Business Transition Plan This document prepared and owned by

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Business Transition Plan This document prepared and owned by Powered By Docstoc
					                           Business Transition
                                  Plan
                           This document prepared and owned by
   <Business Owner, Business Transition Manager or Appointed Reviewer (name & position)>


                                <Agency/Organization/Division Name>

                                    <PROJECT NAME>
                      VERSION: <VERSION                REVISION DATE: <DATE>
                          NUMBER>

Executive Sponsor and/or Business Owner

<Name>                                       <Email>            <Telephone>


Signature:                                                      Date:


Project Manager and/or Business Transition Manager

<Name>                                       <Email>            <Telephone>


Signature:                                                      Date:


Other (CIO/DCIO)

<Name>                                       <Email>            <Telephone>


Signature:                                                      Date:
                                                      Table of contents
Table of contents ...............................................................................2
Overview ............................................................................................3
Introduction and Background .............................................................3
Business Transition Team ..................................................................3
Business Transition and Organization Change Scope of Work ..........4
Stakeholder Assessment and Management .......................................5
Tasks and Deliverables ......................................................................6
Business Transition Plan and Schedule .............................................6
Business Transition Plan and Schedule: Major Tasks/Events ............6
    Critical path tasks/events ...............................................................6
Operational Readiness Assessment ..................................................6
Communication Events and Strategies ..............................................7
Training Events and Strategies ..........................................................8
Contingency Plan Requirements ........................................................8
Schedule Tracking .............................................................................8
Risk and Issue Management ..............................................................9
Document information page .............................................................10
Amendment history ..........................................................................10




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Overview
[Using information from the body of this document insert detail regarding the background of the
project and need for focus on business transition and organizational efforts]


Introduction and Background
 [Insert background information]

Business Transition Team
[Provide a description of the team structure and then list in the table below information about each
member]

     Name                    Role                                 Phone                  Email
     [insert name            [insert role of team                 [insert phone number   [insert email address of team
     of project              member]                              of team member]        member]
     member]




     [insert name            [insert role of team                 [insert phone number   [insert email address of team
     of project              member]                              of team member]        member]
     member]




     [insert name            [insert role of team                 [insert phone number   [insert email address of team
     of project              member]                              of team member]        member]
     member]




     [insert name            [insert role of team                 [insert phone number   [insert email address of team
     of project              member]                              of team member]        member]
     member]




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     SAMPLE Role Category                                   SAMPLE Responsibilities

     Executive Steering Committee                           Approves and directs the strategic direction of the
                                                            business transition plan and schedule.



     Working Steering Committee                             Monitors and reviews project progress while
                                                            maintaining daily operations.


     Senior Managers                                        Provides work unit managers with direction regarding
                                                            the implementation of the business transition plan.



     Work Unit Managers                                     Manage infrastructure changes regarding the plan and
                                                            schedule tasks.


     Senior Business Analyst                                Work with entire project team and business
                                                            representatives in support of project leadership to
                                                            understand recommendations and direction in all
                                                            deliverables, educate business managers on
                                                            deliverables and facilitate the use of the deliverables in
                                                            bringing about the business transition, and educate the
                                                            business managers and unit managers and staff on
                                                            new business processes and expectations.




     Business Transition Team                               Work with project and business leaders to define the
                                                            business transition plan facilitate the execution of the
                                                            plan, and communicate the progress of the plan.




Business Transition and Organization Change Scope of Work
[Outline the focus of the transition work relative to personnel, business processes, work functions,
roles, responsibilities, job description and the impact on people – recruiting, transitioning, and
attrition of positions]


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Stakeholder Assessment and Management
[Document stakeholder/groups affected by the change project and their awareness, support, and
influence regarding the project]


     Stakeholder               Awareness                   Support        Influence        Comments
                               (H, M, L)                                  (H, M. L)
     [insert name              [insert                     [insert        [insert          [insert any additional
     of stakeholder            stakeholder/gro             stakeholder/   stakeholder/gr   comments here]
     /group]                   up awareness                group          oup influence
                               of change                   support of     of change
                               project]                    change         project]
                                                           project]

     [insert name              [insert                     [insert        [insert          [insert any additional
     of stakeholder            stakeholder/gro             stakeholder/   stakeholder/gr   comments here]
     /group]                   up awareness                group          oup influence
                               of change                   support of     of change
                               project]                    change         project]
                                                           project]


     [insert name              [insert                     [insert        [insert          [insert any additional
     of stakeholder            stakeholder/gro             stakeholder/   stakeholder/gr   comments here]
     /group]                   up awareness                group          oup influence
                               of change                   support of     of change
                               project]                    change         project]
                                                           project]

     [insert name              [insert                     [insert        [insert          [insert any additional
     of stakeholder            stakeholder/gro             stakeholder/   stakeholder/gr   comments here]
     /group]                   up awareness                group          oup influence
                               of change                   support of     of change
                               project]                    change         project]
                                                           project]




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Tasks and Deliverables
[Document tasks and deliverables associated with business transition relative to operational
planning, business process changes, training, plan and schedule management, progress and
status reporting, and summary reporting]


Business Transition Plan and Schedule
[Define the assumptions, detailed activities, schedule, and milestones with associated
ownership/responsibilities, minimally include decision-making events/milestones, training,
readiness assessments, contingency plans, communications]


Business Transition Plan and Schedule: Major Tasks/Events
[Detail the events associated with organizational realignment, attrition planning, facilities and
infrastructure, operational readiness assessments, performance improvement measures,
communication, and training]

