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1 PMINEO chapter meeting program June 17, 2015 Project of the Year for 2014 Vita-Mix Germany eShop Presented by Bob Zoller PMP, PMI-ACP, CSM, ITIL [email protected]
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PMINEO chapter meeting programJune 17, 2015
Project of the Year for 2014Vita-Mix Germany eShop
Presented by Bob ZollerPMP, PMI-ACP, CSM, ITIL
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PMINEO Annual Awards
PMINEO Project Management Excellence Recognizes an individual demonstrating significant
contributions and continual commitment to the Project Management profession
2014 winner: Christy Laird of Progressive and PMINEO programs
PMINEO Project of the Year
Award criteria: Met or exceeded owner or client needs Applied project management techniques in an original way Advanced the technical aspects and image of project
management
Project of the Year for 2014: Vita-Mix Germany eShop Outstanding timeline performance to satisfy a business
need Used a combination of Waterfall and Agile to meet the
schedule
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Agenda1) Background of Vita-Mix2) Background of Germany eShop3) Project Scope4) Project Team and Partners5) Project Methodology (*)6) Project Timeline 7) Project Tools8) Timeline Reduction (*)9) Project Success Factors & Lessons Learned10) Closing
Vita-Mix presentation agenda
(*) Take-aways for Project Managers:(5) Project Methodology - hybrid(8) Timeline Reduction(--) Overseas project items
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Agenda1) Background of Vita-Mix2) Background of Germany eShop3) Project Scope4) Project Team and Partners5) Project Methodology (*) 6) Project Timeline 7) Project Tools8) Timeline Reduction (*) 9) Project Success Factors & Lessons Learned10) Closing
who, what, why
(*) Take-aways for Project Managers:(5) Project Methodology - hybrid(8) Timeline Reduction(--) Overseas project items
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(1) Background of Vita-Mix
Vita-Mix Cleveland-based kitchen products company since 1921 Today: premium blending equipment for home and
business High growth from healthy eating trend, and “foodies” Organization including IT has high growth (new staff) Growing overseas, focus on “Tier 1” countries (high
income)
Marketing Strategy Retail Partners Online with www.vitamix.com, and some country-
specific sites
Country-specific sites Vita-Mix IT capacity sets pace for country site
development
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(2) Background of Germany eShop
Plan “A” for marketing to Germany, as of Fall of 2013
Continue recruiting retailers through 2013 and 2014 IT: deploy German eShop in later 2014 (after UK,
Ireland)
Management: German eShop in late 2014 is unacceptable
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(2) Background of Germany eShop
Plan “B” for marketing to Germany, on December 2, 2013
…
Vita-Mix IT teams remains on UK, Ireland web sites Find IT subcontractor and deploy German eShop in 2014
Q1 Note “Ambiente” trade show in February 2014, so….. Target: deploy temporary eShop by January 31, 2014 Timeline of 2 months is half of typical German eShop
project.
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(3) Project Scope
Germany eShop, firm scope eShop dedicated to German market Offer (18) items: blenders, accessories, cookbooks
German language products exist, for retail Purchase using shopping cart and credit card Comply with strict German laws for consumer data
privacy Web site content and documents in German Communicate with customers and Vita-Mix systems
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(3) Project Scope
Sample category
page, from Vitamix.com
Click on a unit to see unit detail
page.
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(3) Project Scope
Sample unit detail page.
Click on “Add to Cart”: Enter/validate
address Enter/approve
credit card Generate
confirmation email
German marketing: avoid implied warranty.
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(3) Project Scope
.
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(4) Project Team and Partners
Return to (5) Methodology, Factors
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Agenda1) Background of Vita-Mix2) Background of Germany eShop3) Project Scope4) Project Team and Partners5) Project Methodology (*) 6) Project Timeline 7) Project Tools8) Timeline Reduction (*) 9) Project Success Factors & Lessons Learned10) Closing
who, what, why
how and when
(*) Take-aways for Project Managers:(5) Project Methodology - hybrid(8) Timeline Reduction(--) Overseas project items
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(5) Project Methodology
Choose: Agile, Waterfall, or Hybrid ?
Factors: Limited shared team experience with Agile
Link: (4) Project Team Short timeline (4 week core development time; 9 weeks
total)
Agile Not a good fit for a new process on short timeline Fixed project scope makes re-prioritization unnecessary
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(5) Project Methodology
Choose: Agile, Waterfall, or Hybrid ?
