case study: from excel to ppm – idexx’s move to better manage its business

World®’16

CaseStudy:FromExceltoPPM– IDEXX’sMovetoBetterManageItsBusinessRobMcGowan- ITProjectManagementOffice- IDEXX

AMX58S

AGILEMANAGEMENT

2 ©2016CA.ALLRIGHTSRESERVED.@CAWORLD#CAWORLD

©2016CA.Allrightsreserved.Alltrademarksreferencedhereinbelongtotheirrespectivecompanies.

Thecontentprovidedinthis CAWorld2016presentationisintendedforinformationalpurposesonlyanddoesnotformanytypeofwarranty. The informationprovidedbyaCApartnerand/orCAcustomerhasnotbeenreviewedforaccuracybyCA.

ForInformationalPurposesOnlyTermsofthisPresentation

3 ©2016CA.ALLRIGHTSRESERVED.@CAWORLD#CAWORLD

OverthepastyearIDEXXLaboratories(IDXX)hasmovedfrommanaginga$30MprojectportfolioinamassiveExcelspreadsheettothelatestversionofCAProject&PortfolioManagement(CAPPM).IDEXXisnowfullyutilizingthePortfolioManagementfunctionalitytomanagetheintake,planandmakecriticalresourcedecisionsregardingtheirITprojectportfolioandresources.ThroughtheuseofresourcemanagementandcalendarsinCAPPMtheteamnow(forthefirsttimeever)hasthecompletepictureofsupportandmaintenancetime,enhancementwork,non-workingtimeandprojectwork.JointhissessiontolearnhowIDEXXphasedinitsimplementationtobetteradoptawidearrayofCAPPMcapabilitiesrangingfromtimereporting,toresourcemanagement,tofullportfolioplanning.Theaudiencewilllearnmoreabouttheirtechniquesaswellasthechangemanagementprocessthathelpeditovercomechallengesalongtheway.

RobMcGowanIDEXXITProjectManagementOffice

Abstract

4 © 2016 IDEXX Laboratories, Inc. All rights reserved.

IDEXX Laboratories

o IDEXX Laboratories is the leader in diagnostics and technology solutions for animal health and water/milk quality in the world

o Founded by David Shaw in 1983 – Over 30 years of diagnostic innovationso More than 8,000 employees worldwide o Headquartered in Westbrook, Maineo Deep veterinarian clinical, IT, and process expertise o Products that are exported in over 175 countries around the globeo IDEXX has invested over $400 million in the past 5 years into research and developmento Over 365 U.S. Patentso 1.6 billion dollars in revenue with a 10 billion dollar market cap

The History

6 © 2016 IDEXX Laboratories, Inc. All rights reserved.

A look back in time…

Complete offline process

Excel based tools

Yearly planning cycle

2-3 month planning cycle

7 © 2016 IDEXX Laboratories, Inc. All rights reserved.

8 © 2016 IDEXX Laboratories, Inc. All rights reserved.

We’re all consistent in our process, right?

Offline process varies on how we collect the data and store it

9 © 2016 IDEXX Laboratories, Inc. All rights reserved.

Wait, I know the answer!

Hours 1 Hours 2 Total

1 2 4

1 2 310

Why don’t the numbers match?

10 © 2016 IDEXX Laboratories, Inc. All rights reserved.

The race to the finish line…

Consolidating all the files and data is time consuming

What if…

11 © 2016 IDEXX Laboratories, Inc. All rights reserved.

Legacy version of Clarity

What did we use Clarity for?o Timesheet tracking

• Projects• Enhancements• Basework

o Document storage• Auditable documents

12 © 2016 IDEXX Laboratories, Inc. All rights reserved. How IDEXX plans in Clarity

13 © 2016 IDEXX Laboratories, Inc. All rights reserved.

Key drivers for developing a new approach

VisibleFasterAgileFlexible

14 © 2016 IDEXX Laboratories, Inc. All rights reserved.

Build the projects and create the demand

1. Create a project in clarity2. Add the resources to the project

• IDEXX has taken a role based approach for planning • Once the project is kicked off, named resources are added

3. Add the detailed hour estimates to the roles

15 © 2016 IDEXX Laboratories, Inc. All rights reserved.

Creating the portfolio

o Create a new portfolio

o Build a power query and sync the projects you want to plan against

16 © 2016 IDEXX Laboratories, Inc. All rights reserved.

Loading your target financials/resourcing

o In this step you will want to load the key roles you want to plan againsto In our case we still manually calculate a number with basework to create the maximum

availability for each role. This will be a future enhancement to our process to also let the system calculate this.

17 © 2016 IDEXX Laboratories, Inc. All rights reserved.

How to answer the “what if” questionso You can now create an “above the line” vs. “below the line” view of the projects to see how

your budget and resources are impacted in the waterlines views

18 © 2016 IDEXX Laboratories, Inc. All rights reserved.

Analysis of the resource impacts

o Based on the data you entered into the targets, you can now see resource needs based on the projects above the line that are causing demand

o Since we plan on roles we look at this by how many headcount of that role do we lack or exceed capacity

19 © 2016 IDEXX Laboratories, Inc. All rights reserved.

Opportunities

Next areas of opportunityo Use the system to calculate the

basework percentages. We still maintain this in a spreadsheet

o Maintain complete financials in the system – today many of the financial calculations are maintained in separate spreadsheets

21 © 2016 IDEXX Laboratories, Inc. All rights reserved.

IDEXX is greenPlease project (don’t print) this presentation.

22 ©2016CA.ALLRIGHTSRESERVED.@CAWORLD#CAWORLD

AgileManagement

FormoreinformationonAgileManagement,pleasevisit:http://cainc.to/9Zed5W