Project Management Change Management Communications Training

1. Project ManagementChange Management Communications Training Anne Rzegocki, MBA, MBB EMD Millipore Division of Merck KGaA, Darmstadt, Germany • iaap • GNED 2014 Education Forum

2. EMD Millipore Headquartered in Billerica, MA A division of Merck KGaA., the oldest pharmaceutical and chemical company in the world - dates back to 1668 60,000 products 75,000 employees worldwide Top 3 supplier of tools to the life science industry • Offers solutions that enable scientists to conduct life science research easily, efficiently and economically. • Offering a broad spectrum of proven tools and technologies dedicated to helping customers succeed in the research, development and production of biotechnology and pharmaceutical drug therapies. iaap GNED 2014 Education Forum

3. Project Management Within EMD Millipore The Project Management Program Office governs SAP harmonization projects in a coordinated and effective way, using proven Project Management Methodology BRIDGE combines the harmonization of business processes, master data and ERP systems to achieve… “One company, one way of working” iaap GNED 2014 Education Forum

4. Project Management Methodology Sponsorship & Change Management • Management sponsoring the project and transporting the message into the local organization and preparing organizations for the upcoming changes. • Management and key users actively creating the future business processes for the whole organization when defining requirements - the project uses team members with a wide process and organization know-how. Planning & Execution Hyper-care& Lessons Learned • Complete support to stabilize new processes and to ensure users are adequately trained to perform business as usual. iaap GNED 2014 Education Forum

5. Sponsorship and Change ManagementRoles and Responsibilities Strategic Level - Defining and implementing a change concept to guarantee the long-term survivability of an organization. Working with top management to ensure full support of project activities • Tactical Level - Interacting with all stakeholders directly or indirectly affected by the changes. Understanding what and when changes will be deployed Operational Level – Execute the change concept throughout the organization by means of Communication, Training, and Risk Management 5 iaap GNED 2014 Education Forum

6. Phases of Transition & Example of Activities Everybody goes through a transition, regardless if the change is considered to be positive or negative Uncertainty Commitment Ending Transition Zone New Beginning Key User Training Key Change Impact Assessment & Business Preparedness Kick-off meetings Process Verification Pilot Walk- through GO-LIVE Project Kick-off Team Member Onboarding Readiness Check Business Preparedness Workshop Process/Data Testing End User Training Training preparation Skepticism Exploration Awareness, Communication Planning Knowledge Transfer, Training, Lessons Learned Information Forums, Workshops, Stakeholder Management 6 iaap GNED 2014 Education Forum

7. Change Management Pillars House of Change Management Awareness / Mobilization/Business Preparedness & Business Continuity Knowledge Transfer & Training HR & Organization Communication • Development / adaptation of global Training Concepts • Coordination of training for organization including project on-boarding • Identification of Local Chg Managers and Training Coordinator • Coordination of end user training incl. assessment • Providing Global Training Material on Training Library • Support in team member selection and mobilization • Development of HR framework for project team • Coordination of job description update • Support for organizational changes • Coaching / Team Development Process • Development/ adaptation of global Chg Mgmt concepts • Implementation of Chg Mgmt plan • Stakeholder Analysis and Management • Workshops to involve and mobilize organization • Change Impact Assessment & Business Preparedness • Risk Assessments • Communication analysis • Development of Communication plan • Implementation and coordination of Communication activities, levering multi media tools e.g. Newsletter, Intranet, Company Chat, Social Media • Target group specific presentations • Team meetings, status updates, etc… iaap GNED 2014 Education Forum

8. Supporting the First Pillar in the House of Change Management • Help create awareness and prepare the organization by providing the Project Management Office with the best support system for both the project team and key stakeholders. Create a virtual project space (like Share Point or a share drive) to house project documentation – maintaining a central location for project document can be instrumental in project transparency & on-boarding activities, especially if it’s virtual Keep a current list of all team meetings – including participants, schedule, meeting purpose/objective, & where minutes are housed Develop templates for consistent “look & feel” for presentations – helps to ‘brand’ the project Organize a contact list of key stakeholders - keep it current! Create distribution lists by stakeholder category – check with the Project Manager to understand how communications will be sent out Maintain the project status dashboard – you’ll quickly know who the key stakeholders are Awareness / Mobilization/Business Preparedness & Business Continuity iaap GNED 2014 Education Forum

9. Supporting the Second Pillar in the House of Change Management • Knowledge Transfer and Training is directly link to a project’s success rate, supporting the Project Management Office will prove to be invaluable to the project team! Provide a strategic approach to work shop and/or training logistics – providing a proactive approach to room reservations and other logistics will remove risk for knowledge transfer Keep a current list of students – make it easy to generate student invitations and rosters Help track work shop/training attendees – develop a way to track attendees by course, this is usually a Quality requirement for certification Create a workshop/training checklist - make things easy to repeat when they are successful by adding to the list. You’ll always come out a star due to attention to small details! Send work shop agendas and training information in advance – participants feel more comfortable when they have advanced notice of the event Provide a way to gather participant feedback - whether it is a survey or a self-assessment feedback is needed to improve participant experience Add to the participant experience - add an information section in regular team communications on training news/upcoming events Knowledge Transfer & Training iaap GNED 2014 Education Forum

10. Supporting the Third & Fourth Pillar in the House of Change Management Communication is the life blood of any project. Anything you can do to optimize methods and a reach a broader audience, helps! • Human Resource and company organizations are the most sensitive in most projects and can cause the most conflict Publish the project Newsletter – you’d be surprise how much you’ll learn about the project, include a snapshot of the project task schedule to anticipate upcoming events! Maintain a communications calendar - include when, whom and what was and what will be communicated Archive all project communication pieces – post-project, project communication can be used in assessing project success and lessons learned Keep a current list of team members and their managers – make it the master project list Maintain the master project team list - designate team members by role and note any special designation, helping to identify them for potential award opportunity or other project requiremetns HR & Organization Communication iaap GNED 2014 Education Forum

11. Administrative Support is Essential in Successful Project Management Key Stakeholders and Customers will notice your work! Supporting Project Managers allows them to focus on the project tasks and content The foundation and strength of any project With comprehensive support, projects have a much greater chance of success! iaap GNED 2014 Education Forum

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