cultivating capability - amazon web services
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Cultivating CapabilitySurviving and sustaining with fewer people
Copyright © 2019. TriTech Enterprise Systems, Inc. All Rights Reserved.
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Hello!
Joey Spooneru 18+ years in management and
technology
u Product design and development
u Service design and management
u Kanban Trainer & Coach
Copyright © 2019. TriTech Enterprise Systems, Inc. All Rights Reserved.
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Accredited Kanban Coach and Trainer
Company Backgroundu We’re a small business based in Maryland
u Did you file your taxes and (maybe) get a refund via e-file? That’s us.
u In business since 2002 (17 years and counting)
u Government - 60%
u State Government - 35%
u Commercial – 5%
u Surviving through some tough times
u 2008 recession
u 2013 shutdown
u 2019 shutdown
Copyright © 2019. TriTech Enterprise Systems, Inc. All Rights Reserved.
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Company Backgroundu IT Consulting
u Program & Project Management
u Network Infrastructure
u Data Management
u System Integration & Testing
u Information Assurance
u Kanban Coaching and Training
u Cutting edge federal data API portal technology used to support OMB-15-15
u Basically make government data free and easily accessible by the developer community
u SAP implementations
Copyright © 2019. TriTech Enterprise Systems, Inc. All Rights Reserved.
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Appraised at ML3 while using the Kanban Method.
Commitment Is In Our DNA
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“Committed to increasing the competitive advantage of our clients by providing cutting edge solutions through innovation, research, and the application of emerging
technologies.”
Capabilities
External
u IT Consulting
u Program & Project Management
u Network Infrastructure
u Data Management
u System Integration & Testing
u Information Assurance
u Kanban Coaching and Training
Internalu Proposals and Sales Delivery
u Finance, Contract Operations, Recruitment, and Human Resources
u Kanban Coaching and Training Delivery
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How We Discovered Kanban
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We used it on a 30m contract and it delivered
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Watch the full story at: bit.ly/TriTech-DOL
What We Discoveredu 80% improvement without changing
the way a government contract works for software development.
u 90% improvement without changing the way a government contract works for a governance service.
u A rather quick CMMI ML3 DEV appraisal for software development project work.
u Maybe we should do this for the corporate services TriTech?
Copyright © 2019. TriTech Enterprise Systems, Inc. All Rights Reserved.
9Randy Williams, Jr., PresidentTriTech Enterprise Systems, Inc.
Hmm… Maybe this Kanban stuff can do more for us?
Our First YearLate 2016 through 2017
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Analog Kanban
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Analog Kanban
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Developing initial policies
Education was a priority
u Everyone became a Kanban Management Professional
u Manage their systems and also their work
u Understand the design and management aspects of the method for future proposal related efforts
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Analog Kanban
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Options Selected 0% - 100% QA Done
Recruitment
Business Dev
Proc. Imp.
Finance & Ops
HR
Analog Kanban
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Options Selected (4) 0% - 100% (16) QA (2) Done
Expedite (1)
Fixed Date (16)
Standard (4)
Intangible (1)
Ready for QA (2)
Class of Service
RecruitmentBusiness Dev Proc. Imp. Finance
& OpsHR
Analog Kanban
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Isolating and expanding work types into multiple systems with multiple work types
Analog Kanban
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Options Selected (4) 0% - 100% (16) QA (2) Done
Expedite (1)
Fixed Date (16)
Standard (4)
Intangible (1)
Ready for QA (2)
Class of Service
RecruitmentBusiness Dev Proc. Imp. Finance
& OpsHR
Analog Kanban - Recruitment
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Options Selected (1)
Source (2)
Onboarding(2)
Done
Expedite (1)
Urgent (5)<= 15 days
Standard (10)30 > days > 15
Offer (2)
Class of Service
Proposal Contract 2 Contract 3
Contract 4 Contract 5 Contract 6
Strategize (1)Start /Finish
Screen (2)
Interview (2)
FirstDay(2)
Start /Finish
Start /Finish
Start /Finish
Start /Finish
Start /Finish
Start /Finish
Blocked
Digital Kanban
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STATIK & Digital Artifacts
u Needed a way to visualize policy without being redundant and generating “policy blindness”
u Needed a simple way to guide people on how to use technology with the Kanban system design
u Decided to create two type of documents
u A quick reference
u A guidebook
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Once we moved to digital, we lost the awesomeness of analog
Defining Capabilityu Focused on government Request for Proposals (RFP’s)
u Three submissions per month
u About one submission every ten days
u Average time when government notifies a proposal is needed two weeks in advance of due date (=~ 10 days)
u The goal is three proposals per month
u The challenge is a throughput of one proposal every week
u The challenge is preparing and packaging proposals quickly
u Proposals mean demand for Recruitment Service, People Service, Finance & Operations Service
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Measuring Capability
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Did we deliver the proposals?
