Post Implementation Agenda Template by udc18725

VIEWS: 48 PAGES: 41

More Info
									                    Business Transition
                      Process Guide
               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:
                Business Transition Management Process Guide


Table of Contents

Table of Contents ....................................................................................... 2
Objectives and Scope ................................................................................. 5
Pre-Initiating ............................................................................................... 6
  Determining the Need for Change ........................................................... 6
     Step 1 – Performance Measures .......................................................... 6
     Step 2 – Research and Analyze the need for change with an
     Environmental Scan. ............................................................................. 7
     Step 3 – Document and Report/Present the Need for Change.............. 8
  The Validation of the Business Case Need .............................................. 8
     Step 4 – Document the Current State (High Level). .............................. 8
     Step 5 – Document the Future State (High Level). ................................ 9
     Step 6 – Document the Validation of the Initial Business Case Need.... 9
  Develop the Business Case ..................................................................... 9
     Step 7 – Document the Impact Assessment. ...................................... 10
     Step 8 – Document the Transition Complexity & Risk Study. .............. 10
     Step 9 – Document the Business Assessment.................................... 11
     Step 10 – Document the Readiness Assessment. .............................. 11
     Step 11 – Document the Business Case. ............................................ 12
     Step 12 – Complete the Pre-Initiation Checklist. ................................. 13
     Step 13 – Update the Proposal for IT CG Priority. .............................. 13
     Steps 14a and 14 b – Governing Body Approves or Does Not Approve -13
Initiating .................................................................................................... 14
  Develop the Strategy ............................................................................. 14
     Step 15 – Document the Membership & Resources............................ 14
     Step 16 – Document the Governance and Structure. .......................... 15
     Step 17 – Document Operational Determinants. ................................. 15
     Step 18 – Document and Research Best Practices............................. 16
     Step 19 – Document the Charter & Scope. ......................................... 16
     Step 20 – Document the Business Requirements. .............................. 17
     Step 21 – Document the Strategy. ...................................................... 17
     Step 22 – Complete the Initiation Checklist. ........................................ 18
     Step 23 - Strategy Proposal for IT CG. ............................................... 18
     Step 24a and 24b – Governing Body Commits or Does Not Commit .. 19
Planning.................................................................................................... 19
D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                   Page 2 of 41
                Business Transition Management Process Guide

  Develop detailed Gap Analysis .............................................................. 19
    Step 25 – Prepare a detailed Current State. ....................................... 20
    Step 26 – Prepare a detailed Future State. ......................................... 20
    Step 27 – Document the Gap Analysis. .............................................. 21
  Plan for Moving the Business from the Current State to the Future State
  with Planning based on the Gap Analysis .............................................. 21
    Step 28 – Document and Develop Core Work Plans........................... 22
    Step 29 – Plan and document Develop Plans for Facilitation. ............. 24
  Develop the Integrated Project Plan ...................................................... 27
    Step 30 – Get a copy of the Project Management Plan....................... 27
    Step 31 – Plan and document the Business Transition Plan. .............. 27
    Step 32 – Integrate the Business Transition Plan into the project Plan
    using the Integrated Project Plan. ...................................................... 28
    Step 33 – Complete the Planning Checklist. ....................................... 29
    Step 34 – Update and present the Proposal for IT CG Priority for the
    Governing Body. ................................................................................. 29
    Step 35a and Step 35b – Governing Body Approves or Does Not
    Approve the Integrated Project Plan ................................................... 29
Executing and Control............................................................................... 30
  Develop Readiness for Go-Live Implementation .................................... 30
    Step 36 – Carry out Work Plans.......................................................... 30
    Step 37 – Carry out Facilitation Plans. ................................................ 31
    Step 38 – Execute until it’s done Complete Integrated Project Plan. ... 32
    Step 39 – Determine if the business is ready with the Go-Live
    Readiness Assessment. ..................................................................... 32
    Step 40 – Complete the Executing & Controlling Checklist. ................ 33
    Step 41 – Update the Proposal for IT CG Priority for the Governing
    Body. .................................................................................................. 33
    Step 42a – Step 42b Governing Body Agrees or Does Not Agree to Go-
    Live ..................................................................................................... 34
Closing...................................................................................................... 34
  Develop Readiness for Implementation ................................................. 34
    Step 43 – Document the Project Evaluation. ....................................... 34
    Step 44 – Document Lessons Learned. .............................................. 35
    Step 45 – Document Trends & Lessons.............................................. 35
    Step 46 – Plan and document the Transition Support Plan. ................ 36
    Step 47 – Complete the Closing Checklist. ......................................... 36


