The practice of enterprise modeling 9th IFIP WG 8 1 working conference, PoEM 2016

Causes and Consequences of Application Portfolio Complexity – An Exploratory StudyPouya Aleatrati Khosroshahi1B, Jannis Beese2, Florian Matthes1, and Robert Winter2 1 Chair for Informati

123

9th IFIP WG 8.1 Working Conference, PoEM 2016

Skövde, Sweden, November 8–10, 2016

Lecture Notes

Series Editors

Wil M.P van der Aalst

Eindhoven Technical University, Eindhoven, The Netherlands

More information about this series at http://www.springer.com/series/7911

Jennifer Horkoff • Manfred A Jeusfeld

Anne Persson (Eds.)

The Practice of

Enterprise Modeling

9th IFIP WG 8.1 Working Conference, PoEM 2016

Proceedings

123

ISSN 1865-1348 ISSN 1865-1356 (electronic)

Lecture Notes in Business Information Processing

ISBN 978-3-319-48392-4 ISBN 978-3-319-48393-1 (eBook)

DOI 10.1007/978-3-319-48393-1

Library of Congress Control Number: 2016955498

© IFIP International Federation for Information Processing 2016

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The PoEM conferences, starting in 2008, have contributed to establishing a dedicatedforum where the use of EM in practice is addressed by bringing together researchers,users, and practitioners The main focus of the PoEM conferences is EM methods,approaches, and tools as well as how they are used in practice More specifically thegoals of the conference are to contribute to a better understanding of the practice of EM,

to contribute to improved EM practice, as well as to share knowledge among researchersand practitioners

PoEM is supported by the IFIP WG8.1 and is a very interesting and dynamic eventwhere new research challenges emerge from success and failure stories related to EMpractices, and practitioners take the opportunity to learn about new EM methods andtools

This year PoEM received 54 paper submissions covering a wide variety of EMtopics Each paper was evaluated by at least three members of our expert ProgramCommittee members, providing constructive feedback We were able to accept 18 fullpapers and nine short papers, all published in this volume The acceptance rate for fullpapers was thus below 35%

The conference audience enjoyed an excellent keynote by Prof Robert Winter, fromthe Institute of Information Management, University of St Gallen, Switzerland Prof.Winter’s talk was entitled “Establishing ‘Architectural Thinking’ in Organizations”.This year, the PoEM conference included two associated events, occurring on thefirst day A Doctoral Consortium was organized to highlight upcoming EM doctoralresearch, providing students with valuable feedback For thefirst time, PoEM hostedthe OMI (Open Models Initiative) Symposium, a gathering to discuss and promote theresult of the Erasmus+ project OMI that focusses on developing a shared repository oftools and meta-models for EM

We hope that this PoEM conference contributed to further strengthening and grating the field of EM PoEM is a working conference Hence, the focus lies onpractical concepts, tools, and methods, as well as on the evaluation of the usefulness of

inte-EM However, we appreciate the community trend of identifying cross-links to relateddomains, such as requirements modeling.

To conclude, we would like to express our gratitude to a number of people whospent their time and energy in organizing and successfully running PoEM 2016 Wewould like to thank the Program Committee members and additional reviewers for theirhelp in selecting the papers for the scientific program of the conference, the authors

of the papers for their confidence in PoEM, and the presenters and session chairs forlively presentations and discussions We are grateful to the PoEM Steering Committeechairs for their continuous assistance and the chairs of the doctoral consortium forcreating an exciting event Finally, we extend our gratitude to the local organizing team

at the University of Skövde for their hospitality and for organizing this conference Wewould also like to thank our colleagues in the local IT department and administration

of the University of Skövde for their strong support and enthusiasm

Manfred A JeusfeldAnne Persson

VI Preface

Steering Committee

Anne Persson University of Skövde, Sweden

Janis Stirna Stockholm University, Sweden

Kurt Sandkuhl University of Rostock, Germany

General Chair

Anne Persson University of Skövde, Sweden

Program Chairs

Manfred A Jeusfeld University of Skövde, Sweden

Jennifer Horkoff City University London, UK

Doctoral Consortium Chairs

Eva Söderström University of Skövde, Sweden

Kurt Sandkuhl University of Rostock, Germany

Local Organizing Committee

Joeri van Laere University of Skövde, Sweden

Jesper Holgersson University of Skövde, Sweden

Kristens Gudfinnsson University of Skövde, Sweden

Program Committee

Marko Bajec University of Ljubljana, Slovenia

Judith Barrios Albornoz University of Los Andes, Colombia

Giuseppe Berio Université de Bretagne Sud and IRISA UMR, FranceRobert Andrei Buchmann Babeș-Bolyai University of Cluj Napoca, RomaniaRimantas Butleris Kaunas University of Technology, Lithuania

Albertas Caplinskas Institute of Mathematics and Informatics, LithuaniaTony Clark Middlesex University, UK

Wolfgang Deiters Fraunhofer ISST, Germany

Dulce Domingos Universidade de Lisboa, Portugal

Ulrich Frank Universität of Duisburg Essen, Germany

Giovanni Giachetti Universidad Andres Bello, Chile

Jaap Gordijn Vrije Universiteit Amsterdam, The Netherlands

Jānis Grabis Riga Technical University, Latvia

Stijn Hoppenbrouwers HAN University of Applied Sciences, The NetherlandsPaul Johannesson Royal Institute of Technology, Sweden

Håvard Jørgensen Commitment AS, Norway

Monika Kaczmarek University of Duisburg Essen, Germany

Dimitris Karagiannis University of Vienna, Austria

Lutz Kirchner Scape Consulting GmbH, Germany

Marite Kirikova Riga Technical University, Latvia

Robert Lagerstrưm Royal Institute of Technology, Sweden

Birger Lantow University of Rostock, Germany

Ulrike Lechner Universität der Bundeswehr München, GermanyPericles Loucopoulos The University of Manchester, UK

Florian Matthes Technische Universität München, Germany

Raimundas Matulevic̆ ius University of Tartu, Estonia

Graham McLeod Inspired.org, South Africa

Christer Nellborn Nellborn Management Consulting AB, SwedenSelmin Nurcan Université Paris 1 Panthéon-Sorbonne, France

Andreas L Opdahl University of Bergen, Norway

Oscar Pastor Universitat Politecnica de Valencia, Spain

Anne Persson University of Skưvde, Sweden

Michặl Petit University of Namur, Belgium

Ilias Petrounias University of Manchester, UK

Henderik Proper Public Research Centre Henri Tudor, LuxembourgJolita Ralyté University of Geneva, Switzerland

Colette Rolland Université Paris 1 Panthéon-Sorbonne, France

Kurt Sandkuhl University of Rostock, Germany

Ulf Seigerroth Jưnkưping University, Sweden

Khurram Shahzad Royal Institute of Technology, Sweden

Nikolay Shilov SPIIRAS, Russian Federation

Pnina Soffer University of Haifa, Israel

Janis Stirna Stockholm University, Sweden

Darijus Strasunskas POSC Caesar Association, Norway

Eva Sưderstrưm University of Skưvde, Sweden

Victoria Torres Universidad Politécnica de Valencia, Spain

Olegas Vasilecas Vilnius Gediminas Technical University, LithuaniaHans Weigand Tilburg University, The Netherlands

Robert Winter University of St Gallen, Switzerland

Jelena Zdravkovic Stockholm University, Sweden

VIII Organization

Razo-Zapata, Iván S.Savickas, TitasSchilling, RaphaelTantouris, NikolaosUludag,Ömer

Välja, MargusWalch, MichaelOrganization IX

and Robert Winter

Enterprise 2.0– Literature Taxonomy and Usage Evaluation 26Mayla Alimam, Emmanuel Bertin, and Noël Crespi

