CCMP Process Group #3: Develop the Change Management Plan

Stakeholder Engagement Plan Outlines

Activities and metrics that will be established to ensure stakeholders can make the changes required or complete the steps that will help make change successful in an organization

Monitoring Performance and Adherence to Deliverables Enables...

Adjustments of the plan in response to performance

Communications Plan Includes Messaging that Addresses...

Case for Change, How the change aligns with the organizational strategy, Why the change is occurring, Intended outcomes, Benefits of the change, and Risks or consequences of a failed effort

Measurement & Benefit Realization - Inputs

Change Definition, Change Goals & Objectives, Measurement & Benefit Realization Strategy, and Vision Statement

Review & Approve the Change Plan with Project Leadership - Output

Change Management Plan

Review & Approve the Change Plan with Project Leadership - Inputs

Change Management Plan and Project Management Plan

Integration of the Project Management Plan and Change Management Plan - Inputs

Change Management Plan, Charter & Documentation, and Project Schedule & Plan

Resource Plan - Inputs

Change Management Resources & Roles, Change Resources Inventory, Communications Strategy, Learning & Development Strategy, and Procurement Guidelines & Policies

Stakeholder Engagement Plan - Inputs

Change Risk Assessment, Communications Strategy, Sponsorship Strategy, Stakeholder Analysis, and Stakeholder Engagement Strategy

Communications Plan - Inputs

Charter & Communications, Communications Strategy, Current Communications Channels/Tools/Methods, Key Messages, Learning & Development Strategy, Project Schedule & Plan, Sponsorship Strategy, Stakeholder Analysis, Stakeholder Engagement Strategy, and Transition Strategy

Feedback Mechanisms

Collect formal feedback, Enable the team to develop responses, and Monitor the effectiveness of the Change Management Plan

Feedback Components

Comes from a variety of sources, should be collected frequently and scheduled for appropriate intervals for the purpose of data comparisons, data collected is to be shared with Project Leadership and incorporated into the planning of future change management activities

Change Management Plan Should Reflect & Consider the Complexity of the Change Effort...

Goals and Objectives and Outcomes from the change impact and organizational readiness work, steps to address the change and by whom, how to facilitate the change effort, how the change management effort will be implemented, transitioned and sustained, dependencies of the change plan activities, and assumptions, issues and risks

Timing

Defines the schedule for communication activities, ensures the timeliness of communications and prevents communication overlap from multiple stakeholders, reviewing non-project communications against the change communication plan can avoid saturation

Outcomes

Defines what the audience should know, think and do because of communication actions (informational and required to drive behaviors)

Sponsorship Plan Components

Definition of specific responsibilities for leaders / sponsors, agreement by leaders / sponsors regarding their responsibilities (including how they will work with others engaged in the change activity), and learning & development plan for leaders / sponsors

Examples of Communication Channels

Email, Social Media, Town Halls, Webinars, Meetings, Intranets, Collaboration Sites, Videos, Newsletters, Posters, and Digital Signage

Sustainability Plan - Ownership

Ensures sustained ownership of the change through the ongoing transfer of experience and knowledge

Financial Resources Plan Components

Ensures the costs of all resources supporting the change effort are appropriately budgeted for and approved in the overall project plan

Integration Dimension - Objectives & Outcomes

Establish and integrate change management objectives regarding adoption and usage into overall project plan objectives

Integration Dimension - Methodology & Plan

Follow a structured methodology aligns with the overall project management methodology

Report Template

For reporting measurement results at defined intervals

Tactics in the Stakeholder Engagement Plan

Formal, two-way and informal communication, learning and development, training, discovery activities, rewards, recognition, reinforcement, and consequences

Communications Plan Defines, Includes and Outlines the Following...

