Solution Architecture

Concept Workshop

Alan McSweeney
Agenda

• Objectives
• Benefits
• Limitations and restrictions
• Service activities
• Preparation and delivery times
• Workshop process
• Intended customer audience
• Delivery skills
• Roles and responsibilities
• Job titles and solution architecture concept roles
• Location of delivery materials

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Objectives of Solution Architecture Concept

• Provide the context for understanding the

interrelationships of the business and technical
components of a solution that is designed to support a
company’s business
• Agree on the fundamental purpose, value, and use of
the proposed information system/initiative
• Define the scope of the solution architecture; the
essential components
• Develop an architectural overview of the solution that
will serve as a basis for timely decision making

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Benefits of Solution Architecture Concept

• Develop a practical decision framework for a solution that

addresses business, functional, technical, and implementation
perspectives. The framework provides linkage information to
trace decisions to driving principles.
• Develop a solution that has a potentially longer life span because
the solution is:
− More likely to meet the true needs of the customer
− Designed to evolve in the directions most likely to occur
• Optimise a project in scope and effectiveness
• Ensure the most important aspects of the project are developed
and delivered early
• Give a better understanding of the customer’s business
environment and needs
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Limitations and Restrictions

• Solution Architecture Concept does not include:

− An in-depth analysis of the customer’s business
− A complete blueprint of the solution architecture
− Design or implementation of the solution architecture

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Solution Architecture Concept Service Activities

• Part I — Introduction and Workshop Preparation

− Evaluate Engagement and Prepare to Meet the Customer Sponsor
− Meet with the Customer Sponsor
− Agree on Work to be Done
− Prepare for the Workshop Delivery
• Part II — Architecture Concept Workshop
− Conduct Workshop Day 1 — Business and Functional View
− Finalise Preparations for Day 2
− Conduct Workshop Day 2 — Technology and Implementation View
• Part III — Documentation and Presentation of Findings
− Prepare the Workshop Deliverables
− Deliver Workshop Report and Presentation
− Finalise the Project

November 26, 2009 6

Solution Architecture Concept Preparation and
Delivery Times

Activity Task Estimated

1. Estimated
Preparation and times are for
Delivery Time (1) the actual
1 Evaluate Engagement and Prepare to 2 hours work and do
Meet the Customer Sponsor not include
2 Meet with the Customer Sponsor 1 hour
3 Agree on Work to be Done 2+ hours
the elapsed
4 Prepare for the Workshop Delivery 20+ hours (2) time between
5 Conduct Workshop Day 1 – Business 24 hours (8 hours x activities
and Functional View 3 days)
6 Finalise Preparations for Day 2 4 hours 2. The time to
7 Conduct Workshop Day 2 – 24 hours (8 hours x prepare for the
Technology and Implementation 3 days) workshop
View delivery is an
8 Prepare the Workshop Deliverables 20 hours estimate for an
9 Deliver Workshop Report and 2 hours
Presentation experienced
10 Finalise the Project 2 hours solution
Total Estimated Time 101+ hours architect
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Solution Architecture Concept Workshop Process

• Off-site to avoid interruptions

• Team
− Solution architect who acts as facilitator
− One or more subject matter experts
− Support consultant who documents the results

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Intended Audience

• Solution Architecture Concept targeted at :

− Are developing solutions that are part of business innovations (such as
electronic commerce, data warehousing, and large-scale workflow) that
affect day-to-day working operations
− Need broad buy-in from multiple stakeholders
− Have experienced rapid change in business complexity, business models,
or technology
− Are willing to invest some up-front effort to ensure they build the right
solution
− Need to be confident that the target user groups will accept and use the
solution
− Need to ensure that their business and functional considerations explicitly
drive solutions
− Need to track principles and requirements throughout the design and
development process

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Intended Audience

• Solution
Architecture Concept is important for solutions
where the customer understands the overall business
scope and direction into which the solution fits
• SolutionArchitecture Concept might not be needed for
projects where requirements and implementations are
well understood

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Intended Customer Audience

• Customer sponsor helps to identify workshop

participants and stakeholders that can be interviewed
before the workshop
• Customer sponsor and key stakeholders determine who
will attend, what to discuss, and what information to
provide to attendees
• Only some of the participants attend both days of the
workshop
• Attendees on the first day are primarily concerned with
business and functional aspects of the solution
• Attendees on the second day are primarily concerned
with technical and implementation aspects of the
solution
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Delivery Skills