Towards Support for Strategic Decision Processes Using Enterprise

Models: A Critical Reconstruction of Strategy Analysis Tools 41Alexander Bock, Ulrich Frank, Arne Bergmann, and Stefan Strecker

Strategic Enterprise Architectures 57Evellin Cardoso, John Mylopoulos, Alejandro Mate, and Juan Trujillo

Data Journey Modelling: Predicting Risk for IT Developments 72Iliada Eleftheriou, Suzanne M Embury, and Andrew Brass

Data Model Development for Process Modeling Recommender Systems 87Michael Fellmann, Dirk Metzger, and Oliver Thomas

Value-Driven Risk Analysis of Coordination Models 102Dan Ionita, Jaap Gordijn, Ahmed Seid Yesuf, and Roel Wieringa

A Semi-automated Method for Capturing Consumer Preferences

for System Requirements 117

Vu Nguyen, Eric-Oluf Svee, and Jelena Zdravkovic

Scaffolding Stakeholder-Centric Enterprise Model Articulation 133Stefan Oppl and Stijn Hoppenbrouwers

An Artifact-Based Framework for Business-IT Misalignment

Symptom Detection 148

Dĩra Őri

Coopetition with Frenemies: Towards Modeling of Simultaneous

Cooperation and Competition Among Enterprises 164Vik Pant and Eric Yu

Defining the Responsibility Space for the Information Systems

Evolution Steering 179Jolita Ralyté, Wanda Opprecht, and Michel Léonard

A Textual Description Based Approach to Process Matching 194Maria Rana, Khurram Shahzad, Rao Muhammad Adeel Nawab,

Henrik Leopold, and Umair Babar

Securing Airline-Turnaround Processes Using Security

Risk-Oriented Patterns 209Silver Samarütel, Raimundas Matulevičius, Alex Norta, and Rein Nõukas

Enterprise Modelling for the Masses– From Elitist Discipline

to Common Practice 225Kurt Sandkuhl, Hans-Georg Fill, Stijn Hoppenbrouwers, John Krogstie,

Andreas Leue, Florian Matthes, Andreas L Opdahl, Gerhard Schwabe,

Ömer Uludag, and Robert Winter

Exploring and Conceptualising Software-Based Motivation

Within Enterprise 241Alimohammad Shahri, Mahmood Hosseini, Keith Phalp, Jaqui Taylor,

and Raian Ali

Modeling Organizational Capabilities on a Strategic Level 257Janis Stirna, Jelena Zdravkovic, Martin Henkel, Pericles Loucopoulos,

and Christina Stratigaki

Explorative Survey into Goals, Focus, Experiences and Extent

of Enterprise-Wide Process Modelling in Practice 272Frank Wolff

Short Papers

Enterprise Modeling as a Decision Making Aid: A Systematic

Mapping Study 289Souvik Barat, Vinay Kulkarni, Tony Clark, and Balbir Barn

The Value of Enterprise Modelling: Towards a Service-centric Perspective 299Martin Benkenstein, Michael Fellmann, Michael Leyer,

and Kurt Sandkuhl

The Goal-Based Selection of the Business Process Modeling Language 307Ligita Businska and Marite Kirikova

XII Contents

A Toolbox Supporting Agile Modelling Method Engineering: ADOxx.org

Modelling Method Conceptualization Environment 317Nesat Efendioglu, Robert Woitsch, and Wilfrid Utz

Using Attack-Defense Trees to Analyze Threats and Countermeasures

in an ATM: A Case Study 326Marlon Fraile, Margaret Ford, Olga Gadyatskaya, Rajesh Kumar,

Mariëlle Stoelinga, and Rolando Trujillo-Rasua

Towards a Classification Framework for Approaches to Enterprise

Architecture Analysis 335Birger Lantow, Dierk Jugel, Matthias Wißotzki, Benjamin Lehmann,

Ole Zimmermann, and Kurt Sandkuhl

Measuring and Visualising Projects’ Collective Method Rationale 344Fredrik Linander, Kai Wistrand, and Fredrik Karlsson

An Integrated Conceptual Model for Information System Security Risk

Management and Enterprise Architecture Management Based on TOGAF 353Nicolas Mayer, Jocelyn Aubert, Eric Grandry, and Christophe Feltus

Separation of Modeling Principles and Design Principles

in Enterprise Engineering 362Tetsuya Suga, Peter De Bruyn, Philip Huysmans, Jan Verelst,

and Herwig Mannaert

Author Index 375

Contents XIII

Keynote

Establishing ‘Architectural Thinking’

‘that other 90 % of the enterprise’ that are not directly related to the IT function

In order to create impact beyond IT, it appears necessary to complement theenforcement-centric view (i.e., enhancing EAM governance) by aninfluence-centric view (i.e., improving the EAM influence on local stakeholderdecisions) Our research has shown that local stakeholders’ acceptance ofrestricted design freedom depends on certain preconditions: (1) Actors need to beconvinced that their social status will be raising if they comply with EAMmeasures– and vice versa (2) Actors need to understand that they can be more

efficient if they comply with EAM measures – and vice versa (3) Actors need toperceive EAM as something that is strategically important for the organization.(4) Actors need to perceive EAM deployment as transparent, useful, andprofessional In this talk, we will elaborate on the necessity, justificatory foun-dations, and supporting artifacts to create supportive conditions for‘ArchitecturalThinking’, the influence-based complement of governance-based EAM

Keywords: Enterprise architecture management
Architectural coordination
Architectural thinking

© IFIP International Federation for Information Processing 2016

Published by Springer International Publishing Switzerland 2016 All Rights Reserved

J Horkoff et al (Eds.): PoEM 2016, LNBIP 267, pp 3 –8, 2016.

DOI: 10.1007/978-3-319-48393-1_1

architecture complexity, i.e., were unable to steer the evolution of their IS architecture

so that it maintains a sufficient flexibility in conforming to constantly changing ness requirements and technical innovation

busi-To address this challenge, scholars and practitioners have broadly propagated theconcept of enterprise architecture management (EAM) for systematically aligninglocally governed IS investments with enterprise-wide objectives In its traditionalfashion, EAM establishes centralized, top-down driven, enterprise-wide governancemechanisms that aim at maintaining transparency, coherency, and ultimatelyflexibility

of IS architecture Such governance mechanisms include, but are not limited todeveloping, maintaining, and enforcing top-down, centralized architecture principles,architecture compliance checks, to-be architectures, and committees or procedures forarchitectural coordination, to eventually influence local IS development projects.The EAM discipline has matured over the last decades by (i) diversifying its scopefrom software architecture to application architecture and from process architecture tobusiness architecture, (ii) widening its focus from single solutions tofunctional/business areas, to enterprise-wide, or even to cross-enterprise architecturemanagement, (iii) expanding its sphere of influence from a single architectural layer(e.g., IT artifacts or business artifacts) to various interdependencies across the entirebusiness-to-IT stack, and by (iv) representing not only as-is or to-be states of archi-tectural entities, but also roadmaps or scenarios to cover the entire architecture lifecycle Following EAM’s raise in maturity, it has largely gained momentum so thatorganizations established various‘architect’ roles and functions

Notwithstanding the abovementioned advances, the EAM discipline still struggleswith some formational challenges First, although many architects tried to positionthemselves as a linking-pin‘between’ corporate management, business/project ownersand IT, their backgrounds and competency profiles often kept them close to the cor-porate IT functions [2] Second, exercising EAM as a centralized mechanism forcoordinated IS development, which aligns local projects with enterprise-wide priorities,

is the antagonist of un-coordinated IS development projects in pursuing local goals.From local business stakeholders’ perspective (e.g., a particular market, product,function owner), the promoted enterprise-wide coordination by EAM are naturallyregarded as a“restriction of design freedom” [3] The latter hence threatens EAM’sacceptance by those local actors that not only own business change problems, but alsorespective IS development projects

