CONTRACT TRANSFORMATION : PROCESSES

07/12/2010
v1.2k

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 Contract Transformation Process
2 weeks 1 week 1 week 3 weeks 2 weeks

Contract Transformation Programme Management : Programme Managers

Delivery Management for a Contract: Delivery Manager

Process & Teams

Initial
Shallow Preliminary Design
Engagement, Change

Design Documents,
CE/Solution Stories
(for development),
Dive of Change and Initial

Questionnaires
Requirements Planning

Demand Stories,

As-Is process,

As-Is process,
Light BCP with
View of Config

Gap Analysis,

Gap Analysis,
As-Is process,
Contract

Populated
Generation: Planning

BCP with
Benefits
Benefits

Benefits
Analysis Teams,
BCMs, BCMs, BCMs, BCMs, Config Teams,
Analysis Teams Analysis Teams Analysis Teams Analysis Teams Test Teams

0 1 2 3 4
Toll Gate 0: Toll Gate 1: Toll Gate 2: Toll Gate 4:
TollGate & Output

Toll Gate 3:
Go / NoGo for Go / NoGo for Light BCP Design and CE
BCP Sign-off
Shallow Dive Business Case Sign-off Stories Review

Output: Calls with Output: Signed-off BCP

Review of Design Documents
Contract Director, Output: Decisions from with As Is Process,
Output: Light BCP with Config details or
Decisions from Initial Customer Workshops, Products/ Services, Demos,
with As Is Process, Elaboration Design,
Discussions, Detailed As Is Process and Gap Analysis, ,
and Products/ CE/ Solution Stories,
Desktop Analysis, And Env., Landscape, Delivery Costs, Timescale
Services, and Gap Initial Populated
As Is Landscape, Volumetrics and Benefit Profile..
Analysis. Questionnaires,
Volumetrics, Analysis, Business Case Test Strategy
Completed DCF
Novartis BCP.pdf Deutsche Bank
Front Door Form.pdf

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 Contract Transformation Process – Contd.
4 weeks 1 week 2 weeks

Contract Transformation Programme Management : Programme Managers

Delivery Management for a Contract: Delivery Manager

Inventory Train the

Toll Gate & Output Process & Teams

and Service Request Service Request Trainer,

Analysis Output

Contract Closure
Component Management Tower Component Management Tower Help in

Configuration

and Benefits
Component
Component
Sign-off on

Sign-off on
Sign-off on
Config Configuration Operational

Enabled
Billing Tower Billing Tower
Detailed Readiness
Analysis T2R Tower T2R Tower Testing

Config Data Tower Config Data Tower Analysis Teams,

Teams Teams Config Teams

5 6 7
Toll Gate 5: Toll Gate 6:
Toll Gate 7:
Review of Inventory Review of Component
Contract Closure
and Component Analysis. Configuration, E2E Test
Sign-off

Output: Analysis of Products/ Services, SLAs, Roles,

Output: Contract Closure
System/Process Interaction, Data Model, Output: Component Documentation,
New Functionalities. Gold User Interaction, Configuration and Sign-off Benefits Enablement
User Demos, Initial Training
Summary
and Sign-off
Component Analysis
Component Config
Detailed Config
Analysis Output.pdf Expedio SOR.xls

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Review of Toll Gates

Review By

Toll Gate 0 Contract Director Buy-in, TechM Program Management, BT

Program Management
Toll Gate 1 TechM Program Management, BT Program Management

Toll Gate 2 TechM Program Management, BT Program Management

Toll Gate 3 Contract Directors, Global Finance Team, All Operational Teams
(MFU, BTID-P&SD, BTID-Others, GCSO, BTO)
Toll Gate 4 TechM Analysis Tower Assurance, BT Analysis Tower Assurance,
Config Tower Assurance
Toll Gate 5 Config Tower Assurance

Toll Gate 6 Config Tower Assurance, E2E Test Assurance

Toll Gate 7 Contract Director Buy-in, TechM Program Management, BT

Program Management

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Additional Notes on Processes

• As the entry criteria for the process, we need Account Director buy-in for TN engagement and dedicated
account team support

• After each stage, review will happen in the Toll Gate corresponding to that stage

• If a Contract Transformation involves Development and/or Data Cleanse, then the overall Contract
Transformation period may extend beyond 16 weeks period.