Internal and External audiences, information and feedback requirements, specific communication activities and events, all of the actions needed to build awareness of the change, and what is expected from people affected by the change

Learning and Development Components

Learning Groups, Learning Curriculum, Skills Inventory, Gap Analysis, Ongoing Learning Tools, Learning Delivery Plan, and Learning Evaluation and Optimization Plan

Learning and Development - Inputs

Learning Needs Assessment, Learning and Development Strategy, and Stakeholder Analysis

Integration Dimension - Tools & Resources

Leverage common tools (communications plan, risk assessment, mitigation plans, and resource plan) across both disciplines for a holistic approach

Sustainability Plan - Continuous Improvement

Mechanisms for responding to changing requirements and implementing improvements

Sustainability Plan Defines the...

Mechanisms that will be used to anchor and embed the change once it's implemented and is determined to be effective

Stakeholder Engagement Plan are Updated and Adjusted Based On...

Metrics measuring the effectiveness of the activities

Monitoring & Feedback

Monitoring and adjusting the communications plan ensures continued effectiveness to achieve the expected benefits of the change effort

Learning and Development Plan Identifies...

Knowledge gaps and learning needs of those affected by the change

Learning and Development Plan Provides...

A course of action to develop and prepare end-users with new knowledge and skills to adopt the change successfully

Resources Plan Identifies How to...

Acquire resources and a timeline for resource utilization

Change Management Documents

Actions, Timelines and Resources needed to deliver the change

Integration Dimension - Roles & Responsibilities

Define the relationship and clarify the responsibilities to the overall project team, collaborative partnership should be established to maximize a successful outcome of the overall effort

Collaboration with Project Leadership is Essential to...

Avoid disruption of effort, Align work plans, and Increase stakeholder awareness

Sponsorship Plan Builds...

Awareness

Feedback Mechanisms to Monitor Performance to Plan - Inputs

Communications Plan, Learning & Development Plan, Measurement & Benefit Realization Plan, Project Schedule & Plan, and Stakeholder Engagement Plan

Feedback Mechanisms to Monitor Performance to Plan - Outputs

Communications Plan, Learning & Development Plan, Measurement & Benefit Realization Plan, and Stakeholder Engagement Plan

Sustainability Plan Components

Communications, Metrics Tracking, Performance Management, Rewards & Recognition, Sustaining Ownership, and Continuous Improvement

Sponsorship Plan Defines Leader/Sponsor...

Core responsibilities in the change management activity

Stakeholder Analysis Identifies Gaps Between...

Current State of a stakeholder or stakeholder group and the future state

Measurement & Benefit Realization Plan Should Include...

Current baseline performance on key objectives and goals

Key Messages

Describes the words and visuals that will drive achievement of the intended communication goal for each unique stakeholder group

Stakeholder Engagement Plan Include Activities Designed to...

Drive the behavior of stakeholders, enable stakeholder to customize & personalize their behavior and messaging, activities and their timing are driven by factors, and should align with Sponsorship Plans

Sustainability Plan Questions to Consider

How should organizational achievements reinforcing the change be commemorated? What behaviors should be observed and measured on a regular basis? What results should be observed and measured on a regular basis? What metrics should be used for measuring behaviors and results? What criteria should be used to allocate rewards & promotion? What mechanisms should be used for training, coaching and role modelling? What processes and procedures should be in place to ensure sustained ownership of the change? What continuous improvement mechanisms will address low adoption rates?

Change Management Plan Defines...

How, the series of component plans that defines the scope of the change effort, and how it will be undertaken, controlled and monitored

Resource Plan Defines the Following...

Human, Financial, Informational, and Physical resources needed to implement the expected benefits of the change effort

Costs and Resources

Identifies resources and associated costs needed to produce and distribute the communications, costs should be integrated into the overall project budget

Reviewers & Approvers

Identifies the individuals that need to review and approve the plan

Communication Channels

Identifies the specific ways that information is distributed to and received back from stakeholder audiences

Sponsorship Plan Defines How to...

