business result in the
area the solution covers
Responsible for:
Initiating the workshop and approving plans
Interfacing with the account manager to identify needs and
communicate expectations
Meeting with the solution architect before the workshop to
approve direction and plans
Approving the Letter of Engagement (LOE)
Identifying an agent to work
Meeting with the solution architect after the workshop to
provide feedback
Customer Roles and Responsibilities -
Sponsors Agent
Sponsors Agent
Responsible for:
Representing the customer sponsor, ensuring
customer needs are addressed, and handling
workshop logistics
Providing input on the problem
Managing funding and support issues
Identifying key stakeholders and participants
Arranging for workshop location and supplies
Communicating with the customer team
Addressing issues that affect the success of the
workshop
Customer Roles and Responsibilities - Key
Stakeholders
Key Stakeholders
People in the customer organisation who must buy
into the workshops goals and results
Can help ensure the success of a workshop
Can undermine any agreements or initiatives resulting
from the workshop if they do not buy into the
workshop
Responsible for:
Providing input on the problem
Work to identify the business drivers, principles,
models, and standards
Explaining customer needs and issues
Inform of potential problems
Responding to business and IT questions
Customer Roles and Responsibilities -
Participants
Participants
Attend the workshop and providing input on areas of
the problem that affect them
Job Titles and Solution Architecture
Concept Workshop Roles
Engagement Manager
Solution Architect
Facilitator

Subject Matter Expert (SME)

Account Manager
Support Consultant
Engagement Manager

Shares the responsibility for customer

satisfaction with the solution architect
Sometimes the engagement manager also fills
the role of facilitator
Responsible for:
Arranging and ensuring the successful and timely
delivery of the Architecture Concept Service
Ensuring the right customer parties are engaged
Managing overall logistics for the service
Tracking the budget
Solution Architect

Shares responsibility for customer satisfaction with the

engagement manager
Fills the facilitator role additionally
Responsible for:
Delivering the Architecture Concept Service
Defining what to deliver
Designing the workshop
Performing the service
Interviewing
Interacting with the customers during the workshop
Analysing and synthesising the report
Creating the presentation
Leading the report presentation meeting-
Cleaning up loose ends
Facilitator

Solution architect usually fills the facilitator role.

Engagement manager may fills the role of facilitator
In this case, the solution architect can sometimes fill the role of
SME
Same person usually facilitates both days of the workshop
Responsible for
Ensuring the workshop runs smoothly
Following the agenda and timekeeping
Capturing the results on flip charts (or other media visible to
workshop attendees)
Recognising and addressing any political, personal, or other
issues that might jeopardise the ability to meet the stated
workshop goals
Analysing, clarifying, summarising
Subject Matter Expert (SME)

Providing
business and/or technical expertise in
one or more areas needed by the engagement
Solution architect can fill the SME role
Not recommended because it puts a heavy load on
the solution architect
Account Manager

Does not need to attend the workshops

Needs to be kept informed of the workshop
results
Account Executive is an essential party to the
final report and presentation
Responsible for:
Managing the relationship with the customer (overall or
services) and selling follow-on engagements
Identifying the opportunity
Providing access to key customer contacts
Positioning the engagement within an overall context
of the customers business
Selling the value of the result
Support Consultant

Responsible for:
Capturing all relevant information generated during
the course of the workshop
Performing research
Helping to draft documents
Capturing and documenting complete interview and
workshop results
Ensuring completeness of information
Summarising the issues and results
Job Titles and Solution Architecture
Concept Workshop Roles
Concept Workshop Engagement Roles
Job Titles Facilitator Engagement Solution Subject Support Account
Manager Architect Matter Consultan Executiv
Expert t e
Technology M M M Y ~Y N
Consultant
Solution ~Y ~Y Y Y N
Architect
Account M M N N M *
Executive
(Sales)
Program/Proje ~Y Y N M ~Y ~N
ct Manager
Business ~Y Y N M ~Y ~Y
Developer
Facilitator * N N N ~Y N
Y = Yes
~Y = Generally yes, but verify that a specific individual with this title can fill this role
N = No
~N = Generally no, but some individuals might have the skills to fill this role
M = Might have these skills (people with this job title often can fill this role)
* = Job title is the same as the role
 Service Delivery Roadmap
Introduction

