Shared Service Toolkit

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Save time, empower your teams and effectively upgrade your processes with access to this practical Shared Service Toolkit and guide. Address common challenges with best-practice templates, step-by-step work plans and maturity diagnostics for any Shared Service related project.

Download the Toolkit and in Three Steps you will be guided from idea to implementation results.

The Toolkit contains the following practical and powerful enablers with new and updated Shared Service specific requirements:


STEP 1: Get your bearings

Start with...

  • The latest quick edition of the Shared Service Self Assessment book in PDF containing 49 requirements to perform a quickscan, get an overview and share with stakeholders.

Organized in a data driven improvement cycle RDMAICS (Recognize, Define, Measure, Analyze, Improve, Control and Sustain), check the…

  • Example pre-filled Self-Assessment Excel Dashboard to get familiar with results generation

Then find your goals...


STEP 2: Set concrete goals, tasks, dates and numbers you can track

Featuring 998 new and updated case-based questions, organized into seven core areas of process design, this Self-Assessment will help you identify areas in which Shared Service improvements can be made.

Examples; 10 of the 998 standard requirements:

  1. With increasing political pressure on retaining jobs onshore, concurrent with the introduction of more accessible intelligent automation tools, is offshoring shared services still a viable strategy?

  2. How often have you (or your users) shared a file with someone using a file sharing service, and then had to send a separate email to account for what the recipient was supposed to do with it?

  3. How do you get to a place where your stakeholders know what leadership is prioritizing and valuing and have the already stated same ideals adopted across the shared services organization?

  4. For any given service area, what significant social values, beyond cost, capacity, and quality of service delivery, might be affected by a restructuring or a sharing of service delivery?

  5. Are all key partnerships and shared services formally identified and are there consistent and common approaches to managing risks with partners, which cut across organization boundaries?

  6. What is the governance model that will address investment priorities, funding mechanisms, portfolio effectiveness, service levels for shared services, and adherence/compliance actions?

  7. If you are sitting as a firewall at the edge of the network and Ive got shared services of a mail server, a webserver and a DNS server. What ports will you allow inbound as a request?

  8. Are all the stakeholders aligned (for example, customer deal management team, customer business units, service providers) do some have a shared vision of where the deal needs to go?

  9. How will finance integration affect organization support functions as shared services, transaction processing, business finance teams, etc., and how can that impact be mitigated?

  10. How do you discover services and gain the trust that you need to reuse shared services to accelerate development and delivery of your business-driven composite application?


Complete the self assessment, on your own or with a team in a workshop setting. Use the workbook together with the self assessment requirements spreadsheet:

  • The workbook is the latest in-depth complete edition of the Shared Service book in PDF containing 998 requirements, which criteria correspond to the criteria in...

Your Shared Service self-assessment dashboard which gives you your dynamically prioritized projects-ready tool and shows your organization exactly what to do next:

  • The Self-Assessment Excel Dashboard; with the Shared Service Self-Assessment and Scorecard you will develop a clear picture of which Shared Service areas need attention, which requirements you should focus on and who will be responsible for them:

    • Shows your organization instant insight in areas for improvement: Auto generates reports, radar chart for maturity assessment, insights per process and participant and bespoke, ready to use, RACI Matrix
    • Gives you a professional Dashboard to guide and perform a thorough Shared Service Self-Assessment
    • Is secure: Ensures offline data protection of your Self-Assessment results
    • Dynamically prioritized projects-ready RACI Matrix shows your organization exactly what to do next:

 

STEP 3: Implement, Track, follow up and revise strategy

The outcomes of STEP 2, the self assessment, are the inputs for STEP 3; Start and manage Shared Service projects with the 62 implementation resources:

  • 62 step-by-step Shared Service Project Management Form Templates covering over 1500 Shared Service project requirements and success criteria:

Examples; 10 of the check box criteria:

  1. Schedule Management Plan: Are the constraints or deadlines associated with the task accurate?

  2. Scope Management Plan: Describe the manner in which Shared Service project deliverables will be formally presented and accepted. Will they be presented at the end of each phase?

  3. Stakeholder Analysis Matrix: Where are the good opportunities facing your organizations development?

  4. Team Operating Agreement: Are there more than two functional areas represented by your team?

  5. Stakeholder Management Plan: Are risk oriented checklists used during risk identification?

  6. Roles and Responsibilities: Are Shared Service project team roles and responsibilities identified and documented?

  7. Human Resource Management Plan: Are the quality tools and methods identified in the Quality Plan appropriate to the Shared Service project?

  8. Schedule Management Plan: Is there a formal process for updating the Shared Service project baseline?

  9. Team Member Performance Assessment: To what degree do team members frequently explore the teams purpose and its implications?

  10. Source Selection Criteria: Do you have a plan to document consensus results including disposition of any disagreement by individual evaluators?

 
Step-by-step and complete Shared Service Project Management Forms and Templates including check box criteria and templates.

1.0 Initiating Process Group:

  • 1.1 Shared Service project Charter
  • 1.2 Stakeholder Register
  • 1.3 Stakeholder Analysis Matrix


2.0 Planning Process Group:

  • 2.1 Shared Service project Management Plan
  • 2.2 Scope Management Plan
  • 2.3 Requirements Management Plan
  • 2.4 Requirements Documentation
  • 2.5 Requirements Traceability Matrix
  • 2.6 Shared Service project Scope Statement
  • 2.7 Assumption and Constraint Log
  • 2.8 Work Breakdown Structure
  • 2.9 WBS Dictionary
  • 2.10 Schedule Management Plan
  • 2.11 Activity List
  • 2.12 Activity Attributes
  • 2.13 Milestone List
  • 2.14 Network Diagram
  • 2.15 Activity Resource Requirements
  • 2.16 Resource Breakdown Structure
  • 2.17 Activity Duration Estimates
  • 2.18 Duration Estimating Worksheet
  • 2.19 Shared Service project Schedule
  • 2.20 Cost Management Plan
  • 2.21 Activity Cost Estimates
  • 2.22 Cost Estimating Worksheet
  • 2.23 Cost Baseline
  • 2.24 Quality Management Plan
  • 2.25 Quality Metrics
  • 2.26 Process Improvement Plan
  • 2.27 Responsibility Assignment Matrix
  • 2.28 Roles and Responsibilities
  • 2.29 Human Resource Management Plan
  • 2.30 Communications Management Plan
  • 2.31 Risk Management Plan
  • 2.32 Risk Register
  • 2.33 Probability and Impact Assessment
  • 2.34 Probability and Impact Matrix
  • 2.35 Risk Data Sheet
  • 2.36 Procurement Management Plan
  • 2.37 Source Selection Criteria
  • 2.38 Stakeholder Management Plan
  • 2.39 Change Management Plan


3.0 Executing Process Group:

  • 3.1 Team Member Status Report
  • 3.2 Change Request
  • 3.3 Change Log
  • 3.4 Decision Log
  • 3.5 Quality Audit
  • 3.6 Team Directory
  • 3.7 Team Operating Agreement
  • 3.8 Team Performance Assessment
  • 3.9 Team Member Performance Assessment
  • 3.10 Issue Log


4.0 Monitoring and Controlling Process Group:

  • 4.1 Shared Service project Performance Report
  • 4.2 Variance Analysis
  • 4.3 Earned Value Status
  • 4.4 Risk Audit
  • 4.5 Contractor Status Report
  • 4.6 Formal Acceptance


5.0 Closing Process Group:

  • 5.1 Procurement Audit
  • 5.2 Contract Close-Out
  • 5.3 Shared Service project or Phase Close-Out
  • 5.4 Lessons Learned

 

Results

With this Three Step process you will have all the tools you need for any Shared Service project with this in-depth Shared Service Toolkit.

In using the Toolkit you will be better able to:

  • Diagnose Shared Service projects, initiatives, organizations, businesses and processes using accepted diagnostic standards and practices
  • Implement evidence-based best practice strategies aligned with overall goals
  • Integrate recent advances in Shared Service and put process design strategies into practice according to best practice guidelines

Defining, designing, creating, and implementing a process to solve a business challenge or meet a business objective is the most valuable role; In EVERY company, organization and department.

Unless you are talking a one-time, single-use project within a business, there should be a process. Whether that process is managed and implemented by humans, AI, or a combination of the two, it needs to be designed by someone with a complex enough perspective to ask the right questions. Someone capable of asking the right questions and step back and say, 'What are we really trying to accomplish here? And is there a different way to look at it?'

This Toolkit empowers people to do just that - whether their title is entrepreneur, manager, consultant, (Vice-)President, CxO etc... - they are the people who rule the future. They are the person who asks the right questions to make Shared Service investments work better.

This Shared Service All-Inclusive Toolkit enables You to be that person.

 

Includes lifetime updates

Every self assessment comes with Lifetime Updates and Lifetime Free Updated Books. Lifetime Updates is an industry-first feature which allows you to receive verified self assessment updates, ensuring you always have the most accurate information at your fingertips.