2. Activities
within this Step
The table below provides a quick reference for the activities within this
step.
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CTRL + click the activities for activity
details ->
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Inputs (source)
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All previous work products with an emphasis on:
Presentation on Business Area Strategy and Product
and Services (Step 2)
Presentation on Business Process and Data Analysis
(Step 3)
Presentation on Systems, Services, and Investments
Analysis (Step 4)
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Modernization Blueprint Findings, Recommendations, and
Alternatives Presentation
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Modernization Blueprint Findings, Recommendations, and
Alternatives Presentation
Value Measuring Methodology Cost to Value Matrix
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Outputs
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Modernization Recommendations to Horizontal Dependencies
Matrix
Modernization Recommendations to Mandates Matrix
Modernization Blueprint Findings, Recommendations, and
Alternatives Presentation
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Value Measuring Methodology Cost to Value Matrix
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None
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Who
(role)
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Core Team
[R, C, I]
Executive Sponsor [I, C]
Enterprise
Architect [Support]
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Core Team
[R, C, I]
Executive Sponsor [I, C]
Enterprise
Architect [Support]
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Core Team
[R]
Executive Sponsor [C]
Governance Teams [C]
Enterprise
Architect [Support]
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Duration (calendar
days for an average project based on past projects)
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20 days
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15 days
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10 days
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Complexity
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CTRL + click the activities for activity
details ->
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Inputs (source)
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Modernization Blueprint Findings, Recommendations, and
Alternatives Presentation
Value Measuring Methodology Cost to Value Matrix
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Draft Recommendation Implementation Overview Visual
Draft Strategic Systems Migration Diagram
Draft Strategic Sequencing Overview Visual
Draft Implementation Sequencing Plan
Draft Modernization Blueprint
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Final Recommendation Implementation Overview Visual
Final Strategic Systems Migration Diagram
Final Strategic Sequencing Overview Visual
Final Implementation Sequencing Plan
Final Modernization Blueprint
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Outputs
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Draft Recommendation Implementation Overview Visual
Draft Strategic Systems Migration Diagram
Draft Strategic Sequencing Overview Visual
Draft Implementation Sequencing Plan
Draft Modernization Blueprint
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Final Recommendation Implementation Overview Visual
Final Strategic Systems Migration Diagram
Final Strategic Sequencing Overview Visual
Final Implementation Sequencing Plan
Final Modernization Blueprint
Feedback Tracking Document and Feedback Action Report
Business and Stakeholder Interaction Log
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Modernization Blueprint Presentation
Record of Decision
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Who
(role)
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Core Team
[R]
Executive Sponsor [C]
Enterprise
Architect
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Core Team [R]
Executive Sponsor [C]
Business Expert [C]
Key Stakeholders [C]
Governance Teams [C]
Enterprise
Architect
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Core Team [R]
Executive Sponsor [C]
Business Expert [C]
Key Stakeholders [C]
Governance Teams [C]
Enterprise
Architect
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Duration
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20 days
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45 days
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10 days
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Complexity
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Keys to Success:
The findings and recommendations and the Modernization
Blueprint itself need to be written to be understood by the business
communities that are impacted. The
Blueprint should be actionable, readable, practical, and capable of being implemented.
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3. Activity
Details
Activity 1 – Define
findings & recommendation alternatives
Activity Short Description:
This activity will produce findings, recommendations,
and alternatives that business owners can use to develop a prioritized strategy
to drive business improvements. These
business improvement activities ultimately will take the form of formal
business case submission(s), business process re-engineering, systems
integration, partnerships, policy development, or other transformational
approaches.
Findings and recommendations can represent almost any
issue, from outdated technologies, to poor business process fit, to
redundancies, etc. Findings are
developed using the relevant artifacts from Steps 2, 3 and 4. Findings should be categorized according to
the service areas as defined in the organization’s service reference model
consistent with the business products and services that are associated with the
findings. Recommendations and
alternatives are then developed for each of the findings. The recommendations may be further categorized
according to the value chain components or capabilities that are impacted.
Activity Tasks:
1.
Identify issues related to systems.
a. Systems
which do not provide adequate performance or capacity, that are a poor fit for
business needs, may not conform to the target data architecture, have reached
the end of their anticipated lifecycle, etc.
b. Systems
that require Development / Modernization /
Enhancement (DME) investments as determined is Step 4.
2.
Identify issues related to capability gaps and
redundancies
a. These
include gaps relative to the target state that exist in capabilities, services,
infrastructure, or performance measures that do not currently exist.
