5.3 Develop the Change Management Plan Flashcards
5.3 Develop the Change Management Plan
The processes in this group employ specific change management methodologies and tools to develop detailed plans for implementing the change management strategy. These plans include communications, sponsorship, stakeholder engagement, learning and development, risk management, and measurement and benefits realization. Ongoing integration with project management is included in this process group.
The Purpose of Develop the Change Management Plan
The purpose of Develop the Change Management Plan is to document the actions, timelines, and resources needed to deliver the change. The Change Management Strategy provides the “why” and the “what,” and the Change Management Plan provides the “how.” The Change Management Plan is a series of component plans that define the scope of the change effort and how it will be undertaken, controlled, and monitored.
The Processes of Develop the Change Management Plan
5.3.1 Develop a Comprehensive Change Management Plan
5.3.2 Integrate Change Management and Project Management Plans
5.3.3 Review and Approve the Change Plan in Collaboration with Project Leadership
5.3.4 Develop Feedback Mechanisms to Monitor Performance to Plan
5.3.1 Develop a Comprehensive Change Management Plan
The Change Management Plan should include required actions and baseline measures as they pertain to a change effort’s scope, expected benefits, role requirements, resources, activity schedule, risk, and measurement. The level of detail of the Change Management Plan should reflect the complexity and risk of the change effort.
5.3.1.1 Resource Plan
The Resource Plan defines the human, physical, and financial resources needed to implement the expected benefits of the change effort. It identifies how to acquire resources and a timeline for resource utilization. The following sections describe the key components of the
Resource Plan.
Inputs:
* Change Management Resources, Roles, and Responsibilities Strategy
* Communication Strategy
* Learning and Development Strategy
* Change Resources Inventory
* Procurement Guidelines and Policies
Outputs:
* Resource Plan
5.3.1.2 Sponsorship Plan
The Sponsorship Plan should define how to identify, develop, and strengthen the competencies required to lead/sponsor a change initiative. This plan builds awareness, establishes understanding, and defines leader/sponsor core responsibilities in a change management activity. If a sponsor is resistant to any of the responsibilities, then these issues must be addressed in the early stages.
Inputs:
* Sponsorship Strategy
* Sponsorship Alignment Assessment
* Stakeholder Analysis
* Sponsor Assessment
Outputs:
* Sponsorship Plan
5.3.1.3 Stakeholder Engagement Plan
The Stakeholder Engagement Plan outlines the activities and metrics that will be established to ensure stakeholders and stakeholder groups can make the changes required or complete the steps that will help make change successful in an organization.
Stakeholder engagement activities are designed to address the outcomes of a Stakeholder Analysis.
Inputs:
* Stakeholder Analysis
* Stakeholder Engagement Strategy
* Communication Strategy
* Sponsorship Strategy
* Change Risks
Outputs:
* Stakeholder Engagement Plan
5.3.1.4 Communication Plan
The Communication Plan defines the internal and external audiences, information, and feedback requirements of those leading and affected by the change, as well as the specific communication activities and events.
Inputs:
* Communication Strategy
* Current Communication Channels, Tools, and Methods
* Key Messages
* Learning and Development Strategy
* Project Charter and Documentation
* Project Schedule and Plan
* Sponsorship Strategy
* Stakeholder Analysis
* Stakeholder Engagement Strategy
* Transition Strategy
Outputs:
* Communication Plan
5.3.1.5 Learning and Development Plan
The Learning and Development Plan identifies knowledge gaps and training needs of those affected by the change and then provides a course of action to develop end users so they will be prepared with new knowledge and skills to adopt the change successfully.
Inputs:
* Learning and Development Strategy
* Stakeholder Analysis
* Learning Needs Assessment
Outputs:
* Learning and Development Plan
5.3.1.6 Measurement and Benefit Realization Plan
The Measurement and Benefit Realization Plan defines processes and actions to monitor and track progress of the project’s key performance indicators and expected benefits, as stated in
the Project Charter and Strategy Plan. The Measurement and Benefit Realization Plan provides a means of identifying when mitigation strategies need to be implemented if the effort is falling short of its goals.
Inputs:
* Measurement and Benefit Realization Strategy
* Change Definition
* Change Objectives and Goals
* Vision Statement
Outputs:
* Measurement and Benefit Realization Plan
5.3.1.7 Sustainability Plan
A Sustainability Plan should be developed to define the mechanisms that will be used to anchor and embed the change once it is implemented and is determined to be effective.
Inputs:
* Status Report/Benefits Gap Analysis
* Resource Plan
Outputs:
* Sustainability Plan
5.3.2 Integrate Change Management and Project Management Plans
The relationship between Change Management and Project Management is highly dependent on the nature of the change program, as defined in 4.4 Relationship to Project Management.
It is recommended that the relationship between Project Management and Change Management be defined early in the project, when the governance structure is established.
Inputs:
* Change Management Plan
* Project Charter and Project Documentation
* Project Schedule and Plan
Outputs:
* Change Management Plan (updated)
* Project Plan (updated)
5.3.3 Review and Approve the Change Plan in Collaboration with Project Leadership
The objective of Review and Approve the Change Plan in Collaboration with Project Leadership is to ensure that project leadership is aware of and aligned with milestones in the Change Management Plan.
Review and approval of the Change Management Plan is necessary to ensure that it is incorporated into the Project Plan and that the activities and milestones are coordinated with project activities.
Collaboration with project leadership is essential to avoid duplication of effort, align work plans, and increase stakeholder awareness.
Inputs:
* Change Management Plan
* Project Plan
Outputs:
* Change Management Plan (approved)
5.3.4 Develop Feedback Mechanisms to Monitor Performance to Plan
Monitoring performance and adherence to deliverables generated from the Change Management Plan enables adjustments of the plan in response to performance. Changes to the overall
Project Plan, as well as unexpected outcomes and changes in scope, will influence the Change Management Plan.
Feedback will come from many sources. Informal sources of feedback may include conversations, email responses, and information-sharing forums.
Inputs:
* Communication Plan
* Learning and Development Plan
* Measurement and Benefit Realization Plan
* Project Schedule and Plan
* Stakeholder Engagement Plan
Outputs:
* Communication Plan (updated)
* Learning and Development Plan (updated)
* Measurement and Benefit Realization Plan (updated)
* Stakeholder Engagement Plan (updated)
