A case for Earned Value Management

David Gressle • July 8, 2024

Vendors Promise ROI, Strong Project Leadership and EVM can hold everyone accountable

The Impact of Earned Value Management on Enterprise Software Deployments

Abstract

Earned Value Management (EVM) is a project management technique that integrates scope, time, and cost variables to provide an objective measure of project performance and progress. This white paper explores the impact of EVM on enterprise software deployments, highlighting how it enhances project visibility, improves forecasting, ensures better resource management, and supports decision-making processes.

Introduction

Enterprise software deployments are complex, high-stakes projects that require meticulous planning, execution, and monitoring. EVM offers a systematic approach to tracking project performance and progress, ensuring that project managers can make informed decisions and take corrective actions promptly. This white paper delves into the benefits of EVM in the context of enterprise software deployments and presents case studies and best practices for its implementation.


The Role of Earned Value Management

  1. Enhanced Project Visibility
  • Integrated Performance Measurement: EVM combines scope, schedule, and cost metrics into a single integrated performance measurement baseline, providing a comprehensive view of project health.
  • Real-Time Monitoring: By continuously measuring project performance against the baseline, EVM enables real-time monitoring and early identification of potential issues.
  1. Improved Forecasting and Planning
  • Accurate Forecasting: EVM metrics, such as Estimate at Completion (EAC) and Estimate to Complete (ETC), offer accurate forecasts of project costs and timelines, enabling proactive planning and adjustments.
  • Data-Driven Decisions: EVM provides quantitative data that supports objective decision-making, reducing reliance on subjective judgments.
  1. Better Resource Management
  • Resource Allocation: EVM helps in identifying resource constraints and optimizing resource allocation to ensure that critical tasks are prioritized and adequately supported.
  • Cost Control: By tracking actual costs against planned values, EVM facilitates effective cost control and budget management.
  1. Support for Stakeholder Communication
  • Transparent Reporting: EVM produces clear and concise reports that communicate project status to stakeholders, fostering transparency and trust.
  • Alignment with Objectives: Regular EVM reporting ensures that all stakeholders are aligned with project objectives and aware of any deviations from the plan.


Case Studies

Case Study 1:

Global Financial Institution A global financial institution utilized EVM during the deployment of a new enterprise resource planning (ERP) system. By implementing EVM, the project team was able to identify schedule slippages early and reallocate resources to critical path activities. This proactive approach resulted in a 10% reduction in project duration and a 15% decrease in overall project costs.


Case Study 2:

Healthcare Organization A large healthcare organization applied EVM to manage the deployment of an electronic health record (EHR) system across multiple facilities. EVM provided accurate performance metrics that enabled the project team to forecast completion dates more precisely and manage costs effectively. As a result, the project was completed on time and within budget, significantly improving patient care services.


Best Practices for Implementing EVM

  1. Establish a Baseline
  2. While this may seem mechanical, (go get some figures and dump them into a spreadsheet) the data to build a strong baseline to start from is critical to making your EVM model believable. Define a clear performance measurement baseline, including scope, schedule, and cost, to serve as the foundation for EVM analysis.
  3. Train the Project Team
  4. This is where I may be a bit biased, but for good reason. I have seen success in this area and it happened through a project team lead by certified IT Financial Analysts and Project Management Professionals. Teaching the concepts from these real world practitioners and then building a fluid agile approach to who owns what from data gathering, tracking and reporting will go a long way towards success.
  5. Use EVM Software Tools
  6. Spreadsheets are great ad hoc solutions while permanent solutions are being put in place, however, there are several fantastic products which not only help EVM and overall project management, but have historic views to balance against your program versus several others who went before you to help you see your program in line with best in class results.
  7. Regular Monitoring and Reporting
  8. Conduct regular EVM reviews and generate performance reports to keep stakeholders informed and enable timely corrective actions.
  9. Use live dashboards from your home grown or purchased EVM tools eliminates typos and calculation risks often found in static presentations and ad hoc spreadsheets.
  10. Continuous Improvement
  11. Continuously refine EVM processes based on lessons learned and feedback to improve future project performance.


Conclusion

Earned Value Management provides a robust framework for managing enterprise software deployments, offering enhanced visibility, improved forecasting, better resource management, and effective stakeholder communication. By adopting EVM, organizations can ensure that their software deployment projects are completed on time, within budget, and aligned with business objectives.

References

  1. Project Management Institute (PMI). (2021). "A Guide to the Project Management Body of Knowledge (PMBOK Guide)." 7th Edition. Project Management Institute.
  2. Fleming, Q. W., & Koppelman, J. M. (2016). "Earned Value Project Management." 4th Edition. Project Management Institute.
  3. NASA. (2019). "Earned Value Management Implementation Guide." Retrieved from NASA
  4. U.S. Government Accountability Office (GAO). (2020). "GAO Cost Estimating and Assessment Guide: Best Practices for Developing and Managing Program Costs." Retrieved from GAO
  5. Kerzner, H. (2017). "Project Management: A Systems Approach to Planning, Scheduling, and Controlling." 12th Edition. John Wiley & Sons.


This white paper highlights the critical role of Earned Value Management in enterprise software deployments. By following best practices and leveraging EVM metrics, organizations can achieve greater control over their projects, leading to successful outcomes that meet strategic business goals.

