Ownership

1. Custodian of the business interest.

2. Driven by business benefits.

3. Communicate commitment, passion and strategic alignment

4. Provide clarity of business benefit

5. Alignment between project team and sponsor is critical.

6. Test and ensure robustness of plans and due diligence on behalf of the business

7. Final approval for resource allocation

8. Integrate outputs with EXCO team and Board

9. Visible and prepared to represent the programme with senior management and other stakeholdersG

uid

elin

es

Pro

cess

1. Project Charter and Baseline Plan presentation and approval – Executive Alignment

2. Support communication

3. Support roll out and skills transfer

4. Provide guidance5. Review end of phase

reports6. Approve stage

progression requests7. Approve deviations

from base line

8. Communicate project close out

9. Review and approve final close out reports

Tools

Tool What When

Project Kick Off Kick Off Meeting to finalize process and gain clarity about high level roles

At commencement of project

Steering Committee Charter and Baseline Approval Workshop – Executive alignment

• Full consideration of the project charter and baseline for the project, guidance and approval (following correction if required)

• Agreement on organizational arrangements

• Agreement on reporting requirements• Role clarification in respect of

sponsorship

At commencement of project

EXCO report back /briefing sessions

Meetings and work sessions to consider and approve:• Stage reports• Commencement of stages• Exception reports

Throughout the project

Informal design walk troughs

Sessions designed to update the sponsor and steering committee with progress and provide a ‘touch” and feel for the outputs and potential benefit realization

Throughout the project

Conference room pilots

A walk through of the system in a replicated user environment

Prior to Go Live and Go live Support

Sponsor Roadmap

The sponsor roadmap shows the key activities and responsibilities of your sponsor and key stakeholders. It is organized by phase of the project

Applied in all phases of the project

Ownership

1. Ensure effective representation of the users in decision making and design – establish a syndication team

2. Have a clear charter for team

3. Determine resistance management strategy based on Change Readiness Analysis

4. Create empowerment climate, thus:• Provide relevant information• Ensure understanding of content and relevance• Build skills to participate effectively• Enable users to influence decision making

5. Be clear about impact of change on the business and communicate effectively

6. Follow a participative design approach

7. Ensure high impact encounters and always show;• Strategic alignment• Roadmap and progress

8. Develop skills to deal effectively with change

Gu

idelin

es

Pro

cess

1. Stakeholder analysis2. Change readiness

assessment3. Change profile

development

4. Develop resistance strategy according to resistance management matrix

5. Train change champions and affected users to deal effectively with change

6. Celebrate and communicate victories

Tools

Tool What When

Stakeholder Analysis

An analysis aimed at identifying key role players in the project, the level of interest they have (their “stake”) as well as their ability to influence to outcome of the project

At commencement of the project

Stakeholder Engagement Strategy

The strategy based on the stakeholder analysis of how to involve and communicate to key stakeholders in the project

At commencement, with periodic adjustment as required

Change Readiness Analysis

An assessment of the following:• Organization level readiness• Individual desire to change

At commencement, with periodic adjustment as required

Organizational Change Profile

A formal report of the scope and magnitude of the organizational change effort

At commencement of the project

Resistance to Change Classification matrix

A practical tool to strategize for managing resistance based on the needs identified in the Change Readiness Analysis and also feedback solicited from time to time

At commencement, with periodic adjustment as required

Impact analysis

Proactive analysis of the organizational impact of the system implementation, highlighting aspect such as new role requirements, structural changes, staff training, performance management etc

During blueprinting – delivered at commencement of the realization phase of the project

CurrentState

Future State