Critical path tasks/events
[For emphasis/focus, highlight the critical path of tasks/events here]

Operational Readiness Assessment
[Insert overview of readiness assessment]
The successful implementation of this change project depends on the success of
business operations and the success of the use of new technology. Through the
operational readiness assessment process, both business and technology will be
tested to verify the state of readiness for mitigation of operations to the To-Be state
of work and the use of the new technology. The assessment will be sufficiently
robust to satisfy all stakeholders of the business. The goal of this assessment is to
identify areas of risk to successful operations, confirm whether adequate mitigation
and contingency plans are in place to neutralize risks, and lead to a “Go/No-Go”
decision to implement the new change.
The operational assessment strategy for business operation includes the following
steps:


               Identify the roles and responsibilities for participants in the assessment
                   exercise.
               Criteria for the assessment(s) to be drafted and approved.



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               Determine process for staging the assessment(s), collecting data and
                   outcomes, and evaluation criteria.
               Schedule the assessment(s) and commit the participants.
               Conduct the assessment(s).
               Evaluate the results.
               Communicate the go/no-go decision.



Communication Events and Strategies
Effective communication is critical to the success of change projects. As with any
change, effective communication is a key component of change management
ensuring that the right messages reach the right stakeholders at the right time, and
the negative affects of uncertainty, resistance, fear, loss, and misinformation are
neutralized.
[insert an overview of the planned communication activities and their relative timing throughout the
project, specifically identify each stakeholder and identify what is provided to that person/group,
when and how]


NOTE: when attempting to:
        Build awareness: consider using facts, numbers, charts, graphs, and
                   other information.
               Build understanding: consider sharing meaning of the change project
                   vision through dialogue.
               Build acceptance: consider appreciative inquiry and favorable response
                   and        encourage              questioning,   increase   involvement   in     problem
                   identification, and resolution.
               Build alignment: consider the creation of tools that help endorse project
                   and organizational goals and objectives that offer clarity between
                   stakeholder behavior and action with performance results and rewards.




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               Build commitment: consider enhancing buy-in and ownership through
                   continuous support of resources, rewards, recognition, dialogue, and
                   reinforcement.


Training Events and Strategies
[Summarize the training events scheduled for this change project including the duration of training,
the curriculum and courses, materials, learning format, facilities, and preparatory work]


Contingency Plan Requirements
In the months leading up to the implementation of the change, it is recommended
that a workgroup focus on identifying critical business processes impacted by the
change project and draft mitigation strategies for use in the case of error or disaster
at/post change. The risks and issues associated with each critical process are
outlined below with associated mitigation strategies and contingency plans. The
following are sample contingency plans.
     Critical Process                     Areas of                Owner          Mitigation
                                          Concern



     [insert critical                     [insert areas of        [insert name   [outline mitigation]
     process]                             concern]                of owner]

     [insert critical                     [insert areas of        [insert name   [outline mitigation]
     process]                             concern]                of owner]

     [insert critical                     [insert areas of        [insert name   [outline mitigation]
     process]                             concern]                of owner]

     [insert critical                     [insert areas of        [insert name   [outline mitigation]
     process]                             concern]                of owner]




Schedule Tracking
The business transition team uses MS Project as the scheduling tool. An up-to-date
and detailed schedule can be found at [insert file location of schedule] as well as in
the appendix of this document.

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This schedule allows the planning and tracking of activities and for the team to
realize the impact of diverted resources, changes in staff, or increased/decreased
scope. Created by breaking down the total business transition work effort into
manageable parts and developing a schedule for each part, the schedule identifies
and documents tasks, dependencies, duration, task owners, activity owners, critical
path, and progress. The schedule and weekly discussion regarding the schedule are
the primary vehicles used to manage and control the business transition for this
change project. The project scheduler maintains the schedule and produces a
monthly progress report that is shared among the project leadership team.

Risk and Issue Management
[Describe the business transition team’s approach to risk and issue management]
Risk management is the systematic process of identifying, analyzing, monitoring,
and responding to change project risk. In a change project environment, risks that
are not mitigated may evolve into issues. Issues are problems that threaten the
success of the project because they are risks that have been realized. Risk and
issue management includes maximizing the probability and consequences of
adverse events to project goals. The following are the identified risks of the business
     Risk                                 Probability             Impact (H,   Mitigation
                                          (H. M. L)               M, L)

     [insert risk]                        [insert                 [insert      [outline mitigation]
                                          probability]            impact]


     [insert risk]                        [insert                 [insert      [outline mitigation]
                                          probability]            impact]


     [insert risk]                        [insert                 [insert      [outline mitigation]
                                          probability]            impact]




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Document information page
     Required Information                          Definition


     Document:                                     [insert document name]
     Document ID:                                  [insert document control number or unique ID]
     Version:                                      [insert version number]
     Approval Date:                                [insert approval date here]
     Location:                                     [insert document file location]
     Owner:                                        [insert document owner]
     Author:                                       [insert document author]
     Approved by:                                  [insert document approver]




Amendment history
     Document                Approval Date                        Modified By        Section, Page(s), Text
     Version #                                                                       Modified



     [insert                 [insert approval date                [insert document   [outline sections modified]
     version                 here]                                author]
     number]



     [insert
     version
     number]




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DOCUMENT INFO
Description: Change Management Template Organization Realignment document sample