Evaluate Meet Agree on Prepare for Workshop

Preparation

Sponsor Work Delivery

Engagement Agenda
Day 1
&

ITSA
Business view
Interview Key Functional view
Stakeholders
Run Workshop Day Finalize Prep for Day Run Workshop Day
Presentatio Workshop

1 Functional 2 Implementation
Technical
2 Implementation
Business View Principles,
Principles,
Functional
TechnicalView Principles,
Principles,
2 days

Business Drivers and

View Models,
Models,
Principles:
View Models,
Models,
Standards
Standards Standards
Standards
1__________
1__________ 1__________
1__________
2__________
2__________ 2__________
2__________
3__________
3__________ 3__________
3__________
4__________
4__________ 4__________
4__________

Prepare Workshop Deliverables Finalise

Deliver Report
& Presentation Project

Revise Report,
n

Draft Report
Presentation Next Steps Deliver to Sponsor
Part I: Introduction and Workshop
Preparation
Activity 1: Evaluate Engagement and Prepare to Meet the Customer Sponsor
Step 1: Review and understand the opportunity
Step 2: Identify the customer sponsor
Step 3: Prepare for the initial customer sponsor meeting
Activity 2: Meet with the Customer Sponsor
Step 1: Introduce Services and the Architecture Concept Service
Step 2: Understand the scope of the business opportunity
Step 3: Determine if the customer sponsor is ready to begin planning the workshop. (If yes,
go to Activity 3; if no, continue with step 4)
Step 4: Review the initial customer sponsor meeting
Step 5: Write and deliver the Letter of Understanding (LOU)
Activity 3: Agree on Work to be Done
Step 1: Work with the customer sponsor to develop plan for the workshop
Step 2: Write and deliver the Consulting Services Agreement (CSA)
Step 3: Get CSA contract signed
Activity 4: Prepare for Workshop Delivery
Step 1: Interview stakeholders identified by the customer sponsor
Step 2: Finalise schedule
Step 3: Write and deliver briefing letter for workshop attendees
Step 4: Assemble and prepare team for Architecture Concept workshop
Step 5: Prepare for the workshop
Step 6: Get the team together on site
Step 7: Meet with the customer sponsor immediately before the workshop
Activity 1: Evaluate Engagement and
Prepare to Meet Customer Sponsor
Objectives
To determine the source and scope of the business
opportunity
To identify the customer sponsor and prepare for initial
meeting
Prerequisites
Identify the opportunity and the customer is serious about
wanting to deliver the Solution Architecture Concept
Qualified the customer
Completion Criteria
The team has a general understanding of the business
opportunity
Activity 2: Meet with the Customer
Sponsor
Objectives
To introduce the Services delivery team to the customer sponsor
To check the chemistry of the interaction between the team and customer
representatives
To discuss customer needs, such as their overall goal, current status, questions,
and decisions they need to make
To gather information from the customer sponsor on the business and technical
context of the work and their technology adoption profile
To understand the unique requirements of the engagement and the delivery
team
Prerequisites
The team has met with the Account Executive to understand commitments to
the customer and any background information.
The team has a plan for positioning the workshop
The team has a value proposition for Solution Architecture and the Architecture
Concept
Completion Criteria
The customer understands the service deliverables as defined in the Service
Description (SD)
The engagement manager and solution architect have a clear understanding of
the customers environment and expectations
Optional The engagement manager has written and delivered a Letter of
Understanding (LOU) to the customer
Activity 3: Agree on Work to be Done

