End User Computing & Business
Management of large Excel landscapes with Business
IIBA®, the IIBA® logo, BABOK® and Business Analysis Body of Knowledge® are registered trademarks owned by International Insti marks owned by International Institute of Business Analysis. Certified Business Analysis Professional™, EEP™ and the EEP™ logo a of Competency in Business Analysis™, CCBA™ and the CCBA™ logo are trademarks owned by International Institute of Business Ana
Rainer Wendt, CBAP, PMP, June 2012
End User Computing & Business Analysis
Management of large Excel landscapes with Business-oriented Requirements Management
Tel. +49 2404 91391 0 Fax +49 2404 91391 31
IIBA®, the IIBA® logo, BABOK® and Business Analysis Body of Knowledge® are registered trademarks owned by International Institute of Business Analysis. CBAP® and the CBAP® logo are registered certification o are trademarks owned by International Institute of Business Analysis. Certification of Competency in Business Analysis™, CCBA™ and the CCBA™ logo are trademarks owned by International Institute of Business Analysis.
Agenda
Brief company profile
Introduction to End-User
Introduction to End-User
The EUC Dilemma
The EUC Management Approach
Business Analysis for End User Computing
Solutions and Tools in Action
Conclusion
Brief company profile
User-Computing
User-Computing
The EUC Management Approach
Business Analysis for End User Computing
Solutions and Tools in Action
masVenta Business GmbH
Established in 2007, located near
Aachen, Germany
10 Employees plus Experts network
10 Employees plus Experts network
Consultancy in Business and
Technology. Projects in Banking,
Energy, Telecom and Hi-Tech.
Business GmbH – Brief profile
Project Management
Project Management
Project Management
Project Management
Successful Management of Projects by
applying Best Practices
applying Best Practices
Business Analysis
Business Analysis
Business Analysis
Business Analysis
Business-driven Requirements
Engineering and Communication
Endorsed Education Provider
TMCustomer Relationship
Customer Relationship
Customer Relationship
Customer Relationship
Management
Management
Management
Management
Management
Management
Management
Management
Sustainable Customer Orientation and
Any Relationship Management (XRM)
SoftASA
SoftASA
SoftASA
SoftASA® Business Solutions
® Business Solutions
® Business Solutions
® Business Solutions
Germany-based Cloud Services powered
by Microsoft Standard Technology
End-User-Computing
End User Computing (EUC) or User
Developed Applications (UDA) refers to
Developed Applications (UDA) refers to
systems in which non
create working applications
The majority of EUC is based on the
The majority of EUC is based on the
Microsoft Office applications Excel and
Access using VBA programming language.
Computing - Definition
End User Computing (EUC) or User
Developed Applications (UDA) refers to
Developed Applications (UDA) refers to
systems in which non-programmers can
create working applications
The majority of EUC is based on the
The majority of EUC is based on the
Microsoft Office applications Excel and
Why is EUC a „hot spot“?
Why is EUC a „hot spot“?
Are there any concerns
Who is using
spreadsheets?
Which reports
depend on
spreadsheets?
What data is
What data is
maintained in
spreadsheets?
Who controls our
spreadsheets?
What impact can
spreadsheet errors
spreadsheet errors
have?
Do I really
know?
concerns?
EUC Stakeholder
Source: ClusterSeven, Inc. Used with permission
The EUC Dilemma
E
n
d
U
s
e
rs
E
n
d
U
s
e
rs
IT
IT
The EUC Dilemma
G
R
C
G
R
C
The EUC Dilemma
− End Users need quick solutions but they cannot wait for IT projects − On the long-term, End Users are unable to cope with the complexity of
spreadsheets if they are not fully dedicated to programming − Typical situation: When an “End
nobody is there to look after the application anymore. Risk!
E
n
d
U
s
e
rs
nobody is there to look after the application anymore. Risk!
− End User developed applications are mostly not compliant, audit findings are very likely and can cause a lot of additional work in Business
− IT does not consider End User applications “real” applications, but in fact they are used in all Business departments
− IT Application support with its Core applications does not look closer on the Business processes which use spreadsheets
− Level 1 Support cannot help with VBA issues as they are not trained for that − IT would like to get rid of the unsupported VBA applications but they cannot as
Business is not willing to resign
E
n
d
U
s
e
rs
IT
Business is not willing to resign
− Governance, Risk & Compliance
are met, e.g. Sarbanes Oxley Act, Basel, Solvency II and many more.
− Without EUC inventories and compliancy processes neither GRC nor external auditors are able to assess the risks of End User Computing
− EUC without control is a “hot spot” for auditors and will for sure lead to findings − If these audit findings are not handled properly, companies can be forced to
(partly, temporarily, completely) stop their Business!
G
R
C
The EUC Dilemma
need quick solutions but they cannot wait for IT projects term, End Users are unable to cope with the complexity of spreadsheets if they are not fully dedicated to programming
Typical situation: When an “End-User-Programmer” leaves the department, nobody is there to look after the application anymore. Risk!
nobody is there to look after the application anymore. Risk!
