example-business project sponsor meeting

BMW S-DIVISION IT PROJECTBUSINESS SPONSOR MEETINGAPRIL SPONSOR MEETING

MPM, May 2016

SF3 CN Divisional Sponsor Meeting

AGENDA.

Topics Presented by

Time (minutes)

- Open Item Update MPM Team 5

- April MPM Dashboard Status Review MPM Team 5

- 2015 & 2016 Active Project Monthly Status Review

10

- 24/7 Smart Servicing Maggie Wu - Smart Phone Audit Kiva Tam

- Project Closedown Report 15- ARP Enhancement Graeme

Hadden- Independent BO Server Xiaoyan Guo- Infra & Ops Enhancement Jingpi Xu

- A.O.B ALL 5


OPEN ITEMS UPDATE.Open Item Responsi

bleTask

Assigned on

Status Due date Remarks

1 COFIS CFSBPM introduced background on why unable to “Handover to Line Function” after “Go Live” so long. Sponsor recognized the reason with suggestion on follow up action.

FG 331 March 29th

In progress

April Sponsor Meeting

The COFIS (Including Retail/ wholesale) will hand over as whole package. The handover details (including the scope/ timeline) is under discussion with regional team.

2 Smart Phone AuditProject reached “Go Live” last year but unable to “handover to Line Function”. FG team needs to verify the PB description on “Project Closure” with proposal on the next step.

Tao Bai March 29th

In progress

April Sponsor Meeting

As clarified by business, there is no connection between system handover and 2015 roll-out documented in Project Brief. ITPM’s feedback as “FG-336 has agreed to start taking over this project from April , and the actually handover will be schedule on July 1st depends on the KPI result/2016 new roll-out plan”.Please see details in Monthly Status Report.

3 24/7 Smart ServiceEvaluate three different solutions (i.e. local market solution, regional solution, central solution) with Gap identification and analysis.

Tao Bai March 29th

In progress

ASAP Please see details in Monthly Status Report later.

4 Independent BO ServerSponsor approved the request for project close down and instructed ITPM to hand in the report for signature.

Sean Guo March 29th

In progress

ASAP Project close down report has been handed into Business Sponsor and currently it is under review and to be signed off by Business Sponsor.

5 Infra & Ops EnhancementSponsor approved the request for project closure request and instructed ITPM to hand in the report for signature.

Jingpi Xu March 29th

In progress

ASAP Project close down report has been handed into Business Sponsor and currently it is under review and to be signed off by Business Sponsor.

6 Project Brief Sign off ProcessSponsor requested to also include FG function lead time for P.B. Sign off Process timeline as it is not reflective of these steps.

Olaf Niebisch

March 29th

In progress

TBD This topic has been escalated to PSC meeting as instructed by Biz Sponsor.


APRIL MPM DASHBOARD REVIEW.2016 IT PROJECTS.

1

Reporting Date: 4/30/2016Publish version: 2016 APR

Ownership: Demand MGT & MPM teamContact email [email protected]

On Track / Completed From Project Start to ProjectCaution Close Down On track / On or Below budgetDelayed Project Go-live (signed off) Caution / Above budget by <=15%Suspended / Cancelled (Led to) Delayed or Failure/ Higher than budget by at least 15%Not Started Project Go-live (planned) Delayed for execution / Alarm - cost spent before in executionNot Applicable No available data

IT Budget in '000 Euro

IT Budget in '000 RMB

ex rate 7.15

Cost Time Resource QualityCommitted

Amount (PR) in '000 RMB

Cost at Completion in

'000 RMBGo Live

PB Si

gned

offPr

ojec

t Kick

ed

off

Go liv

e

Clos

e dow

n

SF3 CN 24/7 Smart Servicing OPERATIONS Tao Bai Maggie Wu 290€ 2,074¥ J F M A M J J A S O N D -¥ 290¥ 9/30/2016 G G G G G G G G G G R

Project gatewaysTraffic Light

2 3

Forecast

-1.1

-1.2

-0.1

5

-2.2

-2.1

-1.3

0Baseline

2015 CARRY OVER + 2016 IT PROJECTS

Project Name Division ITPM BPM 4Project Duration(2016 Jan - 2016 Dec)

-2.4

-2.3 1

SF3 CNMulti Project Management Dashboard

Please see thename of each step representedby numbers in upper curve

-2 -1 0 1–5 6Project brief Implementation Operation / Maintenance

Retirement

Final Project Budget Release: On-Request (GOC / ROPC/Controlling)

Project end

Quality assurance

-2.3Project brief and other documentation-2.4Request

Maturity

Processsteps

‘Lean’ Quality Assurance

-2.2Initial market categorization

-0.1FG prioritization of budget and headcount

-1.2CABQA

Gateway- 0 /Milestone

Gateway -1/Milestone


Gateway - 4/Milestone


Gateway -5/Milestone5. Install,

Commission & Deploy System

4. Construct & Test System

3. System Design

2. System Proposal

1. Business Proposal0. Project Brief

-2.1RegionalPrioritization (ROPC)

-1.3GRIPPS Tickets

0.1Project Kicked off

-1.1Business final Prioritization(GOC)

Local responsible

Regional / Central responsible

FG responsible

Consolidation

Wish list

OnePager including Cost estimate

GRIPPS Ticket

creation

0.Project Brief Signed off

Official List

ApprovalList

Critical IssuesOverall status of project is RED, and there are below issues:

Overall Status

Current

Last Trend

SF3 CN IT Project Monthly Status Report

MONTHLY STATUS REPORT – 24/7 SMART SERVICING (GRIPPS TICKET NO.: PR-008749)Reporting period: (from 26.03.2016 until 04.05.2016)