3.
Identify system interface issues
a. System
interface issues, such as manual interfaces (e.g., “sneaker net”), data dumps
which are not from a system of record, point-to-point interfaces that serve
similar business purpose, but do not contain similar data, etc.
4.
Identify data redundancy, gap, storage or
communication issues
a. Data
issues in the form of unnecessary duplication of data, poorly designed (from an
enterprise perspective) data stores, data entities that lack an enterprise
definition, etc.
5.
Identify gaps between target and as-is models
a. Business
processes which need to be re-engineered, or are not tied to the strategic plan
or other business drivers, or that are significantly different from the target
business rules.
6.
Identify situations where best practices should
adopted by looking for solutions that represent a departure from generally
accepted as best practice
7.
Issues are categorized according to the business
products and services, critical value chain components associated with the
business products and services, and other underlying capabilities that deliver
products and services
8.
Generalize issues to create findings
a. Issues
are categorized and grouped according to business products and services within
the business focus area. These issues
are then generalized into findings associated with the business products or
services.
9.
Create recommendations to resolve issues
a. The
findings are then used to develop specific recommendations, which should be
related to the specific capabilities or business functions associated with the
products and services. Note that, in certain cases, several
alternative sets of recommendations may be developed to support a given
finding.
10.
Cross reference recommendations to mandates
a. Recommendations
are cross-referenced to the mandates (business drivers, capabilities matrix,
etc.). This is helpful to both validate
the recommendations and provide a “line of sight” from the strategic plan
through to the recommendation.
11.
Identify any dependencies, external or within
the recommendations
a. Dependencies
are also identified between the recommendations and with other key
organizational initiatives and any modernization blueprint recommendations that
may exist in other related business areas.
This helps provide additional context for evaluating and prioritizing
the recommendations.
12.
Consolidate recommendations and identify
alternatives
a. Recommendations
that share dependencies with each other are grouped into a higher level
recommendation.
i.
Recommendations may be modular (i.e.,
“stand-alone”), in that they may be implemented independent of other
recommendations. Recommendations may
also share dependencies with each other.
Such interdependent recommendations should be grouped into a higher
level recommendation.
ii.
The recommendations may be further categorized
according to the critical value chain components, business functions, or
capabilities that are impacted. This can
provide the recommendations in a more actionable context for business owners to
be able to evaluate and prioritize them.
b. Recommendations
that represent a group of mutually exclusive alternatives are grouped as
alternatives.
i.
In some cases, a set of recommendations may
represent a group of mutually exclusive alternatives. These should be grouped as alternatives from
which a prioritized selection of options can be made.
c. In
practice, it is a good idea to attempt to consolidate recommendations and
de-couple alternatives as much as possible in order to reduce the complexity of
subsequent Value Measuring Methodology (VMM) analysis.
13.
Estimate Cost, Value, and Risk
a. For
each recommendation or alternative,
i.
A value estimate is derived for each strategic
focus area. This may require additional
input from key stakeholders.
ii.
An aggregate cost estimate is developed that
includes the appropriate level of detail.
Some more significant and strategic recommendations may require more
detailed lifecycle cost estimates based upon the requirements for funding
review and approval. Cost may also
include decommissioning costs associated with recommendations that eliminate a
service, or that result in system retirement.
Decommissioning cost estimates developed in MBT Step 4 are reviewed,
finalized, and rolled-up to the associated recommendations.
iii.
Risk analysis is performed that includes the
identification of the top risks in terms of overall impact. This involves assessing the likelihood of the
occurrence of the risk, along with assessing the impact on both the cost and
value of the recommendation. Risks are
then rolled up to obtain an overall likelihood and cost / value impacts for
each recommendation.
Activity Communications Considerations:
Consult with the Business and Data architecture teams
to identify issues relative to business processes and data
Recommendations need to be shared across the
organization to determine if there are any external dependencies or existing
efforts.
Certain sensitive recommendations may need to be
vetted with key business experts (e.g., general counsel, HR, etc.) before
priorities can be developed
Activity Work Products and Templates:
Modernization Recommendations to Horizontal
Dependencies Matrix: This work
product describes how the recommendations overlap with key organizational
initiatives and modernization blueprint recommendations from for other business
areas.
