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Copyright © Institut Lean France 2014 
Lean IT Summit 
SAP and Lean MindSet: 
The story of a short and fast project with India 
P ris, France 
16 & 17 October, 2014 
christophe.berbeyer@gmail.com
Copyright © Institut Lean France 2014 
Technicolor 
P ris, France 16 & 17 October, 2014
Copyright © Institut Lean France 2014 
Businesses 
P ris, France 16 & 17 October, 2014
Copyright © Institut Lean France 2014 
Record 
in BW 
P ris, France 16 & 17 October, 2014 
KPI 
Typologies 
The Product 
Standardized Reporting tool 
KPI 
Quality 
Managers 
Dashboard 
Management 
Meeting Organizer 
Reporting 
SSRS Restitution 
Business Value: 
Reduce the time to create the powerpoint from ≃1 day to 1H
Copyright © Institut Lean France 2014 
The Journey: Where are we going? 
P ris, France 16 & 17 October, 2014 
Team 
Delocalized and outsourced 
Continuous Delivery 
within SAP environments 
Iterative to adjust 
Burndown Chart 
User Stories 
● _______ 
● _______ 
● _______
Copyright © Institut Lean France 2014 
Challenge 
Duration ≃ 2 months 
Team in India 
➟ 2 people: 1 BW / 1 WEBDYNPRO 
➟ Outsourced offshore 
➟ Distance & Time difference 
➟ Communication: Phone and Video 
Iterative Project Method 
➟ Unusual in the SAP world 
User Interface 
➟ Unusual in the SAP world 
➟ Rare Skills 
P ris, France 16 & 17 October, 2014 
Product Owner 
+5:30 h 
SCRUM Master 
1 SSRS Developer 
2 SAP Developers
Copyright © Institut Lean France 2014 
Iterative project: Why? 
➟ Very challenging 
✓ No team options 
✓ We have never developed a User Interface with SAP 
✓ I have never managed a project with a team abroad 
➟ Regular and rapid feedback 
✓ Iteration of 1 week 
➟ Avoid the tunnel effect 
✓ discover issues too late 
to adjust as we progress 
P ris, France 16 & 17 October, 2014
Copyright © Institut Lean France 2014 
My convictions 
➟ The team is skilled 
➟ I am convinced we can make it 
➟ Management Attitude change: 
Striving to create the performance conditions: 
✓ Being always available 
✓ Listen to the team problems 
✓ Help the team 
✓ Create a space for discussion and debrief 
⇒ Being at the service of the team 
P ris, France 16 & 17 October, 2014
Copyright © Institut Lean France 2014 
Keep an eye on me... 
Asking close people to coach me 
➟ Quality/PMO: 
to ensure I follow the SCRUM methodology 
➟ Internal Coach: 
to ensure I keep the proper attitude toward the team 
QA 
... 
P ris, France 16 & 17 October, 2014
Copyright © Institut Lean France 2014 
Take to the sea... 
P ris, France 16 & 17 October, 2014
Copyright © Institut Lean France 2014 
Specifications 
As a ... I would like to ... so that ... 
1st problem: Not sufficient - It requires analysis 
P ris, France 16 & 17 October, 2014 
As a User 
I would like to enter/modify my dashboard Actuals of the selected period in a dedicated screen 
so that it provides the latest figures of my Dashboard 
As a User 
I would like to see only my own Dashboards when I am connected 
so that I can check my data and the others cannot see them 
13 Complexity points each out of 490 [2.6 %]
Copyright © Institut Lean France 2014 
User Stories 
User Story 
It is very difficult for an outsourced team to 
understand the business solution from the User 
Stories only 
➟ We had to work together to define the Data Structure, User 
Interface, Authorizations , Use cases, Clarify Business rules, ... 
