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Organizational Change Management Checklist - VRM Transition Communication Plan
- 1. Veterans Relationship Management(VRM) Transition Communication Plan A Strategic Communications Framework July 2, 2015 1 APPENDIX E – OCM TRANSITION CHECKLISTS It is anticipated that in the second half of 2015 the Veterans Relationship Management (VRM) Program Management Office (PMO) will effectively transition to Enterprise Access and Integration (EA&I) as a part of the Veteran Experience (VE) office team. The following OCM checklists align to this Transition Communication Plan and the described three (3) phases for VRM transition: • Pre-Transition (Begins at least 90 days before the Transition phase) • Transition (Begins 90 days before the actual date the VRM PMO effectively transitions to EA&I) • Post-Transition (Begins 90 days after the actual date the VRM PMO effectively transitioned to E&AI) These checklists also reference the VRM Organizational Change Management Strategy and Plan (Version 1.0) dated July 15, 2011. It is recommended that the transitioning VRM PMO leverage the Transition Communication Plan, the VRM Organizational Change Management Strategy and Plan, and the following checklists in order to guide an effective transition. Pre-Transition (90 Days {or less} Before Transition) OCM Area Activities POC Reference Transition Team Lead Appoint a Transition Team Leader VRM Director Industry Practice VRM Transition Team Stand up VRM Transition Team with cross-functional representation to identify, plan, implement, and follow-up on all OCM-related actions VRM Director; VRM Transition Team Leader VRM OCM Strategy and Plan, Section 4, OCM Roles and Responsibilities, Section 9.2.1 Transition Teams Kickoff Meeting Schedule Kickoff Meeting to officially kick off the OCM Pre- Transition Planning Process VRM Director; VRM Transition Team Leader; VRM Transition Team VRM Transition Communication Plan, Section 3, Communication Phases Planning Meetings Schedule recurring planning and/or scrum meetings to ensure progress on all Pre- Transition planning activities VRM Transition Team VRM Transition Communication Plan, Section 3, Communication Phases OCM Materials Review existing VRM OCM Strategy and Plan artifacts VRM Transition Team VRM Transition Communication Plan; VRM OCM Strategy and Plan; Other Supporting Artifacts
- 2. Veterans Relationship Management(VRM) Transition Communication Plan A Strategic Communications Framework July 2, 2015 2 Vision and Goals Develop a clear, consistent vision and set of goals for the transition VRM Director; VRM Transition Team Leader; VRM Transition Team VRM OCM Strategy and Plan, Section 11, Recommended Next Steps Decision- Making Framework Define a decision-making process that will be used by the Transition Team on all OCM- related actions VRM Director; VRM Transition Team Leader; VRM Transition Team Industry Practice Transition Management Project Plan Create a project plan that addresses People, Process and Technology; ensure all supporting plans integrate with this plan VRM Transition Team Leader; VRM Transition Team VRM OCM Strategy and Plan, Section 9, Transition Management Transition Management Schedule Appoint a POC to manage the transition schedule VRM Transition Team Leader Industry Practice Transition Management Schedule Develop a schedule for the overall transition process; ensure all supporting plans integrate with this schedule VRM Transition Team VRM OCM Strategy and Plan, Section 11, Recommended Next Steps Change Champions Identify VRM-Internal Change Champions (stewards of change) (Make updates as necessary) VRM Transition Team VRM OCM Strategy and Plan, Section 5, Leadership; Appendix C, Stakeholder Engagement Roles and Responsibilities Executive Sponsorship Identify and validate the executive sponsor(s) for the transition (Make updates as necessary) VRM Director; VRM Transition Team Leader; VRM Transition Team VRM Transition Communication Plan, Appendix A, VRM Stakeholder Analysis; VRM OCM Strategy and Plan, Section 9.2.2 Individual Transition Management Roles and Responsibilities Transition Team Charter Develop a charter that outlines the purpose, goals, and responsibilities of the Transition Team VRM Transition Team Industry Practice Risk Management Adopt a process for identifying and mitigating risks/issues that might arise as a result of OCM activities VRM Transition Team Industry Practice Resistance Management Craft an approach for Executive Sponsor(s) and Change Champions on how to be VRM Transition Team; Change VRM OCM Strategy and Plan, Section 3, Stakeholder Analysis
- 3. Veterans Relationship Management(VRM) Transition Communication Plan A Strategic Communications Framework July 2, 2015 3 prepared for and deal with organizational resistance to the change (identify potential root causes of resistance and develop management plan) Champions; Executive Sponsors Findings and Recommendations, Table 3.2, Barriers to Success and How VRM Can Help Personnel Management Appoint a POC to address Personnel Management VRM Director; VRM Transition Team Leader Industry Practice Personnel Management Develop a plan for filling all positions that are vacant and projected to go vacant (Make updates as necessary) VRM Director; Personnel Management POC VRM OCM Strategy and Plan, Section 11, Recommended Next Steps Stakeholder Analysis Refresh Stakeholder Analysis List (Make updates as necessary) VRM Transition Team VRM Transition Communication Plan, Appendix A, VRM Stakeholder Analysis Stakeholder Messaging Develop tailored messaging for targeted VRM Audiences: 1) VRM Internal Stakeholders 2) VRM Customers and Partners 3) VA Internal Stakeholders (Make updates as necessary) VRM Transition Team VRM Transition Communication Plan, Section 2.4, Communications by Audience Stakeholder Messaging Plan Plan Communication Methods, Timing for Release, and POCs with the action(s) (Make updates as necessary) VRM Transition Team VRM Transition Communication Plan, Table 2, Messaging Plan Stakeholder Feedback Process Develop stakeholder feedback collection process to assess and determine adoption post- transition; determine appropriate timing for survey/feedback process VRM Transition Team VRM OCM Strategy and Plan, Section 6.3, Applying Stakeholder Engagement Techniques Change Readiness Plan Establish a Change Readiness Working Group VRM Transition Team Industry Practice Change Readiness Plan Create a Change Readiness Plan to document and understand VRM organizational processes impacted by the transition (i.e. get VRM from the ‘as is’ to the EA&I ‘to be’ state), Change Readiness Working Group Industry Practice
- 4. Veterans Relationship Management(VRM) Transition Communication Plan A Strategic Communications Framework July 2, 2015 4 the supporting timeline for transition, and measures that confirm the transition is complete Change Readiness Plan Complete documentation of the key ‘as is’ and ‘to be’ processes Change Readiness Working Group VRM OCM Strategy and Plan, Section 9.3, Transition Management Activities Education and Training Establish an Education and Training Working Group VRM Transition Team VRM OCM Strategy and Plan, Section 8, Education and Training; and Section 11, Recommended Next Steps Education and Training Identify (and periodically reassess) skills and behaviors needed to support transition Education and Training Working Group Industry Practice Education and Training Prioritize short-term education and training needs and methods; assign resources to address Education and Training Working Group VRM OCM Strategy and Plan, Section 8, Education and Training; and Section 11, Recommended Next Steps Education and Training Begin any procurement actions needed to support short-term training needs Education and Training Working Group VRM OCM Strategy and Plan, Section 8, Education and Training; and Section 11, Recommended Next Steps Education and Training Develop evaluate criteria that measures the satisfaction and effectiveness of training that supports the transition Education and Training Working Group VRM OCM Strategy and Plan, Section 8.5, Education and Training Evaluation New Employee On-Boarding Create a process and plan for on-boarding new employees to the new organization VRM Transition Team VRM OCM Strategy and Plan, Section 11, Recommended Next Steps Executive Sponsorship Educate Executive Sponsor(s) on OCM strategy and plan; communicate expectations (Participate actively; Build sponsorship coalition; Communicate effectively and consistently with employees) VRM Director; VRM Transition Team Leader; VRM Transition Team Industry Practice Staff Training Train Supervisors and Staff on OCM Communication and Transition Plan VRM Transition Team VRM Transition Communication Plan, Section 3, Communication Phases Resource Management (Budget) Appoint a POC to address Resource Management VRM Director; VRM Transition Team Leader Industry Practice