• Solution Architect and/or Technology Consultant with

skills:
− IT Strategy and Architecture
− General information system architecture
− Domain-specific business and technical architecture(s), such
as Internet, intranet, extranet, data warehouse, electronic
commerce, and security
− Modeling tools (UML)
• Delivery
training (Delivering the Solution Architecture
Concept Service)
• Skill
in workshop facilitation, working in teams, report
writing and presentation delivery
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Customer Roles and Responsibilities

• Customer Sponsor
• Sponsor’s Agent
• Key Stakeholders
• Participants

November 26, 2009 13

Customer Roles and Responsibilities - Customer
Sponsor
• Customer Sponsor
− Ideally a high-level executive, such as director group manager, on either
the business or the information technology (IT) side
− Have overall responsibility for achieving a business result in the area the
solution covers
• Responsible for:
− Initiating the workshop and approving plans
− Interfacing with the account manager to identify needs and communicate
expectations
− Meeting with the solution architect before the workshop to approve
direction and plans
− Approving the Letter of Engagement (LOE)
− Identifying an agent to work
− Meeting with the solution architect after the workshop to provide feedback

November 26, 2009 14

Customer Roles and Responsibilities - Sponsor’s
Agent
• Sponsor’s Agent
• Responsible for:
− Representing the customer sponsor, ensuring customer needs
are addressed, and handling workshop logistics
− Providing input on the problem
− Managing funding and support issues
− Identifying key stakeholders and participants
− Arranging for workshop location and supplies
− Communicating with the customer team
− Addressing issues that affect the success of the workshop

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Customer Roles and Responsibilities - Key
Stakeholders
• Key Stakeholders
− People in the customer organisation who must buy into the
workshop’s goals and results
− Can help ensure the success of a workshop
− Can undermine any agreements or initiatives resulting from
the workshop if they do not buy into the workshop
• Responsible for:
− Providing input on the problem
− Work to identify the business drivers, principles, models, and
standards
− Explaining customer needs and issues
− Inform of potential problems
− Responding to business and IT questions

November 26, 2009 16

Customer Roles and Responsibilities - Participants

• Participants
− Attend the workshop and providing input on areas of the
problem that affect them

November 26, 2009 17

Job Titles and Solution Architecture Concept
Workshop Roles
• Engagement Manager
• Solution Architect
• Facilitator

• Subject Matter Expert (SME)

• Account Manager
• Support Consultant

November 26, 2009 18

Engagement Manager

• Sharesthe responsibility for customer satisfaction with

the solution architect
• Sometimes the engagement manager also fills the role
of facilitator
• Responsible for:
− Arranging and ensuring the successful and timely delivery of
the Architecture Concept Service
− Ensuring the right customer parties are engaged
− Managing overall logistics for the service
− Tracking the budget

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Solution Architect

• Shares responsibility for customer satisfaction with the

engagement manager
• Fills the facilitator role additionally
• Responsible for:
− Delivering the Architecture Concept Service
− Defining what to deliver
− Designing the workshop
− Performing the service
• Interviewing
• Interacting with the customers during the workshop
• Analysing and synthesising the report
• Creating the presentation
• Leading the report presentation meeting-
• Cleaning up loose ends

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Facilitator

• Solution architect usually fills the facilitator role.

• Engagement manager may fills the role of facilitator
− In this case, the solution architect can sometimes fill the role of SME
− Same person usually facilitates both days of the workshop
• Responsible for
− Ensuring the workshop runs smoothly
− Following the agenda and timekeeping
− Capturing the results on flip charts (or other media visible to workshop
attendees)
− Recognising and addressing any political, personal, or other issues that
might jeopardise the ability to meet the stated workshop goals
− Analysing, clarifying, summarising

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Subject Matter Expert (SME)

• Providing
business and/or technical expertise in one or
more areas needed by the engagement
• Solution architect can fill the SME role
− Not recommended because it puts a heavy load on the
solution architect

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Account Manager

• Does not need to attend the workshops

• Needs to be kept informed of the workshop results
• Account Executive is an essential party to the final
report and presentation
• Responsible for:
− Managing the relationship with the customer (overall or
services) and selling follow-on engagements
− Identifying the opportunity
− Providing access to key customer contacts
− Positioning the engagement within an overall context of the
customer’s business
− Selling the value of the result

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Support Consultant

• Responsible for:
− Capturing all relevant information generated during the course
of the workshop
− Performing research
− Helping to draft documents
− Capturing and documenting complete interview and
workshop results
− Ensuring completeness of information
− Summarising the issues and results

