THE ART OF ADHERING TO GOALS Regulation, Industrialization and Digitalization as Drivers of Transformations Christian Böhning Dr. Mirko Schiefelbein Christian Schneider March 2013 White Paper Copyright © COREtransform GmbH 1 Introduction The developments in the banking market have confronted financial institutions with major challenges. Factors such as regulatory requirements, the dynamic drive towards industrialization, the increasing significance of international markets, and changing customer behavior and expectations as a consequence of digitalization, all require a high degree of agility. At the same time, the reduced equity base of financial institutions has led to a greater focus on cost reduction which in turn narrows down scope for action and design. In this situation, it is crucial for banks to create the prerequisites facilitating an effective and efficient positioning on the market. Aside from diversification of product portfolios and collaborations with partners, a key factor in this context is the standardization of products, processes, and IT platforms. This will allow financial institutions to stabilize their cost base and increase their efficiency. Furthermore, standardization will give them access to new levels of utility and benefits that cannot be achieved using systems based on proprietary software (Fig. 1). For banks, this implicates a need for modernization of structures that have grown steadily over the last decades and transforming themselves to meet the latest as well as future requirements. Standard software contracts for banks Access to a new benefit level S-Curve current platform Benefit of IT platform 302 IT standardization as a key requirement for agility S-Curve new platform Step change 350 Individual software approach 390 Standard software approach 1.908 439 427 2007 2008 2009 2010 2011 Total Source: IBS 2012; COREinstitute Window of opportunity for platform change Incremental investment Figure 1: Transformation to standard software Aside from economic and benefit-oriented considerations, two additional factors are central to the decision-making process regarding a transformation. On the one hand, a bank must identify which of the systems available on the market for standard software provides the appropriate solution with regard to its business focus. On the other hand, it is crucial that a bank possesses the ability and the know-how necessary for managing the challenges inherent to a transformation and to successfully carry out the program. Ability and know-how crucial to transform In the following paper, we will share our experiences with regard to transformation challenges and will address the migration of core banking systems from proprietary to standard software in the context of the design and management of highly complex large-scale programs. For this purpose, we will first summarize the current situation on the banking market, followed by an overview of providers for standard banking software solutions, and will then sketch the main challenges of this kind of transformation. Next, we will 2 Adhering to Goals © CORE 2013 develop several solution patterns which, based on our experience, offer a stable foundation to manage highly complex programs in an adequate and targeted manner. We will first address the various phases of a transformation and will then focus on topics such as the decision management, the methods and tools, the internal and external parties involved in the program and their skills, and the Go-live management, in order to illustrate the main instruments needed to manage program complexity. In the final section, we will consolidate these aspects and discuss them with regard to the challenges of a transformation. 2Challenges of a technology-driven transformation Transformations are a response to the current challenges in the banking industry, but they simultaneously represent a challenge to the banks themselves. The challenges of the banking market lie, first, in the ever increasing tightening of regulations as well as frequency of new regulations (Basel, IFRS, SOX, SEPA, FATCA) which tie down dynamic forces and restrict the banks’ scope of action. Further challenges lie in the necessary industrialization of financial institutions. The latter is characterized by higher cost efficiency, standardized products and processes, scalability as well as greater flexibility. In addition, banks must compete against new players originating from partly unrelated industries who are penetrating the financial services market. In the context of the current digitalization, Bank Attackers are using innovative concepts to vie for the business of established banks, break-up their integrated value chains, and thereby create added value for customers, respectively divert revenue that previously went to banks. In light of these challenges, there is a tremendous need for banks to become more flexible in order to be able to react rapidly and comprehensively to changes. The industrialization of business models and value chains of financial institutions has significantly increased their dependence on technology. At the same time, it has become obvious that retail banks cannot distinguish themselves from their competitors solely by their core banking systems. Banks need to develop an understanding of IT systems as enabler. Therefore, successful banking implicates distinguishing oneself from competitors via products and services while simultaneously taking advantage of ones’ positive brand reputation on the market. Regulation, industrialization and digitalization as drivers Create the prerequisites for agility Banks’ current technological foundations fulfill the requirement for flexibility either only partially or not at all. The IT landscapes used to support the processes of the banking business are for the most part individual developments that have grown in a piecemeal process over the last decades and whose core systems are based on host technologies with programming languages such as COBOL or PL/1. In accordance with changing business demands, these core systems were successively upgraded by adding new functions and technologies. Furthermore, banks rarely defined semantic or technological standards for communication between systems. As a result, banks now possess fragmented software landscapes consisting of hundreds of IT applications reflecting the technology spectrum of the last decades. In light of this situation, many financial institutions are deciding to transform their IT systems by moving to standard software, drawing on comprehensive banking systems or specialized solutions for individual elements. Reduce costs – tap potential 3 Adhering to Goals © CORE 2013 In spite of the escalating financial crisis, over 1,900 new contracts were signed between banks and standard software providers in the last 5 years (Fig. 1, left side). The objective of a transformation is to increase efficiency as well as effectiveness with the resources and investments already in place, and to reach greater benefits in comparison to the legacy systems. Initially, reduced benefits have to be tolerated due to higher investments at the beginning of a transformation (Fig. 1, right side). Overview providers of standard software for banks Europe Asia North- & South America Oceania Source: IBS 2012; COREinstitute. The logos are the property of the respective trademark owners. Figure 2: Global overview of standard software providers There are various data pools and analytical sources available in order to help banks identify the best software solution or combination of solutions on the diversified market for standard software systems, which currently consists of more than 90 providers for more than 100 of such systems (Fig. 2 as well as overview in the appendix). Drawing on this information in relation to the specific banking segment, financial institutions can determine the extent to which their individual business areas can be addressed by individually developed software. This allows banks to identify customized solutions for processes and functions. Identify the optimal standard software suitable for the needs of both, IT and business For banks, the challenges associated with the decision to proceed with a transformation indicate