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Implement Change Management Processes Part 1
Table of contents
1. Change management policies................................................................................................3
2. Change procedures.................................................................................................................3
3. Some reasons for required changes......................................................................................3
4. Change management plan overview......................................................................................4
5. Change management plan......................................................................................................4
5.1 Type of change....................................................................................................................4
5.2 Reason for the change........................................................................................................4
5.3Organisations current status...............................................................................................4
5.4 Organisations future status.................................................................................................4
6. Person responsible for change management plans and procedures .................................4
7. Training Plan............................................................................................. ...............................5
7
.1 Areas for training.................................................................................. ............................. ..5
7.2 Knowledge needed............................................................................... ...............................5
7.3 Who will do the training........................................................................ ...............................5
7.4 How will the training be funded............................................................ ...............................5
7.5 Type of training................................................................................. ..................................5
7.6 Length of training.................................................................................. ...............................5
7.7 Advantages from training............................................................. .......................................5
8. Promoting the change.............................................................................. ...............................5
9. Action Plan....................................................................... ......................... ...............................6
10. Change schedule...................................................................................... ...............................6
11. Training Plan............................................................................................. ...............................7
12. Review and monitoring of all changes ..................................................................................7
13. Change management plan template...................................................... .......................... .8-12
14. Bibliography.......................................................................................................... .................13
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Implement Change Management Processes Part 1
Change Management policies
While planned, authorized changes have obvious benefits to systems and users its the unknown,
poorly executed, or even imperceptible changes that can result in serious negative impact to IT
systems and processes. For example, an unauthorized change to firewall settings can result in
serious vulnerabilities that not only threaten data and disrupt revenue generating services, but that
can also imperil compliance with regulatory requirements. The only way to truly prevent these kinds of
changes is to create a change management plan that has zero tolerance for unauthorized change.
Companies that have a successful change management plan spend less than 5 percent on
unplanned work.
Change Procedures
y Date of submission and date of change
y Owner and custodian contact information
y Nature of the change
y Address the risks associated with the change if it is or is not implemented.
y Authorisation appropriate to the type of Change.
y Indicate the backup plan if the change implementation fails.
y Indicate the availability of resources to implement the change.
y Indication of success or failure.
y Customer notification for scheduled and unscheduled changes
Some reasons for required changes
y User requests
y Recommended or required changes
y Changes in regulations
y Hardware or software upgrades
y Hardware or software failures
y Changes or modifications to the infrastructure
y Environmental changes e.g. electrical or air conditioning changes.
y Maintenance
http://www.tripwire.com/register/?type=wp&id=3301
www.caudit.edu.au/download.php?doc_id=192&site_id=43
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Implement Change Management Processes Part 1
Change management plan overview
Change management is a process that allows companies to effectively implement a change withintheir organization. But, before you begin trying to implement the intended change, you need to createa change management plan. There are many advantages and disadvantages of change management.You need to decide for yourself if you are willing to accept the disadvantages before you moveforward with your plan.
Change management plan
Type of change
y Hardware
y Software
y Network Infrastructure
y Building
Reason for the change
y Systems outdatedy OS system outdated
y No cabling network infrastructure
y Not enough PCs for employees.
Organisations current status
y Outdated Pcs
y Outdated software programs
y Outdated hardware
Organisations future status
y New Pcs
y New hardware and software programsy New cabling infrastructure
y Ergonomically friendly workplace
y New laptops and Printers
y More improved and effective workplace
Person responsible for change management plans and procedures
The person responsible for any changes or procedures is depending what the change is but at mosttimes the CEO of head manager gets the last say in any changes because he is the personresponsible for the whole business.
Training Plan
Areas for training
y New OS systems
y New Pcs
y New Printers
y New hardware and software programs
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Knowledge needed
y How to properly function new operating systems
y How to use new PCs
y How to use the new software programs
Who will do the training?
y IT tutor
y IT teacher
y IT technician
How will the training be funded?
y Business budget
y CEO
Type of training
y Basic software training
y Basic computer training
Length of training
y 3 hours
Advantages from training
y More experience for employees
y Easier to function new operating systems
Promoting the change
You can promote the change so that the employer or the customer can understand why the changehas to be made. There are a number of ways to promote a change e.g. By a report or a niceprofessional power point presentation.