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Job Titles and Solution Architecture Concept
Workshop Roles
Concept Workshop Engagement Roles
Job Titles Facilitator Engagement Solution Subject Matter Support Account
Manager Architect Expert Consultant Executive
Technology M M M Y ~Y N
Consultant
Solution Architect ~Y ~Y √ Y Y N
Account Executive M M N N M *
(Sales)
Program/Project ~Y Y N M ~Y ~N
Manager
Business Developer ~Y Y N M ~Y ~Y
Facilitator * N N N ~Y N

• Y = Yes
• ~Y = Generally yes, but verify that a specific individual with this title can fill this role
• N = No
• ~N = Generally no, but some individuals might have the skills to fill this role
• M = Might have these skills (people with this job title often can fill this role)
• * = Job title is the same as the role

November 26, 2009 25

 Service Delivery Roadmap
 Evaluate
Meet  Agree on  Prepare for Workshop Delivery
Introduction &

Engagement Sponsor Work

Preparation

Agenda
Day 1
•ITSA
•Business view
Interview Key •Functional view
Stakeholders

 Run Workshop Day 1  Finalize Prep for Day 2  Run Workshop Day 2
Functional
Functional Implementation Implementation
Implementation
Workshop

Technical
Business
Business View
View Principles,
Principles,
Functional
Business Drivers and Technical
Technical View
View Principles,
Principles,
2 days

View
View Models,
Models,
Principles:
View
View Models,
Models,
Standards
Standards Standards
Standards
1__________
1__________ 1__________
1__________
2__________
2__________ 2__________
2__________
3__________
3__________ 3__________
3__________
4__________
4__________ 4__________
4__________

 Prepare Workshop Deliverables Deliver Report
Finalise Project

Presentation

& Presentation

Revise Report,
Draft Report
Presentation Next Steps Deliver to Sponsor

November 26, 2009 26

Part I: Introduction and Workshop Preparation

• Activity 1: Evaluate Engagement and Prepare to Meet the Customer Sponsor

− Step 1: Review and understand the opportunity
− Step 2: Identify the customer sponsor
− Step 3: Prepare for the initial customer sponsor meeting
• Activity 2: Meet with the Customer Sponsor
− Step 1: Introduce Services and the Architecture Concept Service
− Step 2: Understand the scope of the business opportunity
− Step 3: Determine if the customer sponsor is ready to begin planning the workshop. (If yes, go to Activity 3;
if no, continue with step 4)
− Step 4: Review the initial customer sponsor meeting
− Step 5: Write and deliver the Letter of Understanding (LOU)
• Activity 3: Agree on Work to be Done
− Step 1: Work with the customer sponsor to develop plan for the workshop
− Step 2: Write and deliver the Consulting Services Agreement (CSA)
− Step 3: Get CSA contract signed
• Activity 4: Prepare for Workshop Delivery
− Step 1: Interview stakeholders identified by the customer sponsor
− Step 2: Finalise schedule
− Step 3: Write and deliver briefing letter for workshop attendees
− Step 4: Assemble and prepare team for Architecture Concept workshop
− Step 5: Prepare for the workshop
− Step 6: Get the team together on site
− Step 7: Meet with the customer sponsor immediately before the workshop

November 26, 2009 27

Activity 1: Evaluate Engagement and Prepare to
Meet Customer Sponsor
• Objectives
− To determine the source and scope of the business opportunity
− To identify the customer sponsor and prepare for initial
meeting
• Prerequisites
− Identify the opportunity and the customer is serious about
wanting to deliver the Solution Architecture Concept
• Qualified the customer
• Completion Criteria
− The team has a general understanding of the business
opportunity

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Activity 2: Meet with the Customer Sponsor

• Objectives
− To introduce the Services delivery team to the customer sponsor
− To check the chemistry of the interaction between the team and customer representatives
− To discuss customer needs, such as their overall goal, current status, questions, and decisions
they need to make
− To gather information from the customer sponsor on the business and technical context of the
work and their technology adoption profile
− To understand the unique requirements of the engagement and the delivery team
• Prerequisites
− The team has met with the Account Executive to understand commitments to the customer
and any background information.
− The team has a plan for positioning the workshop
− The team has a value proposition for Solution Architecture and the Architecture Concept
• Completion Criteria
− The customer understands the service deliverables as defined in the Service Description (SD)
− The engagement manager and solution architect have a clear understanding of the customer’s
environment and expectations
− Optional — The engagement manager has written and delivered a Letter of Understanding
(LOU) to the customer

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Activity 3: Agree on Work to be Done

• Objectives
− To close on the definition of the service to be performed
− To identify people to fill the customer roles: sponsor’s agent, key
stakeholders, and other participants.
− To establish a tentative schedule
− To write, deliver, and get signoff on the Concept Consulting Services
Agreement contract
• Prerequisites
− The engagement manager and solution architect have had an initial
meeting with the customer sponsor and have a general understanding of
the business opportunity
• Completion Criteria
− The customer has signed the Concept Consulting Services Agreement
contract

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Activity 4: Prepare for the Workshop Delivery

• Objectives
− To interview key stakeholders
− To finalise the schedule
− To assemble and prepare the team for the workshop
− To prepare for the workshop, including gathering/developing materials,
planning work site, arranging for equipment, and reviewing final agenda
• Prerequisites
− The customer has signed the CSA
• Completion Criteria
− The solution architect has interviewed all key stakeholders.
− All customer participants have received the workshop briefing letter, which
describes what will be done, why, and the level of commitment expected
− Key participants have committed to attend the workshop
− The team is onsite and prepared to deliver the workshop
− The solution architect or engagement manager has consulted the customer
sponsor for any last-minute corrections to the workshop

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Part II: Concept Workshop

• Activity
5: Conduct Workshop Day 1 — Business and
Functional View
− Step 1: Conduct workshop day 1
− Step 2: Review day 1
− Step 3: Report status back to the customer sponsor (or the
sponsor’s agent)
• Activity 6: Finalise Preparations for Day 2
− Step 1: Complete preparations for day 2
• Activity
7: Conduct Workshop Day 2 — Technology and
Implementation View
− Step 1: Conduct workshop day 2
− Step 2: Review day 2
− Step 3: Review the entire workshop with the customer sponsor
November 26, 2009 32
Activity 5: Conduct Workshop Day 1 — Business
and Functional View
• Objectives
− To conduct a well-run and productive concept workshop day
1
− To review day 1
• Prerequisites
− The customer understands the objectives of this activity
− The team has completed the pre-workshop activities in Part I
• Completion Criteria
− The team has completed day 1 of the concept workshop

November 26, 2009 33

Activity 6: Finalise Preparations for Day 2

• Objectives
− To make adjustments based on day 1 and prepare for day 2
• Prerequisites
− The team has completed day 1 of the workshop
− The team has captured and reviewed information from day 1
• Completion Criteria
− The team has completed preparations for day 2 of the
Architecture Concept workshop

November 26, 2009 34

Activity 7: Conduct Workshop Day 2 —
Technology and Implementation View
• Objectives
− To conduct a well-run and productive Architecture Concept workshop day
2
− To review the workshop, identify key points and next steps
− To make preliminary plans for producing and delivering the summary
report and presentation
• Prerequisites
− The customer understands the objectives of this activity
− The team has completed the preparation activities for day 2 listed in
Activity 6
• Completion Criteria
− The team has completed day 2 of the Architecture Concept workshop
− The team has completed the summary of day 2 with the customer

November 26, 2009 35

Part III: Documentation and Presentation of
Findings
• Activity 8: Prepare the workshop deliverables
− Step 1: Prepare a draft workshop report that summarises the workshop
− Step 2: Prepare the slide presentation
− Step 3: Discuss the draft workshop report and slides with the account
executive
− Step 4: Revise the draft workshop report and slides
− Step 5: Plan the logistics of the presentation meeting
• Activity 9: Deliver the draft workshop report and presentation
− Step 1: Deliver the draft workshop report and presentation to the customer
sponsor
• Activity 10: Finalise the project
− Step 1: Revise the draft workshop report
− Step 2: Mail or deliver the revised workshop report to the customer sponsor
− Step 3: Close the project
November 26, 2009 36
Activity 8: Prepare the Workshop Deliverables

• Objectives
− To review the workshop and prepare the summary report and
presentation for the customer
− To identify the next steps and possible future work
• Prerequisites
− The team has completed the workshop and gathered
information from the customer on final reactions and key
points
• Completion Criteria
− The team has completed the draft report and slides, including
a list of actions and next steps to make progress on the
solution
− The account executive has approved the draft report and slides
November 26, 2009 37
Activity 9: Deliver Workshop Report and
Presentation
• Objectives
− To deliver the draft workshop report and presentation.
− To get the sponsor to commit to implement the report’s recommendations
or at least take the next step. The next step will often be to form a customer
architect team for the solution. This team consists of a business leader, a
program manager, and possibly an architect, with an architect to flesh out
what needs to go into a Solution Architecture Blueprint
• Prerequisites
− The customer understands the objectives of this activity
− The team has completed the draft workshop report and presentation
− The account executive is available to address any opportunities during the
presentation
• Completion Criteria
− The solution architect has delivered the draft workshop report and
presentation

