Commercial Aligned Capability Team Ways of Working

Workshop materials presenting:

Organisation Structure Project Roadmap Roles & Responsibilities RACI Chart
Prepared by David Lau & Karuna Pujar Commercial Aligned Capability PMO Jul 2010

Workshop Objectives:
TEAM STRUCTURE & PROJECT DELIVERY ROADMAP: review CAC team organization & confirm roles within team KEY RESPONSIBILITIES: define and agree ownership of tasks & deliverables required for successful project delivery WAYS OF WORKING: establish a clear framework for efficient cooperation within our team & with other teams Desired workshop outcomes:

Crystal clarity on each team members role & ownership Other teams understanding of who is doing what Improved external and internal team communication channels Empowerment across the team

Detailed Guides for Team Org Structure, R&Rs, RACI Chart, Project Roadmap
Commercial Aligned Capability Team Org Chart

link

Team Roles &Responsibilities

link

Commercial Aligned Capability RACI Chart

link

Roadmap Methodology/ Deliverables by Team and by Project Phase

link

NOTE: Please submit access request to IJSFA Connectware database via GSK Apps Thank you
3

Glossary of Terms (1)

Abbreviation
BA BR CAC CCPO CMP CR CCF CRB DEV DMiP DMiR DMP Doc Admin

Definition
Business Analyst Business Requirements Commercially Aligned Capability Team Change Control Process Owner Configuration Management Plan Change Request Change Request Form Change Request Board Development Data Migration Interface Plan Data Migration Interface Report Document Management Plan Document Administrator

Glossary of Terms (2)

Abbreviation
DS GSFA IMP M&A PM PMO PQP PQR QA RACI SCS SIT SME SR TAM TIP TIR UAT

Definition
Design Specification Global Sales Force Automation IJSFA, Insight and Salsa Incident Management Plan Merger & Acquisition Project Manager Programme Management office Project Quality Plan Project Quality Report Quality Assurance Responsible, Accountable, Consult, Inform Systems Communications & Services System Integration Testing Subject Matter Expert System Requirements Technical Architecture Manager Technical Installation Plan Technical Installation Report User Acceptance Testing

1. Team Organisation 2. Roles & Responsibilities 3. Ways of Working

Commercial Aligned Capability Team Agreed Org Structure- By People Q1 2010

How do we fit together?

LOCAL MARKET DELIVERY TEAM
DIRECTOR BA TAM SME DEV TEST PM

SS E N S UB E HT I

PMO

T ARTS &S EL AS

SCS
DESIGN BUILD
8

REQUIREMENTS GATHERING

SIT

UAT

DEPL. or RETROFIT

NO T AC LPP A I I S E C VRES I
ON-GOING MAINTENANCE

ARCHITECT

Programme Structure
THE BUSINESS FINANCE
STRATEGIES

SALES &

LOCAL MARKETS

STEERING TEAM CAC

SCS

APPLICATION

SERVICES

Project Structure STEERING TEAM

PROJECT MANAGEMENT TEAM LOCAL SCS MARKET

APPLICATION SALES THE BUSINESS CAC SERVICES & STRATEGIES

PM BASME TEST DEV

10

CAC Team in Projects

BA
TEST DEV

PM

CAC DIR

PMO

SME

11

1. Team Organisation 2. Roles & Responsibilities 3. Ways of Working

Key Responsibilities by Role

CAC DIRECTOR: Overall responsibility for programme solution delivery, resources & budget Aligning project prioritisation to business strategy Managing Sponsors & Local Market expectations, vendor management & contractual negotiations Responsible for risks & issues escalated by PM Preventing scope creep

Follow the link for details on your R&Rs:

link

13

Key Responsibilities by Role

CAC ARCHITECT: Responsible for CAC architecture strategy design and delivery and its alignment with GSK & infrastructure standards Technology refresh initiative Owns architecture & infrastructure diagrams

Follow the link for details on your R&Rs:

link

14

Key Responsibilities by Role

CAC PMO: Responsible for best practices & ways of working: consistent methodology across all projects Owns Change Management process & reporting, document management [and training] Owns CCP, IMP, CMP, PQP, DMP

Follow the link for details on your R&Rs:

link

15

Key Responsibilities by Role

CAC PM: Overall responsibility for project delivery, resources & budget according to agreed plan Identifies risks & issues and develops mitigation plan, manages project conflicts Facilitates dialogue & decision making, ensures agreement is reached and communicated Manages scope creep Captures and shares project learning Owns project plan, weekly status reports, risks & issue log, project resource plan, project PQP, project PQR
Follow the link for details on your R&Rs:

link

16

Key Responsibilities by Role

CAC BA: Single point of contact for business/market requirements Ownership of the requirements & the release scope Accountable for
Defining and prioritising market requirements Requirements are assessed and documented with dependencies & cross functional impacts Championing & communicating scope approval Assisting market in defining training needs UAT ownership: engaging Local Market, tracing changes through tests & defect resolution