the typical scale of a core banking system transformation: a duration of several years, in which hundreds of interfaces and thousands of project milestones must be achieved, in which thousands of workshops and tens of thousands of test cases are necessary, affecting tens of thousands of employees and millions of customers as well as bank accounts with billions of transactions consisting of hundreds of millions in savings and billions in investments. The goal of such a transformation is to reduce the time-to-market from several months to a few weeks, to increase process security and implement state of the art standard software with real-time banking capabilities as well as new front-ends for employees and customers. Banks are therefore confronted with tasks that demand much of the organization as such, that will require dedicated resources for a number of years, and that have an impact on the core of the management and manageability of the program. Whereas in IT environments that have grown over a number of years, the complexity has increased gradually and has only Understand the transformation as a challenge for the management 4 Adhering to Goals © CORE 2013 been manageable by applying appropriate management tools. Transformations break with this progressive development and are characterized by the maximum degree of change within a limited timeframe. When carrying out a transformation, organizations must take into consideration the legacy system, the new system as well as the transition from the legacy to the new system, while some aspects of the new system remain unknown during the process. Consequently some information is unavailable during the transformation process; inherent uncertainties remain in planning, decisionmaking, and when actual measures taken. This does not mean that banks can eliminate the complexity and intrinsic uncertainties of the IT system when managing a transformation. Instead, banks should define a dynamic and adaptable framework when developing their new system, flanked by steering mechanisms in the form of clearly defined and proven methods and processes. This provides orientation, information, and control. Effective implementation of these mechanisms requires experience in transformations in order to address these specific challenges. ›› Provide orientation: The scope of the program and the size of the organization require the provision of orientation and consistency throughout the duration of the project in order to make the context of the transformation phases transparent to all participants Identify and individually address challenges ›› Take decisions: The high degree of complexity and the restricted availability of information require fact-based decision management in order to ensure factual expertise and comprehensible information. ›› Use tools: Single areas and factors in the project tend toward inefficiencies as long as they are not supported and managed by applying dedicated methods and tools appropriate for the specific problems. ›› Connect experts: The expertise and abilities required for the transformation cannot be provided exclusively by the bank. A project of this nature therefore requires an adapted approach to create a network of internal and external specialists. ›› Finalize projects: In order to act in a goal-oriented manner at the end of the project, the operational processes must be results-driven while simultaneously ensuring the decision-making capability of all stakeholders. Management teams of business and IT can address these challenges by applying specific solution patterns in order to ensure the convergence between the planned and the achieved goals. Within the definition and management of this scope of action lies the art of adhering to goals and the achievement of successful transformations. 5 Adhering to Goals © CORE 2013 3 Experiences and Solution Patterns in Core Banking Transformations 3.1 Phases, or: the coordinate system In the case of complex programs, it is necessary to provide a binding framework for the entire process from the blueprint of the statement of intent all the way through to the Post-Go-live period. This framework functions as a coordinate system which links various program phases with the definition of tasks which span the various phases. Each phase focuses on pre-defined tasks and results that are achieved by applying adequate approaches. Ensure transparency and provide orientation 3.1.1 The CORE Transformation Framework The CORE Transformation Framework consolidates multifaceted experiences and solution patterns in a comprehensive frame of reference (Fig. 3). Phases and disciplines of transformations Modelling Phases Preparation Target Concept Disciplines Strategy Development Execution Transformation Setup Sequence Definition Guideline Determination Product Specification Architecture Specification Masterplan Development Model Definition Masterplanning Sourcing Strategy Definition Enterprise Architecture Adoption Business Case Ramp-up and Mobilisation Audits, Assessments and Reviews Implementation Go-live Decomissioning Benefit Collection Compliance Management Target Model Engineering Requirements Engineering Sourcing Management Quality Management Risk Management Architecture Management Project Management Change Management Transformation Engineering Task Force Management Operational Controlling Test Management Rollout Management Operational Management Transformation Tool Services Source: COREtransform Figure 3: The CORE Transformation Framework The framework combines the three phases of modeling, preparation, and execution along the time axis with a discipline axis on which the relevant scopes determine the respective management and controlling focus. Together, the two axes constitute a matrix which ensures Focus: Preparation to ensure the manageability of complex execution projects in every phase by providing function based In order to prevent implementation scope definitions. The framesteps from having a premature impact work integrates methods and on planning, the phases of the detailed tools that have been specifiproject plan and those of the implecally created for transformamentation are to be strictly divided. tions and which are standTask-forces should be established to ardized and harmonized, in deal with any backlogs during impleorder to implement structured mentation and thereby help to facilitate procedures and to ensure the project management. holistic nature of the project. Use of standardized methods to ensure focus 6 Adhering to Goals © CORE 2013 This enables steering of neuralgic points in a targeted manner and to concentrate on the transfer of results between phases in order to increase transparency, address risks, increase efficiency, and guarantee the general convergence between planned goals and actual results. 3.1.2 Goal definition through feasibility study and business case The feasibility study and the business case analysis serve to ensure the necessary alignment of internal and external participants and to outline the essential parameters of the target state and the step by step approach. They represent the central elements used to decide whether to go ahead with a transformation. Align strategic goals with internal and external participants The feasibility study evaluates the extent to which the standard software and the provider fulfill the banks’ requirements, by using a functional gap analysis, the definition and integration of the target architecture as well as an infrastructure concept and a sizing and operating model. The results of the study must be presented at a sufficient level of granularity to allow the bank to take vital decisions regarding further details, such as collaborations for standard extensions and validation of specific aspects of the architecture. The business case analysis reflects the complementary tool for internal coordination between IT and business departments. Based on cost reduction and quality factors, the IT determines the required synergy potential resulting from decommissioning of legacy systems, improved functionality, and reduced maintenance needs. The business side determines the functional decision making criteria and evaluates individual factors, such as a reduction of operational