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Change Management Strategy for SAP/GBO Program

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This Slideshare presentation is a partial preview of the full business document. To view and download the full document, please go here:
http://flevy.com/browse/business-document/Change-Management-Strategy-for-SAP-GBO-Program-83

This document includes the Change Management Strategy for a GBO (Global Business Operations) and SAP program. It has been converted into a reference template.

GBO and SAP program include the following:
Functions: HR, F&A, Procurement, IS, TO&PS (MRP, SOP & distribution)
Countries: Initial implementation focuses on NA and EMEA
Business Units: Pharmaceuticals, Consumer Health, Corporate
Locations: North America, EMEA

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Change Management Strategy for SAP/GBO Program Change Management Strategy for SAP/GBO Program Presentation Transcript

  • Change Management Strategy forChange Management Strategy for SAP/GBO ProgramSAP/GBO Program
  • 4 nDeliverable Outline nScope nObjectives and Principles nApproach, Deliverables & Timelines nChange Strategy Core Components nChange Strategy Approaches nGovernance nRoles and Responsibilities This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 7 Change Management Objectives nFacilitate user adoption and transition to both the GBO global service delivery model and SAP nProactively manage the Organizational Alignment transition to SAP and GBO nPosition XYZ Company to achieve GBO and SAP business objectives and realize benefits nHelp build employee commitment to GBO and SAP implementations nMinimize the disruption caused during implementation nPrepare stakeholders for change Awareness Understanding Adoption This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 10 Change Management Approach n Build Change Management approach, methodology, tools and templates centrally from Program Management Office Leverage Service Provider consultants in creating GBO PMO Change Management tools, templates, content Manage Change Management issues centrally through PMO Integrate GBO and SAP Change Management plans & efforts Integrate the overall organizational alignment resulting from changes in roles and responsibilities from GBO and SAP Integrate the overall change mgmt and training requirements from GBO and SAP Develop executive ownership for the program n Establish local change network Identify and train Funct/Affiliate Change Leaders and site Deployment Leads to implement local change management tasks Assist Functional/Affiliate Change Leaders and Deployment Leads by securing Service Provider consulting resources for local implementation (as required) Change Management program is centrally developed by PMO, coordinated through Functional/Affiliate Change Leaders, and locally implemented by Site/Country Change Managers This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 13 OctSept NovAugustJuly DecJuneMayAprilMarch Timeline and Deliverables Change Management Define 03/10 Proposal due Contract Provider Walkthrough GBO Global Design Build GlobalDesign Change Management July, Select Finalist, Sign the contract Implementation Planning 03/17 European Mobilization Meeting, UK 04/3 - 7 Design Workshop, USA 05/8 - 12 ASE, Approval Design, UK Implementations 06/12 - 23, CRP, USA Strategy & Plan Communication/Education delivery Materials/ Roadshows Stakeholder Approach & Plan Stakeholder Analysis Communication Strategy & Plan HL Org ImpactOrg Strategy and Plan Role Impact & mapping Stakeholder Alignment/Governance Training Strategy & Plan Detailed Curriculum- Full SAP Course materials full SAP Stakeholder Analysis Change Agents Strategy & Plan Develop Change Training Implement Governance Case for Change ASE, Final Approval Design Ongoing Governance & Management of Change Activities Mobilize Provider Transition US Pharma HR1 HR1 US Pharma US Consumer Mobilize Change Network Mobilize Comms Network Current State Assess Train the Trainer Training Delivery Post Imp Support Training Plan HR Training Plan next implementations Change Mgt Training Develop Governance Org ImpactThis document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 15 nDeliverable Outline nScope nObjectives and Principles nApproach, Deliverables & Timelines nChange Strategy Core Components nChange Strategy Approaches nGovernance nRoles and Responsibilities This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 18 Leaders Engaged & Aligned There is a need to ensure that identified leaders are bought into the Program objectives and demonstrate their alignment through action and behaviour. This will be accomplished through: n Definition of roles and responsibilities of sponsors and stakeholders n Initiation of a governance structure that aligns all n Development of a series of Change Networks across the organization n Communications to key stakeholders on regular basis n Development of key messages to key stakeholders for delivery n Feedback from key stakeholders on actions taken to ensure compliance/ alignment n Engagement with key stakeholders through Stakeholder interviews and involvement in change surveys/feedback mechanisms n Publicizing ‘local wins’ through communications mechanisms This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 21 Upgraded Skills & Competencies There is a need to ensure that the XYZ Company employees have sufficient Training in the new systems, processes and ways of working that will be required to deliver the benefits of the new global solution. This will include: n Assessment of the Training needs of employee groups and individuals n Development of training materials that cover role/process and systems n Training of internal training teams to deliver on site training n Development of Training systems, scenarios and facilities to deliver adequate training n Delivery of training to end user groups on a JIT basis n Ongoing availability of training for new joiners n Pre and post implementation support teams available on site n Training will be measured and maintained to ensure high standards n Standardized training will be developed and made available for translation where appropriate according to XYZ Company language requirementsThis