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Improving Dynata Scope Change Processes

Nathaniel Charendoff, Oluwakayode Jasanya, Akshar Kottuvada, Andy Luo, Zhiyu Wang, Qifan Yu

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Problem Overview
Notable Findings
Recommendations

Short Term
Long Term

Q&A

Agenda

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Problem Overview

$10-$15M

Nate

The main drivers of price for our projects are based on multiple variables depending on the product. Some of these drivers are how many respondents we will need to send the survey to get the requested number of completed surveys (incidence rate “IR”), how long it will take a panelist to complete the survey (length of interview “LOI”), estimated programming hours, etc. At the quoting stage of the project, these drivers are typically a best estimate from our clients using the information they have at that time. When the project moves into the delivery stage, what we actually deliver may differ from what was estimated at the quoting stage. We estimate an annual margin enhancement opportunity of $10-$15M. Dynata would like to analyze our internal data to determine what are the drivers of scope change, if there are any trends, understand how often what was delivered deviates from what was quoted, and by how much it deviates. Dynata would like a recommendation on thresholds for when to trigger notifications and action scope change.

Essentially those actions come from recommendation 2 (mention that during Rec 1)

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Notable Findings

Communication Gaps within PM & Sales Teams

Lack of Standard Algorithm to evaluate Scope Change

Inefficient Trigger Notification System (BOS)

Inaccurate Estimates of Project Price Drivers

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Standardized Scope Change Triggers

RECOMMENDATION 2

Standardization in Training for PM and Sales Teams

RECOMMENDATION 1

Recommendations (Short Term)

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Standardized Scope Change Triggers

RECOMMENDATION 2

Standardization in Training for PM and Sales Teams

RECOMMENDATION 1

Recommendations (Short Term)

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CONSOLIDATED

&

STANDARDIZED TRAINING

Company Policy

Increased Efficiency

Clarity in Communication

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PM and Sales Grouping in Microsoft Team

Scope Change Identified

PM’s Kick-off Call with Clients and Confirm with Sales

BOS Alert to PMs and Sales

Approval Tool

Reject Scope Change

Escalate Scope Change

BOS & Microsoft Teams Notification Sent to Sales

Project Review

Scope Change Cancelled

Scope Change Approved

PM QA Invoicing

Covering PM Notifications

Andy:

PMs and Sales Team should have respective consistent criterias to make decisions.
Relevant PMs and Sales Team should communicate in the same group in Microsoft Team.
PMs should alert the sales team after a kick-off call with the customer that they confirm the information of the project and there is a need to initiate scope change in the pre-field stage.
Covering PM Notifications: if the covering PM is manually added to the project in BOS, they receive the scope change notifications. So, this should be added to training recommendations.
When PMs have made a decision on whether to approve SC, they should inform the Sales Team through the BOS system and in the Microsoft Team. If they approve, the reasons need to be stated specifically.
When the Sales Team approves to escalate SC, they should update the SC status in BOS immediately, and notify the PMs through the BOS system and in the Microsoft Team.

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Recommendations (Short Term)

New Scope Change Score Feature

RECOMMENDATION 2

Standardization in Training for PM and Sales Teams

RECOMMENDATION 1

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Calculate score based on Past Scope Change Dataset

P ( LOI A | LOI DATASETS )

+

P ( IR A | IR DATASETS )

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Proposed New Interface

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Scope Change Score Distribution

50% [0, 10)
20% [10, 20)
20% [ 20, inf)

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Recommendations (Long Term)

Refine IR Estimation and Initial Pricing Algorithms

RECOMMENDATION 4

Optimized Plan for Redesigning BOS

RECOMMENDATION 3

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Recommendations (Long Term)

Refine IR Estimation and Initial Pricing Algorithms

RECOMMENDATION 4

Optimized Plan for Redesigning BOS

RECOMMENDATION 3

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Recommendations (Long Term)

Refine IR Estimation and Initial Pricing Algorithms

RECOMMENDATION 4

Optimized Plan for Redesigning BOS

RECOMMENDATION 3

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Next Steps

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Jessica Grace

Luisa Blessing

PMs, Sales Interviewees

Dynata

Thank You!

Eric Rice

Pam Sheff

Julie Reiser

Trevor Mackesey

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Team Members

PM Interview Team

OLUWAKAYODE JASANYA

PM Interview Team

NATHANIEL CHARENDOFF

Sales Interview Team

ZHIYU WANG

Sales Interview Team

ANDY LUO

Data Team

QIFAN YU

Data Team

AKSHAR KOTTUVADA

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We welcome any questions you might have!

Q&A

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Appendix

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39%

Mid-Project Scope Change

Poor Estimates in Planning

Project Failure

41%

PWC PPM Survey