risk or shorter time-to-market as well as revenue potential. The business case analysis supports the decision regarding which areas should be the first to undergo a transformation and which ones require further planning, such as those related to the distinguishing characteristics of competitors with unique requirements. The transformation projects initiated by major banks over the last few years are designed to be implemented over several years and the amount invested reaches up to 1b EUR. The goal of these projects is to reduce the Run the Bank (RtB) and Change the Bank (CtB) costs and to increase profits. However, as these effects can only be realized in the long-term, at least one additional factor contributes to the need for a transformation. This can be a merger & acquisition (M&A) situation, the discontinuation of support or a major upgrade by an IT provider, or a fundamental change in the bank’s business strategy. The feasibility study and business case analysis provide necessary but not sufficient arguments for a transformation. An additional factor functions as the catalyst for the final decision and provides the necessary pressure during a transformation process which forces the bank to continue the transformation. Integrate additional factors for the transformation 3.1.3 Alignment of the program with the goal The ramp-up plays a central role during the preparation phase of the transformation program. This planning stage, which can take up to nine months, determines whether the foundation has been properly laid to ensure that the implementation unfolds according to plan. During the ramp-up, particular 7 Adhering to Goals © CORE 2013 attention should be paid to defining the project sequence and the project contents. At the same time, it is vital to create a roadmap for the execution of the program, determine the IT-architecture and layout, fix the details of the contract with the software provider, and define a customized strategy for drawing on the knowledge of external specialists (Fig. 4). Content and schedule for preparation phase Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7 Month 8 Program setup Target Model Engineering Initialization methods, processes, tools Setup core team Business analysis Operative PMO Pilotation methods, processes, tools Month 9 Roll out methods, processes, tools Onboarding project resources, training project team for standard software Ramp-up project teams for execution phase Major decisions concerning business strategy Prioritization processes and products Roadmap/ Planning Definition roadmap on basis feasibility study Refinement roadmap on basis strategic decisions and process/ product prioritization Spezification process and product architecture Consolidation plans for subprograms Finalization corebanking roadmap for start of implementation Reconciliation corebanking roadmap with overarching masterplan Architecture design Conception solution architecture Definition integration architecture Innovation topics Contracts, Sourcing Refinement solution architecture Refinement integration architecture Execution PoC Frontend Phase 1 Execution PoC Frontend Phase 2 Definition PoC Big Data Architecture Execution PoC Big Data Architecture Contract negotiations corebanking software provider Definition work packages and shortlist vendors Selection vendors and closure contracts Source: COREtransform Figure 4: Topics for execution readiness The governance structure of the project must be agreed on at senior management level, including all necessary boards and committees. This refers also to management and escalation processes for closing functional gaps. Besides, a detailed plan of execution is to be presented along with a sourcing mix, while the process model must be estabFocus: Revolving planning lished in coordination with the software provider regarding In order to stick to the previously methods, processes and defined key milestones, on the one tools. In order to determine hand, and to take into account the the contents of the project dynamic nature of developments, on during this step, the IT side the other hand, revolving planning must present the target archimust be applied under the supertecture and the roadmap vision of the project management along with a proof-of-concept office. This requires participants to be (PoC) for innovative technoloincluded in the projects early on, in gies and including the piloting order to enable detailed planning and phase, while the business side to provide fix dates for the targeted must synchronize the banking milestones. Later project phases processes and products with must be planned with adequate granthe processes and the strucularity and these plans must be gradture of the standard software. ually refined. Simultaneously, the bank must come to an agreement with the software provider in terms of a long term, viable licensing model for the software solution and also as regards the required support during the implementation phase. Compile a concerted and comprehensive plan during the ramp-up 8 Adhering to Goals © CORE 2013 3.1.4 Goal achievement through focused implementation The execution phase stretches from the analysis, design and realization of the project to the test management and all the way through to the Go-live. During the implementation all parties deliver results into their sub-project. Moreover, the business specifies the execution requirements with regard to products, functions, and processes. The benchmark for these specifications is the advised business processes which are continuously brought onto the new platform and secured in the project results. The milestone plan set up during the ramp-up phase serves as the foundation for the implementation of the project (Fig. 5). Involve the IT and business sides in dedicated ways Roadmap/Project plan for execution phase with critical path Critical path Month Overarching topics 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 Overall concept/architecture Architecture blueprint Migration/Transformation readiness Process/ functional analysis Functional analysis Replication/ Migration Analysis data cleansing Data cleansing Process analysis Go-live processes Cleansing terminating products Frontend design Backend design and realization Analysis Design & development 0.1 0.2 0.3 0.4 0.5 0.6 Pilot Integration test Go-live Rel. 1.0 0.6 0.5 0.4 0.3 0.2 0.1 Acceptance test User acceptance test Introduction management Preparation Change Change assessment calendar Theme modules Result presentation Training Customer communication Acceptance test Change Governance Final structure Roadmap structure and process model Sales: qualification, communication, etc. Infrastructure setup Environment Environment component integration tests tests Environment development Environment Environment acceptance production tests Environment training Source: COREtransform Figure 5: Plan for the execution phase with key milestones The milestone plan defines the project steps with delivery types and dates and sets up the critical path for the transformation. According to the process model, the targeted processes and products are analyzed, modeled and executed along with the business side. The analysis and execution should be conducted simultaneously to ensure the completion of sub-projects Carry out activities simultaneously and ensure precise coordination 9 Adhering to Goals © CORE 2013 and to avoid delays later on. The project should include sub-releases with defined scopes and delivery dates that span the various sub-projects, to enable the coordination of parallel activities, provide orientation for the participants, and ensure the implementation of systematic checkpoints. 