meet your fellow change agents! - share.state.nm.usshare.state.nm.us/files/share smart team...

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Meet Your Fellow Change Agents!

Find your name tag, sit in your designated area and introduce yourself to your groups.

Name

Agency

Job

How long you’ve been with state government? With your

agency?

What do you currently know about the SHARE upgrade?

SHARE Upgrade

Change Agent Network Kick-Off

March 29, 2016

Kick-Off Agenda

3

Welcome & Introductions

Change Agent Network Overview

SHARE Upgrade Overview

Activity: Identify Communications Vehicles

Get SMART: Change Management 101

Next Steps & Questions

Welcome & Introductions

4

5

Meet the SHARE Upgrade Change Management Team

Mayra Marquez

Change

Management Lead

Bess Milner

Communications

Rebecca Linville

Organizational

Alignment & Culture

Erica Foster

Change Readiness

& Training

Welcome to the SMART Network!

6

SMART Sponsor

SMART Lead

SMART Professionals

SHARE

Modernization

Agency

Readiness &

Training

What do you currently know about the

SHARE upgrade?

7

Share with Your Fellow SMART Network

SMARTnet

SMART Network Overview

What is the SMART Network?

9

Purpose

Objectives

Facilitate communications and increase collaboration between agencies and

SHARE upgrade project team

Support agencies during the SHARE upgrade as they meet project objectives

Gather feedback regarding the SHARE upgrade and increase awareness about the

changes occurring in the state

Measure the readiness of New Mexico employees to use the upgraded SHARE

system

The SHARE Modernization Agency Readiness and Training Network or

SMARTnet is a network of State of New Mexico employees (across agencies and

levels) selected to learn about changes related to the SHARE upgrade and foster a

community to support the changes.

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SMARTnet Guiding Principles

Show Initiative: Facilitate a smooth and successful transition for end users

Open Communication: Establish a two-way dialogue with employees to build commitment

Demonstrate Responsiveness: Address questions and issues effectively

Advocate: Be an advocate for change

Who is in SMARTnet?

11

SMART teams across

agencies and

organizations collectively

make up the SMARTnet.

Agency A:

• 1 Sponsor

• 1 Pro

Agency B:

• 2 Sponsors

• 2 Leads

• 3 Pros

Agency C:

• 2 Sponsors

• 2 Pros

Agency D:

• 1 Sponsor

• 1 Pro

Agency E:

• 1 Sponsor

• 1 Lead

• 1 Pro

SMARTnet Roles and Responsibilities

12

Role Responsibilities

SMART

Sponsor(Usually CS or Similar)

SMART

Lead

SMART

Professional(SMARTpro)

• Maintain accountability for executing agency-specific tasks in support of SHARE

upgrade

• Participate in the SHARE upgrade Culture Survey

• Participate in monthly SMARTnet meetings

• Attend quarterly all-hands meetings

• Manage, guide, coordinate, and direct team of resources (SMARTpros) to complete

SHARE activities at appropriate times


• Serve as an “advocate” for SHARE and be a positive influence on staff

• Coordinate SHARE Project events within the agency

• Participate in monthly SMARTnet webinars

• Attend quarterly all-hands meetings


• Distribute communications and promotional materials throughout the agency

• Assess readiness of end-users for SHARE Project

• Support change management (preparing staff) and go-live activities

• Receive, use, and follow-up on stakeholder feedback

• Identify and escalate potential implementation challenges (readiness issues/concerns)

• Anticipate and overcome resistance to change

Note: The structure of the SMART team will not necessarily reflect your agency organizational chart.

For example, a SMART Lead may not manage a SMART Professional in day-to-day jobs.

SMARTnet and Other SHARE Upgrade Roles

SMARTnet Training LiaisonsSubject Matter

Experts

- Communication

- Readiness

- Training Logistics

- Training Coordination

- Input for how SHARE

will work

- Business Processes

You are here

You will be viewed as a leader in your agency

You will be among the first to be aware of changes that are

occurring as part of the SHARE upgrade

You will contribute to the success of the SHARE upgrade,

thus helping to carry out the state’s vision and objectives

You will have an opportunity to develop your communication

and leadership skills

It will be a lot of fun!

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What are the benefits of being in SMARTnet?

How can SMARTnet make a positive impact?

