Accelerating End User Adoption on Projects Speaker: Gloria ... End User Adoption on Projects Speaker: ... ‾ Consider end user adoption goals for your project ... manufacturing errors will decrease by 15%. 8

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  • 1

    Accelerating End User Adoption on Projects

    Speaker: Gloria M. Archer, MBA, PMP, PROSCI

    Company: Evolvsys LLC

    Welcome to the PMI Houston Conference & Expo and Annual Job Fair 2015

    Please put your phone on silent mode

    Q&A will be taken at the close of this presentation

    There will be time at the end of this presentation for you to take a few

    moments to complete the session survey. We value your feedback which

    allows us to improve this annual event.

  • 2

    Accelerating End User Adoption on Projects

    Workshop Agenda

    Application of OCM Tools & Techniques

    Identifying the Future Desired State for End User

    Adoption

    Accessing the Organizational Magnitude of

    Change

    Techniques for Reaching The Future Desired State

    Improving & Sustaining End User Adoption Post-Go Live

    Q&A

  • 3

    Upon completion of this workshop you will be able to:

    Consider end user adoption goals for your project

    Identify organizational components that may

    impede or accelerate the end user goal

    Have an awareness of tools and techniques

    for accelerating adoption on your project

    Consider techniques for sustaining &

    improving end user adoption post-go live

    Accelerating End User Adoption on Projects

    Workshop Objectives

  • 4

    Todays techniques are most recommended for :

    Large-scale transformational

    projects impacting 50%+ of the organization

    Transformational Projects with

    dedicated organizational change

    readiness resources

    Transformational Projects that

    are in the Initiation or Planning

    Phases

    Accelerating End User Adoption on Projects

    Special Note

  • 5

    Identifying the Future Desired State

    for End User Adoption

    Applying OCM Tools & Techniques on Projects

    Workshop Introduction

    Accelerating End User Adoption on Projects

    Identifying the Future Desired State for End User Adoption

  • 6

    Have a goal!

    Applying OCM Tools & Techniques on Projects

    Identifying the Destination Points

    Accelerating End User Adoption on Projects

    Identifying the Future Desired State for End User Adoption

    Whats

    the path

    ahead?

    Im

    going

    this way.

    I dont know

    where Im

    going.

  • 7

    Applying OCM Tools & Techniques on Projects

    Identifying the Destination Points

    Accelerating End User Adoption on Projects

    Identifying the Future Desired State for End User Adoption

    Examples of End User Adoption Goals:

    Upon completion of Project A, 75% of employees will use

    Project As delivered new business process

    Within 3 months of go-live, all end users will be compliant

    with the new Federal Regulation requirement

    By January 1, manufacturing errors will decrease by 15%

  • 8

    Applying OCM Tools & Techniques on Projects

    OCM Techniques for Identifying Your Destination Points

    KPI

    (Destination Point)

    Method of Measurement Current Status

    Obtain 50% utilization

    of System X within 1

    month of projects go-

    live

    Quantitative - Extract report from

    System X confirming number of

    users in the system as of [go-live

    date] and [1 month after go-live

    date]

    As of [date] 20% of the

    organization used System

    X for reports.

    Increase utilization of

    new IT Help Desk form

    by 25% by end of

    project

    Quantitative Pull report showing

    number of new tickets submitted

    via IT Help Desk form by end of

    project

    As of [date] 125 additional

    forms have been

    submitted to the IT Help

    Desk in comparison to 50

    phone calls

    Example: End User Adoption KPI

    Accelerating End User Adoption on Projects

    Identifying the Future Desired State for End User Adoption

  • 9

    True or False: In order to accelerate the

    projects end user adoption goal(s), the

    project must first have these goals defined.

    Checkpoint #1

  • 10

    Checkpoint #1

    True Great Job!

    True or False: In order to accelerate the

    projects end user adoption goal(s), the

    project must first have these goals defined.

