Governance of agile SW projects · White Paper

Governance of agile SW projects · White Paper
Flying high above the turbulence of
typical software development projects
Jörg Stimmer, pliXos GmbH
Udo Wilski, Loyalty Partner Solutions GmbH
Govern your projects effectively using Cloud computing –
with the KPI based Cockpit, the pliXos Outsourcing Director

Governance of agile SW projects · White Paper by pliXos and Loyalty Partner SolutionsPage 3
Content
Summary...................................................................................................................... 2
Objective...................................................................................................................... 3
pliXos solution.............................................................................................................. 4
Conclusions.................................................................................................................. 7
Outlook......................................................................................................................... 8
The authors.................................................................................................................. 8
References................................................................................................................... 9
The companies............................................................................................................. 9
Summary
Experts see the central and highly optimised governance of multiple service provi-
ders – fully in line with customers’ requirements – as the future in outsourcing servi-
ces delivery. Innovative Software solutions out of the private Cloud are essential for
the successful delivery of “Multi-Vendor Management” or “Service Integration”. The
pliXos Outsourcing Director provides total visibility and control over any application
development project for the whole team – whatever their location.

Objective
The provision of software development and application maintenance by globally dis-
tributed teams (offshoring, nearshoring) is now commonplace in business. Initially
the benefits of lower labour costs, improved scalability and increased synergies were
obtained mainly by large corporations but are now increasingly enjoyed by small and
medium sized business (SMEs) as well [1]. How do we realise the greatest benefits
when working with external resources (service providers) yet manage the increased
complexity it brings?
Several references confirm that realisable benefits include savings of up to 40% in
project costs through global sourcing (offshore, nearshore) compared with similar pro-
jects delivered by internal and freelance contractor teams. Additional benefits also
include significantly increased flexibility in the ramping up and down of development
teams and accessibility to a much wider range of competences. Furthermore, com-
parisons of completed projects demonstrate that the use of outsourcing can substan-
tially increase the quality of delivery [2].
The implementation of a software project to quality, budget and time is already a
major undertaking potentially made more even more complex when using globally
distributed teams to deliver them. Some of the typical implementation challenges
faced may be addressed through implementing agile methodologies (e.g. Scrum). On
the other hand agile methodologies themselves impose new constraints [2]. One ex-
ample is that, compared to classical approaches, agile development requires greater
effort for the ongoing quality assurance already being undertaken during the Sprints,
which could negatively impact the overall business case particularly if this additional
effort has not been accounted for when the project was set up. Agile development
heavily relies on alignment between, and direct communication within, the teams in-
volved. Prerequisites for maximising the benefits from agile development therefore are
excellent communication and internal governance within the teams involved. Tools
supporting communication and governance are vital.
The objective of the approach presented in this White Paper is to demonstrate that
all companies, large corporations as well as small and medium sized enterprises, can
maximise the benefits of software development or maintenance delivered by globally
distributed teams through the support of transparent automated communication and
governance tools.
Latest technologies, all-embracing
processes and rigorous quality ma-
nagement – guaranteeing the highest
levels efficiency and security, scalable
to support large volumes

pliXos solution
pliXos vision – automation and standardisation (“industrialisation“)
The main drivers for globalisation including the cost benefits from labour arbitrage,
higher scalability and flexibility of resources are now commonly accepted and have
been documented regularly. The authors of this report have a vision for the industriali-
sation of IT services built upon division of labour, specialisation and most importantly
using standardisation and the highest possible levels of automation.
Despite the fact that software development or application maintenance is a creative
process requiring manual interaction, major parts of the overall process can be indus-
trialised [3, 4].
pliXos product – The Outsourcing Director
The pliXos vision is to offer all companies the benefits of globally distributed software
projects through standardisation, automation and a low cost of entry.
Outsourcing Director provides automated reporting of a standardised system of Key
Performance Indicators (KPIs) allowing transparency on the project’s actual status,
ensuring the identification of any upcoming issues, enabling potential options to be
considered as countermeasures and flagging any potential for optimisation at an early
stage (“KPI based project-cockpit”).
The Outsourcing Director – “Software as a Service out of the private Cloud“

