Portfolio Project Option #1: Submit Portfolio Outline Submit an outline of your Portfolio Project. Please review the rubric. Directions: The first step to understanding an argument is to dissect the c
Instructions for Organizational Change Management Planning Template
This document provides guiding principles for using the Organization Change Management (OCM) Plan template for all Category 1, 2 3 projects. It should be used by the change leadership team to effectively communicate the project goals, activities and progress to target audiences. These principles have 10 planning steps. This is document is a guideline and not all planning steps in this document will apply to all OCM plans.
Note: Change Champion and Change Team has been identified. Change team may change as the project progresses. Plan to expand the change team as the project moves toward implementation.
Introduction: Briefly state the mission of the OCM Plan for communicating the change strategy, include overall goal of the implementation and/or changes to the organizational structure
Adding new organizational units
Staffing
Reporting/supervision
Changing roles & responsibilities for organizational units that will continue into the future state
Dissolving organizational units
Ceasing action on discontinued roles and responsibilities
Reallocating roles and responsibilities to continuing entities (if appropriate)
Staffing reductions
Realigning organizational structures and reporting relationships
Organizational Change Management – Overview. Briefly describe the current state, future state, potential impacts:
a. Describe the Current State
Identify the business processes/operational processes impacted by the project
Detail those processes
(Include the processes that are directly impacted (primary processes), as well as those that provide input to the primary processes (supplies processes) or receive input from those primary processes (customer processes))
Identify controlling Code of Virginia sections, policies, standards, regulations, procedures
Documentation
Flow Charts
Data Flow Diagrams
Code of Virginia sections
Policies
Standards
Regulations
Procedures
Identify the stakeholders of those processes
Describe the stakeholder’s interests/roles
Staffing
Identify the knowledge, skills and abilities required to perform the current business processes
Documentation
Organizational Charters & Mission Statements
Position Descriptions
RACI Diagrams
Identify and describe the organizational structures that have been established to perform, manage and oversee the primary processes
Documentation
Organizational Charts
b. Describe the Future State (Vision)
Identify the business processes/operational processes that will be performed using the new system. (To the greatest extent possible, avoid comparisons with the Current State.
Detail those processes
Include end-state primary, customer and supplier processes
Documentation
Flow Charts
Data Flow Diagrams
Code of Virginia sections
Policies
Standards
Regulations
Procedures
Identify the stakeholders of those end-state processes
Describe the stakeholder’s interests/roles
Identify the knowledge, skills and abilities required to perform the current business processes
Documentation
Position Descriptions
RACI Diagrams
Identify the organizational structures that will be required to perform, manage and oversee the end-state processes
c. Assess the Potential Impacts
Changes to business processes such as process re-engineering
Critical milestones that must be me for success
Changes to the code of Virginia, polices, standards, regulations
Stakeholder interests and changes of stakeholders
Staffing – adding permanent staff, contractors, job description changes, organizational assignments, new skill-sets
Organizational structures, i.e. changes in supervision
Estimated costs and funding
Fill-in the names for Stakeholder Management (Reference Communications Plan)
Stakeholder Names (Project Sponsor, business process owner, Agency Head, etc)
Awareness (HML) – (Assess how much the stakeholder is aware of the change)
Level of Support – (Financial, resources, technology)
Influence (HML) – (Assess the measure of influence on money and/or resources, etc.)
Contingency Plan (as needed) – What if scenarios…such as required resources are not available
OCM Overview (continued) - Communications:
The Change Team is responsible for developing the flow of communication. Below are some things to consider when developing your communications strategy:
Communication (develop a format that aligns with balance of frequency and method to provide meaningful information). Communicate only when you have something meaningful to communicate.
Simple: Reduce amount of information being distributed so that important messages are actually read – clear and simple.
Why this is important – What’s in it for me? (WIIFM)
HR impact
Training impact
Policy and procedure Changes – Workflow changes
Consistency: Remain consistent in language style, communication channel and timing. Create a standard template for all messages. (IF exists within Comms Plan consider distribution style)
Audience (SOC, IAOC, CIOs, AITRs. Project Executive Sponsors, Project Team, Change Control Board, etc)
Key Message(s)
Delivery Method(s)
Frequency
Sender (Change Team is responsible)
Continuous Improvement: Change Leadership team should evaluate and assess the effectiveness by asking for feedback. Share this feedback with key stakeholders.
Stakeholder Analysis:
Maintain positive attitude
Demonstrate commitment to the change
Provide reinforcement required for success of the change
Communication Activities
Project Newsletter
Project Website
Change Agent Network
Training Campaign (Pilot training, UAT, Train-the-Trainer)
Knowledge transfer
User Community Groups (End-User and Process Owner groups)
Training Objectives: Use as necessary. Link to project training plan documentation. Below are suggestions on the required or expected training resulting from the change:
Document in easy to read method
Allow input into method of training (hands-on training, CBT, Train-the-trainer, etc)
Have you solicited end-users to conduct UAT
Develop training for new system, new employee, employee sustainment training
Upcoming Changing. Provide the organization with information necessary to prepare for upcoming changes. Fill-in the information about the new policy and/or procedures relative to the change.
5. Provide the Organization with Information Necessary to Prepare for Upcoming Changes | ||
Policy / Procedure | Type of Change Required | Suggested Plan |
Develop Training. Fill-in stakeholder group, necessary training required because of the change and ways to deliver training, such as training classes or CBTs.
6. Develop Training | ||||
Stakeholder Group | Type of Training Required | Optimum Setting | Delivery Method | Suggested Job Aids |
Training Documentation Requirements. Insert all required necessary training documents, who is responsible for the training and who reviewed the training.
7. Training Documentation Requirements | ||
Training Documents | Author(s) | Reviewer(s) |
Training Facility Requirements and Budget. As applicable. If formal training is required, please not location, groups to be trained, type of training and the date. Is there a cost for training, normally training is free.
8. Training Facility Requirements & Budget (as applicable) | |||
Training Facility | Stakeholder Group(s) | Type of Training | Date |
Post Implementation Steps – User Groups. As applicable. This is to ensure that all individuals were aware of the change. Insert department, support person for that department and timeline for support.
9. Post Implementation Steps – Users Group (as applicable) | ||
Department/Division | Support Staff Name | Support Period |
Organizational Change Management Team. List those individuals assigned to the change management team, along with their role and contact information. These individuals could be assigned at the PM on the project team or a project team lead.
10. Organizational Change Management Team | ||
Name | Department/Role | Contact Information |
Team Member Name | Department | Contact Information |
Organizational Change Management Team / Signature. Insert Project Manager who has the overall responsibility for the project. List the key individuals who will review the OCM plan and agree with the contents and objectives.
Owner | Target Organization | Type of Communication | Date(s) |
Link_To_Change_Request_Form |
Appendix A: List source file documents (optional)
VITA Project Management Division (Contact: Linda Bell-Sinclair, dated 08/12)