• After Toll Gate 4, where CE/Solution Stories are identified for development, there will be a handover to TDH.

• TDH will be delivering the development requirements in 7-weeks cycle.

• Processes mentioned in the previous slides are with the assumption that only configuration will take place for
contract transformation.

• Data Cleanse requirements identified during Change Planning will be fed to the Data Cleanse team.

• UAT and ORT will be done by BT. Configuration tests will be conducted in UAT and ORT.

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TDH Interaction Steps

a) Post-BCP, transformation team will outline CE stories.

b) Transformation team will check whether these requirements mean any enhancement to the applications.

c) If need be, Transformation team will engage with CSDK E2E/Component Design to check in step b.

d) Then, Transformation team should add the requirements in the pipeline sheet, created/maintained by Front
Door team. An identified POC from Transformation team will liaise with the Front Door team to do so.
Functional area for the requirement should also be clearly identified while putting in the pipeline. Also, need to
get the timing right from a release perspective. Transformation team interaction with the front door should be
completed before the design colos / CA-CFTs for a release start.

e) Based on stream of work, TDH Del Mgr will be assigned in a day or two by TDH Team Lead.

f) Transformation team to state clearly the priority of requirement and impact on contracts so that delivery is
tracked with platform accordingly.

g) Transformation Team will then support TDH Del Mgr for the requirements. Reason for this is that
Transformation team will have background of the work.

h) TDH DM will work with BA/E2E Design team to ensure CA/CFT completion. Entry criteria for CA is CE story on
STORM. Transformation team needs to ensure that this is complete. Without this, CA cannot begin. Upon the
completion of CFT, TDH Del Mgrs will then take it up with the platform for commitments.

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TDH Interaction Steps … Continued

i) In case of any issues in delivery of requirements, stakeholders will be informed by Transformation team and
provide business concurrence to Release team.

j) Once agreed with the platform, requirements will get added to Product BackLog tab of Release Log.

k) TDH DM will own the requirements and work with platforms, Testing and Deployment team to deliver as per the
commitments available from platforms.

l) In case of any deviation in requirements, E2E testing to be informed and agreed with stakeholders by
Transformation team lead.

m) Transformation delivery managers will do the required to get the UAT sign off once E2E testing is completed.

n) Show & Tell of the functionality is to be coordinated by Transformation team on completion of delivery.

o) TDH DM to ensure delivery of requirement as per design and acceptance criteria and any change to
requirement post delivery to be handled by Transformation team in discussion with stakeholder.

p) On completion of testing, UAT should be coordinated by Transformation team in discussion with UAT manager.

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Data Cleanse/Migration Interaction Steps

a) After Toll Gate 0 is passed, a notification to be provided to Data Cleanse/Migration Team to prepare As-Is BFG
Layout slides.

b) During Toll Gate 1, Data Cleanse/Migration  Team will provide As-Is BFG Layout slides and initial data analysis
recommendations to BCMs and BAs, as an input to Toll Gate 1.

c) BCMs and BAs will analyze the recommendations and As-Is BFG Layout slides, and will interact with Contract
teams where required in Toll Gate 1.

d) In Toll Gate 2, BCMs and BAs will arrive at the benefit numbers in discussion with Contract Teams. For any
queries in defining data cleanse line items, BCMs and BAs will interact with Data Cleanse/ Migration Team.

e) Data Cleanse/ Migration line items will be formalized along with Benefit numbers and sign-off obtained in Toll
Gate 3 by BCMs and BAs.

f) Prior to BCP sign-off, Mike Surplice (or delegate from Data Team) will  be involved in the review of Data
Cleanse part of the BCP.

g) During Toll Gate 4, Data Cleanse/Migration Team will provide Detailed Scope Document and Detailed Project
Plan, based on the requirements mentioned in the BCP.

h) Data Cleanse/Migration Team will implement Data Cleanse /Migration in Toll Gate 5.

i) Sign-off on Data Cleanse/Migration will be obtained by Data Cleanse/Migration Team in Toll Gate 6.