15

Your Role Your Impact

PeopleEmpower your agency and

colleagues by contributing to the

SMARTnet

ProcessesDevelop processes that position your

agency to effectively work in the

upgraded SHARE

Capabilities

Position the state and your

agency for success

Technology

Help your agency understand

changes in SHARE’s functionality

through communication

SMARTnet Interactions

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One of your most important roles as a part of SMARTnet is a communicator. You help

the SHARE team understand employee feedback / questions and deliver messages to

address them.

SHARE Team State EmployeesSMARTnet

Communicate

key messages

Share relevant

feedback/

questions

Ask questions

and express

feedback

Tailor and

communicate key

messages

What is the SHARE Upgrade Culture Survey?

The SHARE upgrade team is assessing how SHARE integrates into our agencies across the state. To

help us identify the strengths in our organizational culture and the opportunities for improvement, we

will be distributing the SHARE Upgrade Culture Survey on April 4th.

Responses to this survey are confidential

The survey will be open for two weeks (4/4 – 4/15)

The survey will take approximately 20 minutes to complete

Participants are sampled agency-wide, but all SMARTnet will be included in the sample

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SHARE Upgrade Culture Survey

What do we need from you?

It’s important that SMARTnet provide input into the survey. Your

perspective is instrumental to the survey results.

SMART

What is the Time Commitment?

18

SMARTnet time commitment depends on your role, your agency, and the phase of

the project, but generally will be around 5-12 hours per month. This time is broken

up as follows (approximations):

For SMART Leads…

Approx. 1-2 hours per month meeting with SMARTnet and SHARE team

Approx. 4 hours per month communicating with and managing SMARTpros

For SMARTpros…

Approx. 1 hour per month meeting with SMARTpros and SHARE team

Approx. 9 hours per month SMARTpro activities – examples include:

Communicating when job aids are available

Providing SHARE updates in staff meetings

Answering employee questions

The SHARE upgrade will take approximately 18-24 months

SMARTnet Activities

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Details for SMARTnet activities are described below.

SMART Activity DescriptionTools

ProvidedApprox. Timing* Frequency

SMART Leads

Monthly SMART Leads

Meeting

Discuss project activities

Discuss SMART team feedback received

Discuss upcoming communications

Practices for information sharing, what’s working and what could be

improved, note change risks

Get SMART about change

Meetings

plannedBeginning 3/29 Monthly

Staff meeting updates Provide update on current project activities and current upcoming events

Answer questions of end-users

Project

update

content

ASAP after

kickoffAs needed

Host Q&A sessions /

Office hours

Host Q&A sessions in location for Leaders / Employees to ask questions

about the SHARE upgrade

Hold certain hours of the week to be available for people to contact you

with questions

FAQsBeginning in

April

Monthly / As

needed

Pre Go-Live Discussion Host information session to provide overview of what is changingOverview

material2017

1 or 2 times

before go-live

SMARTpros

Monthly SMARTpro

Webinars

Discuss project milestones

Summary of Leads Meeting

Discuss upcoming SMARTpro communications and activities

Meetings

plannedBeginning 4/28 Monthly

Awareness and

Engagement Email

Communications

Informal communications from the network following large project

milestones to drive awareness. Templates

Milestone

drivenAs needed

All

Quarterly All-Hands

Meetings

Same content as monthly meetings, both Leads and Members attend in-

person

Meetings

plannedBeginning 6/28 Quarterly

SHARE Culture Survey Provide input into the SHARE upgrade Culture Survey Survey 4/4 Once

Ad hoc Q&A Be available to answer questions as they come up

Funnel questions to the SHARE team if answers unknownFAQs As needed As needed

*Timing of change agent activities are suggested but will be tailored to agency

SMART Meetings

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The SMARTnet will have different meetings at different points in time, the schedule will

look like:

Monthly

Lead

Meetings

SMART

Kick-Off

Monthly

Pro

Webinar

Monthly

Lead

Meetings

Monthly

Lead

Meetings

Monthly

Pro

Webinar

Monthly

Pro

Webinar

Quarterly All-

Hands

Meeting

March April May June July August

Monthly

Lead

Meetings

Monthly

Pro

Webinar

SMARTnet Meeting / Webinar Schedule & Topics

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Schedule and topics for monthly SMART meetings are outlined below and will be

adapted for both SMART Leads and Pro sessions.