P ris, France 16 & 17 October, 2014 
● _________ 
● _________ 
● _________
Copyright © Institut Lean France 2014 
Spring #1: Clarifying specifications 
P ris, France 16 & 17 October, 2014 
No deliveries 
1 2 3 4 
Nothing “DONE” 
2nd Problem: 
Getting the dev team on board at the very last moment 
Necessary to explain the project Vision and Why we do it
Copyright © Institut Lean France 2014 
Seeing each others 
P ris, France 16 & 17 October, 2014
Copyright © Institut Lean France 2014 
Sprint #2: 1st “DONE” 
1 2 3 4 
P ris, France 16 & 17 October, 2014 
DONE 
We start Delivering
Copyright © Institut Lean France 2014 
Daily standups 
➟ Video conf whenever possible 
⇒ to see each other 
➟ Daily meetings were long: up to 2H 
⇒ Listening to the team questions 
➟ Little feedback only questions 
⇒ the team needs to understand the project 
⇒ they are not used to spending so much time talking 
P ris, France 16 & 17 October, 2014 
Objective: 
to discover obstacles as soon as possible 
and remove them
Copyright © Institut Lean France 2014 
Sprint #3: Estimates 
2 3 4 
3rd Problem: Estimates are inaccurate 
P ris, France 16 & 17 October, 2014 
DONE
Copyright © Institut Lean France 2014 
Estimates 
It takes time to get reliable estimates 
➟ Real can be 200% more than the estimate 
➟ Very difficult to calculate the project ending 
1 2 3 4 5 6 
P ris, France 16 & 17 October, 2014
Copyright © Institut Lean France 2014 
Progress measurement 
1 2 3 4 5 6 7 
A Single KPI in single file : 
Customer satisfaction measured during the Demo 
P ris, France 16 & 17 October, 2014
Copyright © Institut Lean France 2014 
Retrospective 
➟ Video conf whenever possible 
⇒ to see each other 
➟ Few feedback only questions 
⇒ the team needs to understand the project 
➟ Retrospectives are weird to the team 
⇒ They keep asking questions 
⇒ when I am expecting feelings and opinions 
P ris, France 16 & 17 October, 2014 
Objective: 
to understand what I did wrong 
and adjust
Copyright © Institut Lean France 2014 
Sprint #4: Continuous Delivery 
3 4 5 
4th Problem: Operations refuse to Deliver into Production 
We adjust the sprint duration to 2 weeks 
and take time to clarify the delivery process 
P ris, France 16 & 17 October, 2014
Copyright © Institut Lean France 2014 
Continuous Delivery with SAP 
Regular SAP Transport Order delivery process 
Development Integration Production 
Anytime 
Maintenance Maintenance 
Project Project Project 
P ris, France 16 & 17 October, 2014 
End of the project 
or release 
Continuous Delivery process 
Development Integration Production 
Anytime Anytime
Copyright © Institut Lean France 2014 
The halfway crisis 
Team and especially me 
➟ We still have 75% of Complexity points to deliver ! 
Developers 
➟ UI Specifications and Business rules are unclear 
Operations / Application Manager 
➟ Too many deliveries ! 
P ris, France 16 & 17 October, 2014 
It is time to: 
⇒ extend the Sprint duration to reduce pressure 
⇒ focus on technical debt
Copyright © Institut Lean France 2014 
Sprint #5: Deliveries start to flow 
5th Problem: Deliveries start flowing but so do issues 
We adjust the testing process 
P ris, France 16 & 17 October, 2014 
4 5 6
Copyright © Institut Lean France 2014 
Test, test, test,... 
