CM Overview - Software Implementation

www.advenaartemis.com

CHANGE MANAGEMENT OVERVIEWSoftware Implementations


Presented by:

MISTY KHAN (Advena Artemis LLC)

Friday, May 20th, 2016


• Why is Change Management needed?

• Main components of Change Management

• Stakeholder Analysis

• Communication Plan

• Training Plan

• Evaluating Success

CHANGE MANAGEMENT OVERVIEW TOPICS


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

!


Why is CM Needed?

Potential ROI

What would…

• Faster acceptance• Faster optimization• Higher efficiency increase

Mean for ROI?

On the flip side…What would a black swan

project potentially cost?0

2

4

6

8

10

12

14

Go Live Acceptance Optimization

Months

Milestones

CM ROI

Without CM

With CM

8 months


Perception is not

always reality…

Components of CM

Stakeholders Analysis


- 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


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 Matrix

Components of CM


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


Components of CMCommunication Plan

Media Frequency Format

How will we communicate?


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


Communication Plan

• Engenders positive sentiment

• Fosters team work / comradery

• Identifies project communication

PROJECT

BRANDING

• Formulated from stakeholder interviews

• Determines how project will be receivedPROJECT

MESSAGING

Components of CM


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


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


What does success look like?

Define

success

before

contract!

Determine

metrics to

measure

success

Develop

Communication

Medium

Post transition

survey,

Lessons Learned,

Punch ListThink SMART

Meaningful to all SHs

Visible & easily

interpreted

Evaluating Success


Questions


Advena Artemis [email protected]

http://mistykhan.com346.704.0035

Contact Us

mailto:[email protected]

http://mistykhan.com/

CM Overview - Software Implementation

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