End User developed applications are mostly not compliant, audit findings are very likely and can cause a lot of additional work in Business
does not consider End User applications “real” applications, but in fact they are used in all Business departments – sometimes more than Core-IT
IT Application support with its Core applications does not look closer on the Business processes which use spreadsheets – it’s-not-our-job-mentality Level 1 Support cannot help with VBA issues as they are not trained for that IT would like to get rid of the unsupported VBA applications but they cannot as Business is not willing to resign
Business is not willing to resign
Governance, Risk & Compliance needs to make sure that laws and policies
are met, e.g. Sarbanes Oxley Act, Basel, Solvency II and many more.
Without EUC inventories and compliancy processes neither GRC nor external auditors are able to assess the risks of End User Computing
EUC without control is a “hot spot” for auditors and will for sure lead to findings If these audit findings are not handled properly, companies can be forced to (partly, temporarily, completely) stop their Business!
The EUC Management Approach
Locate all EUC applications Create a company-wide Inventory Classify spreadsheets Continuously
run this process
Business Criticality Financial & Operational Risks SDLC Processes Compliancy Issues run this process
The EUC Management Approach
Clarify roles Establish
approval processes Set standards Log all changes Separate data and code Consider re-design of large EUC solutions Run projects to decommission EUC apps Consolidate similar EUC applications
1. Discover
Locate all EUC applications
Locate all EUC applications
Create a company-wide Inventory
Classify spreadsheets
Continuously run this
Continuously run this
process
Locate all EUC applications
Locate all EUC applications
wide Inventory
Classify spreadsheets
Continuously run this
Continuously run this
2. Assess
Business Criticality
Business Criticality
Financial & Operational Risks
SDLC Processes
Compliancy Issues
Compliancy Issues
3. Control
Clarify roles
Clarify roles
Establish approval processes
Set standards
Log all changes
Log all changes
Separate data and code
Establish approval processes
4. Replace
Consider re-design of large EUC
Consider re-design of large EUC
solutions
Run projects to decommission
EUC apps
Consolidate similar EUC
Consolidate similar EUC
applications
design of large EUC
design of large EUC
Run projects to decommission
Consolidate similar EUC
Consolidate similar EUC
The EUC Management Approach
Locate all EUC Business Locate all EUC
applications Create a company-wide Inventory Classify spreadsheets Continuously
run this process
Business Criticality Financial & Operational Risks SDLC Processes Compliancy Issues
I.
Establish a small team responsible for End User Computing support
II. Run proof-of-concept pilot project with a limited amount of EUC
applications, e.g. for one department
III. Create a new service for End User Computing support
The EUC Management Approach
Clarify roles Consider re-design of large Clarify roles Establish approval processes Set standards Log all changes Separate data and code design of large EUC solutions Run projects to decommission EUC apps Consolidate similar EUC applications
Establish a small team responsible for End User Computing support
concept pilot project with a limited amount of EUC
applications, e.g. for one department
Business Analysis
“Business Analysis is a set of techniques
and tasks used to work as a liaison among
and tasks used to work as a liaison among
stakeholders in order to understand the
structure, policies, and operations of an
organization, and to recommend solutions
that enable the organization to achieve
that enable the organization to achieve
goals.”
Business Analysis - Definition
“Business Analysis is a set of techniques
and tasks used to work as a liaison among
and tasks used to work as a liaison among
stakeholders in order to understand the
structure, policies, and operations of an
organization, and to recommend solutions
that enable the organization to achieve its
that enable the organization to achieve its
Business Analysis for EUC
Why
Why
Why
Why Business Analysis for EUC?
Business Analysis for EUC?
Business Analysis for EUC?
Business Analysis for EUC?
As other solutions, EUCs start to exist because
of a Business Need
Business Need
Business Need
Business Need
of a Business Need
Business Need
Business Need
Business Need
Typical “EUC Business Need” can often not be
satisfied by IT since there is no Business
Analysis at all for this kind of small apps
With a tailored
tailored
tailored Business Analysis approach for
tailored
EUC, Shadow-IT can be avoided effectively
Business Analysis for EUC
Business Analysis for EUC?
Business Analysis for EUC?
Business Analysis for EUC?
Business Analysis for EUC?
As other solutions, EUCs start to exist because
can often not be
satisfied by IT since there is no Business
Analysis at all for this kind of small apps
Business Analysis approach for
IT can be avoided effectively
EUC - with or without a BA?
I want to have a green button here
OK, no problem,
Ah, this is not what I expected have changed my mind. I want two red sliders now!
OK, no problem, here you are…
Hi Mike, please let
Why didn’t you tell before? Grrr …
OK, I will do an estimation for
Hi Mike, please let me know the effort for green buttons and red sliders
with or without a BA?
I want to have a green button
OK, no problem,
Ah, this is not what I expected
. I changed my mind. I want two red sliders now!I want to have a green button here
OK, no problem, here you are…
BA
here
Ok, I trust that you have Green? Button?
Please explain your problem first!
