efs design authority overview v0.2

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EFS BOP Design Authority DRAFT FOR DISCUSSION Overview v0.2 January 2006

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Page 1: Efs design authority overview v0.2

EFS BOP Design Authority

DRAFT FOR DISCUSSION

Overview v0.2January 2006

Page 2: Efs design authority overview v0.2

Contents

• Design Authority introduction• What will it do?• Why is it required? What are the benefits?• Role of the EFS Design Authority• What can the EFS Design Authority influence?

• Change Lifecycle and interaction with DA• Project Lifecycle and interaction with DA• Evaluation process• Short term objectives• Approach to impact management• Relationship with OCS

Page 3: Efs design authority overview v0.2

What will the Design Authority do?

• The Design Authority supports the business at both an overall and workstream level to:

• Measure and assess the impact of all change on people, processes, IT, site & location assumptions implicit within

• (a) current ‘as-is’ processes • (b) the future operating model

• Identify issues and risks with change resulting from the prescribed TOE, BOM, Hypothesis

• Provide a standard, comprehensive and definitive routine for managing and assessing changes that impact the current, phased and future business models

• Ensure deliverables fit with TOE, BOM and Brand Alignment Hypothesis – where deliverables have an impact then that will be measured, reported and acted upon

• Confirm that EFS can still operate its business processes without impact• for example, additional cost not incurred as a result of a system change

Page 4: Efs design authority overview v0.2

Why is a Design Authority required?

•The overall BOP programme has established a Design Authority (DA)• The need has been identified by the BOP Programme Director

• Its purpose is to support the implementation of the agreed Hypothesis and BOP changes

• The Head of overall BOP DA is Iain Ranson (Devonshire Street based)

• Within EFS the DA will be established by Richard Wignall and Conrad Rafique. A regular EFS DA forum will be created.

• The EFS DA will work closely with the OCS DA as there are a significant number of customer contact points across both business units

• There are also several hand-offs between EFS and OCS hence taking a joined-up view of processes will reduce the likelihood of issues arising from projects and changes

• It will also improve impact assessment and analysis process. For example, where there is an EFS project with OCS impact, a closer working relationship will enable clearer identification of the magnitude of any issues arising from the project

Page 5: Efs design authority overview v0.2

What are the benefits for EFS?

•Benefits to EFS:• The Design Authority will promote joined-up ways of working to ensure that the

impact of agreed changes is known and planned for

• In the event of unplanned changes being identified the DA will ensure that the relevant project manager or business manager is aware of the impact

• Steps will be taken to modify changes to mitigate impact

• It will help process owners and project managers to assure that agreed plans deliver agreed outcomes and do not create additional business impact

• Improved analysis and understanding of impacts on E2E business processes from a perspective

• An improved route to understanding and dealing with the impacts of change cross-functionally and cross-workstream

Page 6: Efs design authority overview v0.2

Role of the EFS Design Authority?• Detailed Impact Assessment for deliverables, PRDs and Change

Requests as required• Assurance of “fit for purpose” of all workstream Project Deliverables

affecting the current ‘as-is’ processes• Business model owner for EFS• First point of contact for BOP DA• Working with the BOP DA, assures the integration of design across other

Workstreams and BAU projects• Responsible for the overall Operational Design of the Workstream model

• People/Process / IT / Site & Location / Customer & client

• Review and Sign Off on all Workstream business requirements, BSDs, PRDs and change requests

• Assures that any impacts due to the Hypothesis are mitigated• Assures that any impacts on ‘as-is’ processes are (a) known and (b)

mitigated

Page 7: Efs design authority overview v0.2

What can the EFS Design Authority influence?• Processes where EFS is the ultimate owner

• Aintree HO processes• Sales & marketing• Risk• Finance• Compliance• HR

• EFS business processes• Collections• Debt recovery• Fraud• Authorisations• Payments• Insurance products sales & admin• Credit Card JVs• Loan JVs• Customer recruitment• Credit account management

• Application processing & credit scoring• Limit setting and authorisation• Payments• Collections• Customer profitability management (IFC to IBC)

• Compliance• E-Commerce

• Credit offers• Warranty offers• PPI offers

• Financial products e.g. FTL

Page 8: Efs design authority overview v0.2

EFS change lifecycle and interaction with DA

Initiate- PRDs

Plan- PRD- BSD- BRD

Do-it- Change requests

Closedown-Post impl. Review

- Confirm actual delivery to planned delivery

PRDsChange RequestsBRDsBSDsInitiatives

Design Authority

PROJECTS

BUSINESSINITIATIVES

SIX SIGMA

Initiatives- Assessed for business impact by the DA- Progressed and delivered by initiative owner- DA involved in monitoring delivery to plan

Six Sigma-Assessed for business impact by the DA-Developed and delivered by business owner-DA involved in monitoring delivery to plan to ensure that actual change delivered is congruent and not in conflict with EFS business

•Impact assessment

•Feedback to owners

•Owner routes change appropriately

Page 9: Efs design authority overview v0.2

Design Authority interface with Project Lifecycle

Initiate- PRDs

Plan- PRD- BSD- BRD

Do-it- Change requests

Closedown- Post impl. Review- Confirm actual delivery to planned delivery

PROJECTS

Design AuthorityInteraction

Review-Impactassessment

Sign-off- project planto deliver

Sign-off-Changerequests

Sign-off-Actual deliverycf to planned delivery

Page 10: Efs design authority overview v0.2

EFS Design Authority (DA) Evaluation Process• The Evaluation process aims to be straightforward, flexible and nimble

• An enabler of change. It should fast track the progress of low impact and Hypothesis consistent changes, which benefit the business

• It will “impact assess” changes that align with current processes and identify possible amendments

• The core of the Evaluation process is to ascertain the impact of PRDs, BRDs, BSDs, change requests and other deliverables on:

• People• Process – ‘as-is’ and ‘to-be’• IT• Site/location and compliance• The current agreed Hypothesis and BOM

• The EFS DA Evaluation process will:• Perform an impact assessment on each deliverable/change request• Assess fitness for purpose of each deliverable/change request in respect of the

Hypothesis, BOM and TOE• Ensure that normal business processes can still be operated post implementation

of the deliverable/change request• For example, a project to modify statements must align with the systems and models in

force at the point of implementation so that statementing continues routinely

Page 11: Efs design authority overview v0.2

How does the EFS Design Authority assess impact?

EFS Design Authority• Evaluation process• Impact assessment• Issues identification & resolutionprocess

1. Verify BOM, WOD & HypothesisConfirm target Business Model/TOE

Establishes the benchmark reference point for Design Authority operation2. Review “Inputs”

PRDs, BRDsChange requestsBSDsNB all items being assessed must be completed to a reasonable level in order for DA to assess impact meaningfully

NOT FIT FOR PURPOSE/ HIGH IMPACT / ISSUE CREATORPossible changes required to PRDs etc due to deliverables creating issues, business conflicts with ‘as is’ processes and inconsistencies with TOE/BOM

Revise PRD

Fit for purposeFits with BOM/ TOE & Hypothesis

Impact Assessment No (low) impact on ‘as is’ processes No (low) impact on ‘to be’ processes

No or minimal issues with: People IT Site/location Customer

Design Authority Accept

Page 12: Efs design authority overview v0.2

Design Authority (DA) short term objectives

• Develop the processes to support the requirements of the overall BOP PO

• Develop a consistent Evaluation process• Develop a process of categorisation and issues management that

enables effective monitoring of deliverables, PRDs and change requests

• Confirm the core EFS ‘as is’ business processes to enable the validation of design changes required to accommodate the Brand Hypothesis (Phase 1 and Phase 2) changes

• Manage amendments to changes causing high impact on the Hypothesis and/or ‘as is’ processes

• Liaison with other workstream DAs• Review BOP deliverables & change requests which affect, for

example, both EFS & OCS

Page 13: Efs design authority overview v0.2

EFS Design Authority approach to impact identification and management:

• Responsible for • Categorisation of impact/”fitness for purpose” of deliverables,

PRDs and change requests• Logging and communication of issues in respect of

impact/business fit to workstream managers/project managers

• The EFS DA will• Notify project managers and business managers of issues and

impacts• Work with owners to resolve issues and minimise impacts to:

• Hypothesis & operating models

• ‘As is’ processes

• Report on impact and fit-for-purpose issues on a regular basis tbd

Page 14: Efs design authority overview v0.2

The EFS Design Authority will establish an active working relationship with the OCS:

• EFS and OCS have:• The majority of contact with customers• Numerous hand-offs and process paths that cross between each

business unit

• The benefits of working closely include:• Seamless view of customer processes in line with Customer 1st

initiative• Sharing of business models where processes cross both

workstreams• Opportunity to minimise potential impacts arising with process

hand-offs between the respective workstreams• Improved change control