Owns BR, SR, Traceability Matrix, UAT documentation; DMiP, DMiR

Follow the link for details on your R&Rs:

link

17

Key Responsibilities by Role

CAC SME: Single point of contact for technical related matters on design, build and deployment Responsible for technical assessment (incl. dependencies, impacts, risks & issues) of all proposed changes Responsible for technical delivery Owns Configuration DS., Design Review Report, System Access Plan

Follow the link for details on your R&Rs:

link

18

Key Responsibilities by Role

CAC DEV: Ensures codes produced adhere to CMP and are unit tested against appropriate unit design specification Ensures technical installation and deployment of codes from DEV->SIT>QA/UAT is supported by approved TIPs and TIRs Ensures testing defects are remediated and risks and issues reported to SME

Follow the link for details on your R&Rs:

link

19

Key Responsibilities by Role

CAC QA/TEST: Owns Test Strategy Assist in planning and responsible SIT & UAT activities are performed on time and to quality, any defects are tracked, tackled and closed Ensures testing defects are remediated and risks and issues reported to SME

Follow the link for details on your R&Rs:

link

20

RACI Chart R A C I
RESPONSIBLE The Doer; the person who is assigned to do the work ACCOUNTABLE The Owner/Approver; the person who makes the final decision and has the ultimate ownership CONSULTED INFORMED

The person that must be consulted before a decision or action is taken The person that must be notified that a decision or action has been taken

Assures everyones participation in completing tasks & deliverables Describes the level of responsibility: from a decision-making stance to always being kept in the loop

link

21

1. Team Organisation 2. Roles & Responsibilities 3. Ways of Working

22

How does it work?

THE BUSINESS

CAC DIR SME

DEV

PM

SERVICE TEAM

LOCAL MARKET

TEST

BA
PMO

23

CR Tools CR Form

CR Form completed by requestor Send to CRREQESTS@GSK.COM Automatically logged on CR DB Assignment done by PMO following resource allocation meeting Tech assessment completed in the CR DB by BAs / Tech Team in preparation for CRB Outcome updated by PMO in the CR DB post CRB

24

Change Control Process

Early notification from Market of planned dates

New Markets

Schedule in appropriate environment / escalate conflicts Update status Validate with BA only if required Service Manager to approve for implementation Email CR Form Alternatively if Dev is required, follow standard process

Pre-CRB Pre-CRB Report Report

Service Team

All to validate BR

Operational

Change Control Form

Corrective SRTicket / Email CR form Create corrective CR Close SR Ticket

SFA CR DB
Submitted Corrective Enhancement Other Operational Update Assign to Update Type

Pre-Change Review Board

Validate with BAs Trigger new enhancement if Operation CR requires dev work Service Manager to approve for implementation Alternatively if Dev is required, follow standard process Assessed for reporting impact Detailed Assessment Assessed BAs Config, Data, Arch, CCPO, Service & Insight BA to attend Run discussions by Category Revisit Type Assessment & h/l Estimate /Suggest closedduplicate Update CRB Date Indicate Dependency Update Owner Update status

Live Markets

SR Ticket

25

Categorised by Business Process

Change Control Process

Market Market Report Report

CRB CRB Report Report

Distribute to CRB Members

Postponed Close- Duplicate

Update Date Corrective

Change Review Board

Academy/CCoE; SFA Dir, SFA Del Dirs, Services, Business Process Owner, PMs/BAs to attend Review Assessment & Estimation Update Decision/Comments Update Status & Reason Update Release Update Type Update Priority

Close - Rejected

Update Date

Approved

Update Release

Enhancement Operational

System Specification
BA to Complete

Design Specification
Config to Complete

Inform Steering Committee of approved CRs Escalated Propose Release

Steering Committee
Postponed Close-Rejected Approved

Develop Test
Deploy Config to update Status Config provide Tip to Service team for sign off SRN

Deploy
Closed - Accepted Service Team to update Status Service Team to update Cameleon

26

Change Request lets get cooking!

LOCAL MARKET LOCAL MARKET LOCAL MARKET

Local Market recognizes their requirements gaps and describes their needs to a BA Local Market turns to a BA for recommendation.

LOCAL MARKET

LOCAL MARKET

We feel peckish. We wish Can we have

something to eat
Have they booked a table? Are they paying together?

PerhapsPMO facilitates a dialogue to process a a cheesecake?

Change Request from CR submission through the assessment, then approval or rejection, all the way to implementation.

Order number EU09_08_1234

PMO
27

Maintains the CR log/database chairs Pre-CRB & CRB meetings Provides necessary tools: CR Form, Traceability Matrix etc

Change Request lets get cooking!

Thats not good for your diet. But I understand you are hungry. Hmm, let me see what can be done for you. Leave it with me.

BA works with the Market to and works with the SME to assess the solution appropriate to the Market and Business demands. BA has the ultimate ownership of the CR/requirement and the Release Scope BA
Fills in Traceability Matrix Writes Business Requirements

SME is responsible for technical assessment of each Change Request indicating the implementation effort, risks, impacts etc

SME

Take 2 spoonfuls of sugar

28

SME is responsible for reviewing dependency assessment across all systems

Change Request lets get cooking!