3.2 Decisions, or: forks in the road Decisions constitute a central steering element in projects. They determine whether and to what extent certain options are realized, establish the direction of a project, sharpen objectives, and create unity – sometimes by overcoming major obstacles. Due to the high level of complexity and the inherent uncertainty in transformations, those responsible are faced with the need to take decisions on the basis of incomplete and sometimes insufficient information. The challenge lies in avoiding compensating for this lack of information with intuition, and instead to find means for fact-based and educated decisions and to consolidate these within the framework of decision management. Take decisions based on facts In the transformations supported by CORE, this management was successfully realized in different ways: through ad-hoc decisions, through the strict timing of meetings as well as by an equally requirement- and managementoriented approach which is usually taken for critical decisions during transformations. In the following section, we will take into account both, the decisions of the bank management as well as those made jointly by the bank’s senior management and that of the software provider. We will first focus on the distribution of decisions and steering committee meetings, followed by a discussion regarding their content and finally conclude with a consolidation of the results of these analyses. Define the organization for decision management 3.2.1 Decisions: the core task of management The frequency of decisions and meetings at the program management level is unequally distributed across the individual project phases, greatly increasing during the later phases. Less than 10% of decisions are made during the modeling phase and less than 25% during the preparation phase, which means that almost two-thirds of decisions are made during the execution phase. The number of decisions in the execution versus the modeling phase increases almost six fold, while at the same time, the number of meetings increases fourfold. Whereas meetings take place quarterly during the early phases of the project, they are held every two weeks during the later phase, prior to the Go-live. This corresponds to the fact that in the beginning, relatively few principle, fundamental decisions are made, while more specific individual points must be clarified in a timely manner during the later implementation phases. The higher frequency of meetings in light of the increasing number of decisions ensures that the number of decisions made per meeting remains relatively constant. This prevents participants from “waiving through” decisions due to their large number and in view of the organization secures a fact-based focus for the meetings. In addition, the higher frequency of meetings in the later phases supports timely decision-making and thereby strengthens the information base, as arising questions are addressed while participants are still actively involved. Ensure continuity and focus on facts by increasing the frequency of meetings 10 Adhering to Goals © CORE 2013 Beyond these insights, which are directly related to the project phases, a more in-depth analysis demonstrates the development of a characteristic pattern for the distribution of decisions and meetings within the single phases (Fig. 6). During the modeling phase a particularly high number of decisions occurs in the middle whereas the frequency of decisions in the preparation phase is highest towards the end of that phase, and during the execution phase a peak occurs in the first third of the phase, with the number of decisions remaining at a relatively high level during the rest of the execution. These results are confirmed by a more differentiated analysis which examined decisions made by the bank together with the software provider, on the one hand, and those made by the bank alone, on the other hand. Number of decisions and steering committees across the project phases Number Steering Committees 1 2 1 1 1 1 4 3 4 3 5 21 21 Number Decisions 2 3 6 39 35 16 14 12 2 9 2 2 Modelling Q1 14 Q2 Q3 Year 1 Q4 5 2 Preparation Execution Q1 Q4 Q2 Q3 Year 2 Q1 Q2 Q3 Year 3 Q4 Q1 Q2 Year 4 Source: COREtransform Figure 6: Distribution of decisions and meetings The finding that there is not a successive increase but rather a characteristic distribution of decisions and meetings is of central importance to a transformation project. This reflects the fact that decisions must be made at very specific points in the project in order to drive it forward. A linear or even exponential increase in decisions could lead to the assumption that the decision-makers were surprised by the progress of the project instead of steering and controlling the project with their decisions. Take the distribution of decisions into account Two kinds of evaluations can be used in order to analyze the contents of decisions. ›› The first analysis revolves around the project criteria of scope, budget, and time. ›› The second analysis aims at distinguishing between decisions as regards approach versus content. The analysis of the project criteria (Fig. 7) shows the clear dominance of scope decisions. It is noticeable that an agglomeration of all three dimensions, scope, budget and time, occurs at the end of the preparation phase, and that they are almost equal in value, aside from the time dimension. In the execution phase, decisions regarding scope outweigh the other dimensions, while budget and time are prominent only in the first third of the phase and then again at the midway point of the execution phase. Decide on scope, budget, and time at the end of the preparation phase 11 Adhering to Goals © CORE 2013 Number of decisions concerning scope, budget, time Scope Time Budget 28 21 16 16 14 14 12 12 9 9 9 12 2 2 2 2 2 Modelling Q1 Q2 Q3 Year 1 Q4 2 2 2 Preparation Execution Q1 Q4 Q2 Q3 Year 2 5 5 2 Q1 Q2 Q3 Year 3 Q4 Q1 Q2 Year 4 Source: COREtransform Figure 7: Decisions according to scope, budget, time A similar pattern occurs in regard to the differentiation between project procedure and project contents (Fig. 8). The decisions in the modeling phase are related to the contents of the project, it is only at the end of the phase that the procedure is established. This procedure remains a topic of discussion throughout the first phase of preparation, while a clustering of decisions again occurs at the end of this phase, this time related to both dimensions. Decisions regarding the project procedure are not referred to again until the beginning of the execution phase and again at the end of the project, but decisions regarding content dominate throughout the project. Take decisions on approach and content jointly Number of decisions concerning project content and approach Project content Project approach 35 25 21 14 12 2 2 Modelling Q1 14 14 9 5 2 21 Q2 Q3 Year 1 Q4 7 5 2 2 Preparation Execution Q1 Q4 Q2 Q3 Year 2 Q1 Q2 Q3 Year 3 Q4 2 Q1 Q2 Year 4 Source: COREtransform Figure 8: Decisions on content and approach 3.2.2 Comprehensive and consistent decision-making in crucial phases This typology of decisions in regard to the distribution of decisions and meetings as well as to differentiation among the content of decisions, directs attention to the transition between the preparation and the execution phase. Decisions are concentrated at the end of the preparation and the beginning of the execution phase. What is striking here is not only the sudden increase in decisions, but the fact that decisions made during this phase affect all of the factors and dimensions of the project in subsequent phases. They are related to scope, budget, and time in equal measure, and revolve around both, the content and the procedure of the project. 12 Adhering to Goals © CORE 2013 With regard to the differentiation between procedure and content, it is crucial that the main dividing lines central to the implementation of the project are drawn in relation to both Focus: Establish subsidiary bodies dimensions. Core decisions on for decision-making the content and procedure of the project are dependent on each other, and the establishIn order to embrace the manifold ment of the space in which the issues present in the decision-making project is to develop at the end processes, institutions undergoing of the preparation phase and transformations should establish indethe beginning of the execution pendent, subsidiary decision-making phase impacts both dimenbodies in addition to the steering sions to the same extent. committees involving the senior management. These secondary entities function as reference bodies for Within the context of differthe (sub-)projects and consolidate the entiating according to scope, projects’ requirements for information budget and time, it becomes and decisions. On the other hand, they clear that budget and time serve as contact points for the steering decisions play a minor role in committees and transmit their decithe later phase of execution, sions to those involved in the projects. but that they become relevant With the help of such decision-making one more time towards the entities, it is possible to make factmiddle of the execution phase. based and goal-oriented decisions that Due to specific shifts in scope, can be implemented accurately and this phase is characterized by effectively. increased deliberation about budget or schedule modification in order to reflect the new situation. Such suggestions should be countered by a rigid focus on the scope. If budget and time become dominant factors during the execution phase, this is a signal that the project has entered a critical stage of development. 