IT Solutions & Services

Transcription

1 IT Solutions & Services

2 About Expense Reduction Analysts IT Solutions & Services Expense Reduction Analysts IT Solutions and Services (ITSS) provides strategic IT services to Expense Reduction Analysts clients and delivers effective strategies and policies for the use of Information Technology within their businesses. Quick Reference About IT Solutions & Services 3 Managing Consultants 4 IT Health Check 5 Strategic Services 6 IT Governance & Strategy Review 8 IT Strategy Development 9 IT Policy Development & Audit 10 IT Service Support Review 11 IT Service Availability and Continuity Review 12 IT Director Service 13 Procurement & Delivery Services 14 IT Situation Report 16 IT Solution Procurement 17 IT Service Procurement 18 IT Solution Delivery 20 Supplier Management 21 Funding IT Solutions and Services projects 22 Accelerate savings and efficiencies 23 ITSS helps its clients evaluate the effectiveness, associated risks and value for money of current IT solutions and services and identifies opportunities for improvement. We help clients eliminate waste, manage IT related business risk, operate to best practice and build and evaluate business cases for change. Once a decision is made to procure a new IT solution or service ITSS can manage that procurement for the client, working with their team to ensure requirements are agreed and specified. Expense Reduction Analysts then uses its extensive knowledge of the IT Solutions and Services market to identify capable suppliers and include them in the procurement process. We run the procurement process in line with best practice and in line with any existing procurement guidelines within the client organisation (e.g. OJEU). ITSS uses its skills, market knowledge and leverage to negotiate the best possible contract on the client s behalf. Once a new IT solution or service is procured ITSS can provide the expertise for client side project management of delivery, working with the supplier and client staff to ensure projects are properly planned, managed and controlled through to implementation. Finally ITSS can help monitor and manage the delivery of the expected business benefits of the solution or service. ITSS is managed by Michael Hully and Chris Brown. Michael has previously directed IT for an Irish PLC and been a Managing Director within an international IT Solutions and Services group, whilst Chris has directed IT for both a leading e-gaming company and a national public transport company. 2 Expense Reduction Analysts Quick Reference About IT Solutions & Services Expense Reduction Analysts 3

3 Managing Consultants IT Health Check Michael Hully Chris Brown Michael Hully A highly qualified business professional with 25 years analysing, developing, procuring and delivering IT business solutions. Director level experience in both a leading IT Solutions and Services vendor and a manufacturing Plc. Qualifications and Areas of Experience BSc in Computer Science and MBA qualified 25 years in the field of selling, building and delivering IT solutions and related business change processes 5 years directing es & IT for an Irish PLC 10 years at Board level in an international IT Solutions and services group 10 years in Project Management, Quality Management, Systems Analysis and Software Development for one of the largest IT Solutions and Services companies in the UK. Chris Brown An entrepreneurial business professional with 30 years experience of delivering cutting edge IT solutions in the travel and gaming industries. With director level experience of analysing problems and delivering solutions in both online and offline environments in the UK and Europe. Qualifications and Areas of Experience BA in Business and Transport 30 years of building and delivering IT solutions and managing the related business change 10 years directing IT and Telesales for a major division of a UK PLC 6 years at Board level in an international online and offline gaming group 3 years delivering profound business change for a legacy gambling business; moving the product portfolio online and fundamentally redefining the future IT strategy Expertise Experience in a wide range of sectors including Manufacturing, Retailing, Wholesale & Distribution, Transport, Betting and Gaming, Financial Services, Local Government and Professional services in both online and offline environments. Effective use of Information Technology is a critical success factor for almost every business. A business that is not leveraging IT in a way that best supports its current operation and future strategy will fail to excel or may even fail to survive. An initial health check from Expense Reduction Analysts will give you an easy to understand assessment on how well your organisation is currently directing IT investment, delivering IT solutions, infrastructure and services to the business. Know at a summary level how your organisation s approach to IT compares against best practice in the following areas: Strategic management Policies Structure and skills IT operational and financial management Service delivery processes Service support processes Interviews with a selection of key directors and managers in the business and inspection of current working documents and procedures. An overview report comparing current practice with best practice and recommendations as appropriate for organisational development. Services offered IT service availability and continuity planning review Online marketing and strategy audit IT service support review IT departmental structure and process audit IT Strategy development IT policy and governance consultancy IT solution procurement & negotiation IT services outsourcing consultancy Project Management & Troubleshooting 4 Expense Reduction Analysts Managing Consultants IT Health Check Expense Reduction Analysts 5

