Raisi g the Tra spare y of the IT Budget:
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1 Raisi g the Tra spare y of the IT Budget: Pra al a d Profita le A Gi kgo Ma age e t Co sul g Pu li a o HAMBURG SHANGHAI SINGAPORE ZURICH
2 Introduction I es of e o o i ha dship, a o pa ies a e fo ed to ut spe di g igo ousl a d ith a st o g all fo i ediate esults. Mostl see as suppo t o o e head fu o, IT is ot spa ed. This ote su a izes Gi kgo Ma age e t Co sul g s ie o ho i es g i the t a spa e of its udget a help a o pa s IT depa t e t to i ediatel a d sustai a l edu e its e pe ditu e ithout ha pe i g usi ess o iski g its o futu e agilit. Lars Godzik, Founding Partner, Ginkgo Management Consulting
3 Basics about IT Budget Transparency Usuall, CIOs a e ad ised to thi k fi st a out ho to est suppo t thei o pa ies usi ess a d st e gthe its o pe e edge th ough IT. Cost-effi ie, at least i the sho t te, takes se o d pla e, a d a gua l ightl so. I es of e o o i ha dship, ho e e, a CIOs ill fi d the sel es fo ed to e e se thei p io i es: Fi st, sa e o e ; se o d, do so ithout ha pe i g the usi ess. I oad te s, IT o ga iza o s ha e t o op o s to edu e ost. The a e ise hat se i es the p o ide to the usi ess, a d the a adjust ho the p o ide these se i es. Natu all, the fi st op o p o ises highe i pa t a d o se ue tl should e ei e highe a age e t a e o. I fa t, i t odu i g igo ous IT se i e a d p oje t po olio a age e t a IT o ga iza o s ha e al ead i s tu o alized e ha is s that gua a tee IT fu ds a e spe t o the ight ite s o l, at least i the lo g u. Re ie i g the p oje t po olio helps to p e e t spe di g addi o al o e i the futu e, ut it does ot help to edu e ost toda. Besides, he fa i g a do tu, ost o pa ies ill ha e ee fast to slash all ut t ul i dispe sa le p oje ts, a a. I sho t, e isi g ho se i es a e p o ided is the o l op o le fo a CIOs fo ed to ealize i ediate sa i gs. Of ou se, o IT depa t e t deli e atel astes o e, ut i the past the espo si ilit to e su e that o e is spe t isel o e as le to the id- e a age s i ha ge of i di idual IT se i es. Fo asteful spe di g to e uled out s ste a all, this eeds to ha ge. Realizi g o p ehe si e ost effi ie e ui es lose a e o f o top a age e t. I es of a se e e do tu, ho e e, o pa ies a e fo ed to fo us o ealizi g i ediate sa i gs. Re isi g the IT se i e atalogue does t suppo t this as doi g so usuall e ui es sizea le upf o t i est e ts a d is likel to ield e efits o l id to lo g-te.
4 Background Information IT Budget Transparency and Chargeback T a spa e i the o te t of IT- elated ost o e efe s to the i t odu o of so e ha ge a k e ha is, i.e., a e ha is that e haus el dist i utes IT ost a oss a o pa s IT se i e po olio. Fo the CIO, IT ha ge a k is a st ategi ea s of i flue i g usi ess u its i thei o su p o of IT se i es to the e e of the o pa. It is also a a of jus f i g the IT depa t e t s e iste e as it e a les usi ess u its to o pa e ost a d alue elated to the se i es the u f o IT. Ideall, ha ge a k e ha is s e e uilt o the a k of full IT udget t a spa e ; the a se e of the la e, ho e e, fo ed IT o ga iza o s to o p o ise a d appl so e a efull a ed ut ge e i allo a o ke i stead. The Need for IT Budget Transparency It see s fai to sa that i ost o pa ies eithe the CIO o his top a age s k o thei udget s i di idual ite s i e ough detail to tell ise f o asteful spe di g. It also see s fai to assu e that i ost o pa ies the e is o easo a le ea s of effe el a uai g o eself ith udget details. I ief, hat ost IT o ga iza o s la k is o p ehe si e udget t a spa e that fa ilitates s ste a udget a al ses at a desi ed le el of detail ith the goal of ide f i g u tapped ost edu o pote al. Budget t a spa e i this o te t is a t ofold a e : ea h udget ite eeds to e u i e sall u de sta da le, a d t a ea le th oughout its hole life le. U iversal U dersta da ility. I o de to ide f aste i a s ste a fashio, all ite s i the IT udget ust e e uall u de sta da le to staff, a age s, the CIO, o t olle s a d a thi d pa t i ol ed. This e ui es a sta da dized udget do u e ta o f a e o k that igidl, e haus el a d u i e sall u de sta da l o e s all of the follo i g pa a ete s fo ea h udget ite.