·
TEMPLATE: Link to Modernization Recommendations to Horizontal
Dependencies Matrix Template (Visio)
·
TEMPLATE: Link to Modernization Recommendations to Horizontal
Dependencies Matrix Template (PDF)
Modernization Recommendations to Mandates
Matrix: This matrix facilitates
the prioritization of the Blueprint recommendations by demonstrating how each
recommendation is aligned with key strategic mandates. This is an extension of the Business Strategy
to Mandates Matrix developed in MBT Step 2
·
TEMPLATE: Link
to Modernization Recommendations to Mandates Matrix Template (Visio)
·
TEMPLATE: Link
to Modernization Recommendations to Mandates Matrix Template (PDF)
Modernization Blueprint Findings &
Recommendations Presentation:
This is a presentation that summarizes the findings and recommendations
to facilitate further prioritization by the core team.
·
TEMPLATE: Link
to Modernization Blueprint Findings & Recommendations Presentation Template
(PPT)
Activity
2 – Apply the VMM to the alternatives and select the proposed implementation
alternatives
Activity Short Description:
For the recommendations, analysis is performed using a
Value Measuring Methodology (VMM) approach to determine the cost, benefit and
risk associated with each set of alternative recommendations. VMM requires a balance between the depth of
analysis (e.g., high-level cost breakdown), available data (e.g., risk analysis
assumptions), and the type of recommendation (strategic vs. tactical). The results of the VMM analysis are a key
input to finalizing the priorities for implementation of the recommendations. The MBT provides a standard VMM analysis
toolkit that can be used to complete this activity.
Activity Tasks:
1. Create
the value structure
a. The
value structure for the VMM analysis represents the dimensions across which
value is to be scored for each recommendation.
Each value dimension is also assigned an overall weighting factor. It is recommended that the value structure be
derived based on the strategic focus areas (e.g., Business Results, Customer
Results, Processes and Activities, People, Technology, and Other Fixed Assets)
as developed in Step 2.
2.
Perform VMM Analysis
a. Cost,
value, and risk estimates for each recommendation are input into the VMM
toolkit. The toolkit provides the
overall cost, value score, risk adjusted cost, and risk adjusted value
score. The toolkit also provides a graphical
value-to-cost comparison chart that summarizes the risk-adjusted cost/benefit
for each recommendation.
b. Results
of the VMM analysis may impact the initial prioritization of the
recommendations, so that it may be necessary to update the draft implementation
recommendation overview and the draft system migration diagram.
3.
Prioritize the recommendations
a. Review
all findings and recommendations with the Core Team members to define
priorities and select alternatives.
Prioritized recommendations are used to develop a proposal for a
high-level implementation plan.
4.
Summarize the prioritized recommendations
a. The
prioritized recommendations are summarized to provide an overview of the
proposed implementation plan, including a map to show an overview of the
affected system associated with the recommendations.
Activity Communications Considerations:
It may be necessary to consult with key stakeholders
when performing value analysis.
Cost and risk analysis may also require additional
input from business experts.
Activity Work Products and Templates:
Value Measuring Methodology Cost to Value
Matrix: The VMM cost-to-value
matrix provides the results of a structured cost / benefits analysis of the
recommendations and can be depicted graphically. VMM analyzes the value per dollar and
associated risk to determine which recommendations provide the most “bang for
the buck”.
·
TEMPLATE : Link
to Value Measuring Methodology Cost to Value Matrix Template (Excel)
Activity 3 – Validate the
proposed implementation alternatives with governance teams
Activity Short Description:
Findings and recommendations are reviewed with the
governance teams. Special emphasis
should be placed on achieving consensus on the priorities and selected
alternatives.
Activity Tasks:
1. Brief
governance teams
a. Results
of the VMM analysis are reviewed with the governance teams to gain buy-in to
the proposed recommendations and implementation plan. This review should include the value-to-cost
comparison, together with the updated draft of the implementation
recommendation overview and the draft system migration diagram. This is a critical step to ensure buy-in to
the recommendation proposals that are to be formalized in the Modernization
Blueprint and Transition Sequencing Plan.
Activity Communications Considerations:
Where external dependencies are known to exist, the
prioritized recommendations need to be shared across the organization.
The executive sponsor should be informed of the core
team recommendation priorities. This is
especially critical when consensus is not possible and additional dependencies
exist that cannot be managed within the scope of the core team.
Activity Work Products and Templates:
None
Activity 4 – Author draft Modernization
Blueprint including transition documentation
Activity Short Description:
The prioritized recommendations provide the basis for
producing the detailed blueprint document and transition plan. The draft blueprint document summarizes the
results of the business analysis (MBT Step 2 and 3), the analysis of the
findings and recommendations (MBT Step 5), along with an overview of the target
data and technology environment (MBT Step 4).