Objectives
To close on the definition of the service to be performed
To identify people to fill the customer roles: sponsors agent,
key stakeholders, and other participants.
To establish a tentative schedule
To write, deliver, and get signoff on the Concept Consulting
Services Agreement contract
Prerequisites
The engagement manager and solution architect have had an
initial meeting with the customer sponsor and have a general
understanding of the business opportunity
Completion Criteria
The customer has signed the Concept Consulting Services
Agreement contract
Activity 4: Prepare for the Workshop
Delivery
Objectives
To interview key stakeholders
To finalise the schedule
To assemble and prepare the team for the workshop
To prepare for the workshop, including gathering/developing
materials, planning work site, arranging for equipment, and
reviewing final agenda
Prerequisites
The customer has signed the CSA
Completion Criteria
The solution architect has interviewed all key stakeholders.
All customer participants have received the workshop briefing
letter, which describes what will be done, why, and the level of
commitment expected
Key participants have committed to attend the workshop
The team is onsite and prepared to deliver the workshop
The solution architect or engagement manager has consulted the
customer sponsor for any last-minute corrections to the workshop
Part II: Concept Workshop

Activity
5: Conduct Workshop Day 1 Business and
Functional View
Step 1: Conduct workshop day 1
Step 2: Review day 1
Step 3: Report status back to the customer sponsor (or
the sponsors agent)
Activity 6: Finalise Preparations for Day 2
Step 1: Complete preparations for day 2
Activity
7: Conduct Workshop Day 2 Technology
and Implementation View
Step 1: Conduct workshop day 2
Step 2: Review day 2
Step 3: Review the entire workshop with the customer
sponsor
Activity 5: Conduct Workshop Day 1
Business and Functional View
Objectives
To conduct a well-run and productive concept
workshop day 1
To review day 1
Prerequisites
The customer understands the objectives of this
activity
The team has completed the pre-workshop activities
in Part I
Completion Criteria
The team has completed day 1 of the concept
workshop
Activity 6: Finalise Preparations for Day 2

Objectives
To make adjustments based on day 1 and prepare for
day 2
Prerequisites
The team has completed day 1 of the workshop
The team has captured and reviewed information
from day 1
Completion Criteria
The team has completed preparations for day 2 of
the Architecture Concept workshop
Activity 7: Conduct Workshop Day 2
Technology and Implementation View
Objectives
To conduct a well-run and productive Architecture Concept
workshop day 2
To review the workshop, identify key points and next steps
To make preliminary plans for producing and delivering the
summary report and presentation
Prerequisites
The customer understands the objectives of this activity
The team has completed the preparation activities for day 2
listed in Activity 6
Completion Criteria
The team has completed day 2 of the Architecture Concept
workshop
The team has completed the summary of day 2 with the
customer
Part III: Documentation and Presentation
of Findings
Activity 8: Prepare the workshop deliverables
Step 1: Prepare a draft workshop report that summarises the workshop
Step 2: Prepare the slide presentation
Step 3: Discuss the draft workshop report and slides with the account
executive
Step 4: Revise the draft workshop report and slides
Step 5: Plan the logistics of the presentation meeting
Activity 9: Deliver the draft workshop report and presentation
Step 1: Deliver the draft workshop report and presentation to the
customer sponsor
Activity 10: Finalise the project
Step 1: Revise the draft workshop report
Step 2: Mail or deliver the revised workshop report to the customer
sponsor
Step 3: Close the project
Activity 8: Prepare the Workshop
Deliverables
Objectives
To review the workshop and prepare the summary report
and presentation for the customer
To identify the next steps and possible future work
Prerequisites
The team has completed the workshop and gathered
information from the customer on final reactions and key
points
Completion Criteria
The team has completed the draft report and slides,
including a list of actions and next steps to make progress
on the solution
The account executive has approved the draft report and
slides
Activity 9: Deliver Workshop Report and
Presentation
Objectives
To deliver the draft workshop report and presentation.
To get the sponsor to commit to implement the reports
recommendations or at least take the next step. The next step
will often be to form a customer architect team for the solution.
This team consists of a business leader, a program manager, and
possibly an architect, with an architect to flesh out what needs to
go into a Solution Architecture Blueprint
Prerequisites
The customer understands the objectives of this activity
The team has completed the draft workshop report and
presentation
The account executive is available to address any opportunities
during the presentation
Completion Criteria
The solution architect has delivered the draft workshop report
and presentation
Activity 10: Finalise the Project