- 5. Veterans Relationship Management(VRM) Transition Communication Plan A Strategic Communications Framework July 2, 2015 5 Resource Management (Budget) Perform cost estimate of investment required to fund all OCM activities Resource Management POC Industry Practice Acquisition Management Appoint a POC to address Acquisition Management VRM Director; VRM Transition Team Lead Industry Practice Acquisition Management Assess all current and upcoming acquisition activities for potential risks Acquisition Management POC; VRM Transition Team Industry Practice Acquisition Strategy Develop a strategy for procuring necessary OCM contract support (if necessary) Acquisition Management POC VRM OCM Strategy and Plan, Section 11, Recommended Next Steps Operating Plan Update Operating Plan with intended transition management activities for FY15/16 VRM Transition Team VRM OCM Strategy and Plan, Section 11, Recommended Next Steps OCM Materials Update VRM OCM Strategy and Plan artifacts VRM Director; VRM Transition Team Leader; VRM Transition Team VRM Transition Communication Plan; VRM OCM Strategy and Plan; Other Developed Artifacts Checklist Compliance Review Pre-Transition Checklist to Ensure Compliance VRM Director; VRM Transition Team VRM Transition Communication Plan, Appendix E, OCM Transition Checklists Readiness Assessment Conduct Readiness Assessment meeting to decide if VRM is a ‘go/no go’ for the next transition phase VRM Director; VRM Transition Team; Other Executive Stakeholders VRM OCM Strategy and Plan, Section 11, Recommended Next Steps Transition (90 Days {or less} Before Actual Transition) OCM Area Activities POC Reference Kickoff Meeting Schedule Kickoff Meeting to officially kick off the OCM Transition Process VRM Director; VRM Transition Team Leader; VRM Transition Team VRM Transition Communication Plan, Section 3, Communication Phases Progress Meetings Schedule recurring progress meetings to assess status of OCM transition activities VRM Director; VRM Transition Team VRM Transition Communication Plan, Section 3, Communication Phases Stakeholder Analysis Refresh Stakeholder Analysis List VRM Transition Team VRM Transition Communication Plan,
- 6. Veterans Relationship Management(VRM) Transition Communication Plan A Strategic Communications Framework July 2, 2015 6 Appendix A, VRM Stakeholder Analysis Stakeholder Engagement Develop a stakeholder map VRM Transition Team VRM OCM Strategy and Plan, Section 11, Recommended Next Steps Stakeholder Messaging Implement Communication Plan to all VRM Stakeholders (Internal/External), Customers, and Partners VRM Transition Team VRM Transition Communication Plan, Table 2, Messaging Plan; and Section 4, Communication Vehicles Personnel Management Supervisors meet with staff one- on-one to discuss upcoming organizational changes and that staff member’s role and responsibilities post-transition VRM Supervisors VRM Transition Communication Plan, Table 2, Messaging Plan; and Appendix C, Key Messages Template Personnel Management Continue to fill vacant positions, defining roles, and onboarding staff VRM Director; VRM Transition Team VRM OCM Strategy and Plan, Section 11, Recommended Next Steps Acquisition Strategy Implement acquisition strategy to procure necessary OCM contract support (if necessary) VRM Transition Team VRM OCM Strategy and Plan, Section 11, Recommended Next Steps Change Champions Expand roster of VRM-Internal Change Champions (stewards of change) VRM Director; VRM Transition Team VRM OCM Strategy and Plan, Section 11, Recommended Next Steps; and Appendix C, Stakeholder Engagement Roles and Responsibilities Education and Training Implement short-term education and training needs and priorities and assign resources to address Education and Training Working Group VRM OCM Strategy and Plan, Section 8, Education and Training; and Section 11, Recommended Next Steps Education and Training Identify long-term education and training needs and priorities and integrate with Personnel Management plan Education and Training Working Group; Personnel Management POC Industry Practice Acquisition Strategy Implement acquisition strategy to procure support for next phase of OCM transition management (if necessary) VRM Transition Team VRM OCM Strategy and Plan, Section 11, Recommended Next Steps Operating Plan Update Operating Plan with intended transition management activities for FY15/16 VRM Transition Team Industry Practice OCM Materials Update VRM OCM Strategy and VRM Director; VRM Transition
- 7. Veterans Relationship Management(VRM) Transition Communication Plan A Strategic Communications Framework July 2, 2015 7 Plan artifacts VRM Transition Team Communication Plan; VRM OCM Strategy and Plan; and Other Developed Artifacts Checklist Compliance Review Transition Checklist to Ensure Compliance VRM Director; VRM Transition Team VRM Transition Communication Plan, Appendix E, OCM Transition Checklists Readiness Assessment Conduct Readiness Assessment meeting to decide if VRM is a ‘go/no go’ for post-transition VRM Director; VRM Transition Team; Other Executive Stakeholders VRM OCM Strategy and Plan, Section 11, Recommended Next Steps Closeout Meeting Schedule Closeout Meeting to formally declare an end to the Transition Phase VRM Transition Team Industry Practice Post-Transition (90 Days After Actual Transition) OCM Area Activities POC Reference Kickoff Meeting Schedule Kickoff Meeting to officially kickoff the OCM Post- Transition Process EA&I Director; EA&I Transition Team VRM Transition Communication Plan, Section 3, Communication Phases All Hands Meeting Schedule EA&I All Hands Meeting to officially declare the transition over and describe the new operating environment and expectations EA&I Director EA&I Directorate VRM Transition Communication Plan, Section 3, Communication Phases Personnel Management Supervisors meet with staff one- on-one to discuss and confirm their successful personal transition and any questions/concerns regarding new roles and responsibilities EA&I Supervisors Industry Practice Stakeholder Feedback Process Collect stakeholder feedback to assess/determine adoption success(es) EA&I Transition Team Industry Practice Lessons Learned Schedule lessons learned session (identify success stories as well) EA&I Transition Team VRM OCM Strategy and Plan, Section 11, Recommended Next Steps Acquisition Strategy Implement acquisition strategy to continue actions necessary to support post-transition OCM needs (if necessary) EA&I Transition Team VRM OCM Strategy and Plan, Section 11, Recommended Next Steps Stakeholder Document new communication EA&I Transition VRM Transition
- 8. Veterans Relationship Management(VRM) Transition Communication Plan A Strategic Communications Framework July 2, 2015 8 Communication Flow flow patterns between EA&I and all stakeholders (Internal/External, Customers, and Partners) to understand routine communications needs Team Communication Plan, Section 3, Communication Phases Stakeholder Engagement Develop and implement new stakeholder engagement strategy for external stakeholders, customers, and partners EA&I Transition Team VRM OCM Strategy and Plan, Section 11, Recommended Next Steps Education and Training Evaluate post-transition education and training needs/priorities and update EA&I Education and Training approach Education and Training Working Group VRM OCM Strategy and Plan, Section 8, Education and Training; and Section 11, Recommended Next Steps Personnel Management Continue to fill vacant positions, defining roles, and onboarding staff EA&I Director; EA&I Leadership Team VRM OCM Strategy and Plan, Section 11, Recommended Next Steps Vision and Goals Develop a clear, consistent vision and set of goals for EA&I EA&I Director; EA&I Leadership Team Federal Norm Strategic Plan Develop the EA&I Strategic Plan EA&I Director; EA&I Leadership Team Federal Norm Operating Plan Update Operating Plan to reflect new EA&I goals and milestones for FY16 EA&I Director; EA&I Leadership Team Federal Norm