"Now that we've got the cookbook for the IT layer, and the applications on top, we've identified through a matrix of business value and technical condition what our applications are like. And if they come low in the business value and low in the technical condition, then we should wean ourselves off them." The DDIEAS's Ramsay says it is vital the organisation get agreement across the enterprise as to what business functions are there to support and who is responsible for them. "The person responsible for the business function must take responsibility for its supporting application, as the business owner of that application," he says. It took Defence up to nine months of monthly meetings, bringing in people from each of the business units - Melbourne, Sydney and Canberra - to determine what functionality people wanted in that cross-portfolio analysis.
Having a proper deployment tool ensures the application can be easily given to everyone, Deloitte's Fleming says, and it is also important to develop policy around employee privacy, because this kind of software records information to the point where you can check how much Patience a particular person is playing throughout the day. "You have to make sure that the employees don't feel that they are being monitored on a personal level, and really establish policies that say we're not going to drill down to that level unless there are actually concerns about inappropriate behaviour or that sort of thing," he says.
Organisations should also watch out for employees determined to defend to their death their right to maintain a piece of software even if they never use it, although Fleming says such people tend to stop arguing once you show them the facts. At Deloitte some of the more IT-literate people have disabled the agent on their workstation and have had to be reassured the organisation is not performing this analysis for Big Brother reasons.
"Like with everything, the communication around it all is very important so that people don't feel that they're under threat," Fleming says.
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