Date SMART Meeting Topic Logistics

03/2016

Introduction to SMART

SMART Network Roles and Responsibilities

The Importance of Feedback in the SMART Network

SHARE Upgrade Culture Survey


Activity: Communication Plan Input – Identifying Communication Vehicles

Get SMART: Change Management 101

Location TBD

04/2016

Project Update

Feedback Session

Change Management Plan Input & Culture Update

Activity: Change Management Plan Input – Identifying SHARE Usage

Get SMART: Overview of PeopleSoft 9.2 Features

Activity: Change Management Plan Input – Identifying Training Needs

Location TBD

05/2016

Project Update

Feedback Session

Culture Survey Discussion

Communications Plan Update

Get SMART: Change Readiness 101

Activity: Change Management Plan Input – Identifying Agency Change Readiness

Discussion of effectiveness of the change agent network

Recommendations for continuous improvement

Location TBD

*Schedule and topics of SMART meetings are subject to change based on project needs

SHARE Upgrade Team Approach

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The project team is divided into three workstreams, each of which plays an integral role in

the success of the SHARE upgrade.

Functional

Team

Gather requirements and define system specifications for the upgrade

Role in the SHARE UpgradeTeam

Technical

Team

Configure and build system to execute specific requirements identified by

the functional team

All workstreams incorporate input from stakeholders and SMEs

from agencies statewide.

OCM

Team

Addresses the people element of change during the SHARE Upgrade

through the change agent network, culture, communications, and training

Pre-Upgrade Milestones

We have made significant progress over the past two years:

Up

gra

de

Da

tab

as

e

Up

gra

de

Co

mp

on

en

t

Up

gra

de

Ap

pli

ca

tio

n Upgrade Oracle from 10g to 11g in 2014, a fully supported

version offering improved features/ease of maintenance.

Upgraded to PeopleTools 8.52, a fundamental building block

of SHARE, which includes:

• a comprehensive runtime environment

• development platform

• standards-based integration, admin features

Upgrade SHARE from HCM version 8.9 and FSCM version

8.8 to the current release of 9.2, including:

• Personnel management

• Payroll

• Benefits

• General accounting

Train users to use the new version

Increase standardization among agencies

Provides features to manage the system

Helps reduce required system downtime

Builds on the 11g Oracle upgrade to prepare

for work to complete the 9.2 upgrade

Completes required step for SHARE upgrade

Drives business process standardization

Reduce system customizations

Deploy enhanced functionality

Ease of future maintenance

Adopt standard industry practices

How has this helped us towards our goals?

How has this helped us towards our goals?

How will this help us towards our goals?

Builds out the underlying technical architecture

that enables the SHARE upgrade

Improved internal processes for testing and

planning

Oracle 11g Upgrade – Completed July 2014

PeopleTools 8.52 – Completed April 2015

HCM and FSCM Upgrade – Started Jan 2016

• Purchasing

• Payments

• Vendor Management

• Cash management

• Improved user

interface

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CASH Remediation I & II– To be completed April 2016

CA

SH

Re

m. Redesigned banking structure and reconfigured Accounts

Receivable and Treasury modules

Implemented automated financial solutions and best

practices

Standardized critical cash management processes and

policies across state agencies

Supported achievement of first Book to Bank

reconciliation since SHARE implementation

Improves business processes and reporting

to better account for state funds

Provides insight for large scale system

changes across agencies

How will this help us towards our goals?

25

The SHARE upgrade project encompasses the key activities below:

SHARE Upgrade: What to Expect

High Level Activities for the SHARE Team

The upgrade team provides targeted and relevant communications to keep

the agencies informed.

The upgrade team engages key stakeholders throughout the upgrade.

The upgrade team trains end users on the upgraded system.

The upgrade team identifies and implements standardized and/or new

functionality to best serve needs of agencies statewide.

The upgrade is expected to be completed in 18-24 months.

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Updates to the HCM and FIN applications, such as the examples below, will streamline

job functions, introduce efficiencies, and allow agencies to focus on their mission.

Functional Updates for the SHARE Upgrade

Updated user interface, new features for

managing work queues and how time is

charged

A more intuitive, easier to use application that

saves time for employee/department setup and

reduces payroll errors

Workflow enabled messaging such as

automatic reminders for recurring tasks and

open items (e.g., time approvals)

System reminders that lead to more accurate

and timely employee management and

reporting

Increased user access to view and update

personal information through self-service (e.g.,

contact info, benefits, etc.)