We are serving a 12 course meal
BA Are the silver knives and forks ready? write a recipe, cook it, try, it, serve it let me seeyeah, itll take about 20 minutes 12 courses only!
29

PM is responsible for the engagement of all teams (SCS, Services etc) to propose a plan of implementation to be approved by the CRB PM is responsible to plan the delivery of the approved CRs BA owns the scope and ensures new requirements do not creep and affect agreed delivery timeline

PM

Change Request lets get cooking!

Got that!
At Pre-CRB the team reviews whether the list of CRs proposed for approval and the implementation plan are in place for the Business to accept or reject.

Got this

Were ready.
CAC DIR

SME

BA

PMO

PM

30

Change Request lets get cooking!

THE BUSINESS

At CRB a decision is made based on the business benefit whether the Change Requests presented as a Release Scope together with an Implementation Plan should be approved.

OK. Thats seems healthy. Lets do it.

31

Change Request lets get cooking!

READY, STEADY, COOK!

DEV TEAM develops the code ensuring it adheres to CMP DEV TEAM ensures all build activities are supported by approved TIPs and TIRs

DEV

32

Change Request lets get cooking!

QA/TEST TEAM coordinates SIT & UAT activities ensuring that they are completed on time and to quality While testing design solutions Test Team is responsible for
Making sure the requirements are traceable from Build to SIT Defects are tracked, monitored to resolution Any risks and issues are reported to SME

Deep ruby in colour with hints of violet and an intense, complex, inky bouquet of plum and blackberries, red fruit jam, spices and bay leaves. Velvety in the mouth with a mellow structure and sweet tannins which make it effortlessly elegant with a long finish, but...

TEST

33

Boston Matrix
2 Enhancements
2 CCR

2 CCRs
2 CCR

2 Enh 1 CCR

8 CCRs 6 Enhancements
5 CCR 2 Enh

2 Enh
High

2 Enh

Value

1 CCR
1 CCR

5 CCRs
2 CCR 3CCR

4 CCRs 2 Enhancements
1 Enh 1Enh 1 CCR

3 CCR

Business Value

2 CCRs 1 Enhancement

1 Enhancement

Low

PROPOSED TO BE DECIDED REJECTED ACCEPTED

Low

IT Effort

High

Total: 34 Approve: 17 Postpone: 14 TBC: 3

Enhancement & Corrective CRs

SYSTEM Salsa Insight OWNER Nick Garbutt Peter Yeung, Martin Krol, Amit Chakrvarty Liz Cowley, Nigel Smith

IJSFA

35

CCR Production Incident Process

36

Document Delivery Process & Assigned Responsibilities (1 out of 4)

PMO owns:
PQP consisting of a comprehensive deliverables list together with the Authors/Team responsible for document delivery DMP that governs document review & approval process with the document storage

PMO guides & trains on document approval process link

Roadmap Methodology/ Deliverables by Team and by Project Phase illustrates in detail required documentation and the team/role responsible for document delivery at a specified project phase. 37

Document Delivery Process & Assigned Responsibilities (2 out of 4)

AUTHORS & APPROVERS have the responsibility to read & understand relevant GSOPs and use the up-todate iQMS templates AUTHOR owns the document review process and is responsible for its a timely delivery to the DOC ADMIN for a formal approval APPROVERS must provide their comments within the specified review period

link

Roadmap Methodology/ Deliverables by Team and by Project Phase illustrates in detail required documentation and the team/role responsible for document delivery at a specified project phase. 38

Document Delivery Process & Assigned Responsibilities (3 out of 4)

PM assures the list of deliverables and schedule is included in the project plan PM owns the Quality Gates scheduled for each release implementation to check the documentation delivery status; at minimum, a Quality Gate is scheduled during the end of a Test Phase & before the Deployment takes place.

link

Roadmap Methodology/ Deliverables by Team and by Project Phase illustrates in detail required documentation and the team/role responsible for document delivery at a specified project phase. 39

Document Delivery Process & Assigned Responsibilities (4 out of 4)

DOCUMENT ADMIN allocates unique doc IDs Owns the process of gathering & looking after the formal evidence of approval Looks after the Master Files repository

link

Roadmap Methodology/ Deliverables by Team and by Project Phase illustrates in detail required documentation and the team/role responsible for document delivery at a specified project phase. 40

Document Delivery Process Documents Repository is Moving Home

CIT Mandate the use GCMS for all projects Everyone should already attended a GCMS training SalsaEv is already using GCMS New projects such as CLM, Mobility, IJSFA 4.7+ and Insight 8.x+ should start using GCSM Existing Salsa, IJSFA and Insight documents are being migrated to GCMS since start of June. Target is to migrate all iQMS documents by end of August Migration team consists of; Karuna, Sandra Collins and Cindy Bennett

41

Question Time

42