D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                   Page 3 of 41
                Business Transition Management Process Guide

   Step 48 – Update the Proposal for IT CG Priority for the Governing
   Body. .................................................................................................. 37
   Step 49a and Step 49b Governing Body determines project is Closed
   or Not Closed ...................................................................................... 37
Operations & Maintenance ....................................................................... 37
   Step 50 – Document Performance Measures. .................................... 38
   Step 51 – Research, analyze and document an Environmental Scan. 38
   Step 52 – Document Pre-Initiate Changes. ......................................... 39
   Step 53 – Coordinate Changes Across Project. .................................. 39
   Step 54 – Complete the Operations & Maintenance Checklist. ........... 40
Amendment information page ................................................................... 41
Amendment history ................................................................................... 41




D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                   Page 4 of 41
            Business Transition Management Process Guide


Objectives and Scope
______________________________________________________________________________

This document is a step-by-step instruction guide intended to aid
Business Transition resources through Business Transition activities
associated with projects. While projects are developed and
implemented using the PMBOK project processes, this guide is
designed to be used with the Business Transition Management
Integrated Framework. The Business Transition Management
Integrated Framework is based on the PMBOK processes with the
Initiating, Planning, Executing, Controlling and Closing processes but
with two additional processes. These additions, Pre-Initiating and
Operations and Maintenance, are necessary because Business
Transition activities associated with projects span before a project
starts and after a project completes. Each step in this guide is
pictured in the Business Transition Management Integrated
Framework with corresponding steps labeled
(http://www.oregon.gov/DHS/admin/bpm/btm/docs/Integrated_Project
_Plan_w_Controls.doc). It is important to note that another tool
available for use with this guide is the Business Transition
Management Checklist with step numbers corresponding to the same
steps discussed in this guide
(http://www.oregon.gov/DHS/admin/bpm/btm/docs/Business-
Transition-Planning-Checklist-v1.doc)




D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                   Page 5 of 41
            Business Transition Management Process Guide


Pre-Initiating
____________________________________________________________________________


Determining the Need for Change

This section includes 3 steps:

      Step – 1 Performance Measures
      Step – 2 Environmental Scan
      Step – 3 Document and Report/Present the Need for Change

Performance Measure analysis and Environmental Scanning are processes
that are ongoing and concurrent. The results of these processes are
factors in determining the Need for Change. Ideally, in Business Transition
Management, Performance Measures and Environmental Scanning
methodology are established during the planning phase of previous
projects and continue through Operations and Maintenance. It’s the
Environmental Scan (external pressure) or a Performance Metric (internal
performance) that fluctuates outside of previously set acceptable limits that
alert the business that there is a need for change.

However, unexpected events, like state legislation of a new benefit
package, will necessitate Performance Measures and baselines to be
developed in this step. An Environmental Scan impact like this shows the
relationship between an Environmental Scan and Performance Measures.


 Step 1 – Performance Measures
          (Resource: Business Manager)

      a. Evaluate whether or not existing performance measures are
         relevant and adequate to evaluate the current situation of internal
         performance.

         Link to University of California doc



D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                   Page 6 of 41
            Business Transition Management Process Guide

      b. Establish baseline metrics if they are not already established and
         adequate.

         Link to empty baseline metrics template
         Link to example of filled in baseline metrics template

      c. Design a strategy to measure the baseline over time to show
         progress of the baseline to indicate critical success factors.

         Link to Performance measure template (Facilitation Plan)

      d. Analyze the results of measuring internal performance.
      e. Identify and describe performance metrics that are outside of
         acceptable limits.
      f. Detail how you know the internal performance is outside of
         acceptable limits.
      g. Describe how the unacceptable internal performance metric
         indicators are affecting or will affect business operations.
      h. Explain how the performance measures align with the
         organizational mission, requirements, commitments, values, or
         customer expectations.
      i. Explain how the performance measures compare to industry
         standards.
      j. Document the needed actions as a result of the performance
         measures analysis.



Step 2 – Research and Analyze the need for change with an Environmental
Scan.
          (Resource: Business Manager)

      a. Identify external issues that will impact the organization.
      b. Forecast and assess the impact of the external issues on the
         organization.
      c. Describe how the environmental scan aligns with the
         organizational arrangement.
      d. Describe how the environmental scan will impact internal
         performance.


