Phase 5 of the BPM Project Delivery Plan - Design Details

Phase 5 Design Details

The objective of this phase is to design the details and understand the consequences to the organisation of implementing the preferred “To-Be” business solution. The BPI program becomes a composite of multiple, discrete projects for which parallel teams of technical specialists, aided by design team members, explore the interrelated impacts of conducting simultaneous changes to processes, human resources, technology, policies, and physical infrastructure.  This planning facilitates the identification of real costs, benefits and migration activities that will maximise the probability of a successful implementation and  demonstrable results for the company.  All detail is designed to enable a +/-10 percent level of accuracy (i.e. a 90% level of confidence).

Upon completion of the Design Details phase, management will have given its unequivocal commitment (i.e. for sponsorship, dedicated resources and funding) to move forward with a set number of implementation sub-projects with a high level of certainty in cost and confidence in benefits. Key employees will have been assigned active roles to deliver project results on time and on budget.  Individuals are considered accountable for the success of the project, and specific rewards and consequences are often implemented to motivate appropriate actions.

The start, end and duration of each subproject is governed by the Migration Plan.  Each sub-project has its own timeline dictated by the complexity and required activities of its scope.  The Program Office manages the integration, communication and coordination of these efforts, which for large-scale projects, can easily represent 50 discrete projects and 600 dedicated resources.

Detailed Process Descriptions

1. Identify specific "groundrules" guiding level of detail of the process review.
2. Select a modeling approach/tool
3. Construct detailed processes
4. Assess the impact of the business solution given the detailed process descriptions.
5. Document results.
6. Verify and finalise with design team and management.

Technical Specifications

1. Identify and understand technical configuration options for each IT component.
2. Determine interdependencies required among different IT component.
3. Develop draft technology standards for all components
4. Review draft standards with appropriate client personnel.
5. Finalise and document standards.

Organisation Structure

1. Develop/adapt a set of  principles to guide the new organization structure.
2. Develop potential organisational scenarios.
3. Present options to senior management and obtain their preferred scenario decision.  
4. Create a detailed organisational model for the preferred scenario.
5. Determine where (and whether) existing units/positions fit.

Delineation of Roles/Responsibilities

1. Construct a table linking organizational personnel categories to new processes.
2. Obtain consensus from decision-makers on the delineation of roles.
3. Finalize the table, and integrate it with the proposed Organisation Structure.

Workforce Numbers and Cost

1. Build a spreadsheet linking "To-Be" Process Model steps and other projections.
2. Determine the volume of product/services expected for each of the new processes.
3. Determine the “applied time” or level of effort for each category of personnel.
4. Translate the estimated level of effort into number of resources required.
5. Apply an average salary cost to each category of personnel to determine the total.
6. Integrate the estimates of FTEs into final versions of the Organisational Structure.

Portrait of Desired Behaviors

1. Review the proposed process, human resource and technological design solutions.
2. Develop a workshop format.
3. Conduct a series of workshops to discuss the difficulties and facilitation of change.
4. Develop a succinct outline of the findings and include recommendations.

Competency Needs Assessment

1. Build a “competency profile” of the new knowledge, skills and abilities required.
2. Identify  gap between the current and desired level of competency in specific areas.
3. Analyze the results to identify and prioritise competency gaps.
4. Report the results to all levels of sponsorship and employees.

Physical Infrastructure Requirements

1. Determine the impact of the proposed business solution on physical facilities.
2. Review facilities impact list and identify the nature and extent of required changes.
3. Develop physical infrastructure plans to complete the desired changes.

Policy/Regulation Changes

1. Develop a “long-list” of policy, legislation and regulation issues.
2. Analyze the full extent of policy issue impacts.
3. Draft a policy change plan based on the findings of interviews/focus groups.

Committed Project Results and Budgets

1. Understand the client’s formal process for project funding and capital requisitions.
2. Review Business Case documentation, assumptions, constraints and risks.
3. Review the Migration Plan logic, assumptions and dependencies.
4. Accumulate and refine the cost information determined during Design Details phase.
5. Define the result and benefit details and associated tracking mechanisms.
6. Describe and think through the mechanisms to realise the benefits.
7. Validate benefit potential and benefit drivers with employee representatives
8. Assess risks, constraints and assumptions for implementation.
9. Prepare the appropriate documentation and format.
10. Prepare for the management review and approval meetings.
11. Review all with management.
12. Make adjustments based on feedback.