Accelerating End User Adoption on Projects Speaker: Gloria M. Archer, MBA, PMP, PROSCI Company: Evolvsys LLC

Transcription

1 Accelerating End User Adoption on Projects Speaker: Gloria M. Archer, MBA, PMP, PROSCI Company: Evolvsys LLC Welcome to the PMI Houston Conference & Expo and Annual Job Fair 2015 Please put your phone on silent mode Q&A will be taken at the close of this presentation There will be time at the end of this presentation for you to take a few moments to complete the session survey. We value your feedback which allows us to improve this annual event. 1

2 Accelerating End User Adoption on Projects Workshop Agenda Application of OCM Tools & Techniques Identifying the Future Desired State for End User Adoption Accessing the Organizational Magnitude of Change Techniques for Reaching The Future Desired State Improving & Sustaining End User Adoption Post-Go Live Q&A 2

3 Accelerating End User Adoption on Projects Workshop Objectives Upon completion of this workshop you will be able to: Consider end user adoption goals for your project Identify organizational components that may impede or accelerate the end user goal Have an awareness of tools and techniques for accelerating adoption on your project Consider techniques for sustaining & improving end user adoption post-go live 3

4 Accelerating End User Adoption on Projects Special Note Today s techniques are most recommended for : Large-scale transformational projects impacting 50%+ of the organization Transformational Projects with dedicated organizational change readiness resources Transformational Projects that are in the Initiation or Planning Phases 4

5 Workshop Identifying Introduction the Future Desired State for End User Adoption Identifying the Future Desired State for End User Adoption 5

6 Identifying the Destination Future Desired Points State for End User Adoption Have a goal! I m going this way. What s the path ahead? I don t know where I m going. 6

7 Identifying the Destination Future Desired Points State for End User Adoption Examples of End User Adoption Goals: Upon completion of Project A, 75% of employees will use Project A s delivered new business process Within 3 months of go-live, all end users will be compliant with the new Federal Regulation requirement By January 1, manufacturing errors will decrease by 15% 7

8 OCM Identifying Techniques the Future for Identifying Desired State Your for Destination End User Points Adoption Example: End User Adoption KPI KPI (Destination Point) Method of Measurement Current Status Obtain 50% utilization of System X within 1 month of project s golive Quantitative - Extract report from System X confirming number of users in the system as of [go-live date] and [1 month after go-live date] As of [date] 20% of the organization used System X for reports. Increase utilization of new IT Help Desk form by 25% by end of project Quantitative Pull report showing number of new tickets submitted via IT Help Desk form by end of project As of [date] 125 additional forms have been submitted to the IT Help Desk in comparison to 50 phone calls 8

9 Checkpoint #1 True or False: In order to accelerate the project s end user adoption goal(s), the project must first have these goals defined. 9

10 Checkpoint #1 True or False: In order to accelerate the project s end user adoption goal(s), the project must first have these goals defined. True Great Job! 10

11 Workshop Assessing Introduction the Organizational Magnitude of Change Assessing the Organizational Magnitude of Change 11

12 Knowing Assessing The the Terrain Organizational of Your Journey Magnitude of Change Imperative to assess your organization s ability to incorporate future desired state 12

13 OCM Assessing Techniques the Organizational for Identifying Magnitude Your Destination of Change Points Examples of Organizational Variables To Consider: Catalyst for Change Expected Pace of Change % of Organization Impacted % of Organization Aware % of End Users Trained Anticipated Level of Buy-In..etc. 13

14 OCM Assessing Techniques the Organizational for Identifying Magnitude Your Destination of Change Points Example - Organizational Change Impact Analysis Catalyst for Change Current State Future Desired State ~ % of Organization Impacted Tenure of Current Process Business Process Redesign Today all employees with procurement cards use Process A for creating expense reports All employees with procurement cards should use Process Z for creating expense reports in System Z by [date]. 25% to 50% of the organization is impacted The current expense report process was established 5 years ago 14

15 Checkpoint #2 An organizational change impact analysis is important to: a) Understand the organization s current bandwidth for change b) Develop technical requirements for a system c) Obtain sign-off on the project charter 15

16 Checkpoint #2 An organizational change impact analysis is important to: a) Understand the organization s current bandwidth for change b) Develop technical requirements for a system c) Obtain sign-off on the project charter a) Keep It Up! 16

17 Workshop Techniques Introduction for Reaching the Future Desired State Techniques for Reaching the Future Desired State 17

18 Knowing Techniques The for Terrain Reaching of Your the Journey Future Desired State Who s going to help us get there?! 18

19 Identifying Techniques the for Destination Reaching the Points Future Desired State Examples of Techniques for Reaching Future Desired State: Visible Executive Sponsors of Change! Personalize the Journey! Show the organization where you re headed and what s in it for them! Engage resources that will serve as Champions for the future state! Partner with Champions throughout the journey! 19

20 OCM Techniques Techniques for Reaching for Identifying the Future Your Desired Destination StatePoints Examples of Executive Sponsorship Activities Prioritize Future State Clarify Current State vs. Path Ahead Reassure Commitment Project Timeline 20

21 OCM Techniques Techniques for Reaching for Identifying the Future Your Desired Destination StatePoints Example of Visualizing Project Storyboard Roadmap 2 months from Project Go-Live! Q1 16 Project Kickoff! Q2 16 Project Decision Gate #1, etc. Measure Progress Post Go-Live Sustainability 21

22 OCM Techniques Techniques for Reaching for Identifying the Future Your Desired Destination StatePoints Example of Project Change Champion Footprint 3 Change Champions 5 Change Champions 12 Change Champions 8 Change Champions 1 Change Champion Understand the footprint of impact & mobilize champions accordingly! 22

23 Checkpoint #3 Project Change Champions play a key role in: a) partnering with the project as advocates for the future state b) influencing buy-in and adoption of the future state c) providing recommendations for accelerating adoption d) all of the above 23

24 Checkpoint #3 Project Change Champions play a key role in: a) partnering with the project as advocates for the future state b) influencing buy-in and adoption of the future state c) providing recommendations for accelerating adoption d) all of the above d) You got it again! 24

25 Workshop Improving & Introduction Sustaining End User Adoption Post Go-Live Improving & Sustaining End User Adoption Post Go-Live 25

26 Identifying Improving & Drivers Sustaining for Your End Journey User Adoption Post Go-Live Important to have approach in place that will improve and sustain end-user adoption after the project goes live! 26

27 Identifying Improving & Drivers Sustaining for Your End Journey User Adoption Post Go-Live You mean there s more work to do after the project s gone live?!?! 27

28 Identifying Improving & Drivers Sustaining for Your End Journey User Adoption Post Go-Live 28

29 Identifying Improving & the Sustaining Destination End Points User Adoption Post Go-Live Examples of Techniques for Improving & Sustaining End User Adoption: Governance Board Cross-functional Business Owners Established & maintained policies & procedures Post Go-Live End User Support Model HELP Line Support Site Measure & improve adoption Need assistance? We can help! 29

30 Checkpoint #4 As part of increasing and sustaining end-user adoption, the Governance Board Framework should be considered: a) after the project goes live b) if the project has a roadblock c) at the beginning of the project, and thereafter 30

31 Checkpoint #4 As part of increasing and sustaining end-user adoption, the Governance Board Framework should be considered: a) after the project goes live b) if the project has a roadblock c) at the beginning of the project, and thereafter c) You re a rock star! 31

32 Workshop In Summary Introduction In Summary 32

33 Identifying Summary the Destination Points Understand your organization s current ability to reach goal 1. Have an end user adoption goal Partner with the right people to help reach the future desired state 4. Measure, improve and sustain end user adoption - during and after go-live! 33

34 Identifying Questions the Destination Points 34

35 Contact Information Speaker: Gloria M. Archer, MBA, PMP, PROSCI Company: Evolvsys, LLC Phone: Thank You 35