D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                   Page 7 of 41
            Business Transition Management Process Guide


Step 3 – Document and Report/Present the Need for Change.
          (Resource: Business Manager)

      a. Document and prepare a presentation or word document that calls
         for action based on results gathered from internal performance
         measures and the external environmental scan.
      b. Prepare illustrations and flowcharts for the Need for Change
         presentation.
      c. Determine the stakeholders who need to be involved with the
         reporting and decision making for the Need for Change.
      d. Determine the location, time and agenda of the presentation of the
         Need for Change.
      e. Determine whether the action is merely a monitoring function or a
         decision to document a full business case need for change.
      f. Report the results of examining the Need for Change with the
         appropriate stakeholders.



The Validation of the Business Case Need

This section consists of 3 steps:

      Step 4 – Document the Current State (High Level)
      Step 5 – Document the Future State (High Level)
      Step 6 – Validation of the Initial Business Case Need

In the Pre-Initiating process, the current state and the future state are
developed providing enough detail to validate the Initial Business Case
Need. The Validation of the Business Case Need is the high level Gap
Analysis of the difference between what is known about the current state
(at a high level) and the future state (at a high level).


Step 4 – Document the Current State (High Level).
          (Resource: Business Analyst)




D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                   Page 8 of 41
            Business Transition Management Process Guide

      a. Identify and document the scope of the processes of the work to
         be documented.
      b. Include illustrations of data and business flow of the current state.
      c. Document a high level current state with as much detail as needed
         to provide validation of the business case.


Step 5 – Document the Future State (High Level).
          (Resource: Business Analyst)

      a. Identify and document the scope of the processes of the work to
         be documented for the future state.
      b. Include illustrations of data and business flow.
      c. Document a high level future state with as much detail as
         necessary to provide validation of the business case.


Step 6 – Document the Validation of the Initial Business Case Need.
          (Resource: Business Analyst)

      a. Analyze the high level current state documents; they are input into
         the Validation of the Initial Business Case Need.
      b. Analyze the high level future state documents; they are input into
         the Validation of the Initial Business Case Need.
      c. Assess the impact of the differences between the high level
         current state and the future state on the organization based on the
         organizations vision, mission, strengths and weaknesses.
      d. Explain the differences between the high level current state and
         the high level future state with enough detail to provide validation.
      e. Document the Validation of the Initial Business Case Need (high
         level Gap Analysis) for use in the Business Case.

      Link to Validation of the Initial Business Case Need (Gap Analysis)
      template


Develop the Business Case

This section consists of 5 steps:

D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                   Page 9 of 41
            Business Transition Management Process Guide

      Step 7 – Document the Impact Assessment
      Step 8 – Document the Transition Complexity & Risk Study
      Step 9 – Document the Business Assessment
      Step 10 – Document the Readiness Assessment
      Step 11 – Document the Business Case

The studies and assessments developed in the four steps preceding the
Business Case are intended to be developed to contribute to the Business
Case.


Step 7 – Document the Impact Assessment.
          (Resource: Business Analyst)

      a. Review the Validation of the Business Case Need.
      b. Describe the workforce profile in side by side comparison of
         current and future state change.
      c. Describe the expected results from the change in terms of quality,
         cost, and satisfaction.
      d. Describe the method proposed for change and make sure it is
         complimentary to the organizational culture and work unit.
      e. Describe the resistance expected and the means to manage the
         resistance.
      f. Develop in conjunction with the Transition Complexity & Risk
         Study
      g. Document all the above in the Impact Assessment for use in the
         Business Case.

   Link to Impact Assessment template


Step 8 – Document the Transition Complexity & Risk Study.
          (Resource: Business Analyst)

      a. Document and measure complexity of Business Criteria in the
         Business Transition and Technical Complexity Assessment.
      b. Document and measure complexity of Technical Criteria provided
         in the Business Transition and Technical Complexity Assessment.


D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 10 of 41
            Business Transition Management Process Guide

      c. Document and measure the complexity of Business Transition and
         Technical Complexity Assessment
      d. Determine from the results of the Business Transition and
         Technical Complexity Assessment the resources needed for the
         project.
      e. Develop in Conjunction with the Impact Assessment.
      f. Document results in the Business Case.

   Link to Business Transition and Technical Complexity Assessment
   (BTTCA)


Step 9 – Document the Business Assessment.
          (Resource: Business Analyst)


      a. Document the proposed Change Project.
      b. Document the supporting research from the environmental scan
         and performance measures.
      c. Describe how the change will be managed.
      d. Discuss the feasibility of implementing the proposed changes.
      e. Detail the project benefits, timeline, costs and measurements
         strategy for tracking benefits before and after the change.
      f. Document a Cost Benefit Analysis with savings and expenses and
         alternatives.
      g. Document anticipated impacts of the proposed system with the
         associated risks of implementation.
      h. Combine all information in a Business Assessment.
      i. Use as input into the Business Case.