Waterfall Highly serialized (non-overlapping) phases poor for
timeline Web site requirements not complete until week 5 of 9
weeks
Waterfall style for this project must be heavily overlapped
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(5) Project Methodology
Choose: Agile, Waterfall, or Hybrid ? Use Hybrid:
This slide shows standardized iteration structure & timing.
Vita-Mix eShop followed this pattern loosely, with variation in timing of subsections.
Return 8 (A) Progressive Elaboration
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(6) Project Timeline
Note dual critical paths for: (A) Systems, (B) Partner Setup Week start: Dec 2 - Dec 9 - Dec 16 - Dec 23 - Dec 30 - Jan 6 - Jan 13 - Jan 20 - Jan 27 -
Week end: - Dec 6 - Dec 13 - Dec 20 - Dec 27 - Jan 3 - Jan 10 - Jan 17 - Jan 24 - Jan 31
Timeline for SystemsReqmts & Page Layouts Create, Approve Design Site Processing Data privacy; Inventory; shopping cart with pricing, tax
Backoffice Order processing; warehouse; shippingProduct Products Products, categories, pricingContent Translate Translate Load UpdateLegal Site legal notices Wrrty; Privacy; Terms Translate Load
Email templates Order conf; Ship Translate LoadUS Site Integrate US/DE Link to/from US site (repair shops); "imprint" LoadBackoffice Order process Analysis (banking, order coding) Setup Test Load Prod
Shipping Analysis (warehouse; shipping) Setup Test Load ProdTesting Approve, Test Parallel with development Integrate ApproveeShop Platform Setup: Magento, PayOne, Concardis Load Prod Approve Go
Page content Categories, Products, Legal Load Prod Approve GoProcessing Inventory; order; tax; ship; emails Load Prod Approve Go
Timeline for Partner SetupAcquire Vita-Mix tasks Identify Partners Negotiate contracts; make administrative setups Partners Legal work Negotiate contracts with four new vendors New D&B (IT) Ltr of Und Contract (phased payment, penalties)Partners PayOne (credit) Contract (fee issues; admin setup)
Concardis (pay) Contract (banking lag issue; admin setup)DomFact (host) Interim via D&B Contract (Privacy)
Holidays
(A)
(B)
Jan29
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(6) Project Timeline
Critical Path: (A) Systems work – weeks 1 to 7
Week start: Dec 2 - Dec 9 - Dec 16 - Dec 23 - Dec 30 - Jan 6 - Jan 13 -Week end: - Dec 6 - Dec 13 - Dec 20 - Dec 27 - Jan 3 - Jan 10 - Jan 17
Timeline for SystemsReqmts & Page Layouts Create, Approve Design Site Processing Data privacy; Inventory; shopping cart with pricing, tax
Backoffice Order processing; warehouse; shippingProduct Products Products, categories, pricingContent Translate Translate Load UpdateLegal Site legal notices Wrrty; Privacy; Terms Translate Load
Email templates Order conf; Ship Translate LoadUS Site Integrate US/DE Link to/from US site (repair shops); "imprint" LoadBackoffice Order process Analysis (banking, order coding) Setup Test
Shipping Analysis (warehouse; shipping) Setup TestTesting Approve, Test Parallel with development IntegrateeShop Platform Setup: Magento, PayOne, Concardis Load Prod
Page content Categories, Products, Legal Load ProdProcessing Inventory; order; tax; ship; emails Load Prod
Holidays
Overseas project notes: translation issues; “imprint”; navigation notifications
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(6) Project Timeline
Critical Path: (B) Partner Setup – weeks 1 to 7
Week start: Dec 2 - Dec 9 - Dec 16 - Dec 23 - Dec 30 - Jan 6 - Jan 13 -Week end: - Dec 6 - Dec 13 - Dec 20 - Dec 27 - Jan 3 - Jan 10 - Jan 17
Timeline for Partner SetupAcquire Vita-Mix tasks Identify Partners Negotiate contracts; make administrative setups Partners Legal work Negotiate contracts with four new vendors New D&B (IT) Ltr of Und Contract (phased payment, penalties)Partners PayOne (credit) Contract (fee issues; admin setup)
Concardis (pay) Contract (banking lag issue; admin setup)DomFact (host) Interim via D&B Cont (Priv)
Holidays
Overseas project note: most vendor paperwork was in German (standard contracts, pricing lists, Service Level agreements).
