Hitachi Vantara IT PPM Transformation Journey

1. © Hitachi Vantara Corporation 2019. All Rights Reserved.© Hitachi Vantara Corporation 2019. All Rights Reserved.
Microsoft PPM Summit – San Francisco
Hitachi Vantara IT PPM Transformation
Journey
Nida Onay
IT Program Management Governance
Apr 23, 2019

2. © Hitachi Vantara Corporation 2019. All Rights Reserved.© Hitachi Vantara Corporation 2019. All Rights Reserved.
Agenda
Nida Onay &
Hitachi
Vantara
introduction
Where we
started & key
challenges
Our
requirements
Selection &
key success
factors
What we’ve
standardized
& automated
Power BI
reports
Results / ROI Q & A

3. © Hitachi Vantara Corporation 2019. All Rights Reserved.
Professional Experience Summary:
▪ IT Program Management Governance Specialist at Hitachi Vantara (Aug 2017 – Present)
▪ Account Manager / Communities and Academy Team Manager at Hitachi Vantara (2013-2017)
▪ Sr. Consultant / Consulting Manager at Hitachi Consulting (2007-2013)
▪ Advertising Career at Advertising Agencies & Microsoft (1997 – 2007)
Education & Training Highlights:
▪ University of Istanbul – Bachelor’s in Business Administration
▪ University of Washington – Post Bachelor’s Program in Integrated Marketing
▪ Professional Development Courses completed in Leadership, Management, Agile Development & Project Management
Nida Onay - Introduction

4. © Hitachi Vantara Corporation 2019. All Rights Reserved.
Hitachi, Ltd. Is Built on 100+ Years
of Successful Culture and Innovation
© Hitachi Vantara Corporation 2019. All Rights Reserved.
HITACHI, LTD.
▪ Founded in 1910
▪ $88.4 billion FY17
▪ 950+ subsidiaries
▪ 307,000 employees
▪ #79 in the 2017
Fortune Global 500

5. © Hitachi Vantara Corporation 2019. All Rights Reserved.
Hitachi Vantara
T R U S T E D B Y D ATA - D R I V E N I N N O VAT O R S E V E RY W H E R E
© Hitachi Vantara Corporation 2019. All Rights Reserved.
Over
2,000
partners
Over
10,000
customers
9/10
Top banks
6/10
Top health
and life science
companies
9/10
Top communication,
media and entertainment
companies
9/10
Top telecom
companies
85% of
FORTUNE
Global 100

6. © Hitachi Vantara Corporation 2019. All Rights Reserved.© Hitachi Vantara Corporation 2019. All Rights Reserved.
Project Management Process – As Is
Salesforce
Officetools
forBA
ChangePoint
&PM
Smartsheet
ITBizOps
SharePoint
Officetoolsand
SmartsheetforPM&
Procurement
Oracle
IT BA Project Manager Delivery Team IT BizO
Opportunity
Created
Create PowerPoint
Proposal-
1. Timelines
2. People
3. Finances
Create Project in
ChangePoint in draft
status
Update Project in
Smartsheet. Staffing
and Contract
process started
Create Project in
Smartsheet &
Update Changepoint
to Active
Consolidate all
Expenses in
Smartsheet
Weekly - Report
Estimated vs actual
Expenses in
Smartsheet
Submit Timesheet in
changepoint
Receive Vendor
Invoice created by
vendor using P.O.
Share Vendor
Invoice with PM
Processes Marke
Project
Approved?
Yes
Finalize Staffing &
Communicate
1. Scope
2.Budget
3. Resourcing
4. Reporting
5. Effort &
Cost Tracking
Disjointed technology
solutions resulting with
data discrepancies
and manual work for
project financials,
resource and capacity
management, and
portfolio management.
Painful user
experience negatively
impacting adoption and
data quality, specifically
around:
• Project Financials &
Status Reporting
• Timesheets
• Capacity planning
Lack of reliable and
scalable solutions to
support the business
needs
Where we started…

7. © Hitachi Vantara Corporation 2019. All Rights Reserved.© Hitachi Vantara Corporation 2019. All Rights Reserved.
Our Requirements
Usage Scenarios Desired Outcomes
STRATEGIC ALIGNMENT &
ORGANIZATIONAL AGILITY
PORTFOLIO & DEMAND
MANAGEMENT
EXCELLENT PROJECT &
PROGRAM EXECUTION
PROJECT & PROGRAM
MANAGEMENT
EFFECTIVE RESOURCE
MANAGEMENT
RESOURCE & TIME
MANAGEMENT
INCREASED
PRODUCTIVITY
PROJECT & TEAM
COLLABORATION
Automate
Standardize
Consolidate
With best in class reporting & mobile access…

