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www.advenaartemis.com CHANGE MANAGEMENT OVERVIEW Software Implementations www.advenaartemis.com Presented by: MISTY KHAN (Advena Artemis LLC) Friday, May 20 th , 2016
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www.advenaartemis.com
CHANGE MANAGEMENT OVERVIEWSoftware Implementations
www.advenaartemis.com
Presented by: MISTY KHAN (Advena Artemis LLC)
Friday, May 20th, 2016
www.advenaartemis.com
• Why is Change Management needed?• Main components of Change Management
• Stakeholder Analysis• Communication Plan• Training Plan
• Evaluating Success
CHANGE MANAGEMENT OVERVIEW TOPICS
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Why do IT projects fail?
WHY IS CM NEEDED?
“On average, large IT projects run 45% over budget and 7% over time, while delivering 56% less value than predicted”
… Project Management Institute
Poor requirements definition Inadequate business processes Poor communication Success not defined Improper expectations Poor internal marketing Inadequate training People hate change
!
www.advenaartemis.com
Perception is not always reality…
Components of CMStakeholders Analysis
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- Stakeholder analysis report and metrics- Project messaging/branding intelligence and communication plan
draft- Change impact assessment and risk mitigation plan drafts
- Identify representative stakeholders to participate in interviews- Send introduction email to stakeholders- Schedule and conduct stakeholder interviews*- Amalgamate and analyze data from interviews
*About the stakeholder interviews:Format: One on one, informal and confidential to encourage candid feedbackContent: 15 pre-set questions, most consistent, some vary depending on job functionRoster: A representative sample of stakeholders across organization and job levelsDuration: 20 – 45 minutes depending on interviewee
- Create good will and create sense of project ownership- Uncover project risks and potential mitigation strategy- Discover effective/ineffective messaging and communication
preferences- Define success using SMART philosophy
Stakeholders Analysis
WHY?
HOW?
WHAT?
Components of CM
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Organization Key Influencer Impact Favorability* Risks Mitigation
Identify stakeholder groups
Identify key influencers &
rank
Populate level of impact caused by change on group
Classify support level for the change within groups
Identify risks to change success for each group
Brainstorm mitigation strategies for risks
Finance & Accounting John Doe High Supportive Tax season Postpone start
Operations Jane Doe High Neutral Inventory system mismatch Customization
Sales & Marketing Dave Smith Moderate Unsupportive Client loss AR training/ campaign
HR Sara Smith Low Neutral No Substantial risks N/A
Legal Pat Johnson Low Neutral No Substantial risks N/A
Stakeholders Analysis / Risk MatrixComponents of CM
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Communication Plan
• Fear stakeholders will not embrace• Leads to information void
… filled with misinformation
UNDER COMMUNICATION
• Scare off stakeholders with negative imagery
…that never comes to pass• Over promise
…leading to disappointment at under delivery
Components of CM
OVER COMMUNICATION
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Components of CMCommunication Plan
Media Frequency Format
How will we communicate?
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Weekly project Team meeting
Quarterly StakeholderBriefing
Bi-weekly Huddle Call
Weekly BlogStatus Report
Bi-weekly EmailStatus Report
Real Time Intranet Project Page
Daily Team Huddle
Real Time SharePoint Project Page
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Communication Plan
• Engenders positive sentiment• Fosters team work / comradery• Identifies project communication
PROJECT BRANDING
• Formulated from stakeholder interviews
• Determines how project will be received
PROJECT MESSAGING
Components of CM
www.advenaartemis.com
Training Plan
Inadequate training is frequently sited as one of the main reasons for unsuccessful
transition…
CHALLENGES TO SUCCESS:• Don’t think we need it• Not properly scoped• Comes near end of project
• Project fatigue• Budget pressure
Components of CM
www.advenaartemis.com
Training Plan
EXECUTIVE TRAINING
• Develop and publish training schedule
• Register users for training
• Reserve rooms, amenities
• Conduct training• Assess training success• Refresher training as
needed
DETERMINE TRAINING
NEEDS• As is/To be process mapping & gap analysis
• Develop training needs list based on gaps
• Assess remedial training needs
• Determine who will conduct and receive training
DEVELOPTRAINING
• Develop training curriculum
• Train the Trainer• Develop certification
criteria and assessments
• Communicate training plan to responsible management
Components of CM
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What does success look like?
Define success before contrac
t!
Determine metrics to measure success
Develop Communicatio
n Medium
Post transition survey, Lessons
Learned, Punch List
Think SMART
Meaningful to all SHs
Visible & easily
interpreted
Evaluating Success
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Questions