3.3 Maintain budget and time, focus on scope Methods and tools, or: maps and signs Methods and tools are essential for supporting the project and the project management. With their help, relevant information is collected and processed, partially through automated means. They serve to steer the project and, by continually providing information, contribute in an essential way to the steering capability. Methods and tools are used in different contexts during the project; some are used in specific project phases while others are employed throughout the entire project. There are three typical categories that describe the benefits of methods and tools. Use methods and tools in a specialized and context-specific manner ›› Through access to methods and resources, processes and procedures within the project are structured, standardized and coordinated, while external requirements of the project are determined and decided upon. ›› Tools collect information from sub-projects and present it in a consolidated way, directly supporting the operational work of the sub-projects and enabling self-monitoring and self-evaluation of the projects. ›› Tools are used to obtain data from sub-projects that these projects would either not gather at all or only to a limited extent, since this data is not 13 Adhering to Goals © CORE 2013 directly linked to the operational work. This information is necessary for the coordination of sub-projects, decisions by the management, and for monitoring the project trajectory. The use of tools supports the continuous delivery of relevant data of the sub-projects. 3.3.1 Process Model The task of the projects is to introduce the standard software and undertake the necessary adjustments and additions, particularly concerning interfaces and missing functions. In order to ensure the quality of the results, these are produced according to a standardized process. The process model aims at describing and defining the process beginning at the initial broad concept followed by business details and IT design all the way to the final system introduction and project end. As there is nothing such as one single and overall valid process model for transformations, project participants attempt to assert the tested models from their own experiences: the bank, the software provider, and the external consultants, the business and IT departments of the bank, and the development team and those responsible for carrying out the test. Discussions about competing process models are not constructive and can escalate into “method wars”. Lead discussions on methods in a result-oriented manner Process model detailing the requirements analysis High-level requirements analysis & design Project initiation Requirements analysis Functional solution design Design & Development Technical solution design Solution build incl. unit test Process Analysis Best practice identification SIT incl. E2E test Go-live/ Deployment UAT Project closure Final test Functional Analysis Analysis conducted for all business processes that are affected by project scope Business processes selection Test Activities and tasks definition Business requirements documentation Analysis conducted according module structure of standard software Business Partner Account Management Payments Services Loans Management Cards Management Analytics Source: COREtransform Figure 9: Process model with focus on requirements analysis Focus: One process model for everybody In order to direct discussions about the “correct” procedure in an effective way, the process model must be described in sufficient detail and documented by the bank in a comprehensible way. This requires intensive discussions to be conducted and finalized during the preparation phase as well as addressing the possibility of a synthesis of competing models. In order to counter conflictprone discussions on methods, a necessity for clarification is vital early on in the project and in a comprehensive manner. Therefore, the project management needs to determine which tools will be used for which steering tasks, what type of information the (sub-)projects will deliver via these tools, and which information the tools will process in what manner (see chapter 3.3.2). With regard Establish binding process model prior to the execution 14 Adhering to Goals © CORE 2013 to process modeling and the functional analysis, the project management must describe which perspectives will be depicted and the type of analysis to be used, such as portraying the business perspective through a process analysis or the perspective of solution components through a functional analysis (Fig. 9). In view of the realization of the project, the process for adjustments of the standard software and the implementation of proprietary developments must be established (e.g. for modifying interfaces). In this context, the project management must determine which types of results are to be delivered and when. Regarding the testing of the system and the test management, the parties involved must decide which test stages are to be completed by the (sub-)projects for the single releases. The project management must also describe in greater detail to what extent the projects will submit their work packages to a system integration test (SIT) and to a user acceptance test (UAT) (see chapter 3.3.4). 3.3.2 Project plan and dependencies The project plan fulfills multiple functions: it supports the management of the project, ensures that participants receive information quickly and expediently, and brings transparency to the dependencies within the project. For this purpose, individual management tasks are summarized and subsequently supported by corresponding planning and management tools. The projects and sub-projects are obligated to feed data into the tools from which reports can be automatically generated, in order to inform participants about progress, risks, problems, and dependencies (Fig. 10). Select tools according to specific tasks Project reporting based on the CORE Transformation Framework Modelling Phases Preparation Target Concept Implementation Go-live Product Specification Decomissioning Architecture Specification Guideline Determination Disciplines Strategy Development Execution Transformation Setup Sequence Definition Masterplan Development Model Definition Masterplanning Benefit Collection Sourcing Strategy Definition Enterprise Architecture Adoption Compliance Management Business Case Ramp-up and Mobilisation Audits, Assessments and Reviews Target Model Engineering Requirements Engineering Tool-based reporting (selected views) Sourcing Management Transformation Engineering Quality Management Risk Management Architecture Management Project Management Change Management Task Force Management Operational Controlling Operational Management Test Management Rollout Management Transformation Tool Services Source: COREtransform Figure 10: Reporting with the help of the program management tool One central, server based tool for program planning, monitoring and reporting should be created. Certain projects and sub-projects will be attributed to this tool, in which their planning will be backed and executed, starting with the baseline up to their respective updates based on a previ- Enable project planning and dependencies by using one central tool 15 Adhering to Goals © CORE 2013 ously defined level of granularity. Of decisive importance to the granularity are the milestones which are considered to be necessary for reporting and for containing dependencies with other (sub-)projects. The dependencies contracts between the (sub-)projects are documented in the defined milestones. By linking the various levels via milestones, the project plan provides different planning levels reaching from the program as a whole over the program roadmap to the project and sub-project plans. The project planning tool can then be used to create reports for the individual planning levels, which serve as the basis for management reporting. Simpler solutions are available for financial and resource controlling, and various tools can be used for information and special document management as well as for change request management and defect management. The tasks and requirements in these fields can be narrowly defined in order to provide customized information through a variety of tools. 