Dmn Org Aligment Essentials

Delta Management Network - Change Leadership Chapter

CHANGE MANAGEMENT ESSENTIALS

Organisational Alignment

p.2

Change Leadership Chapter

Organisational Alignment

• Whereas the Organisational Design work is focusing on high level organisational set-up the Organisational Alignment is taking the step in to more details

• The purpose of Organisational Alignment is to decide and analyse in detail how the business should be organised around new processes

p.3


Organisational Alignment activities in the Change Management process

Map Roles and Learning Units to End Users

Purchase Requisition

Warehouse Monitoring

Define the Go-live (to-be) Organization

Organisation DesignOrganisation Design

YORK - Purchasing Organization

YORK AmericasGU/BU

PurchaseOrganization

YORK EMEAGU/BU


YORK UPGGU/BU


YORK APACGU/BU


Global SourcingReferencePurchase

Organization

Company Purchase Organization

CompanyPurchase Organization






Plant Plant Plant

Plant Plant Plant

Plant Plant Plant Plant

Plant Plant Plant Plant

Plant

Organize around the Processes

OA/Process MappingOA/Process Mapping

Impact CascadesImpact Cascades End User TrainingEnd User TrainingUser Access & ControlsUser Access & Controls

TrainingSchedule

Job & ProcessImpact Report

SAP UserProfiles

Department

One-on-One

Saplogon.lnk

Vendor Selection ProcessProduction Parts & Contracting

Design / Sales Engineeringidentify the parts / service

specifications.

Sales / Sales EngineerIdentify the order qty.

Supply Chain / Purchasingcontact the corporate

purchasing organization tosee if corporate contracts

exists with vendors that arequalified to supply the parts

or service.

Supply Chain / Purchasing /Sales Engineer evaluate thevendor quotes and identifythe vendor with the overall

lowest cost.

Corporate contractsexist?

Supply Chain / Purchasingcontact the regional

purchasing organization tosee if regional contracts

exists with vendors that arequalified to supply the parts.

No

Supply Chain / Purchasingadds the vendor with the

corporate contract to the bidlist.

Yes

Supply Chain / Purchasingidentify other vendors thatare qualified to supply the

parts or service.

The vendor selection isapproved?

If possible, Supply Chain /Purchasing send Request for

Quotes to a minimum of 3vendors. (RFQ must includethe vendor with the corporate

and/or regional contract)

Vendors send quotes toSupply Chain / Purchasing /

Sales Engineer for theirevaluation.

Supply Chain / Purchasing /Sales Engineer notify thecorporate and/or regionalpurchasing organizations.

The corporate and/orregional purchasing

organizations review theRFQ data.


organizations notify SupplyChain / Purchasing / Sales

Engineer

No

YesSupply Chain / Purchasing /Sales Engineer award the

business to the vendor withthe lowest overall cost.



Engineer


organizations and SupplyChain / Purchasing / Sales

Engineer determine the nextactions to be taken.

Regional contractsexist?

Yes Supply Chain / Purchasingadds the vendor with the

regional contract to the bidlist.

No

Has the vendor beenqualified by YORK?

YORK performs the VendorPre-qualification Process.

Vendor is qualified byYORK.

No

YesYes

No

Vendor Selection ProcessProduction Parts & Contracting

Design / Sales Engineeringidentify the parts / service

specifications.

Sales / Sales EngineerIdentify the order qty.

Supply Chain / Purchasingcontact the corporate

purchasing organization tosee if corporate contracts

exists with vendors that arequalified to supply the parts

or service.

Supply Chain / Purchasing /Sales Engineer evaluate thevendor quotes and identifythe vendor with the overall

lowest cost.

Corporate contractsexist?

Supply Chain / Purchasingcontact the regional

purchasing organization tosee if regional contracts

exists with vendors that arequalified to supply the parts.

No

Supply Chain / Purchasingadds the vendor with the

corporate contract to the bidlist.

Yes

Supply Chain / Purchasingidentify other vendors thatare qualified to supply the

parts or service.

The vendor selection isapproved?

If possible, Supply Chain /Purchasing send Request for

Quotes to a minimum of 3vendors. (RFQ must include

the vendor with the corporateand/or regional contract)

Vendors send quotes toSupply Chain / Purchasing /

Sales Engineer for theirevaluation.

