1.1.1A Change Management Work-stream

Phase / Activity / Medium / Audience/ Participants / Deliverable
Project Preparation / Change Readiness Assessment
Review change readiness assessment / Document review / N/A / Updated change readiness assessment
Identify & interview key stakeholders / Structured interviews
Review existing interview notes / Key stakeholders / Change management plan
Project Team Formation
Develop selection criteria and identify candidates for selection / Workshop / List of potential candidates
Approach managers for release of candidates / Meetings / Directors/ GMs / Released candidates
Recruit into team / Selection interviews / Potential team members / Team members
Develop and deliver team training for Project Preparation phase / Training workshop / Team members / Trained team
Knowledge and Capability Transfer
Determine readiness for transfer and preferred approaches / Workshop
Focus groups / All finance users / Knowledge and capability transfer plan
Leadership Alignment
Develop benefit statements and communicate to leaders / Interviews
Workshops / Directors / GMs / process owners / Senior management support
Communications
Develop initial messages and communication / Workshop / Sponsor and project team / Initial message
Develop communications plan / Workshop / Sponsor and project team / Communications plan
Communications as per plan / Agreed communication channel / XX Staff / Ongoing communications
Phase / Activity / Medium / Audience/ Participants / Deliverable
Business Blueprint / Change Readiness Assessment
Update Change management plan / Workshop / Sponsor / Project team / Updated change management plan
Project Team
Exit / Recruit into team / Selection interviews / Potential team members / Team members
Develop and deliver team training for Business Blueprint phase / Training workshop / Team members / Trained team
Knowledge and Capability Transfer
Create individual knowledge transfer plans / Workshop
Focus groups / Individual knowledge and capability transfer plan
Leadership Action
Develop leadership Action plans / Interviews
Workshops / Directors / GMs / process owners / Senior management actions to support project
Communications
Update communications plan / Workshop / Sponsor and project team / Updated communications plan
Communications as per plan / Agreed communication channel / XX Staff / Ongoing communications
New Workplace and Job Skills Identification
Conduct As- Is job analysis / Interviews with job holders / Key finance users / As –is roles
Review new business process requirements / Process by process workshops / Key finance users / New jobs and skills identified
Re-design job roles to meet new process requirements / Process team workshops / Process owners / process teams / To –be roles and skill sets
Skills gap analysis / Process team workshops / Process owners / process teams / Skills gaps to be filled
Organisation Structure & Infrastructure
Fine tune organisation structure to-be model / Process team workshops / Directors / GMs / process owners / To –be organisation structures
Phase / Activity / Medium / Audience/ Participants / Deliverable
Realization / Change Readiness Assessment
Update Change management plan / Workshop / Sponsor / Project team / Updated change management plan
Project Team
Exit / Recruit into team / Selection interviews / Potential team members / Team members
Develop and deliver team training for Realization phase / Training workshop / Team members / Trained team
Knowledge and Capability Transfer
Update individual knowledge transfer plans / Workshop
Focus groups / Key finance users / Individual knowledge and capability transfer plan
Monitor progress / Plan reviews / Key finance users / Progress reports
Leadership Action
Implement leadership Action plans / Interviews
Workshops / Directors / GMs / process owners / Senior management Actions to support project
Communications
Update communications plan / Workshop / Sponsor and project team / Updated communications plan
Communications as per plan / Agreed communication channel / XX Staff / Ongoing communications
New Workplace and Job Skills
Create position descriptions for all jobs / Process team workshops / All finance staff / Position descriptions
Skills gap analysis / Process team workshops / Process owners / process teams / Skills gaps to be filled
Organisation Structure & Infrastructure
Finalise organisation structure / Process team workshops / Directors / GMs / process owners / Finalised organisation structures
Develop transition plans to new structure / Process team workshops / Directors / GMs / process owners / Transition plan
Align HR Function with transition plan requirements / Process team
HR Function / HR Function / HR aligned and supportive of transition plans
Phase / Activity / Medium / Audience/ Participants / Deliverable
Final Preparation / Change Readiness Assessment
Update Change management plan / Workshop / Sponsor / Project team / Updated change management plan
Project Team
Exit / Recruit into team / Selection interviews / Potential team members / Team members
Develop and deliver team training for Final Preparation phase / Training workshop / Team members / Trained team
Knowledge and Capability Transfer
Update individual knowledge transfer plans / Workshop
Focus groups / Key finance users / Individual knowledge and capability transfer plan
Monitor progress / Plan reviews / Key finance users / Progress reports
Complete Knowledge acquisition contracts / Contracts sign off / Key finance users
Project team / Agreed knowledge transfer to users
Leadership Action
Implement leadership Action plans / Interviews
Workshops / Directors / GMs / process owners / Senior management Actions to support project
Communications
Update communications plan / Workshop / Sponsor and project team / Updated communications plan
Communications as per plan / Agreed communication channel / XX Staff / Ongoing communications
New Workplace and Job Positions
Fill job positions / HR function/
Process team workshops / All finance staff / Filled positions
Organisation Structure & Infrastructure
Implement new structures / HR
Process team / Directors / GMs / process owners / finance staff / Implemented organisation structures
HR Function support for implementation / Process team
HR Function
HR processes / HR Function / HR support for implementation
Phase / Activity / Medium / Audience/ Participants / Deliverable
Go Live and Support / Change Readiness Assessment
Update Change management plan / Workshop / Sponsor / Project team / Updated change management plan
Project Team
Exit / Recruit into team / Selection / exit interviews / Potential team members / Team members transitioned to and from team
Develop and deliver team training for Go Live and Support phase / Training workshop / Team members / Trained team
Knowledge and Capability Transfer
Update individual knowledge transfer plans / Workshop
Focus groups / Key finance users / Individual knowledge and capability transfer plan
Monitor progress / Plan reviews / Key finance users / Progress reports
Complete Knowledge Acquisition contracts / Contracts sign off / Key finance users
Project team / Agreed knowledge transfer to users
Leadership Action
Implement leadership Action plans / Interviews
Workshops / Directors / GMs / process owners / Senior management Actions to support project
Communications
Update communications plan / Workshop / Sponsor and project team / Updated communications plan
Communications as per plan / Agreed communication channel / XX Staff / Ongoing communications
New Workplace and Job Positions
Fill job positions / HR function/
Process team workshops / All finance staff / Filled positions
Process team workshops / Process owners / process teams / Skills gaps to be filled
Organisation Structure & Infrastructure
Implement new structures / HR
Process team / Directors / GMs / process owners / finance staff / Implemented organisation structures
HR Function support for implementation / Process team
HR Function
HR processes / HR Function / HR support for implementation
Phase / Activity / Medium / Audience/ Participants / Deliverable
Continuous Change / Project Team
Transition team members into finance structure / Exit interviews / Team members / Team members transitioned out
Knowledge and Capability Transfer
Update individual knowledge transfer plans / Workshop
Focus groups / Key finance users / Individual knowledge and capability transfer plan
Monitor progress / Plan reviews / Key finance users / Progress reports
Leadership Action
Implement leadership Action plans / Interviews
Workshops / Directors / GMs / process owners / Senior management Actions to support project
Communications
Update communications plan / Workshop / Sponsor and project team / Updated communications plan
Communications as per plan / Agreed communication channel / XX Staff / Ongoing communications
New WorkplXXe and Job Positions
Fill job positions / HR function/
Process team workshops / All finance staff / Filled positions
Review job / skill fits and adjust / HR function / All finance staff / Tuned positions
Organisation Structure & Infrastructure
Review new structures / HR function / Directors / GMs / process owners / finance staff / Tuned organisation structures
HR Function support for post implementation / HR Function
HR processes / HR Function / HR support for post implementation

