A Practitioner s Guide to Using Change Management Throughout the Project Life Cycle. PMI-SAC November 24, 2014

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1 A Practitioner s Guide to Using Change Management Throughout the Project Life Cycle PMI-SAC November 24, 2014

2 Setting Intent

3 Session Agenda The Story The Great Experiment Forward Together Call to Action

4 Session Outcomes Apply the model and tool Examine the elements of the model and tool Evaluate the use of model and tool in your practice

5 Steph McIntyre Project manager, Program manager, Portfolio manager, PMO, consultant, PMP, 2007 Individual Excellence PMI award winner, facilitator, project management coach, Nana, mom, wife, 2nd generation Calgarian, San Tan Valley owner, golfer and active, fit lifestyle, and always makes time to listen. Susana Slavnik Program manager, project manager, PMI Fellow, Certified management consultant, executive coach, Change manager, business strategist, facilitator, mom, wife, foodie, Suits fan, married in Banff, new cabin owner in the Kootenay s, who loves a good time or really good idea, and dreams of beating her 9yr old Mia in a ski race in Shelley Pinder Teacher, ESL in Eastern Europe, Passion for Adult Education, facilitation and instructional design, as well as less wordy slides. She designs, facilitates learning for project managers and project sponsors at the City, pursuing Doctor of Education in Distance Education, with a love of fun shoes, fitness and big ideas. Shelley did not approve of the word count on these slides

6 What is Project Management?

7 PM Responsibilities

8 The Story

9

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13 What are Change Management deliverables on a project?

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19 Integrated Project Management Approach PHASE 1 Project Management Change Management Start-Up Discovery Development Acceptance Closing Preparing for Change Managing the Change Reinforcing the Change DRAFT Integrate Project Management Develop Project Charter and Governance Structure COMPLETE Manage Project Records Complete Progress Reports Issue Change Requests Complete Project Documentation and Results Align Organization Strategy and Roadmap Stakeholder Analysis Define CM Roles and Responsibilities Define Change Vision / Case for Change Prepare Organization Design COMPLETE Conduct Change Readiness Assessment Develop Change Management Work Plan Develop Key Messages Assess Project Team Culture and Health Manage Adoption and Course Correct Conduct Impact Assessment Conduct Readiness Assessment Hand off Change Management to Operations Workstreams Across a Project Lifecycle Leader Engagement Communicate with Stakeholders Support Project Governance Model Development Identify Project Change Sponsor Sponsor / Key Stakeholder Interviews Sponsor Readiness Assessment Develop Project Communication Strategy Support Project Team Comms COMPLETE Identify Project Change Agents COMPLETE Build Communication Plan / Schedule Provide Support for Sponsors and Project Team Host Sponsorship Events (Visible Sponsorship) Execute 1-way and 2-way Communication Tactics / Events Collect Feedback Evaluate Communications Evaluate Feedback Build Capacity and Skills COMPLETE Training Needs Assessment Training Design & Development Knowledge Transfer Plan Measure Benefits and Value COMPLETE Define Project Benefits Measure Outcomes Against Benefits Issue Benefits Measurement Report Align Program Management Develop Program Strategy Establish Program Outcomes Develop Program Plan COMPLETE Align Projects to Program Outcomes Conduct 360 Team Feedback

20

21 Methodology Overall Program Phases Concept Benefits Realization Review Ideation Prelim Org Change Mgmt Plan RFI/RFP Process Design Change mgmt & Comm Plan Program/ Project Charter Redesigned Business Processes Implementation Data migration Plan Implementation Plan RFP/SOW Implementation Post Project Review Cost Analysis Project Health Review Benefits Realization Benefits Realization Review Project Execution Plan Project Budget Detailed Requirements Solution Design Training Plan Cutover Plan Closeout Phase Gate Health Check Business Case Vendor Statement of Work Sustainment Plan Project Plan Design Project Executon Plan Updated Business Case Phase Gate Health Check Phase Gate Health Check Phase Gate Health Check Gate 0 Gate 1 Gate 2 Gate 3 Gate 4 Final Program Monitoring & Controls Resource Management processes Document mgmt processes Financial Management processes Deliverables / Quality Management processes Risk, Issue, Action, and Change processes Reporting- Weekly and Monthly Project Planning: WBS/ PBS

22 Program Management Touchdown Program Implementation: Breakdown Structure Implemented & Transitioned Solution Program Quality Management Products Program Management Products Program Controls Program Strategies Data Conversion Code Development Training Report Development Development Environment Detailed Requirements Test Plan Future State/ Implemented Process Design Gantt Schedule (inc. Assignments) Project Charter Dryruns Maximo configuration Business process rollout Report Development QA Environment Business Process Design Test Scenarios & Test Cases User & Training Documentation Status Reports Vendor Management Plan Cutover Warranty Decommissiong Integration Development Data Migration Internal Communication External Communication Job Descriptions Data Retention Report Retention Unit Test Test Environment Training Environment Production Environment Solution Design Functional Specifications Technical Specs Defect Management Test Validation Unit Test Technical Support Documentation Solution Documentation Deployment Assessment Go/No Go RASCI (inc. Roles & Responsibilities) Project Budget Communication Plan Org Change Management Plan Release Build and configure Change Readiness Reporting, Data & Retention Load Testing Scalability & Capacity Code Reviews Peer Reviews Integration Testing User Acceptance Support Team GO LIVE Approval User GO LIVE Approval Risk, Issue, Change, Decision Logs Scope Change Management Deployment Plan Training Plan Infrastructure Solution Support Team Acceptance Change Control (CAB) ISPM Health Checks Sustainment Plan Traceability Management Final Approvals Project Close Out Transition to Operations January 21, 2014 Testing & Validation Project Controls Project Plans

23 Program Timeline

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25

26 1. One key take-away as a PM? 2. How can we make this more useful?

27

28 In Summary Model and Tool has been built on a solid foundation Model and Tool can be customize to meet project/program type, scale The Model and the Tool addresses how project managers can easily incorporate change management into their project management practice.

29 Call to Action 1. Actively plan your projects with business and people change in mind, from the beginning. 1 st pass of planning business change 2 nd pass of planning people change 2. Integrate change management and change management resources into our project teams 3. Go to ACMP.org local Calgary chapter and find out for yourself what s going on

30 Conversation Continues 30

31 Integration is Yours to Lead!

32 PMI Practice is Evolving Here is a link to the Managing Change in Organizations: A Practice Guide: Center/Change-Management.aspx 32

33 Program Manager Progress Report THANK YOU!! 31-Mar-14 SC ToR

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