document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 24 Behavior & Culture Gaps Addressed The program will at all times reflect the XYZ Company corporate values: n Quality n Integrity n Respect for People n Leadership n Collaboration These Values will form a core message in the program communications and will emphasize the importance of these throughout the change process. The program communications stream will seek to focus on the values wherever possible to maintain alignment of the program and project teams to the broader goals and values of XYZ Company. This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 27 Shared Vision & Strategy Approach A standardized set of materials will be developed to communicate a consistent and coherent Vision for the program: This will include: n Reasons for the program (Strategy, Market, impact of status-quo) n Cost benefit assessment n Tangible/non-tangible benefits n Approach to development n Overview implementation plan n Definition of key roles within the programme n Commitment requirements from all implementation countries n Key milestones and dates n Critical Success Factors n Key questions and Answers for stakeholders HAC2 This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 29 Stakeholder Engagement - Approach A critical aspect of engaging stakeholders will be through the establishment of local change networks with responsibility for managing change at the country level. (see governance). Each local change team has responsibility for establishing a Stakeholder plan outlining all key stakeholders and developing a communications plan to ensure that all receive appropriate communications during development and implementation. At the global level Stakeholder engagement will be driven through a number of communications initiatives (eg Roadshows, global intranet site etc) but also through the inclusion of local resources in design sessions to ensure engagement and buy-in throughout the program life-cycle. In addition Stakeholder interviews and surveys will be conducted to assess stakeholder concerns. These will dictate activities at a tactical level. This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 32 Organization Design Outsourced Head Count Loss Migrated to other roles The focus of Organization design for outsoured processes will be determined by the agreement with the Service Provider. for all remaining recources OD will be a XYZ Company responsibility Within XYZ Company a degree of restructuring will be necessary for the services that rema within the organization. It is likely that there will be significant changes to the roles required at the senior functional level as these move from managing departments to managing contracts and service levels with the Service Provider. It is also anticipated that for processes remaining in-house a degree of reorganization will be required. Function Process remains Senior Hierarchy remains Service Provider Resolves XYZ Company Organization Design Required Organizational Impact or This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 34 Organization Design for Senior Functional Hierarchy n The most significant change for senior members of functional hierarchies will relate to the migration from direct line management of XYZ Company employees to contract and service managers managing relationships and service level with the new Service Provider. n This will require re-organization of reporting lines within XYZ Company and the implementation of governance structures with the Service Provider. n In addition, where processes remain within XYZ Company there will be a need to undertake structural reorganization to re-align the department under new reduced responsibilities and scope. n Role definition will be required for those employees remaining within XYZ Company to align to new responsibilities and to align to SAP and other systems changes that the SAP project will create. n Skill and competency assessment will be required for those senior employees whose roles significantly change as a result of additional contract management responsibilities. n This will be required at the global and country levels for all impacted functions and employees. Function Senior Hierarchy remains This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 37 Organizational Impact Assessment There is a need to establish the impact of the changes from SAP and GBO on the Organization focusing on the People Change aspects specifically to establish: Impact of the process changes on roles Estimated training requirements Estimated Communications requirements Organisation structure implications Impact of changes to employee contracts (change in job description/contract) Identify any legal issues that may result from changes to roles/outsourcing Identify significant changes relating to compliance obligations At the design stage these will be high level identifiers enabling the development of a more detailed implementation plan which will focus at the local implementation level to better manage country and site specific issues.This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • Slide 39 HAC5 Romoved second bullt point, along with "role-based" training references HP Authorized Customer, 6/24/2006 This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 41 nDeliverable Outline nScope nObjectives and Principles nApproach, Deliverables & Timelines nChange Strategy Core Components nChange Strategy Approaches nGovernance nRoles and Responsibilities This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 44 Design Structure Alignment to Change SAP & GBO Leader Director Level Country Leader HR Lead Director/Manager Level SAP/GBO Finance/Procure Lead Director/manager Level SPA/GBO Sales/Distribution Lead Director/Manager Level SAP IS Lead Director /Manager Level SAP/GBOl Pers Admin SME Benefits SME Training SME Comp/Payroll SME Recruiting SME A/P SME A/R SME T&E/Assets SME Mgt Reporting SME Purchasing Sourcing SME Order/Priceing SME Receiving SME Shipping SME Interface SME G/L SME Comm/Chg Mgmt This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 47 Responsibilities of the Sponsor Focus/Communication: n Clearly define to the organization what will change and what will not change (Clarity) n Communicate change