Identify, develop and strengthen the competencies required to lead / sponsor a change initiative

Physical Resources Plan Components

Internal Resources or External Vendors who provide hardware, software, and other technical infrastructure (facilities, workspace, furniture, or other physical needs for accomplishing the initiative goals)

Sustainability Plan - Rewards & Recognition

Intrinsic & extrinsic incentives to reinforce desired behaviors & attitudes

Sustainability Plan - Metrics & Tracking

Ongoing measurement and results reporting to track progress and ensure sustained results

Factors to Consider When Designing Stakeholder Engagement Activities

Organizational culture, other change initiatives affecting stakeholders, activities that will get and keep a stakeholder's attention, stakeholder needs, and specific engagement required for successful change to occur in a stakeholder or group

Integration of Project Management and Change Management - Common Structures

PM and CM professionals functioning as peers and aligning their activities, and Change Management as part of the Project Team with its own workstream

Sustainability Plan - Communications

Persuasive communication and socialization of the change, rites of parting and enhancement

Sustainability Plan - Performance Management

Process for observing and objectively measuring desired behaviors & attitudes

Measurement & Benefits Realization Plan Defines the Following...

Processes and actions to monitor / track progress of the project's key performance indicators and expected benefits

Measurement & Benefits Realization Plan Align to...

Project Charter and Strategic Plan

Sustainability Plan - Inputs

Resource Plan and Status Reports & Benefit Gap Analysis

Change Management Plan Components Include...

Resource Plan, Sponsorship Plan, Stakeholder Engagement Plan, Communications Plan, Impact Assessment and Readiness Plan, Learning & Development Plan, Measurement & Benefit Realization Plan, and Sustainability Plan

Integration Dimensions to Ensure Stakeholders in the Organization Align Efforts to Facilitate Adoption of the Change

Roles and Responsibilities, Methodolody and Plan, Tools and Resources, Objectives and Outcomes, and Risks

Measurement & Benefit Realization Plan Components

Schedule of measurement activities, a report template, and measurement results

Target Audiences

Segments stakeholder audiences according to demographics, outcomes and roles stakeholder groups may have in change effort

Learning and Development Design & Delivery

Should be continually assessed and adjusted as needed to ensure continued effectiveness to achieve the expected benefits of the change effort

Integration Dimension - Risks

Specifically related to stakeholders (resistance risks), responsibility for tracking and mitigating risks should be determined early in the project

Frequency

Specifies the number of ties key messages will be communicated in selected channels; most require a high frequency of messages

Sponsorship Plan - Inputs

Sponsor Alignment Assessment, Sponsor Assessment, Sponsorship Strategy, and Stakeholder Analysis

Other Leaders and Change Team Communicates Directly to...

Stakeholder groups for tactical communications

Audience

Stakeholders directly impacted and those not impacted but need to be aware of the change

Sender

Strategic communications should come from organizational leadership or other key leaders to ensure maximum impact

Communications Plan Components

Target Audiences, Outcomes, Sender, Key Messages, Commnunication Channels, Frequency, Timing, Costs and Resources, Reviewers & Approvers, Monitoring & Feedback

Change Management Lead will Monitor...

The Change Management Plan to ensure alignment with the project and communicate updates to the appropriate team members

Relationship Between Change Management and Project Management is Highly Dependent On...

The nature of the project / program

Stakeholder Engagement Plan Activities are Designed to Address

The outcomes of the Stakeholder Analysis

Change Sponsor Communicates the Following...

Topics that define the change

Human Resources Plan Components

Type of labor needed to support the change management effort, roles and responsibilities for each type of labor, executive support/sponsor driving the change, change management lead/practitioner providing support and participating on the change management team, skills and capabilities must be defined, gap analysis to determine if the skills required exist in the organization and can be filled by a stakeholder or a third party, staffing plan assigns roles and individuals to specific change management tasks

Schedule of Measurement Activities

Type, frequency, how conducted, and by whom

Sponsorship Plan Establishes...

Understanding

Questions to Consider and Respond When Developing a Change Management Plan

What mechanisms will be used to ensure the workforce has or acquires the required skills and competencies? Will technology components be required to facilitate the transition? How will they be incorporated? How will the workforce adjustment logistics be managed? What mechanisms will be used to ensure the necessary behaviors and attitudes have been adopted? How will progress be monitored?