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Post-Deployment Support Process Steps

a) During Expedio RM/OM configuration for a contract, Config Hub will identify additional end users from the
contract team, who will be using the application, and register them as Gold users with ‘Michael Wilson’ who is
the SPOC from BT Operations. Gold User can raise tickets with Global Helpdesk for any issues.

b) After the ORT is completed and Expedio RM/OM is live for the contract, Config Hub will plan for Expedio
RM/OM BA support for two weeks. Support period will vary for different contracts based on the complexity and
will be agreed by Config Hub with the contract team during the configuration. After this support period, the
contract operations user will follow the normal route of approaching Global Helpdesk for any operational issue
related to the application.

c) During the two weeks support period, Config Hub Expedio RM/OM BAs, when they hit issues not resolvable by
them, will approach CMP team led by Tanuj Ghosh. Expectation is that CMP support requirement will get
minimised as Config Hub BAs gain experience.

Apart from Expedio RM/OM deployment, a similar approach will be followed for Expedio PM/IM & IBB roll-outs also.

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Tools to be used during Toll Gates 0-3

Data Capture Form Microsoft Office

Excel Worksheet

Benefit Tracking Tool Microsoft Office

Excel Worksheet

Standard Gap Analysis

Gap Analysis
Document Template

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Tools to be used during Toll Gate 4
- Project Brief Creation/Updation by Delivery Manager

a) Project Brief is to be created by the Delivery Manager to ensure good quality start up of the project.

b) It is to be signed-off by the Delivery Manager, Delivery Management Lead, Key Delivery Team Leads (e.g.,
Config Hub, Data team, Technical Delivery Hub) and the Contract Team Lead.

c) This document provides further detail to, and supersedes, the following sections in the Business Change Plan
a) Section 3 : Delivery Plan
b) Section 4 : Risks, Assumptions and Dependencies

d) There will be 2 issues of this document:

• First issue – as soon as possible after the project has been authorized to proceed. Its objective is to
establish project controls and engagement. It will contain a high level view of the delivery schedule.
However, the delivery schedule cannot be confirmed until the Tollgate 4 checkpoint has been completed.
• Second issue – immediately following Tollgate 4 checkpoint. At this checkpoint, the delivery scope will be
understood in detail and the delivery schedule will be confirmed.

e) This document will be updated, at the discretion of the Delivery Manager – and by agreement with the Contract
Lead - to maintain an accurate reflection of the Project Scope and Governance.

Project Brief Microsoft Office KPMG Project

Word 97 - 2003 Document Brief_For Sample

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 Roles and Responsibilities – preparation for Toll Gate 0 :
Go / NoGo for Shallow Dive
2 weeks
Purpose of Toll Gate 0 :
• Short analysis leading to decision on whether to proceed with Shallow Dive

BCMs
• Accountable for the creation and sign-off of DCF
Process & Teams

Initial • Responsible for leading and scheduling calls with Contract Directors
Engagement, • Accountable for ensuring decisions are made
Requirements • e.g., Decision to proceed with Shallow Dive, Decision to focus only on L2O
Generation:
• Accountable for acquiring information from Contract Teams and using it for initial
analysis and creating As-Is Landscape
BCMs, • Accountable and Responsible for Toll Gate 0 Preparation and Sign-off Call with all
Analysis Teams required parties
• Accountable for weekly status reporting to Contract Teams and BT & TechM
Programme Management.
Toll Gate 0:
TollGate & Output

Go / NoGo for
Shallow Dive Analysis Teams
• Responsible for the creation of DCF
Output: Calls with
Contract Director, • Responsible for participating in calls with Contract Directors
Decisions from Initial • Responsible for providing analysis that supports in making decisions
Discussions, • Responsible for acquiring information from Contract Teams and using it for initial
Desktop Analysis,
As Is Landscape, analysis and creating As-Is Landscape
Volumetrics, • Responsible for weekly status reporting to Contract Teams and BT & TechM
Completed DCF
Programme Management.

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 Roles and Responsibilities – preparation for Toll Gate 1:
Go / NoGo for Business Case
1 week
Purpose of Toll Gate 1 :
• Detailed analysis leading to developed Business Case and its approval or
rejection

BCMs
Process & Teams

• Accountable for setting up and leading Customer Workshops (if required)

Shallow
Dive of • Accountable for the production of Business Case
Demand Stories,

• Accountable for presentation of Business Case to Toll Gate 1 participants

As-Is process,

Contract
Benefits

• Accountable for production of detailed As-Is Process Landscape and

Volumetrics
BCMs, • Accountable and Responsible for Toll Gate 1 Preparation and Sign-off Call with
Analysis Teams all required parties
• Accountable for weekly status reporting to Contract Teams and BT & TechM
Programme Management.
Toll Gate 1: Analysis Teams
TollGate & Output

Go / NoGo for • Responsible for setting up and conducting Customer Workshops (if required)
Business Case
• Responsible for the production of Business Case
• Responsible for presentation of Business Case to Toll Gate 1 participants
Output: Decisions from • Responsible for production of detailed As-Is Process Landscape and
Customer Workshops, Volumetrics
Detailed As Is Process
And Env., Landscape, • Responsible for analysis to create the Business Case
Volumetrics • Responsible for weekly status reporting to Contract Teams and BT & TechM
Analysis, Business Case
Programme Management.

