Setting the Stage for Organizational Change Management

Objectives

After completing this lesson, you will be able to:
  • Define scope and resources for organizational change management
  • Integrate organizational change management in the project organization
  • Remember the organizational change management framework

Scope Organizational Change Management

What kind of change management support does the 4S project need? To answer this question, you can acquire valuable information from a systematic assessment of both the project characteristics and the current change management capabilities.

Carlos Olmeda, the SAP project manager for the SAP S/4HANA cloud implementation, helped the customer collect relevant information. In a workshop with the steering committee members and the two project managers, Ron Williams and Lucy Sheng, he presented two questionnaires:

  • The project assessment aims to evaluate the 4S project characteristics, indicating the need for change management.
  • The organizational capability assessment analyzes the competencies in the BriscoBikes holding to manage the people side of business transformations.

Hint

For more information on the questionnaires, refer to the learning journey Discover Organizational Change Management for SAP Cloud Projects.

In the What are the Challenges of your Cloud Deployment lesson, you find a video with some background information on the project assessment, the project assessment questionnaire, and information on how to interpret the assessment results.

The What are the OCM Capabilities of your Organization lesson provides an overview of the organizational capability assessment. You can also access and download the questionnaire and a result interpretation guide.

Together, the workshop participants discuss both questionnaires and, for each item, agree on ratings. Then, Carlos offers to put together a results report with recommendations about the setup of organizational change management for the 4S project.

In the following video, you meet Carlos and learn more about the insights revealed in the questionnaire discussion.

It's Your Turn: Time to Practice!

Deciding which responsibilities the change management team takes over is an important part of scoping change management in a cloud project. To create transparency and avoid misunderstandings, you clearly assign and document responsibilities.

Which change management responsibilities do you assign to Sandra and Paul?

Take five minutes to complete exercise 8 in your workbook.

The picture remembers you to do exercise 8.

Key Responsibilities for Change Management

The workbook exercise asks you to suggest key responsibilities for Sandra and Paul.

Play the video for Sandra's suggestions.

In the following table, examine Sandra´s proposal of her and Paul´s responsibilities and compare it with your ideas.

Paul’s Key Responsibilities as BriscoBikes Change LeadSandra’s Key Responsibilities as Change Management Advisor
  • Plan and align all change management activities in the 4S project.
  • Define change management guidelines and standards for the project.
  • Provide all required company information for developing change management activities.
  • Execute change management tasks, such as change communication.
  • Monitor the change process and report to 4S project management and steering committee.
  • Provide access to business areas and identify resources to support the change.
  • Support the project management for issues around change management.
  • Provide the organizational change management framework and approach.
  • Deliver "best practice" tools and templates.
  • Adapt tools and templates to BriscoBikes’ requirements.
  • Develop overall plans and concepts for organizational change management.
  • Provide guidance for the practical execution of change management activities.
  • Counsel and coach the BriscoBikes change management lead.
  • Offer advice and sparring for the 4S project management team.
  • Ensure ongoing knowledge transfer to BriscoBikes.  

Embed Organizational Change Management in the Project

Now, it’s official: The steering committee has decided to assign Sandra Tisdale as change management advisor and Paul Bakker as internal change management lead to the 4S project. In the next step, organizational change management must be embedded into the project organization.

The 4S Project Organization

As depicted in the chart below, the 4S project is structured in six sub-projects, covering the relevant business functions and processes areas, and six cross topics, covering important project activities. In addition, there is the PMO as a staff unit, reporting directly to the project management:

This image shows the 4S project organization with the steering committee at the top and the project management right below and the project management office as a staff unit, reporting directly to the project management. The six sub-projects are finance & controlling, production & logistics, sales, service, procurement and retail. The cross topics include master data management & data migration, analytics & reporting, technology & interfaces, governance, risk & comliance & authorizations, testing and learning & enablement.

However, there are still discussions within the project management team on how to integrate organizational change management in the project organization.

It's Your Turn: Time to Practice!

Finding the right place in the project organization is an important part of setting up organizational change management. Which options do you see for the 4S project? What is your favorite option – and why?

Take five minutes to complete exercise 9 in your workbook.

The picture remembers you to do exercise 9.

Organizational Change Management in the 4S Project Organization

Sandra has a clear picture where organizational change management should be positioned in the overall 4S project organization. Watch the video to see what she suggests.

The Organizational Change Management Framework

Before Sandra and Paul start their assigned roles, Sandra schedules a virtual meeting with Paul to become acquainted. In addition, she uses the time to give Paul an overview of the organizational change management framework for the 4S project.

Let’s join in!

Note

If you're interested in learning more about the SAP Organizational Change Management framework and deliverables, refer to the Discover Organizational Change Management for SAP Cloud Projects learning journey.

In the lesson How is SAP's Organizational Change Management Framework structured, you find an overview video of the framework and other videos with detailed information on the six dimensions and the respective deliverables.

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