  • 11

    Assessing the Organizational

    Magnitude of Change

    Applying OCM Tools & Techniques on Projects

    Workshop Introduction

    Accelerating End User Adoption on Projects

    Assessing the Organizational Magnitude of Change

  • 12

    Imperative to assess your

    organizations ability to incorporate

    future desired state

    Applying OCM Tools & Techniques on Projects

    Knowing The Terrain of Your Journey

    Accelerating End User Adoption on Projects

    Assessing the Organizational Magnitude of Change

  • 13

    Applying OCM Tools & Techniques on Projects

    OCM Techniques for Identifying Your Destination Points

    Accelerating End User Adoption on Projects

    Assessing the Organizational Magnitude of Change

    Examples of Organizational Variables To

    Consider:

    Catalyst for Change

    Expected Pace of Change

    % of Organization Impacted

    % of Organization Aware

    % of End Users Trained

    Anticipated Level of Buy-In

    ..etc.

  • 14

    Applying OCM Tools & Techniques on Projects

    OCM Techniques for Identifying Your Destination Points

    Example - Organizational Change Impact Analysis

    Accelerating End User Adoption on Projects

    Assessing the Organizational Magnitude of Change

    Catalyst for

    Change

    Current State Future

    Desired State

    ~ % of

    Organization

    Impacted

    Tenure of

    Current

    Process

    Business

    Process

    Redesign

    Today all

    employees

    with

    procurement

    cards use

    Process A for

    creating

    expense

    reports

    All employees

    with

    procurement

    cards should

    use Process Z

    for creating

    expense

    reports in

    System Z by

    [date].

    25% to 50% of

    the

    organization is

    impacted

    The current

    expense

    report process

    was

    established 5

    years ago

  • 15

    Checkpoint #2

    An organizational change impact analysis is

    important to:

    a) Understand the organizations current bandwidth

    for change

    b) Develop technical requirements for a system

    c) Obtain sign-off on the project charter

  • 16

    Checkpoint #2

    a) Keep It Up!

    An organizational change impact analysis is

    important to:

    a) Understand the organizations current

    bandwidth for change

    b) Develop technical requirements for a system

    c) Obtain sign-off on the project charter

  • 17

    Techniques for Reaching the Future

    Desired State

    Applying OCM Tools & Techniques on Projects

    Workshop Introduction

    Accelerating End User Adoption on Projects

    Techniques for Reaching the Future Desired State

  • 18

    Whos going to help us get there?!

    Applying OCM Tools & Techniques on Projects

    Knowing The Terrain of Your Journey

    Accelerating End User Adoption on Projects

    Techniques for Reaching the Future Desired State

  • 19

    Applying OCM Tools & Techniques on Projects

    Identifying the Destination Points

    Accelerating End User Adoption on Projects

    Techniques for Reaching the Future Desired State

    Examples of Techniques for Reaching Future

    Desired State:

    Visible Executive Sponsors of Change!

    Personalize the Journey!

    Show the organization where youre

    headed and whats in it for them!

    Engage resources that will serve

    as Champions for the future state!

    Partner with Champions

    throughout the journey!

  • 20

    Applying OCM Tools & Techniques on Projects

    OCM Techniques for Identifying Your Destination PointsAccelerating End User Adoption on Projects

    Techniques for Reaching the Future Desired State

    Examples of Executive Sponsorship Activities

    Prioritize Future

    State

    Clarify Current State

    vs. Path AheadReassure

    Commitment

    Project Timeline

  • 21

    Applying OCM Tools & Techniques on Projects

    OCM Techniques for Identifying Your Destination Points

    Accelerating End User Adoption on Projects

    Techniques for Reaching the Future Desired State

    Example of Visualizing Project Storyboard Roadmap

    2 months from

    Project Go-Live!

    Post Go-Live

    Sustainability

    Q116

    Project

    Kickoff!Measure

    Progress

    Q216

    Project

    Decision

    Gate #1, etc.