eMail feedback is inefficient 
and requires additional clarification 
P ris, France 16 & 17 October, 2014 
Switching to Screen Sharing 
speeds up the feedback loop 
Contains more contextual informations
Copyright © Institut Lean France 2014 
Sprint #6: SSRS 
We are able to deliver “Nice to Have” features 
P ris, France 16 & 17 October, 2014 
4 5 6
Copyright © Institut Lean France 2014 
The flow of deliveries 
P ris, France 16 & 17 October, 2014
Copyright © Institut Lean France 2014 
Close the book 
The 
End 
P ris, France 16 & 17 October, 2014
Copyright © Institut Lean France 2014 
Conclusions 
1. User story requires analysis 
2. Involve the Dev team in the Study 
3. Estimate accurately needs time 
4. Involve Operations 
5. Report issues to the Dev team through 
screen sharing demo 
Have strong convictions: 
➟ believe in the team skills 
➟ help the team 
P ris, France 16 & 17 October, 2014
Copyright © Institut Lean France 2014 
Q & A 
P ris, France 16 & 17 October, 2014

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SAP and Lean MindSet: Short and Fast project with India by Christophe Berbeyer at Lean IT Summit 2014

  • 1. Copyright © Institut Lean France 2014 Lean IT Summit SAP and Lean MindSet: The story of a short and fast project with India P ris, France 16 & 17 October, 2014 christophe.berbeyer@gmail.com
  • 2. Copyright © Institut Lean France 2014 Technicolor P ris, France 16 & 17 October, 2014
  • 3. Copyright © Institut Lean France 2014 Businesses P ris, France 16 & 17 October, 2014
  • 4. Copyright © Institut Lean France 2014 Record in BW P ris, France 16 & 17 October, 2014 KPI Typologies The Product Standardized Reporting tool KPI Quality Managers Dashboard Management Meeting Organizer Reporting SSRS Restitution Business Value: Reduce the time to create the powerpoint from ≃1 day to 1H
  • 5. Copyright © Institut Lean France 2014 The Journey: Where are we going? P ris, France 16 & 17 October, 2014 Team Delocalized and outsourced Continuous Delivery within SAP environments Iterative to adjust Burndown Chart User Stories ● _______ ● _______ ● _______
  • 6. Copyright © Institut Lean France 2014 Challenge Duration ≃ 2 months Team in India ➟ 2 people: 1 BW / 1 WEBDYNPRO ➟ Outsourced offshore ➟ Distance & Time difference ➟ Communication: Phone and Video Iterative Project Method ➟ Unusual in the SAP world User Interface ➟ Unusual in the SAP world ➟ Rare Skills P ris, France 16 & 17 October, 2014 Product Owner +5:30 h SCRUM Master 1 SSRS Developer 2 SAP Developers
  • 7. Copyright © Institut Lean France 2014 Iterative project: Why? ➟ Very challenging ✓ No team options ✓ We have never developed a User Interface with SAP ✓ I have never managed a project with a team abroad ➟ Regular and rapid feedback ✓ Iteration of 1 week ➟ Avoid the tunnel effect ✓ discover issues too late to adjust as we progress P ris, France 16 & 17 October, 2014
  • 8. Copyright © Institut Lean France 2014 My convictions ➟ The team is skilled ➟ I am convinced we can make it ➟ Management Attitude change: Striving to create the performance conditions: ✓ Being always available ✓ Listen to the team problems ✓ Help the team ✓ Create a space for discussion and debrief ⇒ Being at the service of the team P ris, France 16 & 17 October, 2014
  • 9. Copyright © Institut Lean France 2014 Keep an eye on me... Asking close people to coach me ➟ Quality/PMO: to ensure I follow the SCRUM methodology ➟ Internal Coach: to ensure I keep the proper attitude toward the team QA ... P ris, France 16 & 17 October, 2014
  • 10. Copyright © Institut Lean France 2014 Take to the sea... P ris, France 16 & 17 October, 2014
  • 11. Copyright © Institut Lean France 2014 Specifications As a ... I would like to ... so that ... 1st problem: Not sufficient - It requires analysis P ris, France 16 & 17 October, 2014 As a User I would like to enter/modify my dashboard Actuals of the selected period in a dedicated screen so that it provides the latest figures of my Dashboard As a User I would like to see only my own Dashboards when I am connected so that I can check my data and the others cannot see them 13 Complexity points each out of 490 [2.6 %]
  • 12. Copyright © Institut Lean France 2014 User Stories User Story It is very difficult for an outsourced team to understand the business solution from the User Stories only ➟ We had to work together to define the Data Structure, User Interface, Authorizations , Use cases, Clarify Business rules, ... P ris, France 16 & 17 October, 2014 ● _________ ● _________ ● _________
