Learn how Polycom used CA Project & Portfolio Management to help enable budget and expense management resource management and program work/task management. For more information on Project & Portfolio Managment solutions from CA Technologies, please visit: http://bit.ly/1wEnPhz

1. ca Intellicenter
Enabling Change Across a
Global, Virtual Organization
Chris Shortall, Polycom
ICX01S #CAWorld
Chris Craig-Jones, Digital Celerity

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Speakers
Chris is a Program Director in Polycom’s Business
Operations and Organizational Effectiveness Group, having
been with Polycom for 3.5 years. His focus is on leading
transformational projects across Polycom’s Development
organization, including PMO, Engineering, Product
Management and finance. He is a PMP and PMI-ACP.
Chris
Shortall
Polycom
Program Director,
Business Operations
and Organizational
Effectiveness

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Speakers
Chris is a highly accomplished Engagement Manager and
Architect in Digital Celerity's PPM & Governance Practice
and is responsible for the PPM maturity assessments,
road-mapping and effective delivery and support of
solutions to meet customer business and architectural
needs. He is a PMP and CSM.
Chris
Craig-Jones
Digital Celerity
Engagement Manager

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Agenda
POLYCOM: VOICE, VIDEO AND CONTENT SOLUTIONS
THE NEED FOR AN ENTERPRISE PROGRAM MANAGEMENT (EPM) TOOL
SUMMARY AND KEY POINTS
WHAT IS GLOBAL, REMOTE, ORGANIZATION CHANGE?
ORGANIZATION CHANGE MANAGEMENT–HOW WE CHANGED THE WORLD
RECOMMENDATIONS
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Polycom–The Company
 Polycom helps organizations unleash the power of human collaboration. More
than 415,000 companies and institutions worldwide defy distance with secure
video, voice and content solutions from Polycom to increase productivity, speed
time to market, provide better customer service, expand education and save lives.
 With product development teams in 10+ locations around the globe, Polycom
relies heavily on its own collaboration products for communication between
teams, with a strong culture of utilizing video and content technologies.
POLYCOM: VOICE, VIDEO AND CONTENT SOLUTIONS

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Polycom® RealPresence® Video Solutions
Polycom: Voice, Video, and Content Solutions
Core Networking & Security
VIDEO SOCIAL
COLLABORATION
IM/PRESENCE WEB MOBILITY
CONFERENCING
CALL CONTROL BUSINESS
APPS
RealPresence® CloudAXIS™ Suite
RealPresence APIs
Polycom® RealPresence® Platform
Video Content
Management
Firewall Traversal
and Security
Virtualization
Management
Video Resource
Management
Universal
Video Collaboration
On the Go Home Office Work Office Conference Room Immersive Theater

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Polycom–The Project
 Polycom was looking for a tool to help enable:
– Budget and expense management
– Resource management
– Program work/task management
 Waterfall and Agile methodologies
– Reporting and dashboards
 Tool implementation and utilization included a cross-functional team
across various departments and locations.
THE NEED FOR AN ENTERPRISE PROGRAM MANAGEMENT (EPM) TOOL

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What is Global, Remote, Organization Change?
 “Change management is a comprehensive, cyclic and structured approach
to transitioning individuals, groups and organizations from a current state
to a future state with intended business benefits”
 “It helps integration and alignment of people, processes, structures,
culture and strategy”
CHANGE MANAGEMENT–AN INDUSTRY-STANDARD DEFINITION
Defined by the PMI in: Managing Change in Organizations: A Practice Guide

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Organization Change Management (OCM)
COMMUNICATION IS THE KEY
Situation Solution/Actions
Multiple countries and time
zones
Create and agree a formal communication plan (reporting, core
and review team call).
Differing skills and focus
Provide SPTs and run briefing and demonstration sessions
before starting.
No common understanding
Conduct maturity assessment of PPM adoption based on
PMBOK processes, questionnaires, reviews.

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Requirements gathering teams
 Needs global core team to define functionality/capabilities requirements (single
functionality/capability focus)
 Each country needs a review team across all functionality/capability
Requirements gathering sessions
 Needs video conferencing and strong technology support
 Flexible schedule across countries with repeat sessions
 Record and share all sessions
 Consolidated requirements from the core team are reviewed and approved by the
review team(s)
GLOBAL, REMOTE WORKSHOPS NEED STRONG TECHNOLOGY
Organization Change Management (OCM)

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RealPresence®
Desktop
Software for PCs
and Macs
RealPresence®
Mobile
Software for Tablets and
Smartphones
Microsoft® Lync®
Portfolio
From the Desktop to the
Conference Room
RealPresence®
Group Series
Small/Huddle, Mid-Size,
Large Rooms
VIDEO COLLABORATION FOR ANY ENVIRONMENT
Organization Change Management (OCM)

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Organization Change Management (OCM)
When Words Will Not Work Use Pictures And Prototypes.
Situation Solution/Actions
Different languages
Be pictorial where possible due to differing languages, mix of
pictures and demonstrations.
Prototyping
Use iterative prototyping of configuration to firm up designs and
common understanding.
Schedules
Allow for extended and flexible schedules due to multiple
reviews within multiple countries, including overnight sessions.

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WHEN WORDS WILL NOT WORK USE PICTURES & PROTOTYPES
Organization Change Management (OCM)

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 Testing used as briefings for mentors (core and review teams)
 Needs agreed test plans, cases, report(s) and cycles
 Involves both core and review teams
 Core teams test, review teams check test results and provide governance
 Takes a long time, be prepared to reconfigure and retest
TESTING IS A LEARNING EXPERIENCE WITH A FORMAL CADENCE
Organization Change Management (OCM)

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 Rollout of CA Project & Portfolio Management (CA PPM) functionality was done
with teams in Waves, rather than all at once across all development teams.
– Aimed to not overwhelm product development
– Enabled focus/training for specific teams
– Allowed for more efficient oversight of migration to new tool
 Waves were grouped across locations and product teams based on current
status of the product program
GLOBAL DEPLOYMENT NEEDS MULTIPLE WAVES
Organization Change Management (OCM)

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Results
The implementation and rollout of CA PPM has driven:
– Improved tracking of Polycom development work
– Standardized program management processes
– Improved and readily accessible reporting/dashboards
– Major change efforts within Polycom
– CA PPM as The Single Source of the Truth

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Recommendations
 Communication is the key.
 Global, remote workshops need strong and reliable technology.
 When words will not work use pictures and prototypes.
 Testing is a learning experience with a formal cadence.
 Global deployments need multiple waves.
 Be prepared to repeatedly teach/facilitate similar content.
WHEN PLANNING GLOBAL ORGANIZATIONAL CHANGE, REMEMBER...

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For More Information
To learn more about Management Cloud,
please visit:
http://bit.ly/1wEnPhz
Insert appropriate screenshot and text overlay
from following “More Info Graphics” slide here;
ensure it links to correct page
Management Cloud

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For Informational Purposes Only
This presentation provided at CA World 2014 is intended for information purposes only and does not form any type of warranty.
Content provided in this presentation has not been reviewed for accuracy and is based on information provided by CA Partners
and Customers.
Terms of this Presentation