Supply Chain / Purchasing /Sales Engineer notify thecorporate and/or regionalpurchasing organizations.


organizations review theRFQ data.



Engineer

No

YesSupply Chain / Purchasing /Sales Engineer award the

business to the vendor withthe lowest overall cost.



Engineer


organizations and SupplyChain / Purchasing / Sales

Engineer determine the nextactions to be taken.

Regional contractsexist?

Yes Supply Chain / Purchasingadds the vendor with the

regional contract to the bidlist.

No

Has the vendor beenqualified by YORK?

YORK performs the VendorPre-qualification Process.

Vendor is qualified byYORK.

No

YesYes

No

Organisational Alignment activities:• Map organisational roles and work groups to

detailed process maps

• Define and map process variants and how to organise around them

• Identify integrations points and agree on responsibilities

• Update responsibility matrix based on process mappings

• Identify Business Impacts – both business -, process - and job impacts

• Localise global process maps to local organisation needs

• Define Performance Metrics for organisational roles, work groups and processes

p.4


Organizational Alignment - Roadmap

Org. Design Model

(Mobilization phase)

AS-IS Local Process

Map

TO-BE Local

Process Mapping

Workshop

TO-BE Local

Process Mapping

Workshop

TO-BE Local

Process Variant

Workshop

TO-BE Local

Process Variant

Workshop

TO-BE Integration

Points Workshop

TO-BE Integration

Points Workshop

Sign-off Organizatio

nal Alignment Deliverable

s

Sign-off Organizatio

nal Alignment Deliverable

s

TO-BE Org. Roles & Work

Groups

Global Processes

(FACT)

TO-BE Performance Metrics

TO-BE Performance Metrics

Update RACI MatrixUpdate RACI Matrix

Localise Process Maps(Fine tune process maps based on

input from Workshops)

Localise Process Maps(Fine tune process maps based on

input from Workshops)

Ongoing update of Business Impact MapOngoing update of Business Impact Map

Workforce Transition

p.5


Map organisational roles and work groups to detailed process maps

Role mapping is conducted in Local Process Mapping Workshops

Client Coordinator

Purpose & Objective

Coordinate all sales activities with customers

Description of Responsibility

Negotiate contracts with customer Update sales in system

Purchaser

Purpose & Objective

Purchase all relevant services and materials to business


Negotiate purchase contracts and delivery terms Create Purchase orders

Organisational Roles & Work Groups

Finance

Purpose & Objective

Finance and Control


PaymentsAccount receivable

Organisational Roles mapped to detailed Global end-to-end processes

Customer

Client Cordinator

Supplier

Receiveinquiry from

Customer

CreateMaintenance

Plan

Createquotation

Createcontract

ScheduleMaintenance

plan

Activityreporting

(Time,Expenses)

Invoicing(parts andservice)

Customeraccepts

quotation

Execute work

Receivegoods

Receivecontract and

task list

Receiveinvoice

Accountsreceivable

Reports

Finance andcontrol

Master Data

Customerinquiry

CWTSB0014Create &Maintain

MaintenanceConcept

Receiveplanned order

DeliverGoods

Scheduleresources

anddispatch

CreateThird Party

PlannedOrder

Purchaser

Finance

illustrative

p.6


Process variants and how to organise around them

Identification of variants - Local Process Variant Workshop

Related VariantsOrder handling (1):1. Agreement that customer will have one

available resource and if they don’t we charge the customer extra

2. Customer request without contract3. Contract calendar invoicing for service where

all or some activities are included or time and calendar dependencies (activities during normal time included, but during night not included or activities on Saturday, Sunday or public holiday not included) pro equipment, line or location

4. Contract calendar invoicing where all or some parts (material group, ….) are included per equipment, line or location

5. Contract calendar invoicing for service (all or some) and parts (all or some) per equipment, line and location

Example

Customer

Client Cordinator

Supplier

Receiveinquiry fromCustomer

CreateMaintenance

Plan

Createquotation

Createcontract

ScheduleMaintenance

plan

Activityreporting

(Time,Expenses)


Customeraccepts

quotation

Execute work

Receivegoods

Receivecontract and

task list

Receiveinvoice

Accountsreceivable

Reports

Finance andcontrol

Master Data

Customerinquiry


MaintenanceConcept


DeliverGoods

Scheduleresources

anddispatch

CreateThird Party

PlannedOrder

Purchaser

Finance

• Customer are not recorded in the system

• Required parts are not recorded in master data

• Vendor (for labor or parts) unknown

• Contract includes normal working hours, but exclude overtime

• Contract includes some or all spare parts

• Contract periodic billing

• Contract milestone biling

• Identify key variants and how to organise around these variants

• How does each variant impact the business, process and jobs

illustrative

p.7


Identify integrations pointsIntegration points and agreements on responsibilities are done during Integration Points Workshop

Integrations Points workshop is about identifying where handover are done in the process:

Customer

Client Cordinator

Supplier


CreateMaintenance

Plan

Createquotation

Createcontract

ScheduleMaintenance

plan

Activityreporting

(Time,Expenses)


Customeraccepts

quotation

Execute work

Receivegoods

Receivecontract and

task list

Receiveinvoice

Accountsreceivable

Reports

Finance andcontrol

Master Data

Customerinquiry


MaintenanceConcept


DeliverGoods

Scheduleresources

anddispatch

CreateThird Party

PlannedOrder

Purchaser

Finance

• Identify where the integration points are

• Identify where integrations are between different organisational roles or other players (e.g customer, suppliers)

• Define who is responsible for maintaining the integration

• Define how does communication flow in each integration point

illustrative

p.8


Update responsibility matrix based on processes

Customer

Client Cordinator

Supplier

Receiveinquiry from

Customer

CreateMaintenance

Plan

Createquotation

Create

contract

ScheduleMaintenance

plan

Activityreporting(Time,

Expenses)


Customeraccepts

quotation

Execute work

Receivegoods

Receivecontract and

task list

Receiveinvoice

Accountsreceivable

Reports

Finance andcontrol

Master Data

Customerinquiry


MaintenanceConcept


DeliverGoods

Scheduleresources

anddispatch

CreateThird Party

PlannedOrder

Purchaser

Finance

Customer

Client Cordinator

Supplier

Receive

inquiry from

Customer

Create

Maintenance

Plan

Create

quotation

Create

contract

Schedule

Maintenance

plan

Activity

reporting

(Time,

Expenses)

Invoicing

(parts and

service)

Customer

accepts

quotation

Execute work

Receive

goods

Receive

contract and

task list

Receive

invoice

Accounts

receivable

Reports

Finance and

control

Master Data

Customer

inquiry

CWTSB0014

Create &

Maintain

Maintenance

Concept

Receive

planned order

Deliver

Goods

Schedule

resources

and

dispatch

Create

Third Party

Planned

Order

Purchaser

Finance

Customer

Client Cordinator

Supplier

Receiveinquiry from

Customer

CreateMaintenance

Plan

Createquotation

Createcontract

ScheduleMaintenance

plan

Activityreporting

(Time,Expenses)


Customeraccepts

quotation

Execute work

Receive

goods

Receivecontract and

task list

Receive

invoice

Accountsreceivable

Reports

Finance andcontrol

Master Data

Customer

inquiry


MaintenanceConcept


DeliverGoods

Scheduleresources

anddispatch

CreateThird Party

PlannedOrder

Purchaser

Finance

• Contract includes

• contracts

Local Process Mapping Variant Mapping Integration Point Mapping

RACI Matrix

Area:

Country:

Product:

Process:

Process step number

Process step description

RResponsible

AAccountable

CConsulted

IInformed

OTC 1.1 Customer Inquiry

Receive inquiry from

cust

Create quotation

Create contract

• The purpose of the RACI matrix is to document responsibilities in the process

• The RACI matrix is updated in parallel with the OA workshops

illustrative

p.9


Identify BI – business, process and job impacts

Customer

Client Cordinator

Supplier

Receiveinquiry from

Customer

CreateMaintenance

Plan

Createquotation

Create

contract

ScheduleMaintenance

plan

Activityreporting(Time,

Expenses)