8. © Hitachi Vantara Corporation 2019. All Rights Reserved.
Selection & Key Success Factors
Solution Selection
√ Accelerate Time to Value
√ Consolidate various apps & reporting under a
single platform
√ Standardize on Industry Best Practices
Wicresoft Project (Online) KickStart
Pre-configuration App
Key Success Factors
❑ Key design aspects considered at the project outset
❑ Agile design & development
❑ Role based business process steps mapping to key
Project Online features
❑ Role based training (on-site & online)
“Our new PPM implementation has now
brought us into the 21st century and light
years ahead of where we were in terms of
overall efficiency, productivity, & business
capability”
Sr. Director, IT Enterprise Operations
“This is the best PPM
implementation I’ve
ever seen!”
VP of Tech Ops and
Business Management

9. © Hitachi Vantara Corporation 2019. All Rights Reserved.
PPM Process
Resource
Manager
BusinessPartner
PMO/Project
Manager
MemberofIT
Step 1
Opportunity Project
Creation
Step 2
Opportunity Pipeline
Review / Approval
Step 6
View / Edit /
Approve Resource
Requests
Step 7
Update Resource
Project Assignments
Step 3
Transition to Project
Manager
Step 13
Project Transition
From Business
Partner
Step 14
Update/Enter
Project Details,
Schedule, Financials,
& Resource Plan
Step 15
Monthly Update of
Financials &
Resource Plan
Step 16
Weekly Update of
Schedule and
Project Status
Step 5
View Capacity
Reports
Step 19
Submit/Recall
Weekly Timesheet
by Saturday EOD
Step 17
Project and Portfolio
Status Reporting
Step 20
Save Planned OOO
Time in Timesheet
Step 18
View Project Site
and Collaborate with
Team
Step 12
View OOO Dates
Report for Team
Step 4
View Opportunity
and Active Project
Portfolio Reports by
Client
Step 8
Create Operations
Project
Step 9
Add Resources to
Project Team
Step 10
Forecast Resource
Capacity for
Operations
Step 11
Track Timesheet
Compliance for
Team
Tools:
Opportunity Project / Approved Project
Project Schedule
SharePoint Financial App
Resource Management Center
Resource Plan – Project Professional
Timesheet
Power BI Report

10. © Hitachi Vantara Corporation 2019. All Rights Reserved.
▪ Demand Management
‒ Opportunity Details Form
‒ Opportunity Risk & Value
scoring methodology
▪ Project Management
‒ Project Status Reporting
(Indicators, Status Report
list)
‒ Risks, Issues, Changes
Logs via SharePoint Lists
‒ Project Financials
Management via
SharePoint Financials
App (Budget, Actuals,
Forecasted, Variance)
‒ Project Schedule
Templates (Application
Development, Real
Estate, etc.)
▪ Resource Management
‒ Project Online
Engagements
‒ Timesheet Rules &
Policies
Standardized…
Opportunity Form
Schedule
Project Site
Capacity Heatmap

11. © Hitachi Vantara Corporation 2019. All Rights Reserved.
Automated…
IT Users
✓ User provisioning & de-provisioning
✓ Timesheet task assignments
✓ Timesheet approval
✓ Timesheet recall (self-service)
✓ Opportunity proposal summary
✓ PMO project and portfolio status reporting
Administrators
✓ License management
✓ User security access management
✓ Maintenance of resource attributes
✓ Maintenance of teams / work groups
✓ Compliance reporting

12. © Hitachi Vantara Corporation 2019. All Rights Reserved.
Power BI Reports – Project Management

13. © Hitachi Vantara Corporation 2019. All Rights Reserved.
Power BI Reports – Resource Management

14. © Hitachi Vantara Corporation 2019. All Rights Reserved.
▪ Projected annual cost avoidance from realized productivity gains: $562K
Projected Return on Investment (ROI)
• Project Go live: Nov 2018
• IT resources: ~450
• 50 managers / 5 admins / 8 business partners / 8 PMs
• All Projects: ~600
• Active Opportunities: ~130
• Active Projects: ~100

15. © Hitachi Vantara Corporation 2019. All Rights Reserved.© Hitachi Vantara Corporation 2019. All Rights Reserved.
Questions?

16. © Hitachi Vantara Corporation 2019. All Rights Reserved.© Hitachi Vantara Corporation 2019. All Rights Reserved.
Thank You!

17. © Hitachi Vantara Corporation 2019. All Rights Reserved.
PPM Key Use Cases
Business Partner
IT Enterprise
Operations
PMO
Resource Manager
Team Member
Demand
Management
Project
Management
Resource
Management
Opportunity Intake
Opportunity Creation
Proposal Development
Opportunity Close
Create Project Site Project and Portfolio Status
Reporting
Close Project
Approve or Reject Proposal
Forecast Team for Operations
Review & Validate Team
Capacity Allocation
Submit TimesheetForecast Self OOO Time
Opportunity Evaluation Opportunity
Close / Project Initiation
Project Execution & Close
Opportunity Qualification
Current Resource Capacity
Allocation Review
Scenario Based Resource
Capacity Allocation Review
Create Project Budget, Schedule,
Resource Plan
Resource Work Assignment
Track Actual Cost vs. Budget
Track Actual Time vs. Planned
Validate Resource Plan
Approve / Reject Timesheet
Scenario Approval
EIM Scoring & Classification

18. © Hitachi Vantara Corporation 2019. All Rights Reserved.