3.3.3 Reporting Reporting is one of the central means of communication during the execution phase. Data is processed and graphically depicted with the help of standardized reports. The latter serves to inform participants about the status, progress and management requirements of the projects and to thereby create transparency for the (sub-)projects and management levels. The use of granular presentations supports the analysis of potential aberrations and their roots. Apply reporting corresponding to phases and target groups Postponement of deliverables to later phases (work packages per cw) 140 120 100 80 60 40 20 0 Plan as of cw 1 Is Plan as of cw 8 Current cw -34 1 +2 -11 2 3 4 -24 5 -2 6 7 8 9 10 11 12 13 14 Wave of cumulated delays and top 3 projects according to non-completed work packages New delays 100 80 59 60 40 20 0 -20 Cumulated delays 83 16 0 16 14 1 2 16 -2 25 11 14 3 34 24 59 85 2 85 0 83 85 6 7 Top 3 24 17 Integration 25 4 85 Total Savings/Current Account Development 14 Migration 5 Rest 30 Source: COREtransform Figure 11: Work package statistics as an early warning system Work package statistics provide an overview of the relationship between the planned work packages to be completed within a reporting cycle and those actually delivered (Fig. 11). This enables the implementation of an early warning system that alerts the project management to the development of aberrations and shifts in scope, otherwise remaining non-noticeable. Contrasting juxtaposition of initially planned work packages and those planned according to the latest update provides information about the extent of a possible backlog created by shifts in delivery dates. The work package statistics provide a graphic depiction of these shifts, allowing the Implement an early warning system to assist with steering requirements 16 Adhering to Goals © CORE 2013 project management to counter such a backlog. Additional types of reports such as the earned value analysis and the test case implementation also alert to discrepancies between planned and achieved project results. Integration readiness report Applications Cluster Channels Banking Lending Investments Interfaces Application 1 Branch Frontend 71 2 Online Banking 56 3 Call Center 42 4 Self-services 96 5 Operations Frontend 70 6 Foreign currency Frontend 47 7 Cashier Backend 8 Banking Terminal Backend 54 9 ATM 10 Statement printing 63 11 Domestic payments 76 90 69 14 Business partner 15 Cards management 63 16 Collaterals 35 17 Claims management 18 Ordering system 75 19 Depot management 20 Pricing tbd 37 91 100% 53% 86% 17% 21 Workflow management tbd 22 Document archive 78 Enterprise systems 23 Authorization system 24 Data Warehouse tbd 25 Tax 27 Group consolidation 28 Risk management n/a 73 75–90% 50–74% <50% 2 0 5 11 50–74% <50% 7 15 50–74% <50% 6 6 2 28 1 1 100% 100% 2 93% 7% 18% 4 n/a >90% 75–90% Defects closed/open 0 4 28 2 2 7 100% Total 0 100% 2 2 1 3 N/A 100% 90% 10% 100% 61% >90% 4 0 82% 0 n/a 28 0 3 3 95% 50 26 Finance/GL n/a Execution status 5 6 1 100% 11 Interface readiness 1 4 14% 83% 100% 5% Total 6 17% 100% 10 8 10 1 47% 83% 3 8 4 8 4 24% 76% 2 23 9 42% 78% 55% 2 26 26 20% 58% 41 Support services 2 1 80% 45% 28 2 14 60% 22% Application readiness 3 5 38% 62% 40% Open 9 32% 68% 61 13 CpD/Internal accounts Closed Defects 1% 99% 71 12 International payments Executed Execution Readiness (%) 39% 0 26 N/A 2 4 Total n/a >90% 75–90% Source: COREtransform Figure 12: Focus on integration/interfaces Other reports concentrate on the qualitative status of the (sub-)projects. Status and integration/interface reports provide information about the progress of the project with the help of key indicators. A traffic light system indicates which fields require action (Fig. 12). Both, the dependency report, created using the program management tool, as well as the early life report (Fig. 13), which processes information separately for the IT and business sides after the Go-live, are based on the traffic light scheme. Approval and sign-off cascades (Fig. 18 below), drive the ultimate Go-live decision. Access scope specific information about status and progress Early life report G On track IT System availability G Standard software solution G Frontend G ETL G Core data Incidents Emergency activities Quantity framework R Critical Sales Number customer complaints G 5 G Waiting time 15 sec G Availability 96 % G 0 G Accounts 1.900 G Savings 1.400 G Call money 2.500 Availability hotline / Ø Call duration G 91% / 2:05 min System relevant calls G ~350 (FC: 400) G Post-process.ing core data 30 G Post-process.ing contracts 104 G Open records dispo G Open records CpD Number of calls G Maximum response times 1,52 sec within 95% percentile Complaints to board G Amount of frontend calls within scope of SLAs Number of new contracts Frontend response times End of day processing A Under surveillance Business 98,7% A Amount of achieved SLAs (out of 10) 9 G Stage 1 0 G Stage 2 0 G Reports ticket system 1 G G Emergency changes Amount users in dedicated environment Services 0 Special cases processing ~10.000 278 1.215 Source: COREtransform Figure 13: Measuring the sustainability of success 17 Adhering to Goals © CORE 2013 Focus: Context and phase dependent reporting In order to cope with the changing requirements in terms of information and transparency over the course of a project, reports for each specific project phase need to be created. This ensures that reports do not become simply a routine, but that they are taken seriously by the senders as well as the recipients and that the current challenges of the phases are being addressed. its possible impact and probability of its relation to the urgency of the event. Test/defect reports (Fig. 15 below) illustrate data for individual and linked applications according to time, categories, and level of importance. The reason for this multifaceted presentation of data is that this phase is exclusively focused on defects and their resolution. Other reports depict the magnitude of different factors in relation to each other. The risk/issue report in form of a matrix describes the relevance of a risk as a product of occurrence; it places the risk in 3.3.4 Testing and test management Testing serves as continuous assurance for the quality of the results of individual implementation steps. The complexity of the project, the successive development of the functionalities, and the process in the (sub-)release steps, require a systematic test management in order to coordinate and steer the typically thousands of test cases that must be carried out during most of the execution phase. The test management forms a central method within the execution phase and is used as a means of steering and controlling to ensure proper integration and synthesis of the individual components into a complete system. On the one hand, test management determines what will be tested. Within this framework, specific tests are selected while the contents, scope and timeline of the tests are planned and the test cases are defined. The IT side and the software provider should be included in this process to avoid testing standard functionalities whose quality has already been certified by the provider. The development of individual components is directly followed by the testing of the respective components (Fig. 14). These are the first testing activities to take place and are initialized early on in the implementation phase. Additional testing steps are staggered throughout the process. Typically, half of all test cases are component tests, followed by migration and replication tests (20%), system integration and front-end tests (both 10%), non-functional (5%), end-to-end (3%), and finally acceptance tests (2%). 