Empowerment of individual employees to

access and update their own work-related

information, saving time for HR personnel

HCM Suite

Financials

Suite

Updated user interface, new features for

managing open items/work queues

A more intuitive, easier to use application.

Decreased need for reports & queries.

More integrated processes (e.g., changes on

PO automatically reflected on Requisition)

Fewer transactions in error. Ability to operate

with increased accuracy and common

accounting and reporting processes

Workflow enabled messaging such as

automatic reminders and tracking of approvals.

System reminders that lead to more accurate

and timely financial accounting and reporting

Upgraded Functionality Expected Benefits

Activity:

Identify Communication Vehicles

Activity: Identify Communication Vehicles

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INSTRUCTIONS: As a group, list the types of communication you use in your agencies

today and the types of communications you see outside of your agency. We will ask each

group to share their results.

What communication

vehicles do your agencies

use now?

What other communication

vehicles exist outside of your

agency?

Group Activity

10 Minutes

Email

ABC Monthly Meetings

XYZ Newsletters

Videos

Podcasts

Blogs


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INSTRUCTIONS: As a group,

1) Place a green post it note next to communication vehicles that would work well to

communicate within your agency about the SHARE upgrade

2) Write why this communication method would work well on the post-it

What communication


use now?

Group Activity

7 Minutes

Email


XYZ Newsletters

Videos

Podcasts

Blogs



agency?


30

INSTRUCTIONS: As a group,

1) Place a red post it note next to communication vehicles that would not work well to

communicate within your agency about the SHARE upgrade

2) Write why this communication method would not work well on the post-it

What communication


use now?

Group Activity

7 Minutes

Email


XYZ Newsletters

Videos

Podcasts

Blogs



agency?

Get SMART:

Change Management 101

When changes are happening around us, we know that there are certain activities we can

and should complete to help support the change efforts. But… What exactly is change

management and who should be involved?

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What is Change Management?

Effective Change Management facilitates people’s movement from a current state to a future state minimizing pain points in the organization and maximizing results.

Change Management consists of processes, tools, and techniques which empower employees to embrace changes within their organization.

All State of New Mexico employees can contribute to change management efforts regardless of their role.

Training Plans and

Curriculum

DevelopmentTraining curriculum design

and development assist in

teaching new skills,

processes and technology

When do you need Change Management?

Process To support the new

business processes that

accompany large-scale

organizational

transformations

Communication Plans

and Execution Communication plans help

share the new leadership,

technology, and process

changes associated with a

business transformation

Technology

To support the changing

requirements associated with

large technology adoptions such

as a large system implementation

Change Agent Network Change agents need to be

molded and informed of

desired behaviors to help

prepare staff for their role(s)

when large scale

transformations occur

Change Facilitators

People

To support the changing

roles, responsibilities or skills

needed to enable employees

to use the new features of

processes associated with

the upgrade

Alignment

Organizational alignment

is one of the first project

activities to happen,

ensuring leadership has

the same project vision

and goals

Acceptance of the

SHARE Upgrade

Awareness of the

SHARE Upgrade

Understanding of

the SHARE

Upgrade

Commitment to the

SHARE Upgrade

SMARTnet’s role in Change Management

Acceptance of the

SHARE Upgrade

Awareness of the

SHARE Upgrade

Understanding of

the SHARE

Upgrade

Commitment to the

SHARE Upgrade Everyone adapts to change, but

some people adapt more quickly,

and that’s okay

The SMART Network helps

state employees adapt to

change by providing the tools

needed to move along the

path

Change Management’s goal is to help employees adapt to change along their

journey through a transition

Next Steps

Talk to at least five people in your agency and ask:

1. What benefits do users expect to get from the SHARE upgrade?

2. What challenges are users currently experiencing with SHARE in your

agencies?

Find out what distribution lists exist (HCM users, FIN users, etc.) for your agency and

what the process is to access and send out future communications

Based on roles and responsibilities you heard today,

coordinate with the rest of your SMART team to

identify your agency’s best point of contact

for the SMARTnet

SMART Homework

Send your results to [email protected] by Thursday, April 14th

SMARTnet

Next Steps

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SHARE Upgrade Culture Survey 4/4/16

SMART Homework Due 4/14/16

Next SMART Meeting End of April

Next SMART Webinar End of April

Questions?

