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

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 companys 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

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 customers business

environment and needs

Limitations and Restrictions

Solution

Architecture Concept does not include:

An in-depth analysis of the customers business

A complete blueprint of the solution architecture
Design or implementation of the solution
architecture

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

Solution Architecture Concept Preparation

and Delivery Times
Activit Task
y
1
2
3
4
5
6
7
8
9

Estimated
Preparation
and Delivery
Time (1)
2 hours

Evaluate Engagement and

Prepare to Meet the Customer
Sponsor
Meet with the Customer Sponsor 1 hour
Agree on Work to be Done
2+ hours
Prepare for the Workshop
20+ hours (2)
Delivery
Conduct Workshop Day 1
24 hours (8 hours
Business and Functional View
x 3 days)
Finalise Preparations for Day 2
4 hours
Conduct Workshop Day 2
24 hours (8 hours
Technology and Implementation x 3 days)
View
Prepare the Workshop
20 hours
Deliverables
Deliver Workshop Report and
2 hours
Presentation

1.

2.

Estimated
times are for
the actual
work and do
not include
the elapsed
time between
activities
The time to
prepare for
the workshop
delivery is an
estimate for
an
experienced
solution
architect

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

Intended Audience

Solution Architecture Concept targeted at :

Are developing solutions that are part of business innovations
(such as electronic commerce, data warehousing, and largescale 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

Intended Audience
Solution

Architecture Concept is important for

solutions where the customer understands the
overall business scope and direction into which
the solution fits

Solution

Architecture Concept might not be

needed for projects where requirements and
implementations are well understood

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

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

Customer Roles and Responsibilities

Customer

Sponsor

Sponsors

Agent

Key

Stakeholders

Participants

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

Customer Roles and Responsibilities Sponsors Agent

Sponsors

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

Customer Roles and Responsibilities - Key

Stakeholders
Key

Stakeholders

People in the customer organisation who must buy

into the workshops 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

Customer Roles and Responsibilities Participants

Participants

Attend the workshop and providing input on areas of

the problem that affect them

Job Titles and Solution Architecture

Concept Workshop Roles
Engagement
Solution

Manager

Architect

Facilitator
Subject

Matter Expert (SME)

Account

Manager

Support

Consultant

Engagement Manager
Shares

the 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

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 meetingCleaning up loose ends

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

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

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 customers business
Selling the value of the result

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

Job Titles and Solution Architecture

Concept Workshop Roles
Job Titles

Facilitator

Technology
Consultant
Solution
Architect
Account
Executive
(Sales)
Program/Proje
ct Manager
Business
Developer
Facilitator

Y
~Y
N
~N
M
*

=
=
=
=
=
=

Concept Workshop Engagement Roles

Engagement Solution
Subject
Support
Account
Manager
Architect
Matter
Consultan Executiv
Expert
t
e
M
M
Y
~Y
N

~Y

~Y

~Y

~Y

~N

~Y

~Y

~Y

~Y

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

Introduction
&
Preparation

Service Delivery Roadmap

Evaluate

Meet

Sponsor

Engagement

Presentatio Workshop
2 days
n

ITSA
Business view
Functional view

Interview Key
Stakeholders

Functional
Business View Principles,
Principles,
Models,
View
Models,

Finalize Prep for Day

2

Implementation
Technical
Functional
Business Drivers and
Principles:

Run Workshop Day

2

1__________
1__________
2__________
2__________
3__________
3__________
4__________
4__________

1__________
1__________
2__________
2__________
3__________
3__________
4__________
4__________

Deliver Report

& Presentation

Presentation

Implementation
TechnicalView Principles,
Principles,
Models,
View
Models,
Standards
Standards

Standards
Standards

Prepare Workshop Deliverables

Draft Report

Delivery

Work

Agenda
Day 1

Run Workshop Day

1

Prepare for Workshop

Agree on

Next Steps

Finalise
Project

Revise Report,
Deliver to Sponsor

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
Step
Step
Step
Step
Step
Step

1:
2:
3:
4:
5:
6:
7:

Interview stakeholders identified by the customer sponsor

Finalise schedule
Write and deliver briefing letter for workshop attendees
Assemble and prepare team for Architecture Concept workshop
Prepare for the workshop
Get the team together on site
Meet with the customer sponsor immediately before the workshop

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

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 customers environment and expectations
Optional The engagement manager has written and delivered a Letter of
Understanding (LOU) to the customer

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: sponsors 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

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

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 sponsors 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

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

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

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

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

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

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 reports
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

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

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 V0.1.ppt

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

More Information
Alan McSweeney
alan@alanmcsweeney.com