Case Study: Modernizing the PMO with CA PPM 15

Modernizing the PMO with CA PPM 15
Chris MacKenzie
AMT19S
AGILE MANAGEMENT
Group TV and Digital PMO
Sky

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For Informational Purposes Only
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Abstract
This session outlines how Sky met the challenge of operating an enterprise level PMO
when faced with a major shift to agile development in one of it’s development centres.
The deck outlines the challenges and then the route chosen to meet those challenges. By
adapting the PPM tool to have the squad/scrum as an aggregation unit allowed the
squad/scrum to have visibility and control over information pertinent to the squad/scrum
while at the same time giving PMs greater visibility of what is happening in squads
working on their project. In addition a Tribe level portal was created to allow a
departmental view of the work underway.
The session also touches on Sky’s resource management suite built along side CA PPM.
Chris
MacKenzie
Sky
Group TV and Digital
PMO

Who are we.
Europe’s leading entertainment company
§ 22.5 Million Customers
§ 31,000 Employees
§ £6 Billion annual content investment
§ over 1,000 hours of original content
in production
§ £12.9 Billion Revenue

Our PPM Story
§ Implemented CA PPM 10 years ago
§ System integrated with Ariba, PeopleSoft and
JD Edwards
§ Mainly Waterfall development.
§ Focus on supporting the PM and PrgM.
§ Usual challenges with take-up but system
well ‘bedded in’.
One Version of the truth.

Digital Centre of Excellence – Leeds UK.
§ New development centre with c500 employees
most of whom are focused on Sky’s Digital
Estate.
§ Ethos was agile development in as pure a form
as possible.
§ Squad the focus of the development process.
§ Project Management now an anomaly
The Agile Manifesto comes alongside at Leeds Dock

The agile challenge
§ Scrum Masters and Delivery Managers now needing
up to date information as it relates to their Squad(s).
§ Strategic projects delivered by a variety of approaches
across Technology
§ Funding still by ‘project’.
§ Strategic deliveries mingle with lower level objectives
in squad backlogs.
§ To a scrum master using CA PPM is like needing an
HGV licence when you just want to nip to the shops.
Sometimes you only need a Mini not a 40 ton Heavy Goods Vehicle

The challenge get’s tougher
§ Squads not always clear on what project
is funding what work, or their budget.
§ Two tier system. CA PPM for project meta
data, excel for squad related data.
§ CA PPM now not meeting the needs of
the delivery community.
§ Squads choosing a variety of tools or
simple Kanban board
Large programmes and Exec commitments meet the squad

The way forward
§ Hard look at CA PPM – is it still fit for
purpose – yes fully integrated and
supports the PM community.
§ Realisation that aggregating at a squad
level was the way to go.
§ Created Squad Zone – CA PPM
for squads.
I have a big spreadsheet here that I’d like the PMO to keep up to date.

Squad Zone
§ Easy to assign whole squad to a project.
§ Visibility of where time has been booked.
§ Visibility of project budgets at squad level.
§ Reporting at project and squad level.
§ Risk and issue at squad level.
§ View of contract end dates for non-perms.
Where all the best squads hang out!

Squad Zone
What does it look like?

Squad Zone
Agile and Project Management – grudging acceptance on both sides.

Squad Zone - Budgets
Show me the money.
• Clear visibility of the ‘Squad Budget’ for the project.
• Clear visibility of spend against the budget.
• Early warning of likely overspends.
• Squad take ownership of ‘delivery to a budget’.

Squad Zone - Reporting
Everybody wants a report.
• Report at a squad level on squad specific items. Publish up to tribe.
• Report on work directly related to a project. Publish up to project.

Squad Zone - Reporting
Updates where they should be.

Tribe Zone
Or - what on earth is going on in my department?
• Consolidated view across the squads in a tribe.
• Used by Delivery Managers and Heads of Technology.
• Starting to become the portal through ‘department’ information is filtered.

Tribe Zone – Reporting
The 5:15 conundrum
• Every scrum reporting, rolls up to a lot of words.
• Tribe Zone allows Delivery Managers and Heads of Tech to see the reports and easily select the key points
for the ‘tribe’ level report.

Tribe Zone - skills
I’ve got skills, they multiplying.
§ Skills shown by Squad or by
Tribe.
§ Used to promote resource
mobility across squads and
tribes.
§ Highlights areas where there
is a lack of knowledge or
single point of failure.

Resource Management
How many people work here? About half of them!

Time-sheets
§ Installed and use the mobile
timesheet App.
§ Fill in timesheet on the go.
§ Security maintained via Mobile
Iron.
§ Aim is to move timesheet
completion out of CA PPM to
easiest place for employee.
The bane of every PMO’s life.

Summary
§ Squad & Tribe OBS.
§ Recognise management
is done at a local level.
§ Keep the Squads involved
as you develop.
§ Be the conduit to smooth
agile development at an
enterprise level.
Decide to do it and do it.

Summary – continued.
§ Don’t fight against the
agile way of working.
§ Scrum Masters want help,
they hate the planning
‘overhead’.
§ Integrate with the tools
they are using.
Why are change agents so resistant to change?

What Next?
§ Further develop the linkage between
agile tools and CA PPM.
§ Provide full visibility across the delivery
team of what is being worked on and
where it funded from.
§ Further develop the Squad and Tribe
Zones to remove as much
‘bureaucracy’ as possible.
§ Ensure Roadmaps are part of the
integrated delivery cycle.
Not even halfway there!

Agile Management
For more information on Agile Management,
please visit: http://cainc.to/CAW17-AM

Case Study: Modernizing the PMO with CA PPM 15

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