The Modernization Blueprint is comprised the following
primary sections: Executive Overview,
Business Overview, Recommendations for Business Transformation, Target
Technology Environment, Target Data Environment, and the Transition Sequence
Plan.
Activity Tasks:
1. Develop
the draft work breakdown structure
a. Using
the recommendation implementation overview and the system migration diagram, a
draft transition work breakdown structure (WBS) is developed. For each recommendation, a top-down
representation of the deliverables that are required for implementation is
developed and described in the WBS. The
WBS should incorporate deliverables associated with all aspects of the
transformation, including technology, process, system, data, etc.
2.
Develop the Draft Transition Sequencing Plan
a. Based
on the WBS and the phased implementation described in the recommendation
implementation overview and system migration diagram, a detailed draft
transition sequencing plan is developed.
This project plan details the tasks necessary to develop the elements of
the WBS for the recommendations.
Descriptions of the findings and recommendations may be included as
notes within the project plan. Internal
and external dependencies are also included as either milestones or predecessor
tasks.
3.
Develop the Drafts Modernization Blueprint
a. A
draft modernization blueprint is also developed that describes the findings and
recommendations, and is focused on implementation of the business
transformation recommendations. This
document is generated using the provided template. A separate executive summary may also be
created. The blueprint document also
contains descriptions of some of the key artifacts developed in Steps 2, 3, and
4.
Activity Communications Considerations:
It may be necessary to consult with Business and Data
architecture teams to identify business processes and data elements of the WBS
The WBS for may also need to be shared across the
organization whenever external dependencies are known to exist for specific
recommendations
Activity Work Products and Templates:
Draft Recommendation Implementation Overview
Visual: The draft recommendation
implementation overview depicts the proposed time line for the modernization
blueprint implementation effort by focusing on the recommendations and the
associated investments.
·
TEMPLATE: Link
to Draft Recommendation Implementation Overview Visual Template (PPT)
Draft Strategic Systems Migration Diagram: The draft strategic system migration diagram
provides a visualization of the as-is and target systems and services
corresponding the recommendations. It shows
the corresponding sequencing of system-specific recommendations required to
achieve the target state, along with the associated data migration
dependencies.
·
TEMPLATE: [Note: No generic template is provided, as this work
product is typically generated using the available systems architecture modeling
tools within the organization]
Draft Strategic Sequencing Overview Visual: The strategic sequencing overview visual
provides a visualization of the transition from the as-is to the target state
solution architectures.
·
TEMPLATE: Link
to Draft Strategic Sequencing Overview Visual Template (PPT)
Draft Implementation Sequencing Plan: The draft implementation sequencing plan provides
a detailed step-by-step, time-sequenced approach to implementing the draft
modernization blueprint recommendations.
·
TEMPLATE: Link
to Draft Implementation Sequencing Plan Template (MS Project)
·
TEMPLATE: Link
to Draft Implementation Sequencing Plan Template (PDF)
Draft Modernization Blueprint: The Draft Modernization Blueprint is the
preliminary version of the document that describes the findings and
recommendations, and is oriented towards moving to implementation of the
business transformation recommendations.
·
TEMPLATE: Link
to Draft Modernization Blueprint Template (MS Word)
Activity 5 – Distribute Modernization Blueprint
and incorporate feedback
Activity Short Description:
The draft modernization blueprint is distributed for
review to key stakeholders and governance teams. Throughout the review process, feedback is
recorded and consolidated, and resulting actions are tracked. Once the review is completed, the final
modernization blueprint document is prepared for submission to the appropriate
governance teams.
Activity Tasks:
1. Distribute
the Draft Modernization Blueprint for review
a.
The draft modernization blueprint is distributed
for review to the stakeholders and governance teams. Accompanying this distribution is a cover
letter that describes the highlights of the blueprint. A separate executive summary document may
also be provided for review. Also
provided to the reviewers us the Document Review Form that is used to collect
review comments and change requests.
2. Collect
comments using the Feedback Tracking Spreadsheet
a.
During the review process, all feedback is
recorded and consolidated using the Feedback Tracking Spreadsheet. Follow-up actions are documented to create
the feedback action report.
3. Develop
the Final Modernization Blueprint
a.
As feedback actions are documented and closed,
comments and changes are also incorporated into the draft blueprint
documentation. As a result of the review
process, the following artifacts are updated and finalized:
i.
Strategic Systems Migration Diagram
ii.
Recommendation Implementation Overview Visual
iii.