CRM Migrations: Imperatives for Success

By David Gressle • July 30, 2024
Migrating to a new Customer Relationship Management (CRM) platform is a complex and strategic initiative that requires meticulous planning and execution. A successful migration can enhance customer interactions, streamline business processes, and provide valuable insights for decision-making. A not so successful migration can of course, be disastrous in many ways! This white paper outlines the critical items to consider when migrating to a new CRM platform, focusing on strategic planning, data management, integration, user adoption, and risk management. Strategic Planning Project Planning and hiring a certified project manager familiar with CRM and enterprise wide projects delivered in a hybrid approach is a cornerstone to your success. The Project Manager will drive the governance, stakeholder management and all data points to ensure success and head off any risks before they become detrimental to the project. Define Objectives and Goals Clearly defining the objectives and goals of the CRM migration is essential. This helps in aligning the migration process with the broader business strategy and ensures that the new CRM platform meets organizational needs. Business Objectives: Align the CRM migration with overall business objectives such as improving customer satisfaction, enhancing sales productivity, or optimizing marketing efforts (Harvard Business Review, 2021). Specific Goals: Set specific, measurable goals for the migration, such as reducing data redundancy or increasing user engagement with the CRM system. Stakeholder Involvement Engage key stakeholders from various departments, including sales, marketing, customer service, and IT, to ensure their requirements are addressed and to gain their support for the migration. Cross-functional Teams: Form cross-functional teams to oversee different aspects of the migration process (Forrester, 2020). Stakeholder Buy-in: Ensure that stakeholders understand the benefits of the new CRM platform and are committed to the migration process. Data Management Data Quality and Cleansing Data quality is critical for the effectiveness of the new CRM platform. Before migrating, clean and deduplicate data to ensure accuracy and reliability. Data Cleansing: Implement data cleansing processes to remove duplicate, outdated, or incorrect information (Gartner, 2021). Data Mapping: Create a data mapping strategy to ensure that data is accurately transferred from the old system to the new CRM platform. Data Migration Strategy Develop a comprehensive data migration strategy that outlines how data will be transferred, validated, and integrated into the new CRM platform. Phased Migration: Consider a phased approach to migration, starting with less critical data and gradually moving to more critical data (Salesforce, 2021). Data Validation: Implement data validation checks to ensure data integrity during and after migration. Integration with Existing Systems Identify and assess the integration requirements with existing systems such as ERP, marketing automation, and customer support systems. System Compatibility: Ensure that the new CRM platform is compatible with existing systems and can integrate seamlessly (Microsoft, 2022). API Utilization: Leverage APIs and other integration tools to facilitate smooth data exchange between systems. Integration Testing Conduct thorough integration testing to identify and resolve any issues before going live with the new CRM platform. Test Scenarios: Develop comprehensive test scenarios that cover all possible integration points (TechRepublic, 2021). Issue Resolution: Address any integration issues promptly to avoid disruptions in business operations. User Adoption and Training Change Management Effective change management is crucial for ensuring user adoption of the new CRM platform. Communication Plan: Develop a communication plan to inform users about the benefits of the new CRM platform and the migration timeline (Prosci, 2020). User Involvement: Involve users in the migration process to gather feedback and address their concerns. Training and Support Provide comprehensive training and ongoing support to help users become proficient with the new CRM platform. Training Programs: Implement training programs tailored to different user roles and skill levels (HubSpot, 2021). Support Resources: Offer support resources such as user manuals, FAQs, and helpdesk support to assist users post-migration. Risk Management Identify Potential Risks Identify potential risks associated with the CRM migration and develop mitigation strategies to address them. Risk Assessment: Conduct a thorough risk assessment to identify potential issues such as data loss, system downtime, and user resistance (Risk Management Society, 2020). Mitigation Strategies: Develop and implement mitigation strategies to minimize the impact of identified risks. Monitoring and Evaluation Continuously monitor and evaluate the migration process to ensure it is on track and to address any issues that arise promptly. Progress Tracking: Use key performance indicators (KPIs) to track the progress of the migration (McKinsey & Company, 2021). Post-Migration Review: Conduct a post-migration review to evaluate the success of the migration and identify areas for improvement. Conclusion Migrating to a new CRM platform is a significant endeavor that requires careful planning and execution. By considering the critical items outlined in this white paper—strategic planning, data management, integration, user adoption, and risk management—organizations can achieve a successful CRM migration that enhances business operations and drives growth. Should you require expertise in planning and leading your CRM Migration, please contact me at david@ttgwllc.com References Forrester. "The Importance of Stakeholder Involvement in CRM Migration." 2020. Web. Gartner. "Best Practices for Data Quality and Cleansing." 2021. Web. Harvard Business Review. "Aligning CRM Migration with Business Objectives." 2021. Web. HubSpot. "Effective Training Programs for CRM Users." 2021. Web. McKinsey & Company. "Tracking CRM Migration Progress with KPIs." 2021. Web. Microsoft. "Ensuring System Compatibility in CRM Integration." 2022. Web. Prosci. "Change Management Strategies for CRM Migration." 2020. Web. Risk Management Society. "Identifying and Mitigating CRM Migration Risks." 2020. Web. Salesforce. "Phased Approach to Data Migration." 2021. Web. TechRepublic. "Comprehensive Integration Testing for CRM Platforms." 2021. Web.

ITFM: Real IT Budget Defense for Challenged Economic Times

By David Gressle • July 21, 2024
In the modern business landscape, effective IT Financial Management (ITFM) is crucial for organizations seeking to optimize their IT investments.