Chapter 15: Planning and Tracking the Effort

Process Definition Approaches

This section describes our approach to supporting the Process Action Teams (PATs) that are charged with developing processes and procedures to be implemented throughout the organization.

One way to develop processes and the rest of the documentation necessary is to begin with writing workshops. Those individuals tasked with creating documentation should attend these workshops where ideas concerning the area of documentation are discussed. Then, after the workshop, the individuals tasked with the assignment go back to their desks and begin writing. The documentation itself is not produced during the workshop. That would take forever. However, the workshops are very useful in giving people ideas. Also consider assigning two people to write the document. However, make sure that each is writing the document or that they have worked a deal wherein one writes it, and the other reviews it and makes changes. Do not just assume that they are writing the document. We have found that sometimes when this dual approach is used, one person assumes (or wishes) that the other person is writing the document, and vice versa, and the document does not get written. And do not think that this documentation will be perfect or good or even usable. Make sure you plan for re- writes and re-reviews.

All workshops should be facilitated by someone who knows how to facilitate a workshop. A key to conducting an effective workshop is preparation. The workshop facilitator (who can be the EPG Lead, an EPG member, or an outside consultant) should begin working with the workshop sponsor to:

• Define the purpose of the workshop.

• Develop a logical agenda and write a comprehensive outline.

• Identify measurable objectives.

• Identify potentially hot topics and controversial agenda items.

• Review current policies, procedures, and processes.

The general steps that occur in facilitating a workshop are described below.

Identify Workshop Parameters

The first step is to work with the EPG to define the objective(s) of the workshop and gain an understanding of the expected participants ; for example, their technical sophistication and relative interest in the issues at hand. Then determine the most suitable scope of activities and material contents to be prepared for the workshop stakeholders as well as the appropriate level of detail to be presented.

Prepare Workshop Activities and Materials

Prepare and publish a workshop agenda along with instructions to the anticipated participants. If the purpose of the workshop is to share information, prepare presentation slides. If the purpose is to collect information, construct exercises and data-gathering templates. If the purpose is to make decisions, then establish preliminary criteria, trade-offs, and scoring/ranking methodologies. Present the draft workshop materials for EPG review and approval. Make sure to have plenty of flipcharts and markers available. Some organizations prefer to do this via computer or groupware, using a package such as Lotus Notes.

Manage Workshop Logistics

Work closely with staff to ensure the timely distribution of any read-ahead packets that outline the workshop's purpose and scheduled activities. Verify that adequate meeting space is reserved and properly set up in advance, all necessary materials and supplies are available, and equipment is in working order.

Facilitate Workshops

Facilitation support begins by making any necessary introductions , reiterating the purpose of the workshop, and reviewing the ground rules for an orderly, productive exchange of information. Then proceed to initiate and focus discussions on the planned topics while making ad hoc adjustments to allow issues requiring additional attention to be fully addressed. Always maintain control of the workshop at all times, taking the steps necessary to keep it on target and moving at an appropriate pace.

Document Workshop Outcomes

Consolidate all information discussed and collected during the workshop, and document major outcomes and decisions made. In coordination with organizational staff, distribute the resulting documentation to the workshop participants for their review and comment so that there is no misunderstanding with respect to workshop proceedings . Updates and clarifications are made as appropriate.

Analyze Workshop Findings

Conduct a thorough analysis of the workshop findings in conjunction with key organizational representatives. Analyze this information to determine its significance and implications, as well as to identify any constraints and opportunities for improvement. Supportable conclusions are drawn and rational, justifiable recommendations are forwarded.

Plan for any schedule changes by developing contingency plans for workshop dates and facilitators. The EPG, when reviewing any materials, should ensure that any workshop deliverables are CMMI-compliant.

Some organizations find the preceding workshops too lengthy, too formal, too time-consuming , and too costly. If the organization does not desire to follow the above approach, there is another way. Identify knowledgeable people in the organization; interview them about how they do their jobs; write it down; compare what they do and how they do it to the CMMI; identify gaps; and fill in the gaps with your ideas on how to do things. Then present this to the EPG for approval and piloting. The EPG cannot really predict whether the procedures will work. Pilots have proved very helpful in this area. Another way to write procedures is to assign them to one individual, and have him go back to his desk and write them. While this may get you off the hook, and while it looks like something is being done, this method generally does not work. It is too much work for one individual. Even if you have several individuals writing procedures, they still will need help reconciling how they perform a function versus how the rest of the organization does it versus what the CMMI is recommending .