   Link to Business Assessment


Step 10 – Document the Readiness Assessment.
          (Resource: Business Analyst)

      a. Review the assessment and determine each item's applicability for
         use in your change endeavor.
      b. Make modifications to the assessment as appropriate.
      c. Identify the individuals that need to complete the assessment.
D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 11 of 41
            Business Transition Management Process Guide

      d. Determine how the assessment will be administered (online, on
         paper, in a group, individually, etc).
      e. Administer the assessment.
      f. Compile the results from the completed assessments.
      g. Analyze the data (use averages and standard deviation to help
         understand the meaning of the data).
      h. Use the assessment data to inform your completion of the
         business case.
      i. ‘No’ responses indicate risk in the affected area. Determine from
         the results the next appropriate action for resolution of the ‘No’
         responses.
      j. All ‘Yes’ responses indicate readiness.

   Link to Readiness Assessment


Step 11 – Document the Business Case.
          (Resource: Business Manager)

      a. Review the Need for Change.
      b. Review the Validation of the Initial Business Case Need.
      c. Include information from the Impact Assessment, Transition
         Complexity & Risk Study, Readiness Assessment and Business
         Assessment.
      d. Detail the Business background and history relating to the
         opportunity for change.
      e. Define the problem and desired business goals and objectives.
      f. Provide Alternatives.
      g. Document assumptions.
      h. Provide a cost benefit analysis.
      i. Provide a list of risks and associated mitigation strategies for each
         risk.
      j. Describe the financial impact.
      k. Provide time estimates, tasks, milestones and deliverables for the
         project.
      l. Meet with the appropriate stakeholders to review and validate the
         Business Case.

   Link to Business Case

D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 12 of 41
            Business Transition Management Process Guide



Step 12 – Complete the Pre-Initiation Checklist.
           (Resource: Business Manager)

      a. Review Pre-Initiating activities and determine if the appropriate
         activities have been performed in the Pre-Initiating process using
         the checklist.

   Link to Pre-Initiation Checklist


Step 13 – Update the Proposal for IT CG Priority.
           (Resource: Business Manager)

      a. Prepare the Business Case for presentation to the governing
         body.
      b. Prepare supporting documentation for the presentation for the
         Business Case.
      c. Prepare illustrations for presentation.
      d. Determine the current members of the governing body for the
         approval of the Business Case.
      e. Request time with the governing body to meet for Business Case
         presentation.
      f. Prepare agenda and time schedule for presentation.


Steps 14a and 14 b – Governing Body Approves or Does Not Approve -
           (Resource: Governing Body, Business Transition Manager and Project
Manager)

      a. Present the Business Case for Change to the governing body.
      b. The governing body will come back with a decision on whether or
         not the Business Case should proceed into the Initiating process.
      c. If the governing body approves the Business Case, proceed to the
         Initiation process.
      d. If the governing body does not approve the Business Case, they
         will give instructions on whether the Business Case should be
         revised or set aside.

D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 13 of 41
             Business Transition Management Process Guide

Initiating
____________________________________________________________________________

Develop the Strategy

This section consists of 7 steps:

      Step 15 – Document the Membership & Resources
      Step 16 – Document the Governance and Structure
      Step 17 – Document Operational Determinants
      Step 18 – Document and Research Best Practices
      Step 19 – Document the Charter and Scope
      Step 20 – Document the Business Requirements
      Step 21 – Document the Strategy.

Documenting the Membership & Resources, Governance Structure,
Operational Determinants, Best Practices, Charter and Scope and
Business Requirements are all contributors to developing the overall
Business Transition Strategy.


 Step 15 – Document the Membership & Resources.
          (Resource: Business Manager)

      a. Determine the Project Sponsor.
      b. Meet with the Project Sponsor and obtain names of resources that
         comprise the Steering Committee.
      c. Document the name, role and contact information of each Steering
         Committee member.
      d. Determine the Project Manager.
      e. Meet with the Project Manager and obtain names of resources
         that comprise the Steering Committee.
      f. Document the name, role and contact information of each project
         team member.
      g. Determine key Business Managers.
      h. Meet with the Business Managers and obtain names of employees
         that will have a key role in the Business Transition activities (for
         example, Subject Matter Experts).