Reported by: Maggie Wu (BPM)Project Phase Progress

PlannedProgres

s Complet

ed System Proposal

25% 10%Costs

Current

Last Trend

Resources

Current

Last Trend

Quality

Current

Last Trend

Time

Current

Last Trend

# Activities Aligned Date

Due Date

Progress

(%)

Status

1 Business Proposal sign off

Feb 29 Apr 30 100%

2 Get EACC approval for MLP local solution

Mar 9 Apr 1Apr 22TBD

0%

3 Get both region & HQ Biz line approval for MLP local solution

Mar 18 TBD 20%

4 System Proposal preparation

Feb 4 May 31 30% Risks

- Customer satisfaction may be impacted. As customer may get the 24/7 communication channel later or can’t get.- Cost per contract may increase

due to hard to reduce IB call if no web-solution.

- Project timeline may be delayed.

Issue Impact Current/Future Action plan

Root Cause

MLP: Project MLP related requirement has overlap with global solution _ MyBMW@SF

1. Project timeline is going to delay due to EACC approval process

2. If local proposal is declined by EACC, project scope needs to be adjusted

1. Biz alignment with Global team: MyBMW@SF solution evaluation and final decision will be made on 18th May. 2. Alignment meeting with EACC. Meeting date will be confirmed.3. Keep working on the CTI & IVR related part.4. What is actions plan?4.1 Wait for a final decision on 18th May?4.2 Go to local solution?

Central would like to use the global solution.

CTI & IVR: Infosys needs confirmed agreement with SF FG to continue working on the current tasks

1. The CTI & IVR related part of the project is temporally suspended from Infosys side.

Both SF and Infosys will keep working on reaching a new agreement in order to continue the current business

The previous agreement between Infosys and SF has expired and need renewal.

ForecastCost at Completion in '000 RMB 2074 Estimated Go-live

Date Sep 30, 2016


24/7 SERVICING.RESOURCE UTILIZATION REPORT.

Total PD 0

20

40

60

80

100

120

140

69

59

100

Total Business Efforts (PDs)

Actual Forcast Budget

0

10

20

30

40

50

60

70

80

4 4 1 23

20

4 4

30

24.2

11

8

4 2

8

1

6

4

4 4

30

Business Efforts Distribution Per Phase (PDs)

Amy Zhang Eric Huo Irene Du Maggie Wu Shao Jing

Current Phase

Spent more than planning on phase Business Proposal


ARP ENHANCEMENT.CLOSE DOWN REPORT.

ARP Project Closedown Report

LESSON LEARNED:- Enough buffer to be considered when initiate the

project plan.- Business delegate is highly recommended when

project involved multiple teams.- Web server configuration need more efforts support

from central web team.- 4 web services (5 methods in total) for e-DMS

integration were used by ARP, more integration efforts need to be considered in the future.

- The business was able to significantly reduce the vendor costs of this project by having greater involvement in the technical discussions. Approximately 40% of the original quotation was reduced through conducting workshops with the vendor and previous project stream leaders prior to the technical requirements being signed off by IT.

- Challenging the vendor to innovate rather than replicate information enabled the business to realise more functionality in a cost effective way.

- Leveraging off the relationship business steam owners developed with the vendors, the business was able to make agile changes when in usual circumstances additional time and costs would be incurred.


INDEPENDENT BO SERVER.CLOSE DOWN REPORT.

Independent BO Server

LESSON LEARNED:- Business delegate is highly recommended when project

involved multiple teams- Project scope should be more clear to avoid losing any

important requirement- BPM need to be clarified if Original BPM left company


INFRA & OPS ENHANCEMENT.CLOSE DOWN REPORT.

Infra & Ops Enhancement

MIAN ACHIEVEMENT OF OBJECTIVES:- Provide infrastructure support for 2015 projects;- Provide continuous DC service for all primary and

testing servers, other infrastructure as well;- Improve IT operation efficiency.


APPENDIX


SMART PHONE AUDIT.ROLL OUT STATUS UPDATE – 2016.05

CRS Rating Roll out in 2015 Roll out in 2016(As of 4th.May) In Progress Pilots to Be

Communicated Completion %

CRS 7 1 0 0 0 100%CRS 6 11 10 6 0 100%CRS 5 16 11 4 79 25%CRS 4 3 30 15 107 21%CRS 3 0 28 7 0 80%Total 31 79 32 186 35%

No. of Active DLR No. of DLR Using SDA No. of DLR In Rollout Progress

No. of DLR To Be Rollout Rollout Completion %

314* 110 32 186 35%

Overall Status

*Data as of May.04th, 2016 (exclude no stock dealers).

Current Rollout Status


SMART PHONE AUDIT.BACK UP - ROLLOUT SCHEDULE IN 2015.

Phase I :2 dealers in North area and1 dealer in East, West & South area respectively (5 4S shops)

24Jul 17Aug

30Sep

Phase II:4 pilot dealers in Aug and 4 in Sep as well. (8 4S shops)

31Oct 30Nov

31Dec

Phase III :Each week will have 3 more pilot dealers be selected. ( 37 4S shops)

Notes:1. Targeted 50 dealers will use smart device for audit activity at the end of Dec2015;2. 100% of CRS rating 3 dealers and 20% of CRS rating 4 Dealers will be covered at the end of 2015;3. Regular auditors of PAB will be involved to the roll out plan and assist to offer onsite support start

from phase II;

THANK YOU.


example-business project sponsor meeting

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