4 Strategic Services ITSS helps client organisations align their IT decision making to business strategy and business priorities. It helps them manage IT related business risk and achieve best value from their available IT budget. Without effective IT governance that fully involves key business leaders, the benefits offered through the use of IT will not be realised. Ineffective or non existent policies increase risk to the business from the mismanagement or misuse of IT. A lack of strategic planning may place the business at risk of failure in the event of a major IT problem. Without a clear understanding of the return generated by current IT investment any strategic planning decisions may be suboptimal. Services Offered Governance and Strategy Review Implement effective forums, steering processes and policies for managing IT strategically Strategy Development Align IT to business strategy, declare agreed priorities and direction for IT Policy Development & Audit Develop policies on IT usage and management and audit compliance Service Support Review Ensure best value from the mix of internal and external support services IT Governance & Policy IT Strategy IT Service Support IT Solutions & Tools IT Infrastructures Service Availability & continuity review Know the real risk to your business as a result of IT failure IT Director service Have Director level IT steering on an ongoing basis as needed 6 Expense Reduction Analysts Strategic Services Strategic Services Expense Reduction Analysts 7

5 IT Governance & Strategy Review IT Strategy Development An organisation that does not have a clear direction for IT that firmly aligns investment priorities to business strategy will fail to maximise the opportunity that IT offers and waste valuable resources. Without a clear process for gaining agreement and commitment within the organisation it is likely that technology centred business change initiatives will fail to deliver. An IT Strategy review considers existing processes and structures within the Expense Reduction Analysts client company for compiling, agreeing and steering all aspects of Information Systems and Technology (IS&T) Strategy. It also reviews current policies and governance against good practice and the stewardship responsibilities of directors. Identify how the current process of IT strategic management and governance is viewed by the different stakeholder groups in the organisation Know how well current IT strategy is aligned to business strategy Know if director stewardship responsibilities are being fulfilled for IS&T Identify potential gaps in areas as such as business continuity, information security and data protection. Through interviews with senior management and staff and a review of existing business strategy, IT strategy and IT policy documentation against best practice, the IT strategy review compiles a picture of the current situation identifying gaps and making recommendations for improvement. A detailed IT strategy review report covering IT strategy, IT steering, IT policies and governance, IT management control and reporting. Without a detailed, published IT strategy an organisation will often fail to consistently focus efforts and resource on the right IT initiatives and will end up with a mix of systems and technologies that fail to fully support the business. An IT strategy review works with senior management, Information Systems and Technology (IS&T) staff and other relevant stakeholders to develop, agree and publish an IT strategy that aligns with the current needs and future direction of the organisation. Align IT strategy and focus to business strategy Set the direction and framework for future IS&T decision making Agreement on the direction and priorities of IS&T Through interviews with senior management and staff and a review of existing business strategy, IT strategy and IT policy documentation against best practice, the IT strategy review compiles a picture of the current situation, identifies gaps and makes recommendations for improvement. An IT strategy document that comprises the following key elements: Business strategy extracts Systems delivery and technical strategies IS&T key principles Infrastructure & solutions architecture overviews IS&T steering processes Current and planned projects Vision and priorities for each function and stake holder group IT management processes 8 Expense Reduction Analysts IT Governance & Strategy Review IT Strategy Development Expense Reduction Analysts 9