The Outsourcing Director integrates all the functions necessary for the successful
implementation of application development projects:
• A rigorous requirements management facility, including a clear and definitive pro-
cess for the definition of requirements, their evaluation, release and final order
• A clearly laid out project plan
• The integration of a well established tool for “bug tracking”
• An integrated Software versioning tool (“source code repository”) which also acts
as an interface for customer or project specific development environments
• A comprehensive set of collaboration tools to optimise team communication. This
includes chat, news, Wiki, etc.
• A document management facility providing a highly structured administration of
specifications, reports etc.
• The integration of multiple, well established and highly innovative tools for software
quality assurance throughout the project. This quality assurance capability includes
support for common languages such as Java, C, C++ etc. as well as SAP ABAP.
• Planning, implementation and evaluation of tests
• The automated generation and graphical presentation of comprehensive structured
reports covering the topics that would typically be expected according to the role
of the actual user logged in. These include:
-- Size of the overall project, the governance team or individual service providers
-- Discrepancies with respect to the planning in time, effort, budget etc.
-- Status of all requirements, overview concerning quality of deliveries, status of
tests etc.
• A configurable management dashboard specifically designed to provide the execu-
tive management (e.g. CIO) an easy overview of all projects, including a drill-down
functionality for details
• Burn-down charts for forecasts and trend analysis as is standard in agile project
management
Successful projects:
Essential functional activities
and comprehensive reporting
– all from a single source
Comprehensive reporting with further
drill-down functionality
Complete set of well established tools optimised
for management of global Software projects

The substantive value proposition of the Outsourcing Director is its comprehensive,
automated and transparent reporting which has been developed in close cooperation
with experienced end user customers.
The project manager obtains an up to date, factual status and can focus his/her ef-
forts on actively managing the project and the “people aspects” which are the most
important factors for a project’s success. The accepted neutrality, accuracy and
the clarity provided by the KPIs presented by the Outsourcing Director, ensure that
unproductive discussions on the mechanics of the actual progress and status of a
project are a relic of the past. The customer and the service provider can then focus
their attention on any issues and discuss ways to solve them immediately.
At the same time all participants in a project benefit from the single sign-on to an
integrated suite of functions doing away with the typical need to log in to five or more
separate systems (requirements management, effort tracking, quality management,
document management, chat, wiki...) to support their activities. It provides a struc-
tured approach and a comprehensive set of functions supporting the process and
outcomes from a single resource. Knowing that all the activities will be documented
and traceable and that the correct distribution lists as well as hierarchical structures
are already built into the system will often lead to a more disciplined way of working
immediately. This is a significant advantage in particular in case of a globally distribu-
ted environment (offshore, nearshore).
Customer’s executive management, e.g. the CIO gets an up to date, easy to under-
stand descriptive, intuitive and flexibly configurable overview of all projects. If needed
a full drill down function provides further levels of detail.
The value proposition for the user includes:
• Instant set up as Software as a Service out of the private Cloud, global access, no
upfront investment needed
• Single sign-on, comprehensive security, traceability of activities for all team and
team members as part of the standard reporting
• Complete multi tenant concept, support for multiple projects as well as multiple
service providers
Simple and effective –
overview of all projects for executive
management/the CIO
Freely configurable “CIO cockpit“, e.g.
Size= Project volume (GBP), Colour=Quality, Time delays etc.
Full drill-down functionality

• Rigorous requirements review and confirmation process support facility
• Continuous project progress monitor, including a full drill down for detailed reports
• Comprehensive reports for a continuous, neutral and up to date view of project
status including past trends and early warning indicators
• Highest level of cost efficiency and transparency through automation
• Providing the perfect base for Benchmarking between different projects or service
providers
Loyalty Partner Solutions specific Implementation
Automatic KPI-cockpit for project governance
Loyalty Partner Solutions GmbH (LPS) has successfully deployed agile development
using Scrum for several years. As part of a substantial and strategic offshore project,
pliXos designed a set of relevant Key Performance Indicators (KPIs) which were inclu-
ded as part of the contract with the service provider. These important KPIs covered
the commercial aspects (9), the service provider relationship & collaboration (5), pro-
ductivity and quality aspects of the software development services being delivered
(8) [7].
Automated KPI reporting process which originated from the Outsourcing Director
concept collects the parameters required across the systems installed at LPS. The
KPIs are calculated regularly and automatically presented to LPS staff. The service
provider is granted an online access to their relevant subset of the KPI reports.
The KPI cockpit specifically designed for LPS offers a set of specifically designed,
directly relevant and meaningful KPIs. Those range from simple analysis such as
• Automatically calculated costs vs. actually invoiced costs per month in Euro. (The
direct comparison of the monthly invoices from the service provider with the values
expected by multiplying the actual effort logged in the systems with the agreed day
rates per roles).
• Distribution of costs per month in Euro: Offshore vs. Freelance consultants vs. In-
ternal staff
• Distribution of resources per month in person days: Offshore vs. Freelance consul-
tants vs. Internal staff
• Distribution of resources per month per role: Development, quality assurance, ad-
ministration etc.
• Onsite – offshore ratio of the whole team or of the service provider
to complex analysis of the productivity of the offshore teams, the internal staff or the
overall project set up. Examples of such analyses include
Example for one parameter
of the LPS KPI cockpit:
Progression of productivity
(result of Story Points per resource
(effort) in Person Days) gathered across
the development cycle (agile Sprints).
The presentation provides an evaluation
of the evolution of the service provider’s
productivity over time
(“learning curve”).