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 Roles and Responsibilities – preparation for Toll Gate 2:
Light BCP Sign-off
1 week
Purpose of Toll Gate 2 :
• Quality check to ensure that preparation of full BCP is on track.
• Light BCP approval or rejection decision made at this stage.
• Approval of Light BCP does not authorize initiation of delivery – only the
continuation of BCP production.
Process & Teams

Preliminary
Change
As-Is process,
Light BCP with
Gap Analysis,

Planning
BCMs
Benefits

• Accountable for creation of Light BCP which should have As-Is Processes,
Contract’s Products and Services, and Gap Analysis with TN stack.
BCMs, • Accountable and Responsible for Toll Gate 2 Preparation and Sign-off Call with
Analysis Teams
all required parties
• Accountable for weekly status reporting to Contract Teams and BT & TechM
Programme Management.
Toll Gate 2:
TollGate & Output

Light BCP
Sign-off
Analysis Teams
• Responsible for creation of Light BCP which should have As-Is Processes,
Output: Light BCP
with As Is Process,
Contract’s Products and Services, and Gap Analysis with TN stack.
and Products/ • Responsible for weekly status reporting to Contract Teams and BT & TechM
Services, and Gap Programme Management.
Analysis.

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 Roles and Responsibilities – preparation for Toll Gate 3:
BCP Sign-off
3 weeks
Purpose of Toll Gate 3 :
• Full BCP approval or rejection decision made at this stage.
• Approval of Full BCP authorizes initiation of delivery and commits all parties to
benefits delivery.

BCMs
Process & Teams

Change • Accountable for creation of Full BCP which should have As-Is Processes,
Planning Contract’s Products and Services, and Gap Analysis with TN stack.
As-Is process,
Gap Analysis,

• Accountable for commitment of Delivery Costs, Timescale and Benefit Profile.

BCP with

Benefits

• Accountable for demos to customer on TN stack components.

• Accountable and Responsible for Toll Gate 3 Preparation and Sign-off Call with
BCMs,
Analysis Teams all required parties
• Responsible for weekly status reporting to Contract Teams and BT & TechM
Programme Management.
TollGate & Output

Toll Gate 3: Delivery Managers

BCP Sign-off • Responsible for commitment of Delivery Costs, Timescale and Benefit Profile.

Output: Signed-off BCP

with As Is Process,
Products/ Services, Demos, Analysis Teams
and Gap Analysis, • Responsible for creation of Full BCP which should have As-Is Processes,
Delivery Costs, Timescale
and Benefit Profile.
Contract’s Products and Services, and Gap Analysis with TN stack.
• Responsible for demos to customer on TN stack components.

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 Roles and Responsibilities – preparation for Toll Gate 4:
Design and CE Stories Review
2 weeks Purpose of Toll Gate 4 :
• Approval of Toll Gate 4 initiates Component Configuration Analysis.
• Toll Gate 4 is a handover from Analysis Teams to Config Teams for
Configuration.
Delivery Manager
• Accountable for creation of Design Documents with Config details or
Process & Teams

Design Elaboration Design, CE/ Solution Stories, Initial Populated Questionnaires and
Design Documents,
CE/Solution Stories
(for development),
and Initial Questionnaires Test Strategy
View of Config
Populated

• Accountable and Responsible for Toll Gate 4 Preparation and Sign-off Call
with all required parties
Analysis Teams, • Responsible for weekly status reporting to Contract Teams and BT & TechM
Config Teams, Programme Management.
Test Teams • Accountable for handover to Development-TDH/ConfigHub/Data Cleanse
BCMs
Teams.
• Accountable for weekly status reporting to Contract Teams and BT & TechM
Programme Management.
Toll Gate 4:
TollGate & Output

Design and CE Analysis Teams

Stories Review • Responsible for creation of Design Documents with Config details or
Elaboration Design, CE/ Solution Stories, Initial Populated Questionnaires.
Review of Design Documents • Responsible for handover to Development-TDH/ConfigHub/Data Cleanse
with Config details or
Elaboration Design, Teams.
CE/ Solution Stories, Config Teams
Initial Populated • Review of Initial Populated Questionnaires
Questionnaires,
Test Strategy Test Teams
• Responsible for creation of Test Strategy

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 Roles and Responsibilities – preparation for Toll Gate 5:
Review of Inventory and Component Analysis
4 weeks
Purpose of Toll Gate 5 :
• Approval of Toll Gate 5 initiates Technical Component
Configuration and confirms that there is sufficient detailed
technical information to proceed

Delivery Manager
Inventory
• Accountable for Analysis of Products/ Services, SLAs, Roles,
Toll Gate & Output Process & Teams

and Service Request

System/Process Interaction, Data Model, and New Functionalities,

Analysis Output
Component Management Tower
Gold User Interaction, User Demos, and Plan for Initial Training.

Component
Sign-off on
Config
Billing Tower
Detailed • Accountable and Responsible for Toll Gate 5 Preparation and
Analysis T2R Tower Sign-off Call with all required parties.
• Responsible for weekly status reporting to Contract Teams and
Config Data Tower
Teams
BT & TechM Programme Management.

Toll Gate 5: BCMs

Review of Inventory • Accountable for weekly status reporting to Contract Teams and
and Component Analysis. BT & TechM Programme Management.

Output: Analysis of Products/ Services, SLAs, Roles,

System/Process Interaction, Data Model,
New Functionalities. Gold User Interaction,
User Demos, Initial Training
Component Analysis
Config Teams
• Responsible for Analysis of Products/ Services, SLAs, Roles,
System/Process Interaction, Data Model, and New Functionalities,
Gold User Interaction, User Demos, and Plan for Initial Training.

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 Roles and Responsibilities – preparation for Toll Gate 6:
Review of Component Configuration
1 week Purpose of Toll Gate 6 :
• Approval of Toll Gate 6 confirms that Component Techincal
Configuration is complete and agreed with the BT Contract Team
• Successful completion of Toll Gate 6 is the entry criterion for
starting UAT and train the trainer
Toll Gate & Output Process & Teams

Service Request
Component Management Tower Delivery Manager

Configuration
Component
Sign-off on
Configuration
Billing Tower
• Accountable for Component Configuration and Sign-off.
• Responsible for weekly status reporting to Contract Teams and
T2R Tower BT & TechM Programme Management.
Config Data Tower
Teams
BCMs
• Accountable for weekly status reporting to Contract Teams and
Toll Gate 6:
Review of Component
BT & TechM Programme Management.
Configuration, E2E Test

Output: Component
Configuration and Sign-off Config Teams
• Responsible for Component Configuration and Sign-off.

Component Config

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 Roles and Responsibilities – preparation for Toll Gate 7:
Contract Closure Sign-off

2 weeks Purpose of Toll Gate 7:

• Approval of Toll Gate 7 confirms that Contract Transformation is complete for the
given Contract and agreed with the BT Contract Team
• Successful completion of Toll Gate 7 indicates that Benefits have been enabled
for BT and that the systems, data & process work is complete. (Note that there
Train the might be a delay until the benefits are realized – the BT Contract Team is
accountable for this.)
Toll Gate & Output Process & Teams

Trainer,
Delivery Manager
Contract Closure

Help in
and Benefits
Sign-off on

Operational • Responsible for Contract Closure Documentation.

Enabled

Readiness • Responsible for Benefits Enablement Summary and Sign-off.

Testing
• Responsible for weekly status reporting to Contract Teams and BT & TechM
Analysis Teams, Programme Management.
Config Teams
BCMs
• Accountable for Benefits Enablement Summary and Sign-off.
Toll Gate 7:
• Accountable for Contract Closure Documentation.
Contract Closure • Accountable for weekly status reporting to Contract Teams and BT & TechM
Sign-off Programme Management.

Output: Contract Closure Analysis Teams

Documentation,
Benefits Enablement
• Responsible for supporting Train the Trainer.
Summary
and Sign-off Config Teams
• Responsible for Train the Trainer, Help in Operational Readiness Testing.

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 Thank you

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