6 IT Policy Development & Audit IT Service Support Review Without a set of best practice based IT policies that clearly set out the principles and way in which people in the organisation are to procure, manage and use IT what happens in practice will be at best inconsistent and at worst severely damaging to the business. An IT policy development project works with senior management, Information Systems and Technology (IS&T) staff and other relevant stakeholders to develop, agree and publish a set of IT policies for the organisation. Expense Reduction Analysts then provides an audit service to periodically check and report on compliance. Direction provided to all staff on what is acceptable use of IT Clarity on responsibilities and accountabilities for IT management and IT usage Compliance with best practice on IT Security Management and Data protection Protect the organisation in the event of HR disputes about misuse of IT A guidance framework from which detailed IT procedures can be developed Through interviews with senior management and staff a set of IT policies are compiled, agreed and published for the organisation. Policies are developed with reference to the BS7799/ISO17799 standard for IT Security policies. Audit records are defined and, if required, Expense Reduction Analysts provides a periodic audit service that checks and reports on compliance. An IT policy document that details the organisation s stance on all the main areas of IT usage and management (e.g. securing hardware, controlling access to information, internet usage). Defined audit records and processes. Periodic audit reports documenting policy compliance and recommending any policy changes or corrective actions. IT delivery and support is often a mysterious black box to many directors. Without an insight into whether the structure and mix of internal IT staff and external IT partners is optimal and whether IT services are being managed in line with best practice, it is impossible to assess if improvements could be made or better value obtained. An IT Service support review evaluates current IT service delivery and support activities within Expense Reduction Analysts client companies against current industry best practice. Independent assessment on the size and structure of an internal IT department Evaluation of current internal IT function processes & tools against industry best practice Independent assessment of key performance indicators in place and related performance Evaluation of current management processes for external supply partners Identification of potential areas for better value through internal or external change An IT service support review engages with the company s IT team, business users and external IT service partners to assess the structures, resource levels, processes and performance measures against the organisational needs of the company and industry best practice in IT service delivery and support. A detailed IT service support review report that benchmarks performance against best practice and recommends a development roadmap and key performance indicators for IT service delivery and support for the organisation. 10 Expense Reduction Analysts IT Policy Development & Audit IT Service Support Review Expense Reduction Analysts 11

7 IT Service Availability and Continuity Review IT Director Service Without a clear understanding of the business risks inherent within the current IT architecture and the adequacy of plans to address those risks or recover should the risk becomes reality directors are potentially failing in their obligation to provide sound stewardship of the business. An IT service availability and continuity planning review helps Expense Reduction Analysts clients uncover how resilient their business is to potential failures in IT services and if the capability to recover is in line with business need. Clearly identify where the risks are to business operations from service failure Identify opportunities for risk mitigation, risk avoidance or risk transference Know if current IS&T plans for continued business continuity are adequate Reduce business insurance through demonstrable risk management An IT business availability and continuity planning review engages business stakeholders, IT team members, existing and potential IT service partners to: Identify risks to IT services and their business impact Assess the likelihood of occurrence and the risk priorities Identify and cost proactive measures to reduce the likelihood of IT failure Assess plans for maintaining business operation in the event of IT failure A detailed service availability and continuity report detailing current risks and identifying opportunities for counteracting these risks as well as an evaluation of the adequacy of current IT resilience and business continuity plans. Once the IT strategy for a business is defined and programmes of work are in place to deliver the strategy that is not the end game. Business changes, business strategy changes and IT strategy must reflect these changes. Also, the pace of change in Information Technology is rapid. It is essential that IT is represented at the top table in the organisation to make sure that the IT strategy remains current and effective. Expense Reduction Analysts can offer IT Director level expertise to help guide a client s business. This can be provided on a basis that suits the client. For example, attendance at scheduled board meetings or senior management meetings, a programmed annual or bi-annual review of status or a number of days per annum to call off as required. Director level expertise on an as required basis Expertise used to bridging the gap between IT and the business Keep business strategy aligned with IT strategy on an ongoing basis An Expense Reduction Analysts IT Consultant; Agrees the support or review process and period that meets your need Provides support or completes review assignments as agreed IT director level expertise made available to provide strategic level input on an agreed basis. 12 Expense Reduction Analysts IT Service Availability and Continuity Review IT Director Service Expense Reduction Analysts 13