Objectives
To make final changes, gather summary input, and close the project
Prerequisites
The customer understands the objectives of this activity
The solution architect has delivered the draft report and
presentation to the customer sponsor
The account executive has identified any next steps and new
opportunities
Completion Criteria
The engagement manager has delivered the final report to the
customer and formally closed the project
The solution architect has prepared a project closure report that
includes post-engagement analysis
Ideally, there is an agreement from the customer sponsor to begin
a follow-on engagement
Solution Architecture Concept Workshop
Templates
ITSA Overview Customer Presentation V0.1.ppt
Requirements Methodology Presentation V0.1.ppt
Solution Architecture Concept Facilitator's Guide V0.1.doc
Solution Architecture Concept Service Delivery Guide V0.1.doc
A1 - Evaluate Engagement
A10 - Finalise Project - No Tools
A2 - Meet Sponsor
A3 - Agree on Work
A4 - Prepare for Workshop Delivery
A5 - Run Workshop Day 1
A6 - Finalise Preparation for Day 2
A7 - Run Workshop Day 2 - No Tools
A8 - Prepare Workshop Deliverables
A9 - Deliver Report and Presentation - No Tools
A1 - Evaluate Engagement\ITSA Overview Customer
Presentation V0.1.ppt
A1 - Evaluate Engagement\LOU Engagement Plan Example
V0.1.doc
A1 - Evaluate Engagement\LOU Engagement Plan V0.1.doc
A1 - Evaluate Engagement\Opportunity Assessment Worksheet
V0.1.doc
A1 - Evaluate Engagement\Previous Experience Worksheet
V0.1.doc
A1 - Evaluate Engagement\Vendor Matrix Example V0.1.ppt
A2 - Meet Sponsor\Account Profile and Data Collection
Worksheet V0.1.doc
A2 - Meet Sponsor\Planning for Successful Contracts V0.1.doc
A4 - Prepare for Workshop Delivery\Business View Presentation
V0.1.ppt
A4 - Prepare for Workshop Delivery\C Presentation V0.1.ppt
A4 - Prepare for Workshop Delivery\Capture Template for
Drivers, Principles, and Related Information V0.1.doc
A4 - Prepare for Workshop Delivery\Concept Agendas V0.1.doc
A4 - Prepare for Workshop Delivery\Functional View
Presentation V0.1.ppt
A4 - Prepare for Workshop Delivery\Implementation View
Presentation V0.1.ppt
A4 - Prepare for Workshop Delivery\Participant Briefing Letter
V0.1.doc
A4 - Prepare for Workshop Delivery\Pre-Workshop Customer
Sponsor Meeting Planner V0.1.doc
A4 - Prepare for Workshop Delivery\Presentation V0.1.ppt
A4 - Prepare for Workshop Delivery\Technical View
Presentation V0.1.ppt
A4 - Prepare for Workshop Delivery\Workshop Agenda
Example V0.1.ppt
A4 - Prepare for Workshop Delivery\Workshop Agenda
V0.1.ppt
A4 - Prepare for Workshop Delivery\Workshop Content and
Role Planner V0.1.doc
A4 - Prepare for Workshop Delivery\Workshop Customer
Participant Planner V0.1.doc
A4 - Prepare for Workshop Delivery\Workshop Introduction
Presentation V0.1.ppt
A4 - Prepare for Workshop Delivery\Workshop Logistics
Planner V0.1.doc
A5 - Run Workshop Day 1\Key Questions for Customers.doc
A5 - Run Workshop Day 1\Litmus Test for Principles
Checklist.doc
A5 - Run Workshop Day 1\Vision Exercise Planner.doc
A6 - Finalise Preparation for Day 2\Interim Summary
Presentation Example.ppt
A6 - Finalise Preparation for Day 2\Interim Summary
Presentation Planner.doc
A8 - Prepare Workshop Deliverables\Presentation Preparation
Checklist.doc
A8 - Prepare Workshop Deliverables\Report on Architecture
Workshop Example.doc
A8 - Prepare Workshop Deliverables\Report on Architecture
Workshop.doc
A8 - Prepare Workshop Deliverables\Report Outline.doc
A8 - Prepare Workshop Deliverables\Sponsor Presentation
Example.ppt
A8 - Prepare Workshop Deliverables\Sponsor Presentation.ppt
More Information

Alan McSweeney
alan@alanmcsweeney.com