90% of test cases therefore solely serve the checking of functions and data migration capability. Ensure quality through systematic testing 18 Adhering to Goals © CORE 2013 Test activities according to shares and schedule Test activity/test level Share of test cases Timetable Test cases total Go-live Component tests 17 months 50% 10% System integration tests 10 months 20% Migration/replication tests 11 months 5% Non-functional tests 10 months 10% Frontend tests 8 months 3% End-to-end tests 8 months 2% User acceptance tests 6 months Source: COREtransform Figure 14: Overview of test activities By establishing test environments, coordination, reporting, and defect management requirements, the test management determines how tests will be conducted and how the results will be handled. Test/defect reporting (Fig. 15) plays a particularly important role here, as the number Focus: Early and structured testing of test cases per test level markedly increases along with Testing should begin soon after develthe rising number of releases, opment in order to ensure continuous from a few hundred at the quality control during the implementabeginning to several thousand tion. test cases in the last third of the project. This is due to the increased functionalities that are implemented with each release, which requires testing. Additionally, other regression tests must be carried out since defects discovered in the previous release must be examined in the current release to see if they truly have been resolved and whether solving the aberration possibly led to the creation of other defects. Number of defects with severity critical and high Defect history (cws) Critical 478 2 2 144 48 High 49 20 29 3 2 1 96 72 434 100 168 -100 22 482 200 0 -102 234 498 593 Closed in cw 618 700 512 600 241 178 157 173 142 199 197 178 142 500 433 400 -154 -162 -112 -138 -183 -139 -135 -182 -225 300 -351 200 -300 Critical/ Test data/ Current Postponed New, Not defect accepted Retests High Open, Accepted Number of defects per application 22 463 Opened in cw 467 478 539 -200 50 Total Open cumulated 300 19 6 13 Design detailed test reporting -400 100 1 4 3 2 5 6 7 8 0 11 10 9 Drilldown: Defects application A1 on components Critical High 6 Critical 5 High 8 3 9 14 3 7 2 6 6 6 2 3 6 0 6 5 1 4 4 1 3 3 1 2 2 1 2 2 1 2 1 2 2 1 1 1 2 1 1 1 2 1 1 2 1 1 A1 A2 A3 A4 A5 A6 A7 A8 A9 A10 A11 A12 A13 A14 A15 A16 A17 Source: COREtransform K1 2 K2 2 5 K3 2 1 1 1 1 1 1 K4 K5 K6 2 K7 1 1 1 1 K8 K9 2 No allocation Figure 15: Test/defect reporting 19 Adhering to Goals © CORE 2013 3.4 Network, or: people and skills A transformation requires a system to divide the entire project into phases, nuanced decision management as well as specific and flexible methods and tools. However, a transformation could not be implemented without the banks’ employees and partners who draw on their knowledge to support the project, who use their skills to shape it, and whose experience lead it to the final success. Exclusively drawing on its own resources, the bank would not be capable of providing all of the diverse and specific In order to cover the skill requirements expertise and the related skills that arise within the execution phase, necessary for a transformaspecific skill areas for each phase tion. The sourcing strategy are to be identified using typical total serves to determine which load curves. From this, a skill sourcing external support and skills matrix (Fig. 16) is created to provide the bank requires for a transspecific information about skill requireformation and to develop an ments and their methodical integration. approach for integrating these skills adequately into the structures and processes of the transformation. Focus: Phase oriented sourcing Identify and integrate skill requirements strategically Distribution of skill requirements during execution phase Load curve skill type Management discipline Type of skill scope Project management 1 Experience in major projects to manage scope, budget, time Functional management 2 Business consulting Plan Build Integration Test Typical overall load curve Roll-out Run 1 3 Requirement management/engineering 4 Quality and test management Technical management 3 4 5 Architecture management 6 Solution know-how standard software 7 Expertise system integration Organizational management 2 8 Support communication and decision management 9 Expertise IT transformation with focus on methods and process 6 5 7 8 9 Source: COREtransform Figure 16: Skill sourcing matrix The skill sourcing matrix represents the basis to organize the integration of the supporting consultants and to communicate the respective selection processes transparently and comprehensibly for all participants. The depth of detailed planning necessary to that end and the onboarding of experts should be steered in a targeted manner starting in the preparation phase. 20 Adhering to Goals © CORE 2013 3.5 Go-live, or: the goal All methods, processes, and tools as well as skills serve the goal of going live with the new system and decommissioning the legacy system. The retention of the initially planned implementation will not be enough to achieve this goal, as the corresponding processes have to be actively navigated. This requires a complementary management designed from the perspective of the Go-live. This Go-live management coordinates the individual projects and sub-projects from the perspective of the end result and steers them towards that goal. Perceive dedicated Go-live management as a requirement for successful completion The strategic planning of the roll-out starts about six months prior to the Go-live. At this time, the management brings the operational focus onto the elimination of defects and determines which business requirements must be addressed to achieve Go-live readiness. Within this framework, the management formulates specific acceptance criteria that will be successively measured and completed, on the one hand, and, on the other hand, creates the decision-making capability for the Go-live. Finally, the Go-live management plans the Post-Go-live situation. Go-live criteria Risk for Go-live High Medium Low To clarify Ready for Go-live Software scope ready Software quality ready Integration ready Infrastructure ready Drill-down criterion for software quality SIT completed Data/ migration ready Processes/ trainings ready Organization ready Communication ready Risks addressed Test case coverage sufficient Bugfixing completed Production readiness Software quality ready T Test case cover- Current (% of age sufficient suKPI f fficient Go-live criterion) Detail assessment for bugfixing completed UAT A AT Cycle 1 completed Test cases 1 Cycle 2 completed Bugfixing Test cases completed completed Quality criteria satisfied Go-live criterion (% of total) 1,871 (90%) Total Current plan 2,079 2,079 Test cases Production completed readiness ///////////////////// Test cycle not started ///////////////////// Test cases completed ///////////////////// Test cycle not started ///////////////////// Lasttest Cycle 3 … bestanden Showstopper criteria satisfied Bugfixing completed 1,598 (85%) Defects fixed 44 (53%) 83 (100%) 83 n/a Defects fixed 30 (43%) 70 (95%) 74 n/a Defects fixed Cosmetic defect Defects criteria satisfied fixed 13 (52%) 25 (90%) 28 n/a 1 n/a Major defect criteria satisfied Minor defect criteria satisfied 1 (n/a) 0 (0%) Source: COREtransform Figure 17: Acceptance criteria for the Go-live The consolidated preparation of the program process according to Go-live criteria provides a fact-based view and links the status of the deliverables within the projects to the overarching status of Go-live readiness. This allows identification and evaluation of necessary actions in order to take specific measures. 