A Client’s success is a QueBIT success. In our quest to deliver success, QueBIT continually develops various tools for planning, managing, and implementing projects. The READY score is one such tool which has been used to drive project success across QueBIT implementations over the last 4 years. The READY score goes hand-in-hand with QueBIT’s CARE (Collaboration and Rapid Enablement) Methodology, which empowers Clients to be active participants in implementations, and enables a smooth transition to Client ownership of the application after the project is complete.
What
The READY tool uses structured questions to aid the project team (comprised of QueBIT consultants and Client members) in objectively rating the overall Client readiness for project success and for successful project hand-off. This communication tool facilitates a conversation leveraging objective measures rather than subjective impressions. The acronym READY is a mnemonic device intended to remind the project team of the key categories that QueBIT has determined are critical to every project’s success:
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Category |
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|
R |
Requirements - Do we have well defined requirements, and a decision maker? |
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E |
Engagement - How engaged with the project is the client team? Do the right people (client) have the time to commit? Consider Participation vs. Engagement. Consider Architectural vs Development Engagement (Database building, Report Building & Validation) |
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A |
Ability - Does the client, especially the admin(s), have the aptitude and attitude to do the job? |
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D |
Data - Do we have clearly defined production ready data and data sources? |
|
Y |
Yield - Will this project produce a usable, and useful system? |
Additionally, each category has an assigned weight (level of importance) across a predetermined scale (1 through 10). Based on this, the lowest overall score a project can receive is "ten" and the highest, or perfect score, is 100. The overall score is a summation of each individual category score (Requirements; Engagement; Ability; Data; Yield). The individual category scores allow the project team visibility into potential problem areas as well as areas of strength.
The READY tool is implemented using Microsoft Excel. The tracking tab on the spreadsheet displays the score (by category and total) across time so that a trend is readily visible.
The detailed scoring rubric tab provides the guidelines for determining individual scores.
Who
The READY tool is intended to be a living, breathing communication device. Having the right people involved in assigning the values in the detailed scoring rubric is critical to the usefulness of this device. Usually, the QueBIT consulting team works with the Client team to generate the scores for each category. The expectation is that the joint project team uses the grades to assess project progress. Because the READY tool is an objective communication instrument, the results are also leveraged when reporting project status and momentum to management.
When
The READY tool is an active communication device. As such, READY scores (by category and total) are generated at multiple points throughout the project. Ideally, a preliminary READY score, determined before an engagement begins, allows the QueBIT consulting and sales team insight into potential areas of concern for a specific project. This information can then be accounted for within the services proposal, so that Clients can make an informed decision based on a realistic estimate. A Client can use the preliminary READY score to understand and address gaps in its preparation for the project, ultimately reducing risk and saving on project overruns.
A READY assessment executed prior to the start of the project, leveraging the project team, accomplishes multiple objectives. First, it introduces the project team to the areas of focus that are measured throughout the project. The READY categories and the detailed scoring rubric set a framework for communication between the Client and the QueBIT consultant team members. Additionally, this measure provides a project baseline from which progress can be compared.
Consultants who have used this tool recommend reevaluating and assigning new scores every week. This is not intended to be a laborious task, but rather a mechanism for reviewing progress and objectively summarizing the current status. The tracking tab on the READY spreadsheet shows the trend, by category and total, which facilitates communication with external project stake holders. Remember, it’s not the single score that is important, but rather, the direction of the trend for each category.
A final READY score is generated at the end of a project. This final entry helps teams determine areas of focus for the next project as well as highlighting areas of success and celebration.
Where
The READY tool is used on all QueBIT implementation projects!
Why
There are numerous benefits to the READY tool. The detailed scoring rubric provides the framework for objective measurement and communication. These scores allow the difficult conversations to be fact-based, minimizing the influence of perceptions, emotions, and feelings. Additionally, the tool encourages teamwork as all project members know the areas being measured including which areas require increased focus. Because the results provide objective measures for gauging and measuring progress, this tool significantly aids risk management.
How
It is the QueBIT consultant team member's job to understand the READY areas and employ strategies for pushing READY scores higher. QueBIT knows the criticality of having active Client participation and ownership on all projects. Thus, it is the responsibility of the Client project team members to understand and track the READY score results, employing methods and plans to pull up the READY scores.
READY Detailed Scoring Rubric
This component of the tool identifies subject areas within each of the READY categories. For example, the Requirements (“R” in READY) are concerned with the following subject areas:
The detailed scoring rubric provides measurement tools (such as percentage complete) for each subject area within each category. This small set of measurement tools (percentages, Y/N, and six descriptors) provides the necessary structure for evaluating each subject area within each category. This layout assists the project team in objectively determining the resulting score for each of the READY categories.
Please join us for a free webinar (March 8th), where we will discuss how to successfully structure projects, navigate challenges along the way, and achieve success. If you are considering moving beyond the limitations of Excel to implement an enterprise financial reporting, planning or forecasting solution, take this opportunity to be an informed and educated customer!