So You’ve Decided to Implement –

So You’ve Decided to Implement – What’s Next? • Brenda Sprite, MLIR, PMP, CSM and Founder • Organizational Change Leadership Practice

Welcome and Introductions • So, tell me about yourselves …

Objectives • What’s in this session for you? • Recognize what organizations should and should not do • Understand what project management is and where you can get it • Describe who does what • Realize the importance of evaluating business processes • Avoid building a perfect system that no one uses

Objectives • Oh! And … keep you from looking like this …

Greatest Contributors to Success • The Survey Says … • 1. Active and visible executive sponsorship • 2. Frequent and open communication about the change • 3. Structuredchange management approach • 4. Dedicatedchange management resources • 5. Employee engagement and participation • 6. Engagement with and support from middle management Prosci Best Practices in Change Management 2011 Survey

Top Ten List • Here is the Top Ten List of things to do next … • In order of importance • Based on a composite persona of multiple projects and software installations across many colleges and universities • From the perspective of a seasoned organizational change and project management integration partner who “gets” higher education

Next Step #10 Begin Data Conversion Early

Next Step #10 • Begin Data Conversion Early • Designate a Data Steward to own data conversion • Develop a strategy for history data • Review existing data as soon as the project begins (or sooner!) • Assess the risks/benefits of using a data conversion tool • Define a data validationprocess • Plan on data conversion taking longer than you ever thought possible

Next Step #9 Determine Level of Process versus System Changes

Next Step #9 • Determine Level of System vs. Process Changes Adapt business processes to fit software Adapt software to fit business processes BALANCE = Transformation

Next Step #8 Practice Strong Scope Management

Next Step #8 • Practice Strong Scope Management • Vision • Scope • Implement Strategically Macro Scope Control • Statement of Scope • Reassess Scope after Design • Formal change process Micro Expanding scope is one of the main causes for failure!

Next Step #7 Practice Strong Project Management

Next Step #7 • Practice Strong Project Management Decision #1: Waterfall vs. Agile? Decision #2: In-house PMO vs. Project Management Vendor? • What do you want to fix • What do you want to accomplish • What does successlook like? • The clearer you can describe what you want, the more likely you are to get it!

Next Step #6 Require Timely Issue Resolution

Next Step #6 • Require Timely Issue Resolution • Establish a formal Project Office • Dedicate a full-time Project Manager • Project Team resolves issues in 2-3 business days • Executive Sponsors resolve escalated issues in 5-7 business days • Redis not always bad and green is not always good Bad news is not like fine wine … … It does not get better with age!

Next Step #5 Integrate Project Management and Organizational Change Management

Next Step #5 • Integrate PM and OCM • What is Organizational Change Management? • Five dimensions of integration • The “fluffy” stuff is always the first to go … • … And your ROI leaves with it • Projects with excellent OCM effectiveness were: • - 95% more likely to meet objectives • - 75% more likely to stay on or ahead of schedule • - 82% more likely to stay on or under budget Prosci Best Practices in Change Management 2011 Survey

Next Step #4 Define and Communicate Roles

Next Step #4 • Define and Communicate Roles • Organizational Roles • Sponsors • Stakeholders • Vendor • Client • Business Users • Central Office Users • Faculty • Students • ProjectRoles • Project Management Office • Functional • Technical • System Operations/Infrastructure • Organizational Change Management • System Governance Roles • Executive Steering Committee • Change Control Board

Next Step #3 Emphasize the High Priority of the Project

Next Step #3 • Emphasize High Priority of Project Actively and visibly engaged Comprised of BEST resources Represent all levels • This is the toughest thing for a university to make happen!

Next Step #2 Communicate Early, Often and Accurately

Next Step #2 • Communicate Early, Often and Accurately • Second greatest contributor to success is frequent and open communicationabout the change* • The right message delivered by the right sender at the right time • Early creation of project branding, websites and email address • Feedback loops Prosci Best Practices in Change Management 2011 Survey

Next Step #1

Next Step #1 • Active and Continuous Executive Sponsorship • Greatest obstacle to success is ineffective sponsorship* • Identify and confirm sponsors as early as possible • Conduct Sponsors Workshop to educate sponsors on key activities: • Providing continuous feedback about business strategy changes • Maintaining executive visibility through ongoing communications and participation in project events • Actively and constantly championing for project success • Timely resolution of critical business decisions • Maintain regular opportunities for two-way dialogue with Executive Sponsors Prosci Best Practices in Change Management 2011 Survey

The Top Ten in Review Active and continuous executive sponsorship Communicate early, often and accurately Emphasize the high priority of the project Define and communicate roles Integrate project and organizational change management Require timely issue resolution Practice strong project management Practice strong scope management Determine level of process vs. system changes Begin data conversion early

Putting It All Together • Wanted: Ah-Ha Moments! • Recognize what organizations should and should not do • Understand what project management is and where you can get it • Describe who does what • Realize the importance of evaluating business process • Avoid building a perfect system that no one uses

Questions • What’s on your mind?

Contact Information • Do you want to talk more? • Brenda Sprite • Email: bsprite@navmp.com • Mobile: (517) – 282-7042

So You’ve Decided to Implement –