November 26, 2009 38

Activity 10: Finalise the Project

• Objectives
− To make final changes, gather summary input, and close the project
• Prerequisites
− The customer understands the objectives of this activity
− The solution architect has delivered the draft report and presentation to the
customer sponsor
− The account executive has identified any next steps and new opportunities
• Completion Criteria
− The engagement manager has delivered the final report to the customer
and formally closed the project
− The solution architect has prepared a project closure report that includes
post-engagement analysis
− Ideally, there is an agreement from the customer sponsor to begin a follow-
on engagement

November 26, 2009 39

Solution Architecture Concept Workshop
Templates
• ITSA Overview Customer Presentation V0.1.ppt
• Requirements Methodology Presentation V0.1.ppt
• Solution Architecture Concept Facilitator's Guide V0.1.doc
• Solution Architecture Concept Service Delivery Guide V0.1.doc
• A1 - Evaluate Engagement
• A10 - Finalise Project - No Tools
• A2 - Meet Sponsor
• A3 - Agree on Work
• A4 - Prepare for Workshop Delivery
• A5 - Run Workshop Day 1
• A6 - Finalise Preparation for Day 2
• A7 - Run Workshop Day 2 - No Tools
• A8 - Prepare Workshop Deliverables
• A9 - Deliver Report and Presentation - No Tools
• A1 - Evaluate Engagement\ITSA Overview Customer Presentation
V0.1.ppt
• A1 - Evaluate Engagement\LOU Engagement Plan Example
V0.1.doc
• A1 - Evaluate Engagement\LOU Engagement Plan V0.1.doc
• A1 - Evaluate Engagement\Opportunity Assessment Worksheet
V0.1.doc
• A1 - Evaluate Engagement\Previous Experience Worksheet
V0.1.doc
• A1 - Evaluate Engagement\Vendor Matrix Example V0.1.ppt
• A2 - Meet Sponsor\Account Profile and Data Collection
Worksheet V0.1.doc
• A2 - Meet Sponsor\Planning for Successful Contracts V0.1.doc
• A4 - Prepare for Workshop Delivery\Business View Presentation
V0.1.ppt
• A4 - Prepare for Workshop Delivery\C Presentation V0.1.ppt
• A4 - Prepare for Workshop Delivery\Capture Template for
Drivers, Principles, and Related Information V0.1.doc
• A4 - Prepare for Workshop Delivery\Concept Agendas V0.1.doc
• A4 - Prepare for Workshop Delivery\Functional View Presentation
November
V0.1.ppt 26, 2009
• A4 - Prepare for Workshop Delivery\Implementation View
Presentation V0.1.ppt
• A4 - Prepare for Workshop Delivery\Participant Briefing Letter
V0.1.doc
• A4 - Prepare for Workshop Delivery\Pre-Workshop Customer
Sponsor Meeting Planner V0.1.doc
• A4 - Prepare for Workshop Delivery\Presentation V0.1.ppt
• A4 - Prepare for Workshop Delivery\Technical View Presentation
V0.1.ppt
• A4 - Prepare for Workshop Delivery\Workshop Agenda Example
V0.1.ppt
• A4 - Prepare for Workshop Delivery\Workshop Agenda V0.1.ppt
• A4 - Prepare for Workshop Delivery\Workshop Content and Role
Planner V0.1.doc
• A4 - Prepare for Workshop Delivery\Workshop Customer
Participant Planner V0.1.doc
• A4 - Prepare for Workshop Delivery\Workshop Introduction
Presentation V0.1.ppt
• A4 - Prepare for Workshop Delivery\Workshop Logistics Planner
V0.1.doc
• A5 - Run Workshop Day 1\Key Questions for Customers.doc
• A5 - Run Workshop Day 1\Litmus Test for Principles
Checklist.doc
• A5 - Run Workshop Day 1\Vision Exercise Planner.doc
• A6 - Finalise Preparation for Day 2\Interim Summary Presentation
Example.ppt
• A6 - Finalise Preparation for Day 2\Interim Summary Presentation
Planner.doc
• A8 - Prepare Workshop Deliverables\Presentation Preparation
Checklist.doc
• A8 - Prepare Workshop Deliverables\Report on Architecture
Workshop Example.doc
• A8 - Prepare Workshop Deliverables\Report on Architecture
Workshop.doc
• A8 - Prepare Workshop Deliverables\Report Outline.doc
• A8 - Prepare Workshop Deliverables\Sponsor Presentation
Example.ppt
A8 - Prepare Workshop Deliverables\Sponsor Presentation.ppt
• 40
More Information

Alan McSweeney
alan@alanmcsweeney.com

November 26, 2009 41