21 Adhering to Goals © CORE 2013 With regard to the acceptance criteria, requirements are formulated for individual areas in a specific and multi-level way including risk evaluations, and the implementation status of these requirements Focus: Fact based and successive is continuously reported (Fig. approvals 17). The operative numbers resulting from these reports Decision cascades (Fig. 18) can enable the project managebe used to ensure that the expectament to undertake precise tions of all stakeholders as well as and fact-based decisions the IT and business sides are taken regarding the acceptance of into consideration in a coordinated the project. At the same time, manner, allowing the acceptance for the project management must the Go-live by the executive board. ensure that all stakeholders are informed about the progress of the project and that their expectations are taken into account, whereby the acceptance criteria provide the necessary transparency. Create decision-making capability using detailed criteria Approvals prior to Go-live Sign-off program Sign-off line organization Sub-programs Business & Operations Banking Investment Sales Lending Product management Channels Services Sales Bank controlling Finance Introduction management Sign-off overall program Program/ release management Go-live sign-off IT Program steering committee Business Finance Business management IT Deposits Overall program management Go/ No-Go COO CFO Point of no return CIO IT Business Payments Application management Production management Standard S/W provider Services Organization management Finance Business units T-23 days Source: COREtransform T-16 days T-13 days T-12 days T-9 days T Figure 18: Approval and sign-off cascade By means of release cascades, stakeholder decisions are brought into a distinct structure; thereby, the dependency between the single competencies is respected and taken into account. In addition, it establishes transparency and addresses possible needs for preserving the responsibilities. 22 Adhering to Goals © CORE 2013 4Successful Transformations through Goal-oriented Approaches The manageability of the project and the management’s ability to steer the project are crucial for the success of the transformation. The complexity and uncertainty of the project should not be eliminated, but must be addressed within the respective contexts. Transformations require complex management that draws on knowledge, skills, and experience and uses specialized mechanisms and instruments to react flexibly and to steer the main challenges in a goal-oriented and successful manner. Always keep focus on crucial success factors ›› Provide orientation: An adequate framework that divides the program into different phases with specific management and controlling scopes ensures the provision of orientation throughout the duration of the program and the continuity of the procedure for all involved parties. ›› Take decisions: The decision management ensures a balanced foundation for both the provision of necessary information as well as for the essential scopes of the decisions, within the context of the individual project phases, which allows for consistent decision-making. ›› Use tools: Specialized methods and tools secure the quality of results and provide detailed information about the status and progress of crucial areas, allowing participants to identify the steering requirements and to adjust developments in a detailed way. ›› Connect experts: Identifying and connecting the employees and skills necessary for the transformation ensures that the best candidates for the respective task fulfill the identified requirements with respect to scope as well as to the different project / program phases. ›› Finalize projects: The Go-live management consolidates the results of the projects using specific Go-live criteria and simultaneously creates the decision-making capability with the participation of all stakeholders to ensure that the power required for the completion of the transformation is available. With the help of these steering mechanisms, the management will be able to adhere to the goal of transforming the core banking system throughout all phases of the program and to lead the transformation in a goal-oriented and efficient manner, thereby using the standardization of the IT system to lay a strategically important building block for dealing with the challenges of structural change in the banking market. 23 Adhering to Goals © CORE 2013 Appendix Standard Software Providers for Banking Europe ABIT G&H Bankensoftware afb Application Services iBS – Innovative Banking Solutions Asseco South Eastern Europe ICS Financial Systems Avaloq International Financial Systems b+m Informatik Intertech B+S Banksysteme Inversia Banking Information Systems Knowis Bavaria Banken Software Misys BearingPoint msg Gillardon Bosch Software Innovations Murex Capital Banking Solutions Neptune Software Center of Financial Technologies PASS Consulting Group Colvir Software Solutions Probanx Commercial Banking Applications Prof. Schumann COR&FJA Alldata Systems Profile CPU Bankensoftware R-Style Softlab Delta Informatique SAB Ingenierie Informatique Diasoft Sage DIE SOFTWARE Peter Fitzon SAP e.stradis SmartStream EFDIS SOPLEX Consult ERI Bancaire Sopra Banking Software EVRY Subito Exictos Temenos Group FERNBACH Financial Software Torstone Technology Finnova UNiQUARE Software Development Forbis zeb/rolfes.schierenbeck.associates FORS-Banking Systems North and South America Accenture Software Fundtech ACI Worldwide Harland Financial Solutions Calypso Technology International Private Banking Systems Calyx Software Kyriba CLS Group Mimics Cobiscorp Open Solutions Computer Sciences Corporation Openlink Financial Datapro Premium Technology De Larrobla & Asociados (DL&A) Provenir Financial Software Systems Sungard FIS Top Systems FISA Systems TwoFour Systems Fiserv Wall Street Systems Asia 3i Infotech International Turnkey Systems Agile Financial Technologies Nucleus Software Autosoft Dynamics Oracle Financial Services Software BML Istisharat Path Solutions HCL Technologies Polaris Financial Technology Infopro Silverlake Axis Infosys Tata Consultancy Services InfrasoftTech Oceania CCK Financial Solutions New Technology Business Solutions A database with further information about the product portfolio of the providers is available on http://www.coretechmonitor.com. 24 Adhering to Goals © CORE 2013 Authors Christian Böhning is Managing Director of CORE. He previously held leading positions in several international projects focusing on the transformation of core banking systems. In his work, he concentrates on IT transformation management, particularly with regard to technology, processes, implementation planning and steering in crucial business areas. Dr. Mirko Schiefelbein is Knowledge Manager at CORE. He obtained his PhD in philosophy and possesses in-depth experience in the field of interdisciplinary research. He has managed numerous research projects and created a knowledge portal in the field of education. He specializes in integrated knowledge transformation. Christian Schneider is Transformation Associate at CORE. He obtained a Master of Science in Financial Economics at the University of Maastricht and has conducted research on the interplay of motivation and behavior. At CORE, he brings his market and management expertise to the steering of complex IT transformation projects. About the COREinstitute The COREinstitute conducts research on the dynamics and systems of complex transformations in various industries and sectors in order to develop new solutions within transformation management for industry experts, researchers, and engineers. The COREinstitute makes the results of its interdisciplinary research available to the public across a variety of media and through a range of publications. Disclaimer The logos depicted in this report are the property of the respective companies. COREtransform GmbH does not own the rights to the logos and is using them exclusively for scientific purposes. 25 Adhering to Goals © CORE 2013 COREtransform GmbH Am Sandwerder 21 14109 Berlin | Germany Web: www.coretransform.com Blog: www.coretechmonitor.com Phone: +49 30 26344 020 Email: [email protected] Copyright © COREtransform GmbH March 2013
© Copyright 2026 Paperzz