Initial Capabilities1. Proposals / Sales
2. Finance and Contract Operations
3. Process Improvement
4. People Service (HR)
5. Recruitment Service
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Initial Capabilities
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Initial Capabilities
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Initial Capabilities
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Campfire Conversations and Cadences
u Things we talked about
u Services and their ability to deliver according to expectations
u Delays / risks and quality issues associated with the work being delivered
u Stability or health of a service
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2017
2017u All staff trained on Kanban
Method and how to design and manage Kanban Systems
u Eight people total
u Five services identified
u All services eventually created using Systems Thinking Approach To Introducing Kanban (STATIK)
u Capabilities defined and measured
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TriTech
People Service
Recruitment Service
Finance and Operations
Service
Proposal Service
Process Improvement
Service
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2017 We’re on our way to achieving our mission!
Whoo hoo!
We’re set for growth!
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“I have called this principle, by which each slight variation, if useful, is preserved, by the term of Natural Selection.” -Darwin
Shift Happens
Shhh!
Turnover Happens
Our Second Year2018
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Turnover Happens1. February 2017 – Recruiter
moves to role closer to home
2. July 2017 – Quality management lead moves to another role in another company with a focus on CMMI consulting
3. October 2017 – Secondary proposal developer moves to new employer
4. November 2017 – Primary proposal developer moves to contract role that better suits her work/life balance
5. June 2018 – HR specialist moves to new role
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TriTech
People Service
Recruitment Service
Finance and Operations
Service
Proposal Service
Process Improvement
Service
A Mindful Evolutionu What happens if we don’t rehire
these positions?
u Can we sustain the pace for the services without hurting our capability?
u Can we make it easier to operate the Kanban systems?
u What will we sacrifice?
Copyright © 2019. TriTech Enterprise Systems, Inc. All Rights Reserved.
35Randy Williams, Jr., PresidentTriTech Enterprise Systems, Inc.
Hmm… Maybe we can use Kanban to deliver the same amount with
fewer people?
Our Second Year
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TriTech
People Service
Recruitment Service
Finance and Operations
Service
Proposal Service
Process Improvement
Service
Our Second Yearu Three people total with occasional
support from proposal specialists
u Simplification of services down to
u Proposal / Sales
u Finance, Contract Operations, People
u Kanban Services
Copyright © 2019. TriTech Enterprise Systems, Inc. All Rights Reserved.
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TriTech
Finance and Operations
Service
Proposal Service
Commercial Kanban Service
Second Year Capabilitiesu Proposals / Sales
u Finance and Contract Operations
u Kanban Services
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Second Year Capabilities
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Campfire Conversations and Cadences
u Things we talk about
u Services and their ability to deliver according to expectations
u Delays / risks and quality issues associated with the work being delivered
u Stability or health of a service
u Customer feedback on proposals
u Did we build the right thing?
u What was acceptable and not acceptable?
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2018
A Mindful Evolution
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What happens if we don’t rehire these positions?
We save some money, fewer lines of communication, clear need for leadership and ownership
Can we sustain the pace for the services without hurting our capability?
Yes and no. We learned where are capabilities are threatened based on the type of work we choose to accept (options -> proposals -> what kind of proposals mean reliable v. unreliable capability)
Can we make it easier to operate the Kanban systems?
Yes. We boiled our policies in a vat of reality. We found what was necessary and kept it. We simplified the number of systems, too.