5 T pe, e.g., de elop e t, ope a o, ai te a e Co te t, e.g., a pa ula p oje t o se i e Pu pose, e.g., the ai te a e of a appli a o P e ise des ip o of ho the pu pose is fulfilled Ve do i fo a o, oles a d espo si ili es Co t a tual te s, i ludi g ag eed se i e le els Figu es, a tual a d pla ed Natu all, do u e ta o ualit is ital a d has to e o ito ed e t all fo i sta e IT o t olli g i o de to gua a tee a sa sfa to sta da d. E uipped ith su h o plete a d u ifo udget i fo a o, the CIO, his a age s a d o t olle s, i te al taskfo es o e e e te al o sulta ts a i ediatel o e e o a s ste a hu t fo op iza o pote al. Co t a t o solida o e do, alig e t of e ui ed a d a tual se i e le els, a d the s ste a ide fi a o a d p opaga o of est p a es th oughout the depa t e t a e e a ples of su h ell- o e ted ost edu o i i a es. Full Life y le Tra ea ility. E uall ital fo the su essful ide fi a o of asteful spe di g is the a ilit to li k udget pla i g ith a ou g data. Mo e p e isel, ei g a le to t a e ea h udget ite s i di idual figu es pla ed a d a tual o e its hole life le, i.e., f o p oje t app o al to p oje t i ple e ta o, ope a o a d e e tual te i a o, is a i dispe sa le p e e uisite. I a o pa ies the la k of a o p ehe si e, o siste -e fo i g udget do u e ta o f a e o k leads to the o fus a o of histo i figu e de elop e ts he e e a udget posi o u de goes a ajo ha ge, su h as the t a si o f o p oje t to ope a o. With histo i figu es i a essi le, o l the pe so i ha ge of a udget ite a judge hethe its p oje ted ope a o al osts a e easo a le o out of p opo o s. Me el e su i g the a essi ilit of histo i figu es, ho e e, is ot e ough i o de to ea h a suffi ie t deg ee of t a spa e. Figu es alo e do ot e plai h the fu ds e ui ed fo a pa ula pu pose ha e ha ged. Effi ie t udget a al sis, thus, also e ui es the tho ough do u e ta o of all easo s a d o es ehi d fu di g e ui e e t ha ges.
6 Making IT Budget Transparency Happen Most of toda s IT udgets la k a high deg ee of t a spa e. Histo i all, i.e., efo e the ad e t of the o ept of e te p ise a hite tu e a d p oje t po olio a d se i e atalogue a age e t, IT o e as ha dled i hat ould e alled a ad-ho a e. A d o e esta lished, sustai i g a high le el of t a spa e is ot a i su ou ta le task, eithe. I fa t, he i ple e ted tho oughl, sta da dized udget do u e ta o has, as a el o e -p odu t, the pote al to e e edu e pla i g effo ts o ea l. As a esult, ost of toda s IT udgets o tai a la ge u e of ite s hose i i al pu poses ha e g o tho oughl o s u ed o e e. I es of p ospe it, othe issues dese ed highe p io it. But i e o o i all diffi ult es, a age e t is fo ed to o up itself ith IT udget details. Fo tu atel, aisi g the t a spa e of a e u e a tl g o IT udget is o t a to o o elief o ea s i possi le. E pe ie e has sho that, e e if o side a le i i al effo ts a e e ui ed to li t a spa e to desi ed le els, the i ediate pa off su sta all out eighs the i est e t.
