Making Lean The Dean of IT Portfolio Management
Making Lean The Dean of IT Portfolio Management
Making Lean The Dean of IT Portfolio Management
Executive Summary
Amid the hypercompetitive global economy, Agile
software development has emerged as a proven
way to rapidly launch business-aligned software
and services. Despite considerable momentum,
however, we still find that organizational decisionmaking and governance methods have remained
rooted in old practices tied to traditional design,
funding and execution models.
Customer-centric organizations recognize that
in todays fast-changing business environment,
Agile project methods and delivery are not
sufficient. To enable market differentiation, it is
time to turn the emphasis to scaling agility within
strategic- and portfolio-planning processes.
In our engagements assessing enterprise project
and portfolio management (PPM) capabilities,
we have found numerous instances of organizations applying a legacy mindset to portfolio
management, using waterfall-based, phased
budgeting and planning cycles. This creates a
drag on Agile teams, many of whom are trained
to deliver quicker, better and less expensive
Agile Teams
Executive Management
Execution Style
Objective
Planning
Roadmap &
Two sprints (approximately four
Release Visibility weeks out).
Key Practices
and Artifacts
Desires
Figure 1
What
OPPORTUNITY
SEARCH
OPPORTUNITY
VALIDATION
OPPORTUNITY
SELECTION
OPPORTUNITY
PRIORITIZATION
BUSINESS CASE/
PROJECT CHARTER
Opportunity
identification,
categorization
and elaboration
using enterprise
PPM tool.
Evaluation of
current opportunities based on
strategic
alignment.
Opportunity
selection based on
feasibility studies
and traditional
evaluation process
and models.
Prioritization
based on the
long-term horizon
plans, capacity
and available
funding.
Detailed business
case prepared
with cost, output
and milestone
commitments for
sponsor approval.
Figure 2
TYPICAL
ANNUAL CYCLES
TRADITIONAL
Practices
Problems
Order Taker
Mentality
Control through
Data
Control through
Milestones
Figure 3
processes are in place for effective decisionmaking, work allocation and on-demand performance reporting, with traceability from strategic
objectives to real value delivered by teams.
Rationale
OVER
Creating large
and overly precise
plans upfront.
OVER
Focusing
on resource
utilization and
efficiency.
Budgeting
dynamically, with
fiscal governance.
OVER
Funding projects
over longer
periods of time.
Delivering
customer value fast
and frequently.
OVER
Delivering on-time
and on-budget.
Minimizing risks
and forecasting
returns.
Delivering value
through stable and
predictable teams.
Delivering frequent,
incremental value.
OVER
Figure 4
oritized work, with near-constant value reprioritization within an ever-changing portfolio context.
The LeAP manifestos value and principles help
generate improvements that align the business,
portfolio and delivery arms of an organization.
The goal, as depicted in Figure 5, is to optimize
business value delivery, working in unison with
business priorities and the delivery teams
capacity for execution.
In essence, LeAP is like a train with containers
full of products running on an agreed-upon
PORTFOLIO
Optimize Business Value
PPM drives program management
and governance.
Define and prioritize portfolio epics.
Measure and report progress on investment
spend.
Manage WIP using portfolio Kanban system.
Enable continuous improvements.
DELIVERY
Deliver Value Faster
BUSINESS
Sense and Respond to Change
Figure 5
Portfolio Backlog
LEAN-AGILE
Program
Epics
Approval
Cross-program
epics prioritized
Revert to PPM
leadership for
approval
deliver it?
MVP
Definition
Engagement
review
Global Epic
Prioritization
2
4
Program
epics review
How
should we
deliver it?
QUARTERLY
CYCLES
KANBAN PORTFOLIO
PULL
Figure 6
epics drive the resources needed for implementation, which must be closely managed using a
pull-based Kanban portfolio system.
Portfolio B N
Portfolio A
Enterprise
Enterprise
Strategy
Financial Goals
Enterprise
Business Drivers
Enterprise Budget
Strategic Intent
Return on
Investment
Prioritize
Epic
Market
Share
Constant
Feedback
Net
Promoter Score
Return on
Investment
Market
Share
Constant
Feedback
Net
Promoter Score
Strategic Theme
New Products
Strategic
Themes
Solution Demo
Portfolio B
Strategic Theme
Enhancements
Strategic Theme
Maintenance
Portfolio
Context
Revenue vs.
Target
Portfolio
Context
Profit and
Cost
Customer
Satisfaction
Investment Tracking
and Reporting
4
Portfolio A
Budget
Revenue vs.
Target
Need to adjust 5
portfolio budgets?
Portfolio
Context
Customer
Satisfaction
Fiscal Governance
and Dynamic Budgeting
Competitive
Environment
Enterprise
What opportunities
exist?
4
3
Portfolio B
Budget
Strategic Theme
New Products
Portfolio B
Strategic Theme
Enhancements
Strategic Theme
Maintenance
Profit and
Cost
Strategic
Themes
Review
Checkpoint
Gates
Figure 7
Strategic Intent
Investments
FY
Description
FY + 1
15%
25%
45%
55%
Reduce investment in
custom projects
Custom Projects
Required customizations to
protect existing customer
revenues.
