deltek insight 2016 managing your change fast · training plan develop incentives & motivation...

Deltek Insight 2016

Managing Your Change

FAST

Andrea Caro

November 14, 2016

OCM Lead/Deltek University

©2016 Deltek, Inc. All Rights Reserved 2

Greetings

1. Your Name

2. Your Organization and Role

3. One interesting fact about yourself

4. Tell us about a recent change you went or are going through.

Let’s Talk About Change



Defining Change

change noun

2A transformation or transition from one

state, condition, or phase to another.

1 An act or process through which

something becomes different.


What is OCM?

Organizational Change Management

A definition:

“The organized, systematic application of knowledge, tools, and

resources of human and organizational behavior that provide

organizations with a key process to achieve their business

strategy”


The Phases of Change

The Transition Curve

SE

LF

-PE

RC

EIV

ED

CO

MP

ET

EN

CE

BEGINNING OF TRANSITION

1

2

3

4

5

6

7

1. SHOCK

surprise, in extreme cases, panic and

immobilization. Mismatch between

expectations and reality can lead to

drop in confidence

2. DENIAL

That any change is necessary.

Retreat/withdrawal, false

competence and ‘blocking’

3. AWARENESS

that change is necessary.

Understanding limits of

own competence

4. ACCEPTANCE of reality –

change is necessary. ‘Letting go’ of

past comfortable habits and attitudes

5. EXPERIMENTATION/’PAXIS’ -

testing new approaches and skills.

Practice phase, trying to do things differently.

Feedback of results, success and failure

6. SEARCH FOR MEANING –

understanding reasons for success and

failure. New models/personal theories

created

7. INTEGRATION – of new skills

and behaviors

TIME


Organizational Impacts

People

Process Technology

People and process issues are often overlooked.

They need to be addressed equally for the

project to succeed.

Change Game



Cross Your Arms

Change is Difficult

Why?



Cold Hard Statistics

What you can expect to encounter

20%

50%

30%

Accept Change

Sit on the Fence

Resist Change


The Top 5 Reasons That System Implementations Fail

A number of studies cite the top 5 challenges to successful system implementations as:

02

03

04

05

01

Education

(Not understanding what the new 'system' is designed to achieve).

Inadequate role and outcome definition

(Current processes are not adequately understood/ addressed).

Internal Resistance

(To changing the 'old' processes. Human nature.)

Unrealistic Expectations

(Of the Benefits. Users starts expecting miracles.)

Lack of Top Management Commitment

(Management is involved but not dedicated).


Belief into Action

Actions

Personal Experience

Beliefs

Organizational Experience

The FAST Methodology

For Managing Change



The FAST Methodology

Future

Document the strategy & need

Determine the desired state

Assess & document risk & readiness

Incorporate previous learnings

Prepare Org. Readiness Report & Populate OCM Toolkit

Arm & Prepare

Assess & involve key stakeholders

Address governance & process issues

Develop communication strategy, key messages

Organize Transition Teams (PR, Roles, Process, Policies)

to implement the change

Assess functional impacts and prepare plan to address

Support

Assess skill gaps and inform training plan

Develop incentives & motivation strategies

Monitor progress and respond to issues

Manage technology issues (integrate with testing)

Manage and provide feedback

Transition

Monitor continuing leadership commitment

Manage resistance responses & support positive responses

Implement reward & recognition systems

Develop and implement user adoption dashboard

Assess & measure to show results


FUTURE

understanding where we are

going, why we are going and

how ready we are for the

journey

Vision is Key

Pro

jec

t A

lig

nm

en

t

Desired Results

Organizationally

Time

Unmet

expectations

Unmet

expectations


FUTURE

understanding where we are going, why we are going and how ready we are for the journey

Vision is Key

Question

Why is this change urgent? Why does it matter to the organization?

What could happen if we do not make this change successfully?

What results (success) do we want to produce by making the change?

How will w know that we have?

By when (will we see them)?

What kinds of new capabilities will we need to develop to ensure the

change is successful?

Your Response

“Stating the Need” Worksheets


Impact Analysis

Purpose Approach

The Impact Analysis identifies the processes and job

level changes that the project will inflict.

Each impact is then evaluated against level of impact,

specific change criteria, knowledge needs and

technology..

• Analyze results of design decisions with

implementation consultants

• Work with project stakeholders to identify subject

matter experts for identified processes and activities

• Capture and maintain detailed plans


Get Ready for the Ride

ARM AND

PREPARE

by determining

stakeholder

needs



ARM AND PREPARE

by establishing communication

mechanisms

Change Team initiates communication

Project Manager reviews communication

Change Lead confirms communication

Comms Lead Executes

Steer Comm review (if Required)

Start Here

Marcom Approval Require?

Approve?Executive Approval Required?

Marcom Review

Approved?

Project Sponsor

Approved?

NO

NO

NO

NO

YES

AND/OR

YES

YESYES

YES NO



SUPPORT – monitor progress and respond to issues of organizational and technology impact

Bu

sin

ess Im

pa

ct A

na

lysis

–B

IA S

um

ma

ry


Balancing Implementation and OCM

0

1

2

3

4

5

6

INITIATION DESIGN CONSTRUCTION READINESS DEPLOYMENT

Implementation OCM


Balancing Implementation and OCM

TRANSITION – by monitoring leadership, commitment, resistance and feedback. Establish and

implement an adoption dashboard.

Change Adoption Metric Definition Process

Brainstorming

• Ask the appropriate questions to guide determining change adoption metrics?

Identification

• Identify desired outcomes or anticipated behaviors as a result of the change and ensure to link the overall business objectives and goals of the program

Agreement

•Obtain Program team consensus on change adoption metrics

Alignment

•Confirm Sponsor and Steering Committee buy-in for change adoption metrics

Measurement

•Begin measurement of change metrics

BREAKLet’s Stretch!


Change Game



Change Your Seat

Insert Graphic of people changing seats

FAST In Action



Handouts include:

Visioning Handout

Business Impact Analysis Template (all tabs)

Stakeholder Analysis Worksheet

Interview Questions

Communications Plan Template (all tabs)

User Adoption

OCM Go-Live Checklist

QuestionsAnd Closing Discussions



Questions?

deltek insight 2016 managing your change fast · training plan develop incentives & motivation...

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