EAM’s traditional way of dealing with “resistance to coordination” is (i) to municate its local efficiency contributions (e.g., reduced IT operations costs due to lessheterogeneity and more re-use) and (ii) to increase its local effectiveness (e.g., bygovernance measures) For both strategies, however, empirical research demonstrates

com-an S-shaped benefit curve [4] After harvesting‘low hanging fruits’ in early stages ofEAM, it becomes increasingly difficult to keep up with large benefit realizations in laterstages At some point, an optimal productivity level of EAM will be reached afterwhich additional EAM efforts cannot justified with the argument of realizable businessvalue [4] Simultaneously, IS architecture complexity can be expected to remain high

or even increasing

The above mentioned observation cannot be related to immaturity of EAMconcepts or deployment, but rather to general acceptance problems of EAM by local

4 R Winter

stakeholders [5] Convincing local stakeholders that overall benefits on theenterprise-wide level justify individual sacrifices remains a difficult undertaking.Illustrative examples of such challenge cannot only be found in enterprises (e.g.,centralizing procurement processes), but are also common in public policy (e.g.,imposing speed limits around schools, imposing smoking bans in public areas, trans-forming energy production and consumption).

In order to move to the next level of EAM productivity, it appears necessary to shiftthe focus from an enforcement-centric view (i.e., enhancing EAM governance) towards

an influence-centric view (i.e., improving the EAM influence on local stakeholderdecisions) [5] This implies not to focus on the traditional EAM players (IT unit,architects, enterprise management) any more, but instead on “that other 90 % of theenterprise” that are not directly related to the IT function [6] As these stakeholders(e.g., business market, product, function owners) cannot be controlled by EAM mea-sures with a reasonable effort, EAM needs to focus not only on enforcement, but also(or even more) on influence As a consequence, control as a central theme of EAMresearch is complemented by informing, legitimating, and socializing [7]

How can the behavior of independent actors be effectively influenced so thatenterprise-wide objectives are sufficiently addressed even if they require individualsacrifices? The “New institutionalism” offers an explanation why and how regulationsbecome institutionalized by actors, i.e., develop“a rule-like status in social thought andaction” [8] Relying on this theoretical lens, when a pressure is exerted with the aim ofcomplying with some ‘grand design’, individuals’ reactions to such pressure can beexplained in a range of acquiescence, compromise, avoidance, defiance and manipu-lation reaction [9,10] Weiss et al [11] employed this theoretical lens to study EAMand show that an individual actor’s response towards EAM measures (i.e., pressures)depends on social legitimacy, efficiency, organizational grounding, and trust Follow-ing Social legitimacy, actors gain social fitness inside the organization when theycomply with architectural guidelines Furthermore, actors become more efficient whenfollowing architectural guidelines Organizational grounding that EAM is anchoredwithin the organization’s values in terms of strategy definition, top managementsupport or the position in the organizational hierarchy Finally, trust reflect actors’confidence on the fact that the EAM function does the right things in a right way [11].Based on these insights, which explain under which conditions individual actorscomply with restricted design freedom, appropriate preconditions can be derived toincrease the acceptance of EAM:

1 Actors need to be convinced that their social status will be raising if they complywith EAM measures– and vice versa

2 Actors need to understand that they can be more efficient if they comply with EAMmeasures– and vice versa

3 Actors need to perceive EAM as something that is strategically important for theorganization

4 Actors need to perceive EAM deployment as transparent, useful, and professional

Establishing‘Architectural Thinking’ in Organizations 5

Exemplary measures to create such preconditions can be:

1 Create transparent conditions to business people who of their peers is compliant andwho is not For instance, label applications in a way that users see whether they use

a compliant or a non-compliant application (works like energy efficiency labels) –and provide evidence that the user perception of an actor’s compliance is impactinghis/her social status

2 Demonstrate the positive impact of EAM measures – as well as the damage ofignored or compromised EAM measures For instance, seriously calculate theavoidable lifetime ownership costs of a redundant application For IS portfolios of abusiness unit, as another example, explain complexity costs and show how EAMmeasures reduce operations or project costs

3 Position EAM leaders on high levels of the organizational hierarchy– and not as aspecialist team in IT management Discuss architectural issues inimportant/powerful corporate committees Promote successful specialists orline/project managers to architect functions and successful architects back intoline/project management

4 Ensure that architects and architectural artifacts are not only visible in the business,but also are able to credibly position themselves as business- and synergy-oriented.For instance, the use of coherency-oriented, high complexity models should beavoided Instead, when interacting with local business stakeholders the focus ofarchitects should be on lightweight artifacts and local concerns (“boundary objects”[12,13])

The presented measures promise to influence local decision-makers on the businessside towards increasing their acceptance of EAM-related design restrictions This way

of thinking and acting by local and individual actors (i.e., not only restricted toarchitects and IT people) in considering enterprise-wide, long-term concerns as well asfundamental IS design and evolution principles in day-to-day decision making prac-tices (e.g., change requests), has been termed“Architectural Thinking” (AT) by Rossand Quaadgras [4] AT promises to move EAM to the next productivity level, asadditional acceptance (and thus EAM impact) can be achieved without heavilyincreased (and expensive) EAM governance efforts However, AT can neither bedesigned, deployed, nor implemented like traditional EAM governance As a way ofthinking, AT can only be propagated in an organization by creating supportiveconditions [5]

While we have yet not witnessed large-scale AT initiatives in practice, manyorganizations have become aware of the approach and have implemented selectedmeasures in order to explore potentials of EAM evolution (e.g., [14]) A frequentlyimplemented measure is to move the architecture function away from IT and moretowards a business unit, and to create architecture spin-offs in business units or project

offices of large projects (“Design Authority”) We also note an increasing number ofinitiatives to broadly demonstrate the value contribution of EAM and/or to explainarchitectural coordination goals to the business Likewise, architecture functions havestarted to develop and track strategy- or business-oriented performance indicators (e.g.,resistance to change, solution sustainability, or architecturalfit [15])

6 R Winter

In order to design effective and efficient artifacts that raise EAM impact to the nextlevel, further insights into the institutionalization mechanisms are necessary From astatic perspective, explanatory research may identify additional or modified justifica-tory foundations Differentiated studies are also needed to better understand contin-gencies, such as organizational subcultures, industry characteristics (e.g., speed), ormanagement styles, among others.