priorities to the organization and provide the proper reinforcement to assure success n Understand the project’s implications and be willing and able to: Focus their attention and energies on priorities Take the necessary actions to move the change forward Model appropriate behavior in support of the change Maintain a level of contact with senior managers that ensures effective information flow; provides clarity on direction; and surfaces areas of concern. Commitment: n Understand what resources are needed (e.g., time, money, training, access to people) and be willing to commit the resources when needed. n Engage only in the amount of change that can be properly sponsored and adequately supported (with appropriate resources) n Establish a cascading, direct line of active sponsorship throughout the organization—from the “Initiating” Sponsors to the “Sustaining” Sponsors—in order to maintain the level of commitment towards achieving change objectives (monitor the cascading network to ensure integrity) n Show consistent, sustain support for the change and reject any course of action with short-term benefits if it is inconsistent with the change initiative. Consequence Management: n Establish the appropriate consequence management structure so that all key players are committed to the change (both positive and negative consequence management). n Use influence to support the change and maintain the momentum needed to carry the process from beginning to end. This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 50 Country Implementation Lead Time est: 10% in advance of implementation rising to 100% Country Implementation Leads are responsible for the implementation in their Country/site. This means that they will provide practical support and exercise the leadership required in the roll- out plans to implement successfully. Depending on the size of the organization in country (# of plants etc) this role and the Site implementation manager may be undertaken by a single individual. Country Implementation Leads will be required to: Develop & Maintain a local implementation plan for country/sites within scope Maintain and manage the interaction of the People/Process and Technology activities across the site throughout the implementation period Motivate users to want to change and appreciate the benefits the programme will bring them, maintaining momentum for change throughout the implementation period. Ensure the agreed resources for roll-out are provided when required and allocated correctly. They will also need to ensure that their area is aware of the implementation timetable and that each individual knows what is required of them during the implementation timescale. Act as a primary feedback channel to the central team, for any issues and challenges that the team will need to rectify. Give presentations at context setting workshops as part of the communications programme. Deliver Site/Country level benefits Act as the Country representative in the global reporting governance structure Country Implementation Leads USA CAN P Rico Fra Spa Ger UK Ire Itl Nord Others Coordinate all activities (cross-tower) for country, adjust plans for local markets (e.g., translation) This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 53 Central Change Lead Training HR Local Change Lead Central Change Lead Training HR Site Implementation Lead GBO/SAP People Coordination Process Coordination •Communication to all EE’s •Consultation & Negotiation •Severance/HR for target EE’s •Change Management •Process Implementation •Process Education •Process Migration Support •Benefits Realization •Process Communication •Organization Impact Support Technology Coordination (“Champion”) •Technology, Telephony •IS Support/Helpdesk awareness HR Directors HR Directors, CFO/ Finance Leads, IS Directors, Procurement Leads Get From Rick Schnell Cross functional Cross functional Cross functional Central Change Lead Training HR Local Change Lead Central Change Lead Training HR Site Implementation Lead GBO/SAP People Coordination Process Coordination •Communication to all EE’s •Consultation & Negotiation •Severance/HR for target EE’s •Change Management •Process Implementation •Process Education •Process Migration Support •Benefits Realization •Process Communication •Organization Impact Support Technology Coordination (“Champion”) •Technology, Telephony •IS Support/Helpdesk awareness HR Directors HR Directors, CFO/ Finance Leads, IS Directors, Procurement Leads Get From Rick Cross functional Cross functional Cross functional Process Coordination Time est: 10% in advance of implementation rising to 100% The Process Coordination role will be responsible for ensuring that all employees receive appropriate communication and training in advance of implementations to ensure a smooth transfer to new operating processes and systems. Major responsibilities include: n Development of Process Migration plan (process by process migration through transition) n Development & Delivery of local Process Communications to employees n Development of a training plan for the implementation n Review of Global training materials & amendment where necessary (language, local process, translation) n Communication to all training delegates, co-ordination and booking of facilities n Co-ordination of training systems environments & scenario set up n Manage the training team including Train the Trainer training n Training Delivery n Process Reviews for country/site identifying local issues and implications n Process Issue management & resolution n Identification of Organisation structure changes required through implementation n Co-ordination of structural changes through HR/People stream Deliverables include: n Training Strategy (global level) n Training Plan/Training Needs Assessment n Training Materials (Tailored to local requirements) n Management and coordination of Training delivery n Feedback materials n Process Impact Assessment (AS-IS/TO-BE) n Issue & Risk management This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
  • 56 This document is a partial preview. Full document download can be found on Flevy: http://flevy.com/browse/document/change-management-strategy-for-sap-gbo-program-83
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