  • 13. Copyright © Institut Lean France 2014 Spring #1: Clarifying specifications P ris, France 16 & 17 October, 2014 No deliveries 1 2 3 4 Nothing “DONE” 2nd Problem: Getting the dev team on board at the very last moment Necessary to explain the project Vision and Why we do it
  • 14. Copyright © Institut Lean France 2014 Seeing each others P ris, France 16 & 17 October, 2014
  • 15. Copyright © Institut Lean France 2014 Sprint #2: 1st “DONE” 1 2 3 4 P ris, France 16 & 17 October, 2014 DONE We start Delivering
  • 16. Copyright © Institut Lean France 2014 Daily standups ➟ Video conf whenever possible ⇒ to see each other ➟ Daily meetings were long: up to 2H ⇒ Listening to the team questions ➟ Little feedback only questions ⇒ the team needs to understand the project ⇒ they are not used to spending so much time talking P ris, France 16 & 17 October, 2014 Objective: to discover obstacles as soon as possible and remove them
  • 17. Copyright © Institut Lean France 2014 Sprint #3: Estimates 2 3 4 3rd Problem: Estimates are inaccurate P ris, France 16 & 17 October, 2014 DONE
  • 18. Copyright © Institut Lean France 2014 Estimates It takes time to get reliable estimates ➟ Real can be 200% more than the estimate ➟ Very difficult to calculate the project ending 1 2 3 4 5 6 P ris, France 16 & 17 October, 2014
  • 19. Copyright © Institut Lean France 2014 Progress measurement 1 2 3 4 5 6 7 A Single KPI in single file : Customer satisfaction measured during the Demo P ris, France 16 & 17 October, 2014
  • 20. Copyright © Institut Lean France 2014 Retrospective ➟ Video conf whenever possible ⇒ to see each other ➟ Few feedback only questions ⇒ the team needs to understand the project ➟ Retrospectives are weird to the team ⇒ They keep asking questions ⇒ when I am expecting feelings and opinions P ris, France 16 & 17 October, 2014 Objective: to understand what I did wrong and adjust
  • 21. Copyright © Institut Lean France 2014 Sprint #4: Continuous Delivery 3 4 5 4th Problem: Operations refuse to Deliver into Production We adjust the sprint duration to 2 weeks and take time to clarify the delivery process P ris, France 16 & 17 October, 2014
  • 22. Copyright © Institut Lean France 2014 Continuous Delivery with SAP Regular SAP Transport Order delivery process Development Integration Production Anytime Maintenance Maintenance Project Project Project P ris, France 16 & 17 October, 2014 End of the project or release Continuous Delivery process Development Integration Production Anytime Anytime
  • 23. Copyright © Institut Lean France 2014 The halfway crisis Team and especially me ➟ We still have 75% of Complexity points to deliver ! Developers ➟ UI Specifications and Business rules are unclear Operations / Application Manager ➟ Too many deliveries ! P ris, France 16 & 17 October, 2014 It is time to: ⇒ extend the Sprint duration to reduce pressure ⇒ focus on technical debt
  • 24. Copyright © Institut Lean France 2014 Sprint #5: Deliveries start to flow 5th Problem: Deliveries start flowing but so do issues We adjust the testing process P ris, France 16 & 17 October, 2014 4 5 6
  • 25. Copyright © Institut Lean France 2014 Test, test, test,... eMail feedback is inefficient and requires additional clarification P ris, France 16 & 17 October, 2014 Switching to Screen Sharing speeds up the feedback loop Contains more contextual informations
  • 26. Copyright © Institut Lean France 2014 Sprint #6: SSRS We are able to deliver “Nice to Have” features P ris, France 16 & 17 October, 2014 4 5 6
  • 27. Copyright © Institut Lean France 2014 The flow of deliveries P ris, France 16 & 17 October, 2014
  • 28. Copyright © Institut Lean France 2014 Close the book The End P ris, France 16 & 17 October, 2014
  • 29. Copyright © Institut Lean France 2014 Conclusions 1. User story requires analysis 2. Involve the Dev team in the Study 3. Estimate accurately needs time 4. Involve Operations 5. Report issues to the Dev team through screen sharing demo Have strong convictions: ➟ believe in the team skills ➟ help the team P ris, France 16 & 17 October, 2014
  • 30. Copyright © Institut Lean France 2014 Q & A P ris, France 16 & 17 October, 2014