Avoid a DCIM Procurement Disaster

Transcription

1 Avoid a DCIM Procurement Disaster Matt Stansberry Senior Director, Uptime Institute 7 December Uptime Institute, LLC

2 Many organizations struggle with DCIM decisions Process takes too long, software costs too much and tools under-deliver Many organizations are not achieving ROI on the purchase Difficult to compare pricing and capabilities between vendors Uptime Institute, LLC

3 DCIM Market Penetration: 2015 Survey Uptime Institute, LLC

4 Can DCIM make a business impact? Uptime Institute, LLC

5 Why is ROI on DCIM so terrible? Procurement and deployment take too long Many organizations are not getting what they need from a single tool or vendor Pricing volatility, lack of value assigned to the market Total costs of DCIM are hidden, undocumented, and under-represented Buyers use DCIM to replace existing facilities management functions Uptime Institute, LLC

6 Procurement and Implementation Require Significant Staff Time Uptime Institute, LLC

7 Procurement Disaster: Large US Financial Sent out a lengthy RFP: Developed a set of questions and asked vendors to provide answers. 11 qualified vendors: 40 people on each two hour conference call. 10 months later, still can t get comparative or uniform pricing information. Vendors hiding the costs in the variability of the professional services fees. Narrowed field down to single vendor but hearing negative information in the market. Running out of time losing the budget by end of year Uptime Institute, LLC

8 Single vendor not meeting customer needs Uptime Institute, LLC

9 Large transportation company One year into implementation of large DCIM Vendor Should have been an easy transition due to legacy DCIM investments, but many functions still not working Owners had asked the vendor for reference customers or other users to troubleshoot integration issues with for over a year, with no response Planning to minimize reliance on the installed DCIM tool and start over Uptime Institute, LLC

10 Price variability makes cost comparison difficult Uptime Institute, LLC

11 High adoption of facilities functions, low adoption of IT-business features Uptime Institute, LLC

12 What are we doing here? Uptime Institute, LLC

13 Steps for Successful DCIM Procurement Define project goals and objectives with specific business benefits Document stakeholders, decision-making process, schedule, requirements, and workflow Document existing management and monitoring tools, and identify gaps between current assets and goals/requirements Assign a value (budget) and develop RFP Evaluate qualified responses with a holistic and consistent methodology Uptime Institute, LLC

14 Eliminate blind spots, improve outcomes Applying FORCSS to DCIM 2016 Uptime Institute, LLC

15 FORCSS Overview A method to capture, compare, and prioritize the various impacts to the many IT deployment alternatives. FORCSS takes a holistic view of financial, risk, performance, and other key determinants. The system provides a consistent approach to evaluating a variety of solutions Uptime Institute, LLC

16 Why FORCSS? Typical organizational decision-making challenges Incomplete requirements information Difficulty collecting information across all stakeholder constituencies Lack of cost and performance insight into third-party services Challenge of capacity planning for >6 months out Avoiding over-provisioning Inconsistency in reporting structures across geographies, divisions, internal and external resources, and providers Uptime Institute, LLC

17 Uptime Institute, LLC

18 Financial Value of the deployment: What are the potential savings, or value of an avoided cost? Cost of the alternatives: What is the total cost, including professional service fees associated with deployment? Funding: How does purchase price (as well as ongoing maintenance fees) compare against your current and expected budgetary cycle? Uptime Institute, LLC

19 Opportunity How long will it take to get this deployment into production and delivering value? Scalable Capacity: Do you intend to expand this deployment across multiple sites? What are the limits of the product s scalability? How difficult is adding new functions or features after initial deployment? Business Leverage and Synergy: Are other business units or adjacent projects that would benefit from a particular deployment alternative? Can you quantify or document the benefit outside of your discipline or department? Uptime Institute, LLC

20 Risk Availability: What is the risk of a product failure impacting site reliability? Security Assessment: Does the deployment satisfy a rigorous assessment of physical and data security? What are the implications of having sensitive operational data, or for that matter, potential access to systems controls available over a network? Supplier Flexibility: What are the potential technical or contractual risks of vendor lock-in? Does an alternative offer more flexibility to deploy a range of tools in the future, or limit your options going forward? Uptime Institute, LLC

21 Compliance Compliance is mostly binary: Does a deployment alternative contradict any governmental, corporate or industry standard policies? Also consider how a deployment might help your team improve on compliance reporting against: Government Corporate Policies Industry Standards Uptime Institute, LLC

22 Sustainability Resource Impact: Can a deployment help your organization reduce resource consumption, such as energy or water? What is the estimated carbon reduction? Efficient IT Certifications: Will a successful DCIM deployment help your organization better prepare for a sustainability assessment or external validation? Executive KPI: Will system help communicate accountability and continuous improvement to senior management? Uptime Institute, LLC

23 Service Quality Availability: What is the industry knowledge of service outages or breakdowns of the software you would deploy? Application Performance: Speed is important. How does a specific application work in pilot projects or demonstrations? How long does it take for data and screens to load? End-User Satisfaction: Does your operations team like the interface? Do they have preferred alternatives? Do your executives and budget-holders find the reporting easy to read and accessible? Uptime Institute, LLC

24 Uptime Institute FORCSS Index Uptime Institute, LLC

25 Questions for potential DCIM Suppliers For advanced IT integration features, request in-region customer references. Demand specific, detailed information from vendors regarding how their product will achieve cost savings, increased accuracy, and other benefits. Request organizational chart of supplier s in-region installation and training resources, including titles, responsibilities and substitute resources in the case of unforeseen evets. Request example project handover documentation, including quality testing and/or commissioning scripts Uptime Institute, LLC

26 Questions? Matt Stansberry Senior Director of Content and Publications, Uptime Institute 2016 Uptime Institute, LLC