• Productivity in “Story Points per Sprint” (“Velocity“) in relation to the actual extent
of tasks completed (developed, tested, closed and resolved etc.)
• Productivity Analysis e.g. “Story Points per Person Day per Sprint“
• Comparison of initially planned productivity (high level as well as low level) vs. that
actually achieved in User Stories per Sprint
• Analysis with regards to the distribution of efforts in Sprints with relation to the User
Stories in Person Days
All the results are available online via web browser and are presented graphically in
an intuitive way. Direct comparisons and trends over a defined period of time provide
helpful insights and enable effective management of the project in real time.
Comparison of projects and service providers with the KPI cockpit
(“Benchmarking”)
Several offshore or nearshore service providers deliver application software develop-
ment projects to LPS. To enable ongoing improvement for all such projects and to
assist with future strategic decisions, such as the potential for vendor consolidation, a
comprehensive dataset of relevant information is necessary. The KPI cockpit provides
exactly this information.
Currently the following parameters are collected to enable a meaningful direct com-
parison between different projects:
• Discrepancy of planned vs. actual costs for each phase of the project
• Productivity in form of Story Points per Person Day
• Price/performance ratio in form of cost per Story Point
• The planning effort per agile Sprint
• The Velocity in form of Story Points per Sprint
• The fluctuation of the offshore team strength in a given period
• Technical parameters regarding software quality are taken automatically from com-
mon tools in an automated way
The nature of projects being considered varies widely. Thus base parameters defini-
tions used together with any normalisations to ensure comparability have to be veri-
fied thoroughly. Having selected the appropriate parameters with the normalisations
verified accordingly, many helpful insights into the projects and significant opportuni-
ties for optimisation have been achieved.
The automated KPI cockpit has proven to be an ideal mechanism for neutral bench-
marking of projects, facilitated by the clearly laid-out presentation of trends and the
continuous collection of numerous parameters.

Conclusions
Agile methodologies such as Scrum offer significant advantages when delivering soft-
ware development projects. The focus on results combined with experiences resulting
from industrialisation techniques, and the lessons learnt from successful software
projects in large commercial organisations can lead to even further benefits [5, 6, 8].
An example of this is the improved effectiveness in the management and control of
projects by building upon the automated KPI based cockpit.
The major advantages of this approach are:
• Reduction in efforts and costs for coordination, governance and integration of dis-
tributed teams
• Increased transparency on costs
• More efficient processes
• Up-to-date information and extensive options for analysis due to continuous and
automated gathering of the base parameters
• Simple but effective means to ensure adherence to security guidelines, quality stan-
dards etc.
• Instant availability, no cost or time intensive preparations required
• Suitability for large corporations as well as small and medium sized enterprises
(SMEs)
• Neutral consistent data collection and presentation, comparability of the data and
the option for customers to conduct internal or external benchmarking between
projects and service providers
The approach described offers large corporates as well as small and medium sized
enterprises the opportunity to turn challenges in their software development projects
to competitive advantages.

Tools to support Vendor Management / Multi-Sourcing
Leading IT research analysts have been observing a substantial increase in the pro-
fessionalism of customers’ sourcing management [9, 10, 11]. One of the outcomes
of this increased professionalism is the ability for organisations to optimise the ma-
nagement of different service providers, sometimes called “Vendor Consolidation” or
“Service Integration”.
The provision of successful Service Integration as efficiently as possible will be grea-
tly facilitated by the automated provision of KPIs, as part of project governance. The
pliXos Outsourcing Director enables the unified management of different service pro-
viders and projects and at the same time offers comparisons between them. It provi-
des the ideal basis for Vendor Management. In addition, it facilitates customer’s ability
to switch from one service provider to another or to add an additional service provider
with the minimum of effort.
Benchmarking of software projects or service providers
If a number of customers of software development projects can agree on a common
set of KPIs to compare their projects, which are consistently applied and the required
base parameters are measured accurately, an automated collection and calculation
of those KPIs can provide valuable insights and pointers to improvements. The KPI
cockpit described above provides just such a mechanism for delivering a comparison
of different projects and service providers (or teams) which is independent, neutral,
reproducible and meaningful. The information obtained is further enhanced by the
collection of data over long periods of time.
Automated Vendor Consolidation /
Service Integration using a central Cloud based tool

