Getting to Know You

1
Getting to Know You

• Donna Williams Open Text Principal Business
  Consultant
• Bob Ward AWE Plc, Senior Project Manager -
  Corporate Data Systems
• Monday 26th April 2004

2
AWE Plc

• AWE is a GOCO Government-owned/Contractor-operat
  ed arrangement
• Managing companies are
• Lockheed Martin
• BNFL
• Serco
• Broken down into many Directorates
  Infrastructure, Research, Engineering, Quality
  etc.
• www.awe.co.uk

3
Scope of talk

• The Need for AWE to have a EDRMS
• Current product is EDMS98 from Documentum
• The selection Process
• The Project Engagement Experience
• The next stages and future vision
• Lessons Learnt

4
The need for AWE

• Main Drivers - External
• Regulatory confidence
• Customer Engineering
• FOI

• Main Drivers Internal
• Efficiency gains
• Effectiveness -gt Processes -gt Workflow
• Manage Legacy Potential hardcopy records
• Risk Management
• Single Repository
• Configuration going forward
• Single cross company system

5
Current System

• Current EDMS98
• is out of support
• Does not meet the future business needs of
• Engineering
• the rest of site
• Upgrade or New Install
• Even if we stay with Documentum and Upgrade via
  4i to 5i, it will be treated as a new install on
  new hardware

6
The Selection Process

• The mechanics
• AWE company wide requirements capture
• Visited about eight companies to get a look and
  feel - from the exciting to the put you to sleep
• Created short list of 4 Documentum, Filenet,
  Hummingbird, Open Text,
• Created detailed Requirements spec

7
The Selection Process

• Sent out ITT
• Replies assessed
• Company wide show and tell from three selected
• A mathematical and statistical method of
  Evaluation and Selection was applied
• Why not go with the maths.
• Only a fraction of the picture
• We required a relationship that could work with
  AWE
• We have our own idiosyncrasies

8
Normally
Training Deployment to 400
Phase 1
Phase 2
Kick Off Meeting
Phase 3
Scope Creep
More Time
More Money

Quality
Time
Cost
9
I have a cunning plan
10
I have a cunning plan

• Lets forget the software folks - they both do
  what they say on the box
• Its now down to the way of engaging
• Setting the boundaries really tightly for Phase 1
  (Constraining the Ferrari to a Mondeo)
• Outlining the scope for following phases, Mondeo
  to Mercedes to Ferrari
• We wanted a proposal based upon the defined
  boundary - without costs - Consultancy or Software

11
Concerns lie with business styles, relationship
and long-term commitment

• Kick-off objective prior to contract placement
• Better understanding of AWE requirements for all
  parties AWE and supplier
• Understand and reduce risk to the project
• Develop selection discriminators
• proposed plans
• relationship
• system lifetime cost
• Understand and develop a method and style of
  engagement

12
What we did
Phase 1
Kick Off Meeting
13
What we did
Phase 1
Kick Off Meeting
14
What we did
Phase 1
Kick Off Meeting
Fixed Scope
Fixed Time
Firm Budget
Quality
Time
Cost
15
Applied to both Suppliers

• Open Text - willing to engage with an open mind
  and effort
• Documentum - very very hard to get them to engage
  - they had a process and seemed not to be able to
  flex from it.

16
What did it entail

• Effort on both parties
• Trust by both parties
• AWE - the board would sign up to what was worked
  out
• Open Text - Willing to work together and
  potentially come 2nd
• 5 shared sessions - 2 Workshops and then..

17
From Open Text

• Not just Pre-Sales Team
• Commitment to the Partnership
• Global Services,
• Technical Architects,
• Project Manager
• Business Consultants
• A proposal without any cost - Days yes, Modules
  yes, Money no.
• Buy into the what was actually needed to deliver
  the agreed scope - then cost it

18
Output - From Open Text

• A Mini BASS (Business Assessment Scoping Study) -
  More closely understanding key requirements and a
  confidence that scope had a firm boundary
• Expectations
• Eyes Wide open, Constraints within the AWE
  Environment

19
Output - For AWE

• Confidence in Open Text
• Relationship - we now know each other
• Partnership - we both wanted it to work
• Openness - not worried about telling it as it was
• Trust - watching out for each other
• A costed proposal with story board the activities
  with clear descriptions
• A detailed activity plan
• An indication of phase and indicative life time
  cost

20
The negotiation

• The understanding of what AWE wanted, OT could
  deliver, guide - on price - accepted as fact
• On software and maintenance and modules
• And if it goes a bit wrong - agreement on both
  sides to do what was required to put it right

21
The Project Engagement Experience

• AWEs Viewpoint
• Open Text Viewpoint

22
AWE View

• It does exactly what it says on the box
• To time
• To Cost
• Zero Creep
• We own the training material
• We understand the design
• We can see the potential

23
Open Text View

• Strong Project Management on both sides
• Communication
• Control of scope
• Capture futures wish list!
• Commitment
• Supporting Deployment
• Need to equip people to deliver quality

24
Summary of engagement so far

• Very clear project definition project phases,
  resulting in time boxing, no specification creep,
  clarity on both sides prior to engagement a
  faster cleaner engagement zero contractual
  wrangling post contract

25
Did we hit the spot?

• Main Drivers - External
• Regulatory confidence
• Customer Engineering
• FOI

• Main Drivers Internal
• Efficiency gains
• Effectiveness -gt Processes -gt Workflow
• Manage Legacy Potential hardcopy records
• Risk Management
• Single Repository
• Configuration going forward
• Single cross company system

26
Lessons Learnt

• The Cunning Plan approach worked
• The end users designed the system
• Recognition at all levels of the commitment and
  support
• Flushed out deficiencies in our own IT
  environment

27
The next stages and future vision

• This is now being defined in partnership
• Exploit more of the base functionality
• Integrate with AWEs strategy - only do what is
  needed based upon a business need
• Add in drawing module and scope

28
We are still getting to know you (each other)

• Questions