For more questions visit the SHARE Website: share.state.nm.us

SMART Resources

Meetings

In person kick-off, March 2016

Monthly SMART meetings

Monthly SMARTpro webinars

E-Mail

Communication materials will be produced throughout the periods in

between each monthly update to inform staff and keep the network engaged

SHARE Website: share.state.nm.us

SMARTkit (on the SHARE website, coming soon!)

SMARTnet contact list

Email templates for key messages and communication (as needed)

Project status and project update content

Materials from SMARTnet kick-off

SMART Network

Peer-to-peer communication among the network

Monthly feedback from SMARTnet will be used to modify the training strategy, send out additional

communications and to create agendas for future meetings.

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SMARTpro Communication Methods

You… …need to get more involved

if…

… are doing OK if… … are being an excellent

Agent of change if…

Communicate• the upgrade and timeline for

change

• that change is not optional

• why you are championing the

upgrade

• what the upgrade means to

your process area

• you cannot explain the

upgrade or benefits to your

team

• you have not talked about the

upgrade with your team in the

past month

• you have reviewed key

information with your team

within the last two weeks

• you and your team can

articulate the upgrade and

benefits

• you volunteer to present an

upgrade update at key

meetings

• you reach out to other leads to

make sure you are aligned

• you check-in with your team

regularly (once per week or

more) to make sure there are

no open questions

Do• help set priorities for upgrade

activities

• consistently participate in

meetings to stay current on

upgrade status

• show support and “walk the

talk”

• you do not know what needs to

be done to support the change

• you only talk about the

upgrade when someone asks

you a question

• you monitor upgrade progress,

remove barriers and provide

regular updates to your team

on priorities and resource

requirements

• you actively provide support to

your group ensuring that

resource needs are met and

progress is being made

• there is no doubt in your mind

that your team is committed to

the change

• you proactively allocate

resources, remove barriers,

provide feedback and

recommendations to the

SHARE upgrade team

• you others ask you for advice

on what you are doing

Reinforce• recognize and acknowledge

the contributions of others

• coach your team members and

hold them accountable for

sustaining the change after

rollout

• your team members are not

clear on what they are

accountable for or what to

expect for the next 30-90 days

• you have not (or do not

regularly) recognized members

of your team for

participation/involvement

• your team members know

what they are accountable for

and what to expect for the next

30-90 days

• you regularly recognize

members of your team for their

contributions

• you regularly provide timely

recognition for contributions

• you have helped team

members align their

performance goals with the

goals of the upgrade

SMARTpro Effectiveness Evaluation Guide

This guide can be used to help the SMARTpros evaluate their effectiveness at carrying

out their role.

FAQs

42

Q: What does SMART stand for?

A: SHARE Agency Readiness and Training

Q: What is the SMART Network?

A: SMART is a network of agency employees outside of the project team who foster

targeted communications to employees and help integrate the SHARE upgrade with the

state agencies to strengthen ownership.

Q: What is my role as a SMART Professional?

A: As a SMARTpro, you will serve as a liaison between your agency and the project team

by listening, communicating, and supporting the SHARE upgrade.

Q: How often will we have SMARTnet meetings?

A: Monthly – you will receive calendar invitations for the upcoming meetings.

Q: As a SMARTpro, am I representative of my agency or of the SHARE project

team?

A: Both – as a SMARTpro you facilitate two-way communication between the project

team and your agency. You are responsible for providing feedback from your agency,

and for communicating project messages to your agency.

FAQs (con’t)

43

Q: How will I know what information to communicate to my agency?

A: The SHARE upgrade team will share all necessary information with you through

monthly SMART meetings and targeted communications.

Q: What is the time commitment for a SMARTpro?

A: SMARTpros time commitment depends on your agency and the phase of the project,

but generally will be around 10-12 hours per month.

Q: How do I share feedback that I have collected from my agency?

A: You can share feedback through the monthly SMART meetings or through our SHARE

website.

Q: Where do I go for more questions related to the SHARE upgrade and SMART?

A: More information can be found at share.state.nm.us. Additionally, email

[email protected] with questions.

mailto:[email protected]

meet your fellow change agents! - share.state.nm.usshare.state.nm.us/files/share smart team...

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