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(7) Project Tools
Project documents: Vita-Mix sharepoint site Typical core project documents, in MS-Word, MS-
Excel Schedule.xls; Risk/Issue/Action.xls; Requirements.doc
Technical Development: “Magento” eShop platform WiTopia software for German IP address simulation Bug-tracking: Mantis internet-based tool (D&B standard)
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(8) Timeline Reduction
Timeline Reduction Methods Used in eShop project
Team used a collection of timeline reduction methods Nothing revolutionary, just a constant focus on timeline Types:
(A) Compress Waterfall Plus Agile(B) Minimize Deliverables(C) Minimize Time Delays
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(8) Timeline Reduction
(A) Compress Waterfall Plus Agile…
Fast-tracking = compress by overlapped phases (in parallel)
Shortens timeline, increases risk of errors and rework
Agile techniques to reduce risk: Empowered self-organizing teams
Address issues without time for management involvement
Minimal formal expectations, only a weekly status Daily team meetings
Status 8:30-9:00am EST: core Vita-Mix and D&B (IT) Minimal time lost (1 day) if go off-course.
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(8) Timeline Reduction
(A) Compress Waterfall Plus Agile (continued)…
Progressive Elaboration (hybrid: red, green, blue, yellow) Define requirements overall at high level as
framework Define requirements and develop sections
progressively Link: (5) Methodology: Hybrid
Frequent direct collaboration, light documentation Ex: for requirements session for function “X”
Include all voices and decision-makers in one session
Goal: define and approve requirements in one session
Early and frequent testing and validation Informal validation of IT WIP during daily meeting Perform at least pre-test for each function as
available.
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(8) Timeline Reduction
(B) Minimize Deliverables…
Focus on “external” or “required” deliverables Minimize “internal” team deliverables
Example: Select team members with needed skills (avoid training)
The Lead BA on the project was web specialist BA work needed on Ordering and Shipping in VMix
systems BA for Order processing, for analysis & accounting
setup BA for Shipping, for analysis and system setup.
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(8) Timeline Reduction
(B) Minimize Deliverables (continued)…
Examples (continued) Use known/proven tools (avoid learning curve,
integration time) Magento/PayOne/Concardis were proven integrated
tools PayOne chosen over Chase, to avoid technical
integration German law firm as proxy for Vita-Mix (eliminate
translations) German attorney summarized German documents
for US Redlining was done directly in German documents
Use partners with existing relationships (mutual knowledge) Use partners who know each other and ready to start
work.
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(8) Timeline Reduction
(C) Minimize time delays…
Use backups for critical path resources Martin Bielke (account manager at PayOne) out for
holidays Bielke found backup resource to continue PayOne,
Concardis Use partners with existing relationships (mutual trust)
D&B with Letter of Understanding (with unknown Vita-mix)
Existing relationship of D&B and K&H was incentive for D&B
Relax standards to reduce wait time Vita-Mix marketing allowed use of “pasted” logo file Vita-Mix finance allowed Payone, Concardis (not
Chase).
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Agenda1) Background of Vita-Mix2) Background of Germany eShop3) Project Scope4) Project Team and Partners5) Project Methodology (*) 6) Project Timeline 7) Project Tools8) Timeline Reduction (*) 9) Project Success Factors & Lessons Learned10) Closing
who, what, why
how and when
conclusion
(*) Take-aways for Project Managers:(5) Project Methodology - hybrid(8) Timeline Reduction(--) Overseas project items
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(9) Project Success Factors & Lessons Learned
Project Success Factors Clear scope and priority provided focus
Decision criteria usually simple: what is fastest option?
Strong sponsors (IT and marketing) Provided resources: international staff, multiple BA
Resources available as needed, full-time or otherwise All team members were experts in their role Tight timeline forced cooperation and trust and focus Existing Vitamix.com provided scope example
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(9) Project Success Factors & Lessons Learned
Project Lessons Learned High cost of specialty legal services; minimal budget
planning Get estimates earlier at least as FYI (large legal
expense) Translation (and all project deliverables) should be
validated Allow time for validation
Get internet-based project document site for access by all The Vita-Mix based site required document
coordination Contract negotiation with D&B – ran long; posed a risk
Mitigated by D&B incentives with partnership with K&H
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(10) Closing
Q&A
Standing Ovation
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