change management for technology projects 5

General Approach to Training

1. Training is a critical tool for building knowledge and ability in the organization during a change process. Training should be focused on the specific skills and behaviours that are necessary for the change to be a success. As such training will focus on the following:• Training on how to be successful during the change – see individual transformation• Training on how to be successful after the changes have been implemented – this essentially refer to the training that is related to the operation, maintenance of the new system and the roles that come into being because of the implementation of the said system.

2. Training will comply with the following process steps:•Context creation, thereby providing the “bigger picture” for the need to change and the strategic alignment•Identification of the target audience•Needs analysis so as to ensure that training is tailor made•Assessment and accreditation in the use of the system

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Pro

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1. Context creation workshops

2. Target audience identification3. Needs analysis4. Personal mastery training

5. Role based training6. Certification – “SAP R/3 Drivers Licence”

Tools

Tool What When

Needs Analysis Protocol

Guidelines, methodology and assessment instruments to determine the general computer literacy of the target audience and the functional, role based training requirements for the target audience

Mainly Blueprinting phase of the project

Functional, role based training workshops (SAP R/3)

Workshops based on the needs analysis, aimed at skilling hr relevant target population in the operation and maintenance of the system

Mainly during the realization phase of the project

Personal Mastery – Dealing With Change Workshops

Workshops aimed at ensuring self empowerment, dealing with the frustration of change and using adversity as opportunities for personal development and growth

As early in the project as feasible

Project Kick Off Kick Off Meeting to finalize process and gain clarity about high level roles

At commencement of project

Syndicationworkshops

Interactive meeting with team members/business core team or executive members (from the business) to resolve issues, develop a concept/solution or other deliverable.

Workshops to ensure alignment of expectations and deals with bottle necks – throughout the process

Conference Room Pilot

A walk through of the system in a replicated user environment

Prior to Go Live and Go live Support

Solution or Blueprint Fair

A walkthrough of the solution, new working practices etc.

At the end of the Blueprinting Phase

Town meeting A conference where participants are sitting in tables of approx. 10 and can discuss the concepts and give feedback. Can cater for 100+ participants

Start of the Blueprinting Phase

Road show Presentation to a wide audience on key themes regarding the programme.

Useful for presenting ideas and concepts to wide audience.– following the Stakeholder and Resistance to Change Analysis

CurrentState

Future State

Creating a High Performance Culture

1. Change Champions need to be selected and trained to support the change effort, embed changes and creating an environment where benefit realization could take place. As such the selection and development of the change champions will aim at:

• Excellent communication skills - team members should be good listeners, facilitators and able to communicate the business change to people in all parts of the business.• Business influence - individuals should have credibility with employees (both below and above them in the organization). They should be trusted and have proper authority.• Commitment to the change - an effective team member believes in the value of the change and shares a vision of the desired future state.• Knowledge of the business - team members need an understanding not only of the particular function or area being changed but also of general business principles and conditions.• Team player - team members should be able to work in and contribute to success in a team environment.

2. In additional to the above, change agents should display the following characteristics:

• Creativity • Ability to see the big picture and to think strategically and cross-functionally • Innovative problem solver • Independent thinker • Flexibility and ability to deal with ambiguity • Stamina, resilience and persistence • Passion and dedication to success • Empathetic, people-person • Enthusiastic • Responsible • Supporter with positive attitude

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Pro

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1. Identification of change champions

2. On boarding3. Project Kick off4. Project Team Roles and Expectations

5. Personal Mastery Workshop6. Change Leadership Workshop7. Presentation and Facilitation Skills Workshop8. Project Team Mid Steam Reflection WS

9. Change champion debriefing sessions

Tools

Tool What When



Informal design walk troughs

Sessions designed to update the sponsor and steering committee with progress and provide a ‘touch” and feel for the outputs and potential benefit realization

Throughout the project

Conference room pilots






Change Leadership Workshops

Workshop aimed at developing skills and knowledge to play role as change champions, thereby embedding and becoming advocates of the changes. In addition to ensure focus, role clarity and flexibility, trust and communication as well as taking co-responsibility for proactive benefit realization

Mainly during the Blueprinting phase of the project

Presentation and Facilitation Skills Development Workshops

Workshop aimed at developing the ability of change champions to articulate views, facilitate discussions and use presentation aids to communicate in a clear and concise fashion

Mainly during the Blueprinting phase of the project

Change Climate Dashboard

The relevant dashboard is a tool, used to gauge the change climate at appropriate intervals during the project and to initiate appropriate remedial action where required

Mainly at the end of each phase. Used as an additional tool inform

CurrentState

Future State

Sustaining the Change

1. Collaboration and learning provides not only the basis for a smooth transition, with minimum resistance but also provide a platform for the future sustainability of the system. In terms of this three important aspects are addressed:

• Establishment of a portal that provides up to date help and tutorials

• A participative design approach• Ensuring that that communication and collaboration

facilitate a climate of optimal empowerment

2. The collaborative design approach will furthermore provide for the following:

• Facilitated design workshops• Informed input into solutions and transition plans • Facilitated review workshops• Validate robustness of solutions and transition plans • Facilitated solution walkthroughs

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Pro

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1. Input in to planning and scheduling

2. Participative design

3. Mid stream review and adjustment4. Launch of portal

5. Ongoing support6. Debriefing and lessons learnt

Tools

Tool What When



Informal design walk troughs

Sessions designed to update the sponsor and steering committee with progress and provide a ‘touch” and feel for the outputs and potential benefit realization

Throughout the project

Conference room pilots



Participative Design Workshops

Cross functional workshops and work sessions to:•Review and validate the design •Review and validate the transition plan• Review and validate the new working practices

Mainly in the Blueprinting and Realization Phases of the project

CurrentState

Future State

Dealing With Uncertainty and Individual Performance

1. The basic guideline for facilitation individual transformation in to ensure that organization level transformation efforts are executed at the right time and have the desired level of impact.. In addition, individual level transformation interventions should not miss specific concerns, issues raised and feedback from affected stakeholders.

2. The primary aims of individual level transformation efforts are: • To deal with the negative effects of

uncertainly• To ensure that the desired level of

discretionary effort is reach as soon as possible after implementation of the changes.

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Pro

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Personal Mastery

Role Clarificati

on

Personal Mastery

Role Clarificati

on

All other CM

interventions

All other CM

interventions

Tools

Tool What When




Change Climate Dashboard

The relevant dashboard is a tool, used to gauge the change climate at appropriate intervals during the project and to initiate appropriate remedial action where required

Mainly at the end of each phase. Used as an additional tool inform

Resistance to Change Classification matrix

A practical tool to strategize for managing resistance based on the needs identified in the Change Readiness Analysis and also feedback solicited from time to time

At commencement, with periodic adjustment as required

Impact analysis

Proactive analysis of the organizational impact of the system implementation, highlighting aspect such as new role requirements, structural changes, staff training, performance management etc

During blueprinting – delivered at commencement of the realization phase of the project

Individual role clarification

Work sessions aimed at ensuring changed and new roles and responsibilities are understood and will be documented appropriately

End of Realization Phase of the project.