D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 14 of 41
            Business Transition Management Process Guide

      i. Document the name, role, and contact information of each key
         employee.
      j. Document the name, role and contact information of any additional
         stakeholder that had been identified during information gathering
         meetings.

   Link to Membership & Resources Template


Step 16 – Document the Governance and Structure.
          (Resource: Business Transition Manager and Project Manager)

      a. Document the details of the Project Organization.
      b. Detail the staffing plan.
           a. Describe how and when the project will be staffed up.
           b. Detail in the staffing plan, how and when contractors will be
               brought onboard the project.
      c. Document the Project Sponsor’s role.
      d. Document the Executive Committee role
      e. Document the Transition or Change manager’s role.

   Link to Governance and Structure


Step 17 – Document Operational Determinants.
          (Resource: Business Transition Manager and Project Manager)

      a. Document the impacting factors of organizational arrangements
         such as mission, vision, values, processes, business practice,
         decision-making, etc.
      b. State the impact to the business in its current workflows,
         processes, tasks, and organizational structure if the proposed
         project is successfully implemented.
      c. Document the Leadership and Management Strategy.
      d. Describe how the project is planned to be managed and led. This
         will serve as a prelude to the integrated project plan.

   Link to Strategy and Operational Determinants


D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 15 of 41
            Business Transition Management Process Guide


Step 18 – Document and Research Best Practices.
           (Resource: Business Transition Manager and Project Manager)

      a. Determine scope of information gathering for researching best
         practices.
      b. Contact best practices experts in peer projects, other states,
         consultants, professors, etc, applicable to the scope.
      c. Compile and document best practices.

   Link to Research Best Practices example


Step 19 – Document the Charter & Scope.
           (Resource: Business Transition Manager, Business Manager and/or Project
Manager)

      a. Review the Business Case and supporting documentation.
      b. Review Best Practices.
      c. Develop the Charter & Scope.
           a. Document the Business Concept by summarizing the
              business requirement or concept on which the idea is based.
           b. State the Desired goal or end result associated with the
              project.
           c. State the Problem and Opportunity. Define the nature of the
              product and/or service opportunities created by those
              problems.
           d. Specify the organizational units concern in both short term
              and long term perspectives of the project.
           e. List and describe the assumptions made in the decision to
              charter this project.
           f. State the impact to the business in its current workflows,
              processes, tasks, and organizational structure if the
              proposed project is successfully implemented.
           g. Document if known, the organizations ability to plan, lead,
              and sustain the change.
           h. Obtain approval of the Charter and Scope from the Project
              Sponsor.


D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 16 of 41
            Business Transition Management Process Guide

   Link to Charter and Scope


Step 20 – Document the Business Requirements.
          (Resource: Business Analyst)

      a. Determine resources needed to document the requirements based
         on the scope of work and the time.
      b. Document how the project will manage requirement development.
      c. Document mandatory business process requirements.
      d. Document constraints.
      e. Document assumptions.
      f. Document exclusions.
      g. Document how the project objectives are allocated to technical
         and non-technical requirements needed to deliver the solution.
      h. Document detailed system requirements.
      i. Document issues to be resolved.
      j. Hold meetings to get input prior to planning the strategy.
      k. Obtain agreement with the appropriate stakeholders that the
         Requirements Management Plan meets the needs of the change
         project.

   Link to Requirements Management Template


Step 21 – Document the Strategy.
          (Resource: Business Transition Manager and Project Manager)

      a. Review the business case.
      b. Review the pre-initiating phase’s checklist for documentation of
         material/deliverables.
      c. Document in the Strategy the project’s membership and overall
         governance and structure. Include detailed roles, responsibilities,
         and expectation.
      d. Include all other known resource requirements for this project.
      e. Review the Charter and Scope (much of this material may stem
         from the business case).
      f. Include a strategy for fulfilling the goals and objectives set forth in
         the Charter and Scope.


D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 17 of 41
            Business Transition Management Process Guide

      g. Set short term goals and long term goals needed to achieve the
         strategy.
      h. Performance measures should support measuring the progress of
         the change project strategy.
      i. Review best practices.
      j. Include a strategy using best practices and to achieve a level
         equal to known best practices.
      k. Hold meetings to get input on the strategy while it is in draft.
      l. Review components of operational arrangements and people for
         relative impact.
      m. Include Operational Determinants factors in the strategy.
      n. Further detail business case content into project planning and
         implementation strategy.
      o. Provide more details to delineate the Business Case and Charter
         and Scope.
      p. Offer more details in the Strategy in terms of concepts, methods,
         processes, activities, and resources needed to successfully
         execