LEAN Information Technology (IT) is an IT operations model that is easy to implement, explain and remember. Each letter of the word LEAN stands for a single word that helps IT professionals remember the four key factors that must remain in focus. These factors are:

• Latency
• Efficiency
• Automation
• Normalization

The four factors should not be thought of as a sequential process, but they should be considered as complementary methods. I will review each method and its application in this overview article.

Latency

The Latency method ensures that technology selection is thorough and timely. There is rarely a need to be an early adopter of most technologies; however, determining whether your organization should be an early adopter is part of the Latency method. Those who work in network administration or enterprise infrastructure normally think of latency as a bad thing, but it is not always so. Consider the following analogy and you will understand why I say this:

ABC, Inc. runs a data centralization service. Hundreds of companies store their most important data in ABC, Inc. servers. These servers are replicated to backup servers on a transactional basis. This configuration results in very low latency. In fact, this was a major selling point that influenced most of the companies to do business with ABC, Inc. However, a worm found its way into the database servers and began corrupting data on the production servers. Since the replication to the backend servers was transactional, all of the data copies were corrupted within seconds of the production server corruption. The result of the low latency implementation, which is usually a very good thing, was total data corruption.

Granted, this scenario would be very rare. In fact, I've never heard of this exact scenario playing out; however, it does illustrate the fact that latency should not always be considered a bad thing. If there was just 15 minutes of latency between the production servers at ABC, Inc. and the backend servers, much of the data may have been saved - assuming the worm was detected early. Of course, proper backup procedures would have protected the data as well, but that wouldn't help much as an analogy.

In the LEAN IT model, latency is a very good thing. It forces us to research new technologies thoroughly and implement only those that add value to our organization. So what is involved in this method? Here are the core competencies that we teach IT professionals when they learn to work with the Latency method:

• Technology Benefit Analysis
• Technology Cost Analysis
• Resistance Threshold Analysis

Technology Benefit Analysis (TBA) is a process that results in a quantifiable valuation of any new technology. Technology Cost Analysis (TCA) is a process that provides the IT professional with a more accurate picture of the true cost of implementation. Finally, the Resistance Threshold Analysis (RTA) is a qualitative process that helps to predict the level of user resistance that is likely to be present as the technology is implemented. These three factors are joined together to calculate a Latency Value (LV). If the LV is a positive number, the technology is a likely win for the organization. If the LV is a negative number, the technology should likely be avoided.

Efficiency

The second method in the LEAN IT model is Efficiency. Once you accept a technology for implementation, it should be implemented as efficiently as possible. We define efficiency, in the context of the Efficiency method, as achieving maximum in deliverables with the least amount of required effort. Think of how efficiency is defined in the use of machinery; the efficiency of a piece of machinery is the ratio of useful work to the total energy consumed. We apply this concept to the delivery of technology. The goal is to have an imbalanced ratio leaning toward the side of deliverables and away from the side of effort or work.

The process that we recommend for the Efficiency method is the Method 4D project management methodology. This project management methodology is a no frills methodology that doesn't waste time on unneeded processes. Each of the four phases of the project is simplified without sacrificing measurability and manageability. The Method 4D methodology includes the following four phases:

1. Define - Clearly define what your project will achieve and why.
2. Design - Create a plan that can be measured and managed.
3. Deliver - Monitor the execution of the plan and control the unexpected.
4. Determine - Analyze the results and learn valuable lessons.

We have defined the inputs and outputs of each phase as well as minimum and optional processes. The Method 4D methodology may simplify, but it does not sacrifice. You may choose any project management methodology, but it is our conviction that the Efficiency method requires a maturable methodology, if you truly desire a streamlined IT operation.

Automation

The third method in the LEAN IT model is the Automation method and this is the most important for long-term cost savings. The Automation method is simple to understand, but the actual implementation varies greatly. If you want to run an IT operation that is lean and cost-saving, you must automate as much as you can. In order to do this, three things must be true:

1. The Latency method must be implemented with the Automation method in mind. If you select technologies that are difficult or impossible to automate, you cannot take advantage of the great cost-savings this method offers.
2. You must be committed to the Automation method. If you are not committed, you will find that technologies make their way into the organization and the old habits of manual administration continue.
3. Your staff must be trained in automation methods. These methods are both conceptual and practical in nature. The IT professional must understand the varied automation possibilities (conceptual), but she must also understand the technical steps required to implement the appropriate automation technique (practical).

We teach automation for Microsoft environments, but we also recommend courses from other companies that can assist you in automating Linux, VMWare, and MAC OS environments.

Normalization

Once again, as with the Latency method, we've borrowed a term that is often defined in a unique way within IT - specifically in the DBA knowledge domain. However, outside of IT, this term carries a very different meaning and this meaning is our intention. The Normalization method is focused on the establishment of standards. These standards will, in part, be responsible for the adherence to the LEAN IT model, but they will also standardize the entire IT operation. The word normal is defined as conforming to a standard and the word normalize simply means to bring or return to a normal (standard) condition or state.

If you apply the Normalization method, as we suggest, you will standardize the following four components:

• Technology selection (the Latency method)
• Technology implementation (the Efficiency method)
• Technology automation (the Automation method)
• Operations

The Normalization method requires three steps: Define, Document and Deploy. You will define the standardized expectations and document those expectations for clarity. These documented standards will be deployed through the organization and matured as needed.

Summary

In this article, I've presented an overview of the LEAN IT model. If you would like to learn more, please contact me directly and we can arrange a ninety minute overview presentation, a single day training class, or a multi-day workshop according to your needs. You can call any time and we will be glad to assist you. Our telephone number is 937-206-0134.