Outlook
Software development is not immune from the general industry trend towards
industrialisation of processes. This will have a significant impact how projects are
implemented and will offer new opportunities and improvements, especially for small
and medium sized enterprises. The increasing standardisation of individual work pa-
ckages will enable specifications to be classified satisfactorily, with well defined ex-
ternal interfaces for inclusion in service catalogues. In the situation where those inter-
faces have consistently defined quality and performance parameters comparability is
ensured. The simple benchmarking of service providers, their specific work packages
as well as the ability to substitute them will be major outcomes. These developments
are likely to result in a major increase in overall productivity. In reality, this will truly be
part of the industrialisation of software development.
The approaches and tools described in this paper will provide higher transparency of
both service providers, as well as their projects overall. Some parties involved might
not be happy with this initially. However, in the long term, the positive effects they
deliver on both quality and productivity will surely convince all parties involved in the
industry.
The authors
Dr. Joerg Stimmer is Founder and Managing Director of pliXos GmbH. He has im-
plemented several major and award winning outsourcing and offshoring projects
and has also headed the Central European business of Tech Mahindra, an off-
shore service provider, as VP. He is the Vice President of the German chapter of the
“European Outsourcing Association” and is a well known speaker at conferences.
joerg.stimmer@plixos.com
Dr. Udo Wilski is CTO and member of the management of Loyalty Partner Solutions
(LPS). He is in charge of analysis, project management, development and quality as-
surance of software at LPS and is also heading the governance of multiple offshore
and nearshore service providers. udo.wilski@lpsolutions.com

References
[1] “How do small and medium sized enterprises (SMEs) best benefit from outsour-
cing? Lessons learnt from Germany and the United Kingdom”,
19 January 2011, www.outsourcemagazine.co.uk
[2] „Erhöhter Aufwand bei agiler SW Entwicklung und gesteigerte Qualität durch
IT Offshoring – Anwender vergleichen konkrete Projekte“, press release of the
European Outsourcing Association Germany e.V., 2 March 2011.
[3] “Standardisation in outsourcing”, 24 September 2010, www.outsourcemagazine.co.uk
[4] DIN Spec 1041 “outsourcing of Technology driven Knowledge-Intensive Busi-
ness Services“, May 2010, www.dinspec1041.de
[5] “Benchmarking of IT outsourcing on an operational level – first insights from an user
driven initiative in Germany”, 05 November 2010, www.outsourcemagazine.co.uk
[6] “Successful evolution: driving continued productivity from a long term outsour-
cing deal”, presentation by Adrian Quayle – NOA Board Member at the NOA
Sourcing Summit, London, 17 November 2010
[7] “Agile QS: Qualität sichtbar machen in großen agilen Projekten – am Beispiel
Payback”, presentation by Melanie Wohnert and Stefan Zausch at the ignite
Deutschland, Düsseldorf, 24 May 2011
[8] “Execution is everything: The Keys to Offshore success”, study paper by A.T.
Kearney, 2007
[9] „IT-Sourcing im Wandel – Einflussfaktoren und Trends“, presentation by Klaus
Holzhauser, PAC at the 1. meeting of the expert group „Application Manage-
ment“, Munich, 17 January 2011
[10] E.g. “Gartner Highlights Five Long-Term, Overarching, and Interdependent
Trends Affecting the Enterprise Software Industry”, press release concerning
the Gartner Report „Market Trends: Enterprise Software Markets Are Shifting
From Bricks and Mortar to ‚BRIC and Mortals,‘ Worldwide, 2011 , 2 February
2011
[11] E.g. “Should ITO Customers Also Outsource Service Integration?”, Analysis by Bill
Martorelli with Christine Ferrusi Ross, Mark Grannan, Forrester, 3 February 2011

The companies
The pliXos Global Sourcing Platform provides solutions for the optimisation of all pha-
ses in a distributed software development project. At the core is the Outsourcing
Director which is a standardised and centralised entity for significantly improving the
control and management of projects delivered through geographically distributed
teams. In addition, pliXos offers bespoke consulting services including taking over re-
sponsibility for the management of projects or the provision of support. pliXos’ com-
petence is based on longstanding experience from conducting numerous successful
outsourcing projects, from the customers as well as service providers perspective.
www.plixos.com
Loyalty Partner Solutions GmbH is your partner for intelligent customer management.
We develop and operate professional customer loyalty programmes based on cus-
tomized IT solutions. Our solutions and services are tailored to the specific needs
of the retail and the travel & transportation sectors. We have set standards as the IT
service provider for PAYBACK, Europe’s largest bonus programme. Millions of tran-
sactions are carried out each day on the IT platform we have developed. Having
developed and operated this technology for several years now, we have built up an
unrivalled expertise that we also use to the benefit of customers such as emnos and
Deutsche Bahn. To bring you closer to your customers, we offer all our services from
a single source – including consulting, development, implementation and operation
of customer management solutions and the execution of complex CRM processes.
www.lpsolutions.com

pliXos GmbH
Munich Technology Centre (MTZ)
Agnes-Pockels-Bogen 1
80992 Munich
Germany
Tel: +49-89-44234770
info@plixos.com
www.plixos.com

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