If employees deny excepting the change your self will have to explain why the change is necessaryand why it has to be made.
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Action Plan
Change schedule
Actions Responsible Person Timeframe
IT Activities
Hardware: IT Technician CEO 2 hours
Software: IT Technician CEO 1 hour
Network: IT Technician CEO 2 hours
Project Team Activities Computerising Wysywig CEO 1 day
Training Activities
Software Training CEO 1 hour
New OS training CEO 1 hour
Basic computer functions CEO 1 hour
Name of Task Duration Start Date End Date
Computerising
Wysywig PTY LTD
1 DAY 18/06/09 18/06/09
Activities 8 DAYS 19/06/09 27/06/09
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Training Plan
Review and monitoring of all changes
Reviewing and monitoring all the changes that have occurred at Wysywig is very important to check if
the change has been a success or not and how the change has improved the business.
You can collect evidence or feedback by:
y Collecting feedback from the employees
y Creating a survey
y Reviewing area of change
Session Modules Learning Outcomes Objectives
Length of
Training
session
Facilitator
Basic Software
Training
Easier to use new OS
systems and more familiar
with the product
More computer
knowledge
1 hour IT Tutor
Computer functions More knowledge and
experience with the computer
More computer
Knowledge
1 hour IT Tutor
Basic Hardware
Functions and
knowledge
More experience with the
computer hardware
More computer
Knowledge
1 hour IT tutor
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CHANGE MANAGEMENT PLAN TEMPLATE
AGENCY AND PROJECT DETAILS
AAggeennccyy NNaammee ((FFuullll))::
WWyyssyywwiigg PPTTYY LLTTDD
PPrroojjeecctt NNaammee::
CCoommppuutteerriissiinngg tthhee
wwhhoollee bbuussiinneessss
AGENCY PROJECT CONTACT DETAILS:
Project Manager Full Name: James Watts
Title: CEO
Business Division: Paper Distribution business
Street Address: 112-116 Yelling St Rydafield
Postal Address: 112-116 Yelling St Rydafield State: QLD Postcode:
2544
Email Address:
James_Watts@Wysywig.
com
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Telephone Number: 03 98251456 Fax Number:
03 98952541
PROJECT PHASE:
PPrroojjeecctt EEnnddoorrsseemmeenntt Recommended byPPrroojjeecctt MMaannaaggeerr SSiiggnnaattuurree :: DDaattee
Name: Project Manager 00 / 00 / 00
Document Accepted byPPrroojjeecctt SSppoonnssoorr SSiiggnnaattuurree :: DDaattee
Name: Project Sponsor 00 / 00 / 00
Document Accepted byPPrroojjeecctt CCuussttoommeerr SSiiggnnaattuurree :: DDaattee
Name: Project Customer 00 / 00 / 00
RReevviissiioonn HHiissttoorryy VVeerrssiioonn NNoo DDaattee AAuutthhoorr SSttaattuuss RReevviieewweerrss
(add additional rows if required) 1 00 / 00 / 00 Name Eg: Initial Draft for review Name(s)
2 00 / 00 / 00 Name Eg: Initial Draft for review Name(s)
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KKeeyy SSttaakkeehhoollddeerr
EEnnddoorrsseemmeennttPPoossiittiioonn NNaammee SSiiggnnaattuurree DDaattee
Example: Process or Business
OwnerExecutive Director / Director 00 / 00 / 00
Example: Information Policy and
PlanningDirector / Manager 00 / 00 / 00
Example: Learning &
Development/TrainingDirector / Manager 00 / 00 / 00
Example: CommunicationsProject Communications
Co-ordinator00 / 00 / 00
Example: Organisational
DevelopmentDirector 00 / 00 / 00
CChhaannggee PPrroojjeecctt TTeeaamm NNaammee RRoollee iinn TTeeaamm NNaammee ooff BBuussiinneessss UUnniitt ooff MMeemmbbeerrss
(add additional rows if required) James Watts CEO
John Smith Sales Manager
Dean Mason Senior Accountant
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1. CHANGE IDENTIFICATION
11..11 TTyyppee ooff CChhaannggee ((PPlleeaassee ttiicckk oorr cchheecckk))
Policy Change Process Change Scale of the change - large or small
Speed of change -fast or slow Job roles System change Other: New network Infrastructure
11..22 RReeaassoonn ffoorr tthhee CChhaannggee Describe the reason for the change example: Business benefit
11..33 CChhaannggee SSccooppee ((PPlleeaassee ttiicckk oorr cchheecckk))
Department Work Groups Business Units Division
People Systems Other:
Change of Scope Details:Describe who in the business it includes? How far reaching in the organisation is the change?