Transition Work Breakdown Schedule
iv.
Transition Sequencing Plan
v.
Modernization Blueprint Document
4. Distribute
final Modernization Blueprint and feedback action report
a.
The final modernization blueprint document is
distributed to the reviewers along with a cover letter or email that contains
and overview of the feedback received.
The feedback action report containing a summary of all actions taken in
response to the feedback is also distributed.
The cover letter should also briefly describe the subsequent steps to be
taken for final approval of the modernization blueprint.
Activity Communications Considerations:
It may be necessary to conduct face-to-face meetings
with key stakeholders and governance team members to review the blueprint
findings, recommendations, and transition plan.
Activity Work Products and Templates:
Feedback Tracking Document and Feedback
Action Report: The Feedback
Tracking Document is used to log and track all feedback received from reviewers
of the draft blueprint document.
Follow-up actions are documented to generate the Feedback Action Report.
·
TEMPLATE: Feedback
Tracking Document and Feedback Action Report Template (Excel)
Document Review Form: The Document Review Form is distributed with
a document to be reviewed, and is used to collect reviewer comments and change
requests.
·
TEMPLATE: Link
to Document Review Form Template (Excel)
Final Recommendation Implementation Overview
Visual: The final recommendation
implementation overview depicts the proposed time line for the modernization
blueprint implementation effort by focusing on the recommendations and the
associated investments.
·
TEMPLATE: Link
to Final Recommendation Implementation Overview Visual Template (PPT)
Final Strategic Systems Migration Diagram: The final strategic system migration diagram
provides a visualization of the as-is and target systems and services
corresponding the recommendations. It shows
the corresponding sequencing of system-specific recommendations required to
achieve the target state, along with the associated data migration
dependencies.
·
TEMPLATE: [Note: No generic template is provided, as this work
product is typically generated using the available systems architecture
modeling tools within the organization]
Final Strategic Sequencing Overview Visual: The strategic sequencing overview visual
provides a visualization of the transition from the as-is to the target state
solution architectures.
·
TEMPLATE: Link
to Final Strategic Sequencing Overview Visual Template (PPT)
Final Implementation Sequencing Plan: The final implementation sequencing plan
provides a detailed step-by-step, time-sequenced approach to implementing the final
modernization blueprint recommendations.
·
TEMPLATE: Link
to Final Implementation Sequencing Plan Template (MS Project)
·
TEMPLATE: Link
to Final Implementation Sequencing Plan Template (PDF)
Final Modernization Blueprint: The Final Modernization Blueprint is the
preliminary version of the document that describes the findings and
recommendations, and is oriented towards moving to implementation of the
business transformation recommendations.
·
TEMPLATE: Link
to Final Modernization Blueprint Template (MS Word)
Activity 6 – Brief executives, obtain ROD, and
publish Blueprint
Activity Short Description:
In this activity, the final blueprint is presented to
the appropriate governance teams. A
formal presentation is made to the governance teams, after which the decision
to approve the blueprint is recorded.
Any issues that arise are addressed and closed as necessary to satisfy
the governance team. The formal presentation
may also be accompanied by an executive overview document describing the need
for the transformation and a summary of the findings and recommendations.
Activity Tasks:
1. Develop
the modernization blueprint overview presentation
a. Using
the template provided, an overview presentation is prepared that describes why
the transformation is necessary, along with key highlights of the findings and
recommendations.
2.
Present the modernization blueprint for approval
to the governance team(s)
a. Using
the overview presentation, the modernization blueprint is presented to the
appropriate governance teams for approval, along with any additional supporting
artifacts (e.g., executive summary document).
The outcome of this governance team meeting is a formal record of decision.
Activity Communications Considerations:
The Executive Sponsor should present the modernization
blueprint to the appropriate governance teams.
It may also be necessary to conduct pre-meetings with
key governance team members to review the blueprint findings, recommendations,
and transition plan
Activity Work Products and Templates:
Record of Decision: The Record of Decision is used to document
approval of the governance teams. A
separate template is not provided, as this work product is of a customary
format for the particular governance team.
·
TEMPLATE: [Note: No generic template is provided, as this work
product should use the appropriate method for documenting the ROD as is
customary for each governance team]
4. Step
References
MBT Step 2: Analyze
stakeholders / drivers and define the target business strategy, Version 1.5,
December 2006
MBT Step 3:
Analyze the business and define the target business environment, Version
1.5, December 2006
MBT Step 4:
Analyze the IT and develop the target conceptual solution architecture,
Version 1.5, December 2006