From a dynamic perspective, one avenue is to analyze the overall performance ofEAM (both on the project and the enterprise-wide level) as a result of de-centralknowledge acquisition and cooperative learning [16] Being very much in line with ourcall for shifting EAM focus on influence rather than enforcement, the autonomouscharacter of knowledge acquisition as well as learning would imply major EAMcapability and instrument adaptations

A second avenue for dynamic analysis is based on archetype theory [17] whichunderstands organizations as configurations of (i) structural arrangements and (ii) in-terpretative schemes An interpretative scheme describes an organization’s conception

on what it should be doing, how it should be doing, and how it should be judged Thisconception is shaped by the prevailing set of ideas, beliefs, and values The structuralarrangement implements and reinforces the ideas, beliefs, and values through estab-lishing organizational structures and processes that reflect the respective beliefs andvalues [18] In an ideal case, organizations will evolve towards a situation of organi-zational coherence, where the structural arrangement and the interpretative schemerepresent an “appropriate design for adequate performance” [18] Schilling et al [19]explore this lens from an IS research perspective Such an analysis could help to betterunderstand how “measures aimed at creating preconditions for EAM acceptance”interact with organizational ideas, beliefs and values so that, ultimately, local actors can

be effectively influenced to better comply with enterprise-wide goals

While the static and the dynamic perspectives help to better understand AT anddesign appropriate interventions, continuing empirical analyses will be needed on howorganizations learn to move from traditional EAM towards AT and how these twoapproaches complement each other

Acknowledgement The author wishes to thank Stephan Aier, Maximilian Brosius and KazemHaki for their feedback to earlier version of this text

Establishing‘Architectural Thinking’ in Organizations 7

5 Winter, R.: Architectural thinking Bus Inf Syst Eng 6(6), 361–364 (2014)

6 Gardner, D., Fehskens, L., Naidu, M., Rouse, W.B., Ross, J.W.: Point-counterpoint:enterprise architecture and enterprise transformation as related but distinct concepts

J Enterp Transform 2(4), 283–294 (2012)

7 Haki, M.K., Aier, S., Winter, R.: A stakeholder perspective to study enterprise-wide ISinitiatives In: Proceedings of European Conference on Information Systems (ECIS),Istanbul, Turkey (2016)

8 Meyer, J.W., Rowan, B.: Institutionalized organizations: formal structure as myth andceremony Am J Soc 83(2), 340–363 (1977)

9 Oliver, C.: Strategic responses to institutional processes Acad Manag Rev 16(1), 145–179(1991)

10 Pache, A.-C., Santos, F.: Embedded in hybrid contexts: how individuals in organizationsrespond to competing institutional logics In: Lounsbury, M., Boxenbaum, E (eds.)Research in the Sociology of Organizations, pp 3–35 Emerald Group Publishing Limited,Bingley (2013)

11 Weiss, S., Aier, S., Winter, R.: Institutionalization and the effectiveness of enterprisearchitecture management In: Proceedings of 2013 International Conference on InformationSystems (ICIS 2013), Milano, Italy Association for Information Systems (2013)

12 Abraham, R., Aier, S., Winter, R.: Crossing the line: overcoming knowledge boundaries inenterprise transformation Bus Inf Syst Eng 57(1), 3–13 (2015)

13 Star, S.L., Griesemer, J.R.: Institutional ecology, ‘translations’ and boundary objects:amateurs and professionals in Berkeley’s Museum of Vertebrate Zoology, 1907–39 Soc.Stud Sci 19(3), 387–420 (1989)

14 Aier, S., Labusch, N., Pähler, P.: Implementing architectural thinking In: Persson, A.,Stirna, J (eds.) CAiSE 2015 Workshops LNBIP, vol 215, pp 389–400 Springer,Heidelberg (2015)

15 Stutz, M.: Kennzahlen für Unternehmensarchitekturen - Entwicklung einer Methode zumAufbau eines Kennzahlensystems für die wertorientierte Steuerung der Veränderung vonUnternehmensarchitekturen, Dissertation University of St, Gallen (2009)

16 Brosius, M., Haki, K., Aier, S., Winter, R.: A Learning Perspective on EnterpriseArchitecture Management (2016, Forthcoming)

17 Miller, D., Friesen, P.H.: Organizations: A Quantum View Prentice-Hall, Englewood Cliffs(1984)

18 Greenwood, R., Hinings, C.R.: Organizational design types, tracks and the dynamics ofstrategic change Organ Stud 9(3), 293–316 (1988)

19 Schilling, R.D., Haki, M.K., Aier, S.: Introducing archetype theory to information systemsresearch: a literature review and call for future research Unpublished Working Paper,Institute of Information Management, University of St Gallen (2016)

8 R Winter

Regular Papers

Causes and Consequences of Application Portfolio Complexity – An Exploratory Study

Pouya Aleatrati Khosroshahi1(B), Jannis Beese2, Florian Matthes1,

and Robert Winter2

1 Chair for Informatics 19 (sebis), Technical University of Munich,

Boltzmannstr 3, 85748 Garching b Munich, Germany

{p.aleatrati,matthes}@tum.de

2 Institute for Information Management, University of St Gallen,

Unterer Graben 21, 9000 St Gallen, Switzerland

{jannis.beese,robert.winter}@unisg.ch

Abstract Application Portfolio (AP) complexity is an increasingly

important and strongly discussed issue by both researchers and tioners Application portfolios in large organizations have become moreand more difficult to understand, resulting in costly efforts to maintainand operate them Although this is an urgent topic in large organizations,researchers and industry experts do not yet have a common understand-ing of this phenomenon and lack appropriate methods to measure andmanage the respective complexity We conduct an exploratory case studywith the central enterprise architecture management (EAM) governanceteam and ten application owners of a large European automotive com-pany to identify and link root causes and consequences of AP complexity.Furthermore, we evaluate possible solutions to decrease or manage thiscomplexity from an application owners perspective The results are inter-preted from a socio-technical systems perspective

practi-Keywords: Application portfolio complexity · Complexity ment·Socio-technical theory

Technological advances, such as new possibilities for customer interactionsenabled by digital platforms, require various industry sectors to fundamentallyadapt their business models [1,2] Furthermore, increasing regulatory pressurealso necessitates changes in the enterprise architecture (EA) domain due to a lack

of transparency about enterprise information and poor data quality [3,4] quently, todays organizations need to undergo fundamental changes in their EA

Conse-in general, and Conse-in their Application Portfolio (AP) Conse-in particular, and face farious obstacles in this transformation process [5,6]: poor AP documentationsleads to time-consuming and error-prone initiatives As a result, enterprises areunable to efficiently adapt to changes since they are missing essential informationabout their AP

multi-c

 IFIP International Federation for Information Processing 2016

Published by Springer International Publishing Switzerland 2016 All Rights Reserved

J Horkoff et al (Eds.): PoEM 2016, LNBIP 267, pp 11–25, 2016.

12 P Aleatrati Khosroshahi et al.

Lacking a complete and consistent high-level view, organizations tend tointroduce further services and applications to fulfill business needs, which leads

to a perceived growth of complexity in the enterprise in the EA domain [7]and a growth of investments in the operation of information systems [8] Thismanifests in a large number of heterogeneous information systems, which arecostly to maintain and lack flexibility with regard to business changes [9].Although the challenge of increasing AP complexity was already highlighted

in research [10,11] and by industry experts [12,13], there is still a lack of researchthat explicitly addresses how to tackle this issue [14] This is compounded bythe fact that there exist multiple interpretations of the term AP complexitythat depend on the specific context in which it is used [11,15–17] Based on ourconducted literature review and state of the art research (see Sect.2), we define

AP complexity as the compilation of organizational and technical tics in an enterprise that lead to avoidable costs and decreased agility of the

characteris-AP In order to identify root causes and possible solutions of this phenomenon,

we conduct an explorative qualitative case study, as proposed by Yin [18], at alarge European automotive company Our analysis relies on data gathered fromten expert interviews, meetings with the central enterprise architecture manage-ment (EAM) team, and data from previously conducted complexity assessments

We employ socio-technical theory, in particular the Punctuated Socio-Technical

interpreting this data and corresponding results

First, to gain a better understanding of the phenomenon at hand, we

iden-tify root causes of AP complexity as perceived by application owners in todays organizations These root causes are then linked to specific consequences that

negatively impact the organization Finally, we evaluate technical and

organiza-tional solutions for managing AP complexity based on the identified root causes

and their consequences We address the following research questions (RQ):

• RQ1: What root causes for AP complexity do application owners perceive in their daily activities?