1.1.2Change Management Resource

The proposed plan assumes the following level of resource. These levels would be re-planned as part of the Project Preparation Phase. There is a front-end loading of resource into the project preparation phase to enable detailed scoping and planning of Change Management effort.

Resource / Source / Project Preparation / Balance of Project / Total Project
Change Management Consultant / Co XXY / 16 / 54 / 70
Communications Support / Co XXY / 1 / 6 / 7
HR Support / Co YYY / 8 / 49 / 57
Quality Assurance / Co YYY / 1 / 3 / 4

1.2Business Process Reengineering

1.2.1 Finance Business Process Reengineering Requirements

The requirements for an XXceleratedSAP implementation relevant to reengineering are:

Minimal reengineering or SAP modification requirements

Agreement to banish scope creep

Focus on Performance Improvement

XXXX have assessed the impact of these requirements for YYY as follows:

1.2.1.1Minimal reengineering or SAP system modification requirements

The Finance function has reengineered its core processes and has established models of shared services and centres of excellence. Process management concepts have been introduced and process owners established. Business rules have been developed and process benchmarks defined. There is still reengineering at a detail level to be done but this should be possible as part of the matching of process to SAP functionality. The organisation structure of Finance has been determined so fine-tuning only is anticipated. Likely staff numbers have not been announced and staff reductions have been contemplated. Consequently a minimal approach to reengineering can be taken but it is wise to include in the scope of work resources and time to review previous reengineering outputs and develop and select business process options from standard SAP processes. The achievement of productivity gains through process streamlining and staff role and resource level changes is dependent of the success of the reengineering work.

1.2.1.2Agreement to banish scope creep

The SAP modules to be implemented are well defined and XXX is comfortable that they meet the Project requirements. The Finance function structure is clear and process ownership established except for procurement. Consequently scope creep should be minimal.

1.2.1.3Focus on Performance Improvement

The focus is on implementing improved finance processes and structures to achieve performance gains as opposed to putting in a new finance system. This requires a wider and potentially more resource intensive approach to deliver benefits.

Based on the above factors we have tailored the following Reengineering approach and plan to reflect these requirements as they relate to YYY.

This plan is the basis from which a detailed plan for the whole implementation is prepared during the first phase, Project Preparation.

1.2.2Reengineering activities and Deliverables

Phase / Activity / Medium / Audience/ Participants / Deliverable
Project Preparation / Reengineering Review
Review existing reengineering work, process by process / Document review / Process owners / Validated reengineering work
Identify & interview process owners / Structured interviews / Process owners / Confirmed requirements and status
Scope Reengineering Work Needed
By process – CA, FI, CO, EC, IM, MM, SD, PS, HR & TR / Workshops with respective YY/ XXX project teams / Process owners / YYY / Scope by process
Plan Reengineering Work for Project
Plan development and sign off / Planning meeting and workshop / Project Manager / process Owners / Detailed plan
Develop and deliver team training for Project Preparation phase / Training workshop / Team members / Trained team

It is not possible to scope and plan the remaining phase of the project until completion of the Project Preparation phase.

1.2.3Reengineering Resource

The proposed plan assumes the following level of resource. These levels would be re-planned as part of the Project Preparation phase. There is a front end loading of resources to enable the review and validation of CO YYY reengineering work followed by rapid integration into the system implementation work.

Resource / Source / Project Preparation / Balance of Project / Total Project
Reengineering Management Consultant / XXX / 16 / 39 / 47
Reengineering Support / YYY / 8 / 41 / 47
Quality Assurance / XXX / 1 / 1 / 3

Note: The proposed days for the project should be regarded, as indicative only and actual requirements will depend on availability of internal resources.