What will we sacrifice? Opportunity. We can’t say “yes” to as much as before.
The Impact Of Our DecisionsWhat feedback did we get from the changes we made?
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The Impact Of Our Decisions
Consequences
u Pressure to manage with fewer people
u Quality can be missed
u Making decisions to limit commitments and deliver rather than delay
Benefitsu Fewer lines of communication
u Shorter conversations
u Fewer priorities
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This is hard to do well!
The Impact Of Our Decisions
u Change in focus from service performance to company performance
u Emphasis on transparency towards corporate goals, not just service targets
u It’s great you can hit a 3 point goal consistently; we’re in a free-throw business
u Emphasis on key sustainable factors that drive towards a fitness for purpose implied by our market segments
u Government
u Commercial
u Goal areas emphasize traditional business components
u Revenue
u Staff
u Customers
u Contracts
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“Grown-Ups Having Grown-Up Conversations”
The Impact Of Our Decisions
u Proposal readiness – not being equipped to deliver
u Missing the technical
u Active experiments for “hot-n-ready” people, content, and more
u Too many other commitments – time to consider refining classes of service
u Commercial Kanban
u Public courses and resources
u Sales and marketing
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Do Failures Pull You Towards Maturity?
The Impact Of Our Decisions
u Experimentation Awareness
u Marshaling options as experiments – maybe it’s better to rethink what we’re committing to?
u Building knowledge before committing and executing
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Understanding Experiments in a Larger Context
2018
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We maintained our capability.
Hard and rewarding work. Humbling work with sacrifices.
2019 should be smooth sailing!
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482019 ShutdownShift Happens
Shhh!
Our Third Year2019
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Government Shutdowns Happen
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12/11/18Trump - proud of
shutdown
12/19/18 Senate posses spending bill
12/20/18 Trump says he won't sign Senate bill; House moves to add wall
funding
12/22/18 Partial government
shutdown begins
1/2/19 Trump, Democrats meet
again; Smithsonian museums close
1/3/19 Democrats take control of the
House, pass spending bills
1/4/19 Trump threatens national
emergency
1/8/19 Trump addresses nation;
Democrats respond
1/9/19 Trump walks out of meeting with
Democrats
1/2/19 Trump visits US-Mexico border;
renews threats
1/11/19 Thousands of federal
employees miss first paycheck
1/12/19 Longest shutdown in US
history
Our Third Year
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US Government standardized delivery, compliance to regulatory needs, constantly shifting
requirements, and rarely shifting deadlines
Commercialquality, timeliness, immediate results
State Government stability, predictability, consistency
Focusing on fitness for the customers and segments we want to support
Third year capabilities
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Through March 2019
When Shift Happens, So Does Delay
Campfire Conversations and Cadences
u Combined and integrated Service Delivery Reviews, Operations Reviews, and Risk Reviews in 2 hour meeting
u Remember, we’re small and can do this for now …
u Focus is on business goals and how they’re supported by the services
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2019
Cultivating Capability
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TriTech
People Service
Recruitment Service
Finance and Operations
ServiceProposal Service
Process Improvement
Service
TriTech
Finance and Operations
Service
Proposal Service
Commercial Kanban Service
TriTech
Finance and Operations
Service
Proposal Service
Agile Service
Process Improvement
Service
Detailed CapabilityWhat do we have?Internal focus.
Rationalized CapabilityWhat’s necessary?Internal focus.A real experiment with less.Increasing skill liquidity.
Targeted CapabilityWhere are we the fittest?External and internal focus.Finding our true strengths.Demand driven design.
How can you experience this in 4.5 hours from now?
u Experience the risk review and operations review cadences and the enterprise decision making that’s involved!
u Work with a fellow team member as you operate a multi-million dollar business to either thrive, survive, or die.
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Thank you!
Joey Spooneru 18+ years in management and
technology
u Product design and development
u Service design and management
u Kanban Trainer & Coach
u www.tritechenterprise.com
Copyright © 2019. TriTech Enterprise Systems, Inc. All Rights Reserved.
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Accredited Kanban Coach and Trainer