  • 22

    Applying OCM Tools & Techniques on Projects

    OCM Techniques for Identifying Your Destination Points

    Accelerating End User Adoption on Projects

    Techniques for Reaching the Future Desired State

    Example of Project Change Champion Footprint

    12 Change

    Champions

    5 Change

    Champions

    8 Change

    Champions

    3 Change

    Champions

    1 Change

    Champion

    Understand the footprint of impact

    & mobilize champions accordingly!

  • 23

    Checkpoint #3

    Project Change Champions play a key role in:

    a) partnering with the project as advocates for the

    future state

    b) influencing buy-in and adoption of the future state

    c) providing recommendations for accelerating

    adoption

    d) all of the above

  • 24

    Checkpoint #3

    Project Change Champions play a key role in:

    a) partnering with the project as advocates for the

    future state

    b) influencing buy-in and adoption of the future state

    c) providing recommendations for accelerating

    adoption

    d) all of the above

    d) You got it again!

  • 25

    Improving & Sustaining End User

    Adoption Post Go-Live

    Applying OCM Tools & Techniques on Projects

    Workshop Introduction

    Accelerating End User Adoption on Projects

    Improving & Sustaining End User Adoption Post Go-Live

  • 26

    Applying OCM Tools & Techniques on Projects

    Identifying Drivers for Your Journey

    Accelerating End User Adoption on Projects

    Improving & Sustaining End User Adoption Post Go-Live

    Important to have approach in place

    that will improve and sustain end-user

    adoptionafter the project goes live!

  • 27

    Applying OCM Tools & Techniques on Projects

    Identifying Drivers for Your Journey

    Accelerating End User Adoption on Projects

    Improving & Sustaining End User Adoption Post Go-Live

    You mean theres

    more work to do

    after the projects

    gone live?!?!

  • 28

    Applying OCM Tools & Techniques on Projects

    Identifying Drivers for Your Journey

    Accelerating End User Adoption on Projects

    Improving & Sustaining End User Adoption Post Go-Live

  • 29

    Applying OCM Tools & Techniques on Projects

    Identifying the Destination Points

    Accelerating End User Adoption on Projects

    Improving & Sustaining End User Adoption Post Go-Live

    Examples of Techniques for Improving & Sustaining

    End User Adoption:

    Governance Board

    Cross-functional Business Owners

    Established & maintained policies & procedures

    Post Go-Live End User Support Model

    HELP Line

    Support Site

    Measure &

    improve

    adoption

    Need

    assistance?

    We can help!

  • 30

    Checkpoint #4

    As part of increasing and sustaining end-user

    adoption, the Governance Board Framework

    should be considered:

    a) after the project goes live

    b) if the project has a roadblock

    c) at the beginning of the project, and thereafter

  • 31

    Checkpoint #4

    c) Youre a rock star!

    As part of increasing and sustaining end-user

    adoption, the Governance Board Framework

    should be considered:

    a) after the project goes live

    b) if the project has a roadblock

    c) at the beginning of the project, and thereafter

  • 32

    In Summary

    Applying OCM Tools & Techniques on Projects

    Workshop Introduction

    Accelerating End User Adoption on Projects

    In Summary

  • 33

    Applying OCM Tools & Techniques on Projects

    Identifying the Destination Points

    Accelerating End User Adoption on Projects

    Summary

    Have an end user

    adoption goal

    Understand your organizations

    current ability to reach goal

    Partner with the right

    people to help reach the

    future desired state

    Measure, improve

    and sustain end

    user adoption -

    during and after

    go-live!

    1.

    2. 3.

    4.

  • 34

    Applying OCM Tools & Techniques on Projects

    Identifying the Destination Points

    Accelerating End User Adoption on Projects

    Questions

  • 35

    Contact Information Speaker: Gloria M. Archer, MBA, PMP, PROSCI

    Company: Evolvsys, LLC

    Phone: 832-736-2731

    E-mail: gloriaarchernnetwork@gmail.com

    Thank You

    mailto:gloriaarchernnetwork@gmail.com