Customeraccepts

quotation

Execute work

Receivegoods

Receivecontract and

task list

Receiveinvoice

Accountsreceivable

Reports

Finance andcontrol

Master Data

Customerinquiry


MaintenanceConcept


DeliverGoods

Scheduleresources

anddispatch

CreateThird Party

PlannedOrder

Purchaser

Finance

Customer

Client Cordinator

Supplier

Receive

inquiry from

Customer

Create

Maintenance

Plan

Create

quotation

Create

contract

Schedule

Maintenance

plan

Activity

reporting

(Time,

Expenses)

Invoicing

(parts and

service)

Customer

accepts

quotation

Execute work

Receive

goods

Receive

contract and

task list

Receive

invoice

Accounts

receivable

Reports

Finance and

control

Master Data

Customer

inquiry

CWTSB0014

Create &

Maintain

Maintenance

Concept

Receive

planned order

Deliver

Goods

Schedule

resources

and

dispatch

Create

Third Party

Planned

Order

Purchaser

Finance

Customer

Client Cordinator

Supplier

Receiveinquiry from

Customer

CreateMaintenance

Plan

Createquotation

Createcontract

ScheduleMaintenance

plan

Activityreporting

(Time,Expenses)


Customeraccepts

quotation

Execute work

Receive

goods

Receivecontract and

task list

Receive

invoice

Accountsreceivable

Reports

Finance andcontrol

Master Data

Customer

inquiry


MaintenanceConcept


DeliverGoods

Scheduleresources

anddispatch

CreateThird Party

PlannedOrder

Purchaser

Finance

• Contract includes

• contracts

Local Process Mapping Variant Mapping Integration Point Mapping

Customer

Client Cordinator

Supplier

Receive

inquiry from

Customer

Create

Maintenance

Plan

Create

quotation

Create

contract

Schedule

Maintenance

plan

Activity

reporting

(Time,Expenses)

Invoicing

(parts and

service)

Customer

acceptsquotation

Execute work

Receive

goods

Receive

contract andtask list

Receive

invoice

Accounts

receivable

Reports

Finance and

control

Master Data

Customer

inquiry

CWTSB0014

Create &Maintain

Maintenance

Concept

Receive

planned order

Deliver

Goods

Schedule

resources

and

dispatch

Create

Third Party

PlannedOrder

Purchaser

Finance

• Combined contract• Create contracts for single or

multiple services• Flexible pricing and

discounting

• Establish clear routines for correct creation and maintenance of Master Data

• Local Product Ownership next to Central

• Training

illustrative

• All business-, process- and job impacts are documented in the Business Impact Map

• Detailed description of the change, stakeholder and risk is outlined for both good and bad perceived changes

• A local Business Impact Map is maintained for each area, country, product and a Global Business Impact Map is maintained by BCM to share global change impacts between implementation sites

CATAGORIZATION CHANGE STAKEHOLDERS RISK

d s s a a a a a a a f j r d s s w w w

Business Impact Map

p.10


Localise global process maps to local needs

illustrative

Customer

Client Cordinator

Supplier


CreateMaintenance

Plan

Createquotation

Createcontract

ScheduleMaintenance

plan

Activityreporting

(Time,Expenses)


Customeraccepts

quotation

Execute work

Receivegoods

Receivecontract and

task list

Receiveinvoice

Accountsreceivable

Reports

Finance andcontrol

Master Data

Customerinquiry


MaintenanceConcept


DeliverGoods

Scheduleresources

anddispatch

CreateThird Party

PlannedOrder

Purchaser

Finance

Customer

Client Cordinator

Supplier


CreateMaintenance

Plan

Createquotation

Createcontract

ScheduleMaintenance

plan

Activityreporting

(Time,Expenses)


Customeraccepts

quotation

Execute work

Receivegoods

Receivecontract and

task list

Receiveinvoice

Accountsreceivable

Reports

Finance andcontrol

Master Data

Customerinquiry


MaintenanceConcept


DeliverGoods

Scheduleresources

anddispatch

CreateThird Party

PlannedOrder

Purchaser

Finance

Global Processes with Local Organisational Roles assigned are localised to match local organisation needs

The localised process maps are an important tool later in implementation:

• during cascade sessions are process map useful as facilitator for discussions

• during training process maps are useful for building process understanding

• during hypercare and stabilisation are process maps used for process optimization and continuous improvement initiatives

p.11


Define Performance Metrics for organisational roles, work groups and processes

illustrative

Documents

Dmn Org Aligment Essentials