7 Case Study IT Budget Transparency at Automotive Company Gi kgo Ma age e t Co sul g pla ed, desig ed a d i t odu ed a o p ehe si e, usto tailo ed IT udget do u e ta o f a e o k at a auto o e o pa that had ee se e el hit tu li g sales olu es. I a joi t effo t that lasted less tha t o o ths, the lie t a d Gi kgo o sulta ts e e a le to aise the t a spa e of the IT udget to a le el suffi ie t fo o e i g a s ste a sea h fo ost edu o pote al. B the e Gi kgo s e gage e t as fi ished, the a hie ed a d sustai ed le els of t a spa e had led to ost edu o s of a ag itude that ele ated the IT depa t e t to the top of the o pa s i te al ha t of high-pe fo i g sa e s. I i al Do u e ta o of Budget. The de isio to deplo a o p ehe si e, sta da dized udget do u e ta o f a e o k alo e, ho e e, does ot li the t a spa e of a e u e a tl g o IT udget to suffi ie t le els. I stead, the hole of the IT o ga iza o is e ui ed to e ise, ho oge ize, o e t a d o ple e t a e is g udget do u e ta o i a s ste a, ell- o e ted effo t. E haus e ess is gua a teed s ste a all o ga izi g all e is g o t a ts i a ade uate o t a t a age e t f a e o k a d e su i g that ea h of the is o e ed a o espo di g udget ite. T a si o s that ha e led to the o fus a o of i di idual ite s udget de elop e t histo eed to e e o st u ted at least fo the p e ious o e o t o ea s. T a si o s that a e e pe ted to happe i the ea futu e should e do u e ted ithout e ep o. Adapta o of Pla i g Pro ess. O e a sa sfa to le el of t a spa e has ee a o plished, easu es ust e take to gua a tee its futu e sustai a ilit. This e ui es the lose i teg a o of the p oposed sta da dized, o p ehe si e udget do u e ta o f a e o k a d the depa t e t s udget pla i g p o ess. I stead of uildi g up the follo i g ea s udget ite ite ithout efe e i g the u e t udget, o l udget ite s that a e e pe ted to ha ge a e e o ded. Ea h of these ha ges the has to e tho oughl jus fied the a age s espo si le fo the i di idual udget ite s. As a ge e al assu p o, ite s fo hi h o ha ge has ee e uested a e e pe ted to e ai u ha ged
8 a d, thus, e ui e the sa e fu ds as du i g the u e t ea. Of ou se, ite s fo hi h o ha ges ha e ee pla ed eed to e e a i ed top a age e t a d o t olli g just as losel as the e pli itl pla ed udget ha ges. O e app o ed, the udget eeds to e t a sfe ed ite - -ite to fi a e a d o t olli g, eithe ia a i te fa e to the IT depa t e t s lega pla i g tool o ia a di e t o e o to the o pa s fi a ial pla i g s ste s. I addi o to etai i g udget t a spa e, this app oa h has p o e to i ease pla i g a u a, to aise the o je it of the udget app o al p o ess, a d to edu e the o e all effo ts spe t o udget pla i g. Of ou se, the ag itude of the pa offs p o ised this app oa h is losel elated to the u e of ea o ea ha ges a o pa s IT udget usuall e pe ie es. E hi it : Cha ge- ased IT Budget Pla i g A tual pe di g P e ious Yea Pla ed Budget Ne t Yea If, fo i sta e, p oje ts la gel out eigh ope a o s, the e efits a e likel to e li ited. I ou e pe ie e, ho e e, a o pa ies IT udgets o e t a spa e t p o e athe sta le, espe iall i e o o i all t ou led es, he e i est e ts a e edu ed to a a e i i u. Planned Changes Te i ated Cha ged Ne Cha ged No Planning Required U ha ged U ha ged Case Study Welcome By-Products of IT Budget Transparency Mu h to the delight of the CIO at the afo e e o ed auto o e o pa, u e ous u eeded udget ite s that had go e u o ed efo e ould e i ediatel ide fied a d ut du i g the i i al udget do u e ta o p o ess. Telli g e a ples of su h udget ite s e e the o e l zealous, uite ostl lea i g of e el spotless se e a ks, o a t a sla o appli a o that i u ed sig ifi a t leasi g a d ai te a e ost ut had ot see a su sta al u e s of use s i a lo g e. Both e a ples of aste had ee i isi le to the a age s i ha ge as e is g do u e ta o fo these ite s tu ed out to e uite isleadi g.
9 Summary Raisi g a o pa s IT udget t a spa e leads to a u e of sustai a le e efits, ost of hi h a e i ediatel palpa le a d, i su, la ge e ough to ui kl offset the i i al i est e t se e al ag itudes. This is h Gi kgo Ma age e t Co sul g e o e ds i es g i aisi g IT udget t a spa e, espe iall i e o o i all tough es. 1 2 U i e sal u de sta da ilit of udget ite s do u e ta o e a les taskfo es a d e te al pa es alike to o e e s ste a ost edu o i i a es ithout e ui i g sig ifi a t i i al effo ts. 3 Ma udget i effi ie ies a e al ead e ealed du i g the i i al udget ite do u e ta o p o ess; u g these ea s i ediate sa i gs. 4 Budget ha ge e uests a d app o al de isio s a e isi le to a o e i ol ed i IT; this aises the ease a d o je it of the udget app o al p o ess as a hole a d leads to highe pla i g a u a. Co pa a ilit of u ifo l do u e ted, o siste tl t a ea le udget ite s allo s fo i te al e h a ki g a i po ta t step to a ds e o i g a lea i g o ga iza o.
10 5 6 ha ge a k e ha is s. Clea l spe ified udget ite o te t e a les IT o t olli g to assess the TCO of se i es a d p o esses o e p e isel ; p e ise TCO i fo a o fa ilitates p oje t po olio a d se i e atalogue de isio s a d effe e P e iousl hidde uffe s k o o l to the a age s i ha ge of the i di idual udget ite s a e e posed a d, thus, a essi le fo the CIO. 7 E pli it pla i g of udget ha ges as opposed to esta g the e e udget o a ea l asis ot o l e poses udget de elop e ts a d the easo s ehi d the ut also edu es pla i g effo ts.
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