25%
5%
Maintain share in
customer segments
Sustaining
15%
15%
Figure 8
9
Initiate
development,
report progress
PRODUCT
MANAGEMENT
Establish dynamic
budgeting across epics
Synchronize
portfolio
priorities
EPIC LEAD
ENTERPRISE
ARCHITECT
AGILE
TEAMS
BUDGET GOVERNANCE
LEAD
Synchronize
strategic
themes
PPM
ENTERPRISE
Figure 9
Value Delivery
Cross Scrum
Sprint
Cross-program
epics prioritized
Strategic
Theme
Review
10
Global Epic
Prioritization
Program Epics
Approval
Engagement
Review
Scrum of Scrums
Design (As
Needed)
Operational
Retrospective
Operational
Review
How can we
improve as
an Agile
organization?
How are we
doing as an
organization?
Are we
improving?
Program
epics review
System
Demo Day
User Story
Review
(PBR)
Are we
ready to
deliver?
11
MVP
Definition
How should
we deliver
it?
Escalated
impediments
Epics Grouped
By MVP
Revert to PPM
leadership for
approval
How will we
coordinate across
teams and
resolve
impediments?
When will we
deliver it?
6
Risk and Issues
reported to PPM
leadership
Impediment
Removal
Shared
Services
Scrum Teams
Program
Portfolio
Portfolio Epics
Epic
Decomposition
Sea-level
stories for
scrum team
&
How will be
the work be
done?
User Story
Elaboration
User story
backlog
Gates
Delivery
Sprints
Release
queue
Continuous
Integration
Testing
Review
Checkpoint
12
Release
Certification
Deploy and
Launch
UAT
Launch Gate
Figure 10
Looking Forward
To meet todays demand for faster and more business-aligned delivery of software and services,
enterprises must define and institute LeAP
program management practices that are built
on continuous planning cycles and data-driven
feedback. In our experience, this can help enterprises achieve greater visibility into the impact of
changing demands on operational performance
and keep pace with todays dynamic digital
economy.
Our proposed LeAP framework promotes best
practices and helps portfolio management teams
build the right product features, reduce in-flight
project activities, and more effectively prioritize
opportunities and capacity allocation.
Lean-Agile Portfolio
Management
Figure 11
In addition, the LeAP framework helps IT organizations achieve rolling-wave planning at appropriate
levels, from enterprise-level strategy planning to
team-level daily planning. This requires a unified
PPM and lifecycle management tool as a single
source of truth to achieve full transparency within
and outside the portfolio to every stakeholder.
The LeAP framework is a disciplined approach
for translating strategic aspirational goals into
realistic execution plans that can be implemented as a set of best practices (see Figure 11).
Companies can begin the transition to LeAP
program management by focusing on the four
quadrants depicted in Figure 11 and following
them clockwise, beginning with portfolio prioritization and alignment with value streams;
moving to building a portfolio Kanban system
for complete transparency and tracking; then on
to integrating vision and ownership; and finally
to establishing KPIs that report results against
enterprise strategic goals.
The proposed LeAP framework has been successfully applied at many of our Fortune 500
financial services and insurance clients. The
best approach is to perform a global assessment
at the enterprise level of current portfolio
management practices to identify immediate
challenges and gaps in the LeAP framework
building blocks. The next step is to define the
LeAP portfolio management strategy roadmap
to address the identified gaps in iterations.
By doing so, organizations can customize the
framework and enable continuous improvement
through constant feedback from portfolio stakeholders, program management and teams. Agile
offers many benefits and opportunities for the
digital age, and adopting a LeAP framework can
help organizations realize those goals through
better decision-making and improved Agile
project ROI.
Footnotes
1
Agile Plus Portfolio Management: Bridging the Gap Between Agile Teams & Management, Innotas, 2014,
https://www.innotas.com/wp-content/uploads/2014/09/Final-WP-agile-portfolio-management_050614.
pdf.
The Standard for Portfolio Management, Third Edition, Project Management Institute, 2013, http://marketplace.pmi.org/Pages/ProductDetail.aspx?GMProduct=00101388901.
Agile PPM in the Scaled Agile Framework: Eight Transformational Patterns, Leffingwell LLC, https://scalingsoftwareagility.files.wordpress.com/2011/12/agile-portfolio-management_rally-keynote-pptx.pdf.
Kenny Rubin, Agile 2013: Strategies for Agile Portfolio Management, Innolution, Aug. 6, 2013, http://www.
innolution.com/resources/presentations/agile-2013-strategies-for-agile-portfolio-management.
Ibid.
SAFe 4.0 for Lean Systems and Software Engineering, Scaled Agile, http://scaledagileframework.com/.
10
11
Agile PPM in a Scaled Agile Framework: Eight Transformational Patterns, Leffingwell LLC, https://scalingsoftwareagility.files.wordpress.com/2011/12/agile-portfolio-management_rally-keynote-pptx.pdf.
12
About Cognizant
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