• RQ2: What are the consequences of these root causes?

• RQ3: What kind of technical or organizational actions can help to control identified AP complexity?

The rest of this paper is organized as follows: in Sect.2 related literature on

AP complexity is reviewed and socio-technical systems theory is introduced as alens for organizing and interpreting our findings We then elaborate our method-ology and data collection process in Sect.3 In Sect.4 we present our results,

comprising root causes of AP complexity (capacity, code quality, subjective

com-plexity, technical support, design of data flows, quality of interfaces, IT authority

of business, change management plan, and role allocation), consequences of AP

complexity (lack of time/quality, data quality issues, performance issues, chain

reaction to other functions, avoidable efforts), and solutions to control AP

com-plexity (increased capacities, technical support, pool of experts, stronger IT

gov-ernance, code reviews, automated checks, stronger data management, improved

Application Portfolio Complexity 13

knowledge management, and technical renewals) The interpretation,

applicabil-ity and consequences of these findings are then discussed in Sect.5 The paperconcludes with a discussion of implications and limitations of this research

There exist diverse and multi-faceted understandings of AP complexity in extantliterature, which has been investigated from a number of different perspectives

by previous researchers [10,11,14,20–25] Thus, we review conceptualizations of

AP complexity and how these are used in practice, noting that research is still at

an early stage regarding the identification of complexity drivers of APs and thedevelopment of technical and organizational actions to control this phenomenon

At the beginning of the 2000s the scope of complexity exploration in theinformation systems domain was enlarged from single applications to entire APs.The definition of the term AP complexity is, however, still fragmented: FollowingSchneider et al [11], the view of AP complexity in the EA domain comprisesdifferent categories – such as subjective versus objective complexity or perceivedversus objective complexity – each considering this phenomenon from a differ-ent perspective Similarly, Beetz et al [14] point out the variety of the termcomplexity, showing that various initiatives have taken place in this context andconcluding with a research gap on this topic Thus, when analyzing the increas-ing complexity of APs in today’s organizations “a number of statements in theacademic and consulting literature that include several implicit propositions oncauses as well as on impacts” [23] need to be considered, such as the age ofapplications or a decreasing agility of APs [26]

Notwithstanding the difficulties in conceptualizing and operationalizing APcomplexity, several studies find dependencies between drivers of AP complexity,e.g., the age of applications, interdependencies, and redundancies, and relatedeffects such as maintenance and operating costs [23] An increasing number ofcomponents in an AP and an increase in their dependencies to each other neg-atively affect the flexibility with regard to architectural changes [20] Proposedmeasures for AP complexity both in literature (e.g [21,22,25]) and in practice[24] thus usually include the number of used components, their heterogeneity,and interdependencies between them, such as interfaces or information flows.Research in this area generally aims to identify and uncover hidden structures inAPs to guide enterprise transformation [10] For example, heterogeneity-basedmetrics can be employed to measure the complexity of employed applicationswithin an portfolio, and the Design Science Matrix proposed by Lagerstr¨om et

al [21,22] was found useful for assessing the criticality of IS change projects [24]

Previous studies on AP complexity [3,23] follow a quantitative approach to tify dependencies between business application characteristics (e.g., interfaces,

iden-14 P Aleatrati Khosroshahi et al.

Fig 1 Case study process

type of application) and dependent variables (e.g., the amount of created dent tickets and operation costs of applications) While the conducted analy-sis allows to study statistical dependencies between the considered constructs,

inci-it turns out that AP complexinci-ity is also affected by organizational choices in amore complicated way: interdependencies and interactions may lead to emergentproperties that are not easily captured by statistics [27] Thus the extant quan-titative results would benefit from a complementary qualitative investigation

To better understand the complicated ways in which AP complexity manifestsand is affected by organizational choices, we employ an exploratory case studyresearch, following the recommendations of Yin [18] The conducted researchapproach is divided into five stages and is illustrated in Fig.1

Our discussion of related literature (see Sect.2) shows that current research

on AP complexity includes both qualitative and quantitative approaches Afterreviewing the mentioned sources, we subsequently defined the research questionsand decided on a research partner to conduct a case study in order to investigatethe phenomenon of interest

Case Company Description: The investigated organization is a large

automo-tive company with over 100.000 employees The headquarter of the company islocated in Europe, whereas the plants are distributed in all continents and thedealers operate on an international level Being one of the largest companies inits industry and currently investing significantly in AP complexity managementinitiatives, this company provides deep insights into the phenomenon of AP com-plexity The first author has been involved with the ongoing efforts of the centralEAM governance team since April 2015, allowing us to acquire rich data over

a sustained period of time from internal complexity assessments, participation

in meetings, and access to relevant interview partners The IT section of theautomotive company is organized in twelve main departments and employs over3.500 internal employees The EAM governance team acts as an own depart-ment All information about the deployed applications in the AP is documented

in a central EA repository Previous initiatives of the central EAM governanceteam on AP complexity revealed organizational and technical issues in the IT

Application Portfolio Complexity 15

section, leading to decreased agility in projects and high operational costs to runthe AP It also turned out that the IT section is characterized by a silo mentalitybetween the main departments, leading to missing transparency about deployedapplications

Design Case Study: We designed the content and structure of the case study

in cooperation of the EAM governance team, aiming to identify technical andorganizational actions (RQ3) to tackle AP complexity through group discussionswith affected stakeholders Consequently, we decided to interview two types ofstakeholders: first, application owners, who are confronted with the consequences

of AP complexity in their daily business and projects, and second, the EAM ernance team, who has an aggregated view on this topic trough the completeorganization We discussed and finalized our proposed RQs with the EAM gov-ernance team, based on the findings of our literature review and experiences ofthe central EAM governance team

gov-Prepare Case Study: Based on our defined RQs and the findings of our literature

review, we developed a questionnaire in cooperation with the EAM governanceteam In developing the questionnaire we aimed to define the questions in a waythat elicits concrete root causes of AP complexity as perceived by the applica-tion owners, and that allows to identify specific consequences and solutions for

AP complexity, rather than strategic advice and general issues The naire is divided into six parts (general information, technical infrastructure andinterfaces, problem/incident management, release management, software qual-ity) The first part ensures the correctness of general information that was gath-ered before the interview (e.g., the name of the application, the application ID,and data about productive users) The following parts aim to identify currentissues of the application on the respective topic The application owners areasked to name root causes for each issue, its consequences and possible solutions

question-to solve it

In order to select a subset of applications from the company’s AP for adetailed investigation, we started with all applications that were used produc-tively by the company as a basis for further selection, excluding pure infrastruc-ture components From this set, comprising more than 7.000 applications, onlythose with significant costs for maintenance and errors were selected Next,

we employed data from internal complexity assessments, including informationabout application interfaces, monthly changes, incidents, and releases as well assourcing and vendor information and information about the technical architec-ture We include only applications for which this complexity index exceeds apredefined threshold, indicating that these applications are somehow more com-plex Finally, we limit our analysis to lead applications, i.e., applications, whichthe company considers to be fundamentally important for the operation of theenterprise This set of 105 applications was then discussed with the EAM gover-nance department, and 10 applications, deemed to be the most relevant, critical,and interesting, were selected as a final set for a detailed analysis together withthe respective application owners

16 P Aleatrati Khosroshahi et al.

Conduct Interviews: We then conducted a series of ten semi-structured

inter-views with the application owners during November and December 2015 Theseinterviews covered the areas identified in our research questions, namely, (RQ1)perceived root causes of AP complexity, (RQ2) consequences of these root causes,and (RQ3) technical or organizational actions employed to deal with AP com-plexity All interviews were conducted face-to-face and followed a semi-structuredapproach in order to discuss a wide range of aspects [28]

to group root causes of EA complexity and link these with consequences andapplicable actions The allocation of the findings to the PSIC model were con-ducted by our research team To ensure the correctness of the findings, we pre-sented and discuss our allocation with the EAM governance team (see step five

Report and conclude).

Report and Conclude: The results of the expert interviews and the allocation

of the PSIC model were presented to and discussed with the company’s EAgovernance department and the head of application portfolio management Itwas considered a useful tool for dealing with problems arising as a consequence

of AP complexity Aside from the company-internal evaluation, the results werealso presented by one of the authors and discussed at a two-day focus group

on EA, involving senior enterprise architects and IT managers from five largeEuropean organizations in February 2016 [29]

This research relies on the PSIC model of Lyytinen et al [19] for organizing andinterpreting results, since an analysis of AP complexity requires a comprehensiveframework that also captures the dynamics and interactions between a multitude

of different organizational elements [27,30] Socio-technical systems theory hasbeen a useful perspective for ordering these diverse elements and interactions,thus allowing researchers to make sense of and reason about complex systems,such as enterprise architectures [31] The PSIC model provides an establishedframework that also allows to reason about temporal causalities, such as theconnection between root causes of AP complexity and related consequences.Following this model, socio-technical systems comprise a social subsystem,consisting of actors and structure, and a technical subsystems, consisting of tech-nology and tasks (Fig.2) The overall behavior of the system is then determined

by the interactions between all of these components As a very general example,

an enterprise can be considered as humans (actors) using IT systems (technology)

to perform work (task ), which they have been assigned according to their role and position (structure) Transformation processes in large enterprises comprise

a series of local changes within the organization, often in reaction to new andevolving external requirements [23,32] While these local adaptations manage

to temporarily fulfill the requirements, a series of such changes across ent parts of the organization generally introduces inconsistencies, unnecessary

differ-Application Portfolio Complexity 17

Fig 2 Socio-technical systems theory [19]

redundancies or dependencies, which are typical drivers of complexity [10,33]

At some point, the misalignment between at least two socio-technical nents will be noticeable and large enough to require the EA to undergo funda-

compo-mental changes, termed punctuated changes [19] For example, people will takeaction to change the system if the IT applications cannot handle new processes(technology-task misalignment) or if an application is too complicated for people

to understand (actor-technology misalignment) Thus, root causes of AP plexity may be interpreted in the context of the related misalignment in the

com-AP, i.e., technology-people, technology-task, technology-structure, task-structure,

task-people, and people-structure.

We use socio-technical systems theory as a lens to group and interpret our ings First, identified root causes for AP complexity are discussed, which areconsidered as misalignments between any two socio-technical system compo-nents (see Fig.2) and are grouped accordingly Table1 lists all identified rootcauses and also links them to related consequences of AP complexity Finally, wepresent potential types of technical and organizational actions that are expected

find-to deal with the root causes or find-to offset the consequences of AP complexity(see Table2) The identified causes, consequences and actions are the result ofaggregating similar elements found in the interviews through group discussionsbetween the authors, also relying on feedback from meetings within the companyand data from the complexity assessments The results were discussed and vali-dated with the EAM governance team to ensure the correctness of our findings

18 P Aleatrati Khosroshahi et al.

tasks that this system is supposed to carry out The identified root causes arebased on statements from multiple experts (application owner and employees ofthe central EAM governance team)

Technology/Actors: Issues with code complexity relate to the inability of

peo-ple to use and maintain the technical system adequately since they are unable tomake sense of too complex software code Similarly, code quality relates to issuesdue to poorly written or documented code Discussions with application ownersrevealed that one major problem is missing knowledge and documentation aboutsingle applications This makes it difficult to steer the AP in an efficient way.The source code of old and highly customized applications often includes unusedlines of code that cannot be deleted due to missing knowledge about the contentand possible consequences This results in complex and costly change activities

in respective IT projects and additional maintenance activities The applicationowners often mentioned unnecessary transitive interfaces in legacy systems Thequality of these interfaces is usually also lacking in terms of technical designand documentation These circumstances decrease the transparency about the

AP and lead to further workarounds to fix issues within data flows and thus toincreased AP complexity This is compounded by people lacking time and otherresources to perform maintenance and development activities

Technology/Task: Application owners state that applications are frequently

missing adequate technical support such as dedicated testing instances for newdeployments One further issue is the quality of the implemented interfaces andthe respective data flows Often, these do not fit the required data formats,lack plausibility checks or include erroneous implementations As a consequence,the transferred data might include useless information for the recipients andhinder the performance of planned tasks and thus the fulfillment of businessrequirements Also, the quality of the source code might deliver wrong resultsand thus hinder the performance of the planned tasks

Technology/Structure: Two application owners stated that the IT authority

of business stakeholders leads to fundamental issues within the EA and increasesthe respective complexity In their cases, business stakeholders have the per-mission to implement technical scripts within applications As a consequence,enterprise architects face the challenge of redundant implementations that donot follow defined data dictionary standards and thus lead to missing trans-parency and a lack of knowledge about the state of the application This alsoaffects the knowledge about the AP and ends in inefficient decisions in dailyprojects such as the introduction of redundant applications

Task/Structure: Application owners named the setup of change management

plans as another root cause for AP complexity The change cycle of severalapplications in the organization is faster than the planned changes within one

Application Portfolio Complexity 19

fiscal year As a consequence, IT projects face the challenge of outdated data andhave to perform several workarounds to fix these issues Also the IT authority

of business stakeholders was highlighted as a structural issue that hinders thefulfillment of planned tasks

Task/Actors: The capacity issue, already explained for the misalignment

tech-nology/actors, also relates to this misalignment Projects often lack resources,

in particular people and time, what affects the fulfillment of tasks

People/Structure: Large applications require collaboration between multiple

stakeholders such as operations-, maintenance-, and defect-managers tion owners identified the missing role allocation between these stakeholders asone root cause for AP complexity Missing communication and the lack of a com-mon language lead to undesirable conditions within the respective applicationsuch as missing maintenance activities

The identified root causes were linked to the following five consequences (seeTable1) The identified root causes are based on the conducted expert interviews(application owner and employees of the central EAM governance team)

Lack of Time/Quality: As a consequence of technical (C8) and organizational

issues (C1, C6, C9), the implemented AP does not fit the defined requirements.Consequently, business stakeholders face the challenge of missing informationand enterprise architects do not complete projects in time This often leads to anumber of manual and undocumented workarounds, which increase the amount

of activities in the operation of the AP and thus lead to missing transparency

Data Quality Issues: Application owners stated that business stakeholders have

extensive permission rights in the investigated applications (C8), leading to theimplementation of redundant scripts that lack a comprehensive picture of theapplication Moreover, these scripts might include business-related errors, due tomissing testing activities and ad-hoc implementations of scripts There is the riskthat the implemented scripts do not match the defined data quality standardswithin the application - such as the required granularity - ending in data qualityissues In several cases the design of ingoing or outgoing interfaces (C6) doesnot match the required data format or lacks necessary plausibility checks, whichalso leads to hidden data quality issues

Performance Issues: The quality of the source code of the applications often

leads to major performance issues: calculations and report preparations exceedavailable time slots of batch jobs, which then result in automated cancellations

of these jobs As a consequence, the employees have to take further efforts inorder to fulfill business requirements

20 P Aleatrati Khosroshahi et al.

Table 1 Identified root causes of AP complexity and related consequences

Avoidable Efforts: The implementation of manual workarounds, data cleansing

activities, and other efforts within IT projects could be avoided if the number

of AP complexity root causes were decreased Missing transparency leads tothe implementation of redundant applications and thus to further efforts formaintaining and operating the complete AP Moreover, the named technical(C2, C4, C3, C7) and organizational issues (C10) require manual efforts that alsoneed a time-consuming coordination between different stakeholders and projectteams