Is it the same for each of the business units?
11..44 CCuurrrreenntt SSttaattuuss No cabling network infrastructure
Outdated OS systems
Outdated PCs
Insufficient Pc s
11..55 FFuuttuurree SSttaattuuss New Network Infrastructure
New PCs
New Os systems
More efficient workplace
More reliable workplace
2. CHANGE SPECIFICATIONS
22..11 CChhaannggee TTaacctt iicc Removing all the old equipment and installing all the new equipment
22..22 PPrroocceessss CChhaannggee This change is a new process for the organisation because the whole building will be computerised which will
improve the workplace
New network Infrastructure
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Implement Change Management Processes Part 1
3. CHANGE METHODOLOGY
33..11 SSttaakkeehhoollddeerr AAnnaallyyssiiss What are the specific target groups/audiences that will be impacted by this change?
Who might be able to help us the most? (advocates, early adopters)
Who might present the most resistance?
Who will be the change levers? (drivers)
4.IMPLEMENTATION STRATEGIES
44..11aa AAccttiioonn PPllaann Activity Responsibility Timeframe
Activity to be rolled out Project responsibilities Roll-out timeframe
Activity to be rolled out Project responsibilities Roll-out timeframe
Activity to be rolled out Project responsibilities Roll-out timeframe
Activity to be rolled out Project responsibilities Roll-out timeframe
44..11bb SScchheedduullee DDeettaaiillss Task Duration Start Date End Date Resources
Milestone One
Activities
Milestone Two
Activities
44..22 CCoommmmuunniiccaattiioonn PPllaann Audience Key MessagesDelivery
MethodDate
Length of Session
(if applicable)
Location
Example:
Team Leaders
Senior Managers
00 / 00 / 00
SSeennddeerr Project Manager
Example: Staff 00 / 00 / 00
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Users
SSeennddeerr Supervisor
00 / 00 / 00
44..33 TTrraaiinniinngg PPllaann Identify the current level of skills and knowledge and behaviours of the group that will be impacted on.
What prerequisite knowledge do these groups need?
What are the training strategies?
Identify requirements for a training program.
Who will do the training?
Who will fund the training?
Session Modules Learning Outcomes Objectives
Length of
Training
Session
Target Audience Location Facilitator
44..44 BBuussiinneessss SSyysstteemmss PPllaann Identify the hardware, software, network to be implemented for the change.
44..55 RReessiissttaannccee PPllaann Key areas of resistance Actions to address resistanceResponsible
Person
Identify main cause of
resistance
Provide some ongoing coaching opportunities
for the employee or manager that are resistant
to the change.
Communicate the consequences to staff if not
supporting the change.
Implement some consequences for not
supporting the change.
Identify main cause of
resistance(see above or refer 4.5 in Workbook)
Identify main cause of
resistance
(see above or refer 4.5 in Workbook)
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Identify main cause of
resistance
(see above or refer 4.5 in Workbook)
Bibliography
Wikipedia.com
Tripwire.com
Caudit.edu.au