“As-Is” Technology Assessment

Description

• Analysis of the information technology (IT) environment and its performance that supports current processes including:
• Network architecture: Listing and locating the workstations, host computer systems, local area network servers, network communications infrastructure, and system/network management facilities along with the architectural boundaries and constraints
• Application architecture: Identifying the current suite of applications in use in the organisation, their location within the organisation, and the interfaces that exist between various applications
• Data architecture: Identifying the important data in use by the organisation and how that data flows within the organization
• IT Department Overview: Description of structure, functions, skills and experience of the IT Department staff, as well as general IT management practices (e.g. outsourcing or third-party maintenance agreements).

Business Value

• This deliverable provides the project team with an understanding of the current IT environment and the opportunities associated.  It serves as a foundation for later estimating “rough order of magnitude” (+/- 50%) information technology costs and potential constraints to implementation as part of the Priority Opportunities deliverable.
• The ability to secure funding for the technology support necessary to implement redesigned processes may be jeopardised if this deliverable is not completed.

Approach

The objective of this assessment is to obtain a basic understanding of which parts of the current process being redesigned receive automated support, as well as an understanding of current capabilities to develop, acquire, or integrate new systems.  Because the cost and time involved in major technology investments may have a significant impact on the overall feasibility of the BPI program, it is important to have a clear understanding of the skills/expertise of IT resources before commencing redesign activities.

1. Assess current information systems support in the organisation
1. Review information systems documentation and gather necessary information from IT management/staff
2. Assess the level of  sophistication of client personnel  (IT and users)
3. Inventory of current hardware and applications
2. Develop current network, application, and data architecture models
1. A graphical system depiction or application architecture schematic at a high level will illustrate the extent and complexity of the existing application architecture and infrastructure and may indicate the areas that should be addressed in parallel with the BPI campaign.
3. Identify potential IT   issues to be considered during the redesign effort
1. Gather information from internal customers and external sources as to requirements needed from the IT organisation and the performance of other IT organisations (Benchmarking)
2. Conduct appropriate analysis and identify gaps between current and desired performance (Application Portfolio Analysis)
4. Coordinate efforts to assess current I/T performance in with parallel exercises to conduct the “As-Is” Process Assessment and “As-Is” HR Assessment.
5. Review with appropriate client personnel for accuracy
1. After gathering and synthesising the above information, present this material informally to the customer to verify that all information is accurate, complete and properly interpreted and presented.

Guidelines

Problems/Solutions

• Often, this task provides a forum for employees to vent frustrations with IT Department personnel.  The  project team should be sensitive to employee perceptions of the IT function within the organisation.  This communication needs to be managed to avoid damaging relationships between the IT organisation and other parts of the organisation.

Tactics/Helpful Hints

• Utilise existing client documentation wherever possible, rather than spending an excessive amount of time collecting data.

Resources/Timing

• The identification of IT-related problems requires objectivity on the part of the IT-specialist and should not be delegated to the organisation team members.  However, organisation team members can and should be involved in validating or discussing the issues identified.
• The Project  team must have experience with management of  IT functions in organisations in order to identify deficiencies that may exist with current IT management or staff
• In addition, an understanding of the technical and operational aspects of the technology being used in the organisation is important.