Chain Reaction to Other Functions: Technical and business related issues within

applications often also affect other related functions within the organization.Application owners stated that the quality of the source code might hinder thefulfillment of business requirements due to cancelations of batch jobs This inturn leads to missing information in other departments

The interviewed experts identified the following technical and organizationalactions that are expected to reduce AP complexity or offset respective negativeconsequences (see Table2) All listed solutions were named by application owners

in interviews and were validated with the EAM governance team

Application Portfolio Complexity 21

Table 2 Named solutions for each consequence

Technical Renewals: Experts suggested selected technical renewals of the source

code While it is not necessary to shut down complete applications within the

AP, the renewal of single elements, e.g., lines of source code or outdated faces, may increase the quality of applications and reduce the extent of theconsequences, leading to an improved steering of the AP The identification ofrenewal candidates, however, requires time-consuming analysis activities of thesource code and group discussions between application owners and enterprisearchitects in order to evaluate the added value of such renewals

inter-Improved Knowledge Management: Missing information about the AP directly

leads to inefficient steering of it It is crucial to define clear knowledge ment initiatives in order to ensure a high transparency As an example, we notethat the automotive company uses an EA repository that acts as a single point

manage-of truth for technical-, business-, process-, and application-architecture tion The interviewed experts suggested to further increase the documentation

informa-of single applications and data flows between them, which is expected to increasetransparency about already available technical solutions within the organization

Stronger IT Governance: The IT governance department needs to clearly define

and implement rights and obligations of IT and business stakeholder Thebusiness-side should not implement technical scripts Upcoming projects shouldverify AP changes within a blueprint process, e.g., by employing a business capa-bility map, in order to ensure up-to-date information about the operating AP

22 P Aleatrati Khosroshahi et al.

Pool of Experts: The operating automotive company runs over 7.000

applica-tions within their AP, including a large stack of used technologies and dards Enterprise architects are required to make decisions in projects withouthaving a deep understanding of the respective technologies There is a risk thatstakeholders make wrong decisions, e.g by implementing functionally redundanttechnologies, leading to an inefficient AP The interviewed experts recommend

stan-to establish a pool of experts for all used technologies within the AP blueprint,which can be consulted for respective decisions in projects

Further solutions are an increased technical support and capacity when ating the application portfolio These approaches simply provide additionalresources for overcoming extant problems In a similar manner, detailed codereviews were mentioned, which might help to identify hotspots within the AP.Moreover, a stronger implementation of automated checks at interfaces as well

oper-as an improved data management can prevent the origination of data qualityproblems within the AP

Considering Q1, we identified 13 root causes for AP complexity The fied issues paint a comprehensive yet diverse picture, including technical (e.g.,code quality), process-driven (e.g., change management plan), and organizational(e.g., capacity) findings, revealing that the phenomenon of AP complexity is aresult of the interplay between different factors within an enterprise A conclud-ing discussion of our findings with the EAM governance team of our researchpartner confirms this: the technical reassessment of AP parts is not sufficient

identi-to decrease the respective complexity in long term The controlled reduction of

AP complexity also has to consider non-technical enterprise conditions, such asprocess management issues, e.g., change management plans, and requires sophis-ticated knowledge management processes

The second research question revealed consequences of AP complexity indaily projects We identified five consequences of AP complexity, including tech-nical (data quality, performance) and business (lack of time/quality) relatedconsequences The interviewed application owners emphasized the importance

of AP complexity in IT projects and in their daily business, but also highlightedthat critical business processes, i.e processes that are related to the operation ofplants in the automotive company, are not strongly affected by this issue Thismay be due to a high amount of attention being allocated to these functions,resulting, for example, in a close monitoring of the application landscape, sharper

Application Portfolio Complexity 23

governance principles and increased capacities for the operation of these businessprocesses This statement reflects the findings of our third research question: thesuggested solutions, illustrated in Table2, mainly include initiatives that aim toincrease supporting capacities for the AP (e.g pool of experts) and stronger mon-itoring operations (e.g., automated checks) However, to resolve the historicallygrown AP complexity application owners also suggest technical improvements

in the currently operated applications (e.g renewals, code reviews)

Our research aims to identify root causes, consequences, and possible solutionsfor AP complexity in large enterprises We employed a case study approach,including ten expert interviews with application owners and group discussionswith the central EAM governance team of a large European automotive com-pany with an application portfolio of over 7.000 applications Our results revealthe diverse issues related to AP complexity, including technical and organiza-tional root causes, consequences, and solutions of this phenomenon Our researchextends current research on AP [9 11,21–23,25] by analyzing specific instances

of real-world problems in connection with proposed solutions that might decrease

AP complexity The research results discover concrete characteristics of AP plexity in large organizations, which might be useful for further research in order

com-to evaluate further solutions that might tackle this issue in practice This is inline with calls to move research in this area away from abstract speculationtowards an analysis of real-world issues [23]

The generalizability of these results requires further verification, in particularfrom organizations operating in different industries A first step was made bydiscussing our findings in a focus-group with seven senior enterprise architectsand IT-Managers from four other companies in the banking, logistics and insur-ance sectors This discussion indicated that our results are applicable to othercompanies, as issues with AP complexity and attempted solution approaches aresimilar across different industries Further research should specify the outlinedsolutions and define concrete procedures and methods The expert interviewsand group discussion reveal that the emergence of AP complexity is not observedfor all functions of the organization: critical functions, in this case the opera-tion of plants in the automotive sector, seem to be less affected by complexity

in achieving their objectives An evaluation of the technical and organizationalfactors that lead to the success of such functions seems to be promising

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Enterprise 2.0 – Literature Taxonomy

and Usage Evaluation

Mayla Alimam1,2(&), Emmanuel Bertin1,2, and Noël Crespi2

1Orange Labs, Caen, France{mayla.alimam,emmanuel.bertin}@orange.com

2 Telecom SudParis - Institute Mines-Telecom– CNRS 5157, Évry, France

{mayla.alimam,emmanuel.bertin,noel.crespi}@telecom-sudparis.eu

Abstract In the ten years since the emergence of the Enterprise 2.0 nomenon, many studies have been realized in this field This paper surveystoday’s Enterprise 2.0 literature Based on the ITIL methodology, it outlines itsmain research areas and highlights the remaining issues Also, starting from thelack of empirical evaluation of the real usage of Enterprise 2.0 tools, it proposes

phe-to evaluate the use of a social networking platform in a large company based onthe relationships created therein Our findings indicate that social networkingtools are not reflecting the employees’ actual relations at work

Keywords: Enterprise 2.0
ITIL
Enterprise social network
Email
Socialgraph

1 Introduction

Enterprise 2.0 (E2.0) was the term coined by Andrew McAfee ten years ago to describe

“the use of emergent social software platforms within companies, or between panies and their partners or customers” [1] The promising potentials of E2.0 tools haveboosted their adoption in companies For example, Gartner predicted in 2012 that 50 %

com-of large companies will have a deployed E2.0 solution by the end com-of 2016 [2].Along with the rapid and wide spread use of these tools, many scholars havecontributed to the understanding of this phenomenon When they emerged, E2.0 toolswerefirst considered as experimental [3], and studies mainly focused on their func-tionalities and potentials [4,5] However, now that one decade has passed after thisemergence, other trends are observed In their survey of E2.0 literature, Williams et al.[6] reveal a number of remaining issues in the research on these tools The authorsmainly argue that the rising E2.0 phenomenon has reached the point of sustainabilityand thus scholars must turn their focus to the empirical large-scale examination of theirinitiatives In fact, E2.0 tools should be considered in the same way as EnterpriseResource Planning (ERP) systems Research on these tools needs to be modelled andclassified in order to point out whether they are aligned with the business needs Hence,this paper provides a modelling perspective of E2.0 research that addresses the call ofWilliams et al We consider E2.0 tools as standard enterprise IT services and propose tomodel their research into the processes of ITIL framework for the IT service

© IFIP International Federation for Information Processing 2016

Published by Springer International Publishing Switzerland 2016 All Rights Reserved

J Horkoff et al (Eds.): PoEM 2016, LNBIP 267, pp 26 –40, 2016.

DOI: 10.1007/978-3-319-48393-1_3

management at enterprises This modelling allows summarizing the literature withincategories representing the service lifecycle stages while identifying the remaining gaps

at each stage Furthermore, this paper provides an illustrative example of how tocontribute to a main gap identified through the ITIL: evaluating the returned value ofE2.0 tools Based on a qualitative case study, we empirically analyze the links created

in an enterprise social network and explore the similarity between these links and theemployees’ daily work flows carried by the enterprise’s email tool

The rest of the paper is organized as follows Section 2explains the methodology

of our work Section3presents the categories of E2.0 research modelled based on thelifecycle stages of the ITIL framework Section4 is devoted to our empirical contri-bution in an enterprise social network Finally, Sect.5 contains conclusions

2 Research Methodology

This research study provides two main contributions addressing the following researchquestions Considering E2.0 research field as a stable field after ten years of itsemergence [6], is research within this field completely covering all aspects related tothe entire lifecycle of E2.0 tools? How should the remaining gaps be addressed byresearchers?

To answer thefirst question we model and evaluate E2.0 literature by mapping aselection of major contributions onto the five lifecycle stages provided by ITILframework for delivering valuable IT services to the business For that purpose, wefollowed a structured and iterative process built on Webster and Waston’s approach [7]

to search, identify, and analyze the relevant literature We considered within our scopethe social media used in the workplace for corporate objectives As this notion emerged

in 2006, we deliberately excluded from our scope, scholarships appearing during thethree years following this emergence in order to avoid the bias of exploratory anddescriptive literature [6] We therefore performed a keyword-based search1 forpeer-reviewed articles published in major scholarly journals and conferences pro-ceedings since 2010 using the following digital libraries: Wiley Online Library, IEEEXplore, SpringerLink, and Science Direct Based on the abstracts of the returned 298articles, 27 articles were identified as relevant to the defined scope After a compre-hensive analysis, we classified each article to one or more of the ITIL lifecycle stages.Second, we highlight the need for research to turn its focus to empirical casestudies To address the second research question we observe the service’s overalllifecycle ITIL’s guidelines emphasize the importance of continually evaluating thedelivered tool once it comes into use In fact, it’s based on empirical usage evaluationthat scholars as well as practitioners can better look into improving the tools’ designand methods of control This evaluation should be able to assess the benefits of theimplementation and measure its returned value based on tangible indicators We pro-vide, thus, in Sect.4, an illustrative example of how to perform such evaluation

1 In addition to “E2.0”, the notion of using social media tools in organizational contexts is also referred

to as “Enterprise Social Media” Both terms were thus included in our search.

Enterprise 2.0– Literature Taxonomy and Usage Evaluation 27

3 Literature Review Based on ITIL Perspective

3.1 ITIL Framework Overview

Information Technology Infrastructure Library (ITIL) is a globally recognized standardthat contains a series of best practices for IT Service Management (ITSM) in organi-zations First published in 1989, ITIL has grown to be the most popular and completeITSM framework that aligns IT services with business needs [8,9] It provides in itslatest edition of 2011 a revolvingflow of five core stages that cover and manage thelifecycle of the IT service These stages are as follows: service strategy, design, tran-sition (for its deployment management), operation and continual service improvement

3.2 Distribution of E2.0 Literature on the ITIL Lifecycle Stages

Stage 1: Service Strategy During the service strategy stage, the enterprise ment decides on the strategy to serve its employees starting from their needs aligned bythe company’s strategic objectives At this stage of the lifecycle, researchers areinterested in defining the concerned tools, describing their behavior and providing theircharacteristics and specifications Regarding its scope, E2.0 is still considered as acombination of Web 2.0 technologies integrated into multiple organizational processesfor which no specific set of tools has been provided However, current research seems

manage-to have an implied consensus about the key manage-tools that are the most often deployed inenterprises Table1 interprets this consensus, providing an overall list of E2.0 toolsnoted in major contributions in this area [3, 4, 10–13] while comparing them to aprimitive list that has been provided at the early stage in [3]

Regarding the specifications of E2.0 tools, scholars are now contributing moredeeply to the definition of these tools’ characteristics Several aspects are being dis-cussed, with the objective of assisting companies in deciding on the appropriate tool foradoption [13, 14] In terms of functionality, researchers tend to explore the tools’capabilities and potentials on two levels: collective and individual At the collective

Table 1 Common research contributions on listing E2.0 tools

28 M Alimam et al

level, E2.0 tools are categorized based on their functional features with the aim ofhighlighting their potential The following capabilities are offered by these toolsaccording to the literature:

• Information sharing [15–17],

• Communication and social relations [4,13,15,18],

• Collaboration/cooperation and innovation [4,13,15,18],

• Training and learning [4,15],

• Knowledge management [4,15], and

• Management activities and coordination [4,13,15]

At a more specific level, the degree to which a capability is afforded in each tool ishighlighted in [15] For example, wikis support a high degree of collaboration andinnovation but a low degree of management activities and problem solving Reference[10] also provides a detailed description of each tool’s benefits and possible risks.According to its authors, wikis co-create knowledge through shared content but requirestrong commitment to keep content updated; online social networks support access toexpertise, resources, and leaders with the provided social profiles, however, theiradvantages are only useful when they are accessed by a large number of users;Microblogging encourages interactive discussions and allows an informal informationcommunication, but its unstructured content might cause information overload; socialbookmarking promotes a useful information resources assessment, but raises confi-dentiality concerns when the access to resources is open; andfinally, social customerrelationship management allows to get closer to customers and derives meaning fromsocial data through analytics, but risks consumers’ limited engagement if no tangiblevalue is added to their experience

At the same individual level, another perspective of exploring the tools’ capabilities

is provided in [11] This approach particularly looks into the communicative behavior

of E2.0 tools while comparing them to the enterprise’s traditional communication tools.The authors identify four capabilities emerging from the use of E2.0 tools They refer tothese capabilities as affordances and identify them as follows: visibility, editability,persistence, and association

Finally, on the enterprise side, studies are emphasizing the need to correlate betweenthe organizational requirements and the specifications of E2.0 tools To that end, aframework is proposed in [13] The framework supports companies in performing theirrequirement analysis based on an established overview of activities (business processesand use cases) While arguing that business activities that have a non-sequenced ad-hocstructure cannot be modeled, the authors propose describing these types of activitiesthrough use cases These use cases differ from business processes in beingflexible andunpredictable in their sequence Consequently, the framework uses the activities’description to identify candidate areas for collaboration scenarios These scenarios arethen matched with features of the tools The authors finally propose to establish ageneric catalogue of predefined collaboration scenarios that occur frequently occur incompanies

Nevertheless, researchers are neglecting to consider at this stage the variation ofcompanies’ size between small and large which influences the company’s requirementsandfinancial capacity

Enterprise 2.0– Literature Taxonomy and Usage Evaluation 29