8 Procurement & Delivery Services ITSS helps organisations procure IT solutions that meet business needs at the best possible price. It helps them effectively manage implementation, realise business benefits and manage ongoing supplier partnerships. Without agreeing, documenting and defining the business IT need poor buying will result. Without market knowledge and selecting the right partner the best solution or service will not be chosen Without having professional project management on the client side chosen solutions may be implemented poorly. Without close ongoing management of supply partners high levels of service and good value for money will not continue. Services Offered Situation report A detailed view of how the business benefits from the current IT spend Solution procurement Buy solutions that work for your business and achieve best value Service procurement Partner with IT service vendors that supply the required service levels at the best price Solution delivery Client side project delivery and benefits realisation professionally managed Supplier management Ongoing professional management of external supply partners Procurement & Delivery... Stage 5 realisation Dashboard Management KPI reporting Stage 6 Co-ordinate benefit delivery Manage supplier interface Check ongoing service delivered Supplier Management ImStage 4 plementation Document the position IT Strategy Co-ordinate client resource Manage selection process Stage 1 Current Position Identify gaps Specify the need Identify potential solutions Develop business cases Stage 3 Procure the solution Identify Opportunities Stage 2 14 Expense Reduction Analysts Procurement & Delivery Services Procurement & Delivery Services Expense Reduction Analysts 15

9 IT Situation Report IT Solution Procurement Without a clear and detailed picture of current IT spend, the level of IT service being delivered and the IT related risks that currently exist, directors will fail to optimise IT expenditure and take action to ensure that best in class IT services are delivered. An IT situation report reviews the current utilisation of IT within an organisation. It identifies what services are being provided and to which users, their criticality to the business, their enabling components and related costs. It identifies where service levels are potentially under specified leading to unacceptable business risk or over specified giving opportunities for cost saving. Clarifies how IT expenditure is invested to deliver and support IT software applications, and tools to business user groups Clarifies which expenditure is strategic, essential or discretionary Confirms the current IT components in use and which IT services they enable An evaluation of end user experience of internal and external IT support service levels Identifies potential need to increase investment in capacity, availability, continuity (recovery from failure) or support services to reduce business risk 16 Expense Reduction Analysts IT Situation Report Identifies potential cost reduction opportunities through downgrading capacity, availability or through supplier negotiation or market testing The Expense Reduction Analysts consultant engages with IT, finance, key business users and external suppliers and analyses current service level agreements, supplier contracts and historical expenditure to build a picture of the current business need and usage of IT. An IT situation report detailing current IT services, enabling components and services and their costs. The report maps current IT service levels to current business requirements, identifies potential mismatches and makes recommendations on cost reduction opportunities and/or further investment. Procuring a new IT solution must be done right first time. It may be hard to gain agreement on what is needed, navigate through the myriad of available options to find potential solutions and then gain the best value possible. ITSS helps client companies establish and manage effective project teams to specify new IT solution requirements, engage with potential suppliers, objectively evaluate their product and service offerings and negotiate sound supply and service contracts. Select the IT solution that best meets the your needs from an initially broad and often confusing array of options Secure commitment and support from the key personnel in your organisation through involving them in a structured procurement project Achieve transparency through clear score carding and evaluation of options. Comply with best procurement practice such as that demanded by public procurement through the Official Journal of the European Union (OJEU) Achieve the best possible value: deliver the essential service level while minimising cost as a result of professional IS&T negotiation Where appropriate using PRINCE 2 (PRojects in a Controlled Environment) standards our certified practitioner consultant: Discusses and agrees the scope and nature of the solution or service Produces and agrees project initiation documentation with the client Work with key stakeholders to document and agree a request for proposal Identifies potential solution providers Manage the procurement process Compile and agrees the procurement scorecard Co-ordinates marking of bids and produces a recommendation report Complete final negotiations and contracts with successful suppliers A contracted new IT solution that meets the agreed needs of the business. IT Solution Procurement Expense Reduction Analysts 17

10 IT Service Procurement Procuring services from external IT vendors is a business critical activity. Whether it be systems analysis, development, testing, support or hosting services it is essential not only that the best price is obtained but also that the suppliers have the necessary skills, resources, processes and customer service culture needed to supply the quality of service required. ITSS helps client companies find the right IT service partners at the best possible price and puts in place the necessary key performance indicators and reporting mechanisms ensuring that service contracts meet agreed standards. Specify the right level of IT service for your business Engage with the suppliers that can deliver the right service at the best value Negotiate the best possible terms Put in place the right ongoing contract management processes An Expense Reduction Analysts consultant: Agrees and documents the service need Identifies a long list of potential solution providers Manages the procurement process Co-ordinates marking of bids and produces a recommendation report Completes final negotiations and contracts with successful suppliers Puts in place the necessary key performance indicators and contract management processes Manages contract compliance throughout the engagement period A contracted new IT Service that meets the agreed needs of the business. 18 Expense Reduction Analysts IT Service Procurement IT Service Procurement Expense Reduction Analysts 19

11 IT Solution Delivery Supplier Management When an IT solution is contracted it is essential that both project and benefits delivery is professionally managed. While it is expected that a supplier will provide good project management, an essential component of success is client side project management that monitors supplier delivery, manages contractual variations, marshals client side resources and keeps project sponsors informed. ITSS provides project management expertise to help client companies professionally manage their resources during the delivery of an IT solution. Post implementation Expense Reduction Analysts helps drive out the expected benefits of an IT Solution by liaising with stakeholders, defining and monitoring performance indicators and escalating as necessary to the project sponsor. Professional planning and management of client side project resource Monitoring of overall supplier performance against contract Client interests fully represented on issues of change management and contract variation Visibility to senior client management of ongoing progress and timely escalation of risk and issues 20 Expense Reduction Analysts IT Solution Delivery Professional management of benefits realisation post implement An Expense Reduction Analysts Consultant; Sets and agrees the project management processes and governance Works with the Supplier Project Manager and client stake holders to formulate and deliver on implementation plans that work for the business Produces regular progress reports and escalates issues Identifies and manages resolution of change and risk management issues Identifies KPIs for benefits realisation and works with stake holders to ensure expected benefits are delivered A well managed IT solution delivery project and a visible benefits realisation programme. When an IT service contract is in place there will be a need to ensure that the service being delivered is effective, as contracted and continues to meet the business need. ITSS provides the necessary expertise to liaise with both client side service users and the supplier to ensure that the service operation meets the business need. Proper definition and management of key performance indicators Service issues and risks professionally managed Ongoing visibility of service performance to senior client management Continued validation that the service meets current business need An Expense Reduction Analysts consultant; Agrees appropriate processes and deliverables for each IT supplier Periodically reviews KPIs with both key client stake holders and the supplier Chairs supplier review meetings and agrees actions Produces regular supplier performance reports for senior management Acts as an escalation point for supplier contractual issues A well managed IT supplier base with strong effective partnerships. Supplier Management Expense Reduction Analysts 21

12 Funding IT Solutions and Services projects Accelerate savings and efficiencies ITSS enables organisations to immediately identify and push forward IT enabled business improvements whilst keeping within existing revenue budgets. Through innovative commercial agreements it enables them to share the investment risk of IT initiatives and be confident that consultancy effort is 100% focused on maximising bottom line returns. Initial exploratory engagements can often be provided at reduced rates Partial benefit share or 100% pay by results arrangements are often possible Keep within revenue budget 300, , ,000 Existing clients can draw on future savings streams from their supply side Expense Reduction Analysts Profit Improvement Programme to immediately fund ITSS services In the example below the client takes advantage of our shared savings opportunity and with no up front investment a cost reduction programme on supplied goods and services generates savings. These savings are then partly used by ITSS to help the client identify and procure IT solutions and services to drive further operational efficiencies and savings. Existing Expense Reduction Analysts clients can move forward now to improve their business. Expense Reduction Analysts clients already enjoying operational savings from Profit Improvement Programmes have the opportunity through IT Solutions and Services to immediately leverage those savings to drive further operational savings, increased revenues or service improvements. Accelerate savings through IT solutions and services investment 800, , ,000 In the example below the Expense Reduction Analysts client reinvested savings to identify and then implement IT solutions that resulted in accelerated savings over the medium and long term. 150, ,000 50, , Q1 Q3 Q5 Q7 Q9 Q11 Q13 Q15-200,000 Q1 Q2 Q3 Q4 Q5 Q6 Q7 Q8 Q9 Q10 Q11 Q12 Q13 Q14 Q15 Q16 Budget expenses Actual expenses with Expense Reduction Analysts Actual expenses with ITSS Cumulative supply savings with Expense Reduction Analysts Cumulative supply savings with ITSS Cumulative total Expense Reduction Analysts savings 22 Expense Reduction Analysts Funding IT Solutions and Services projects Accelerate savings and efficiencies Expense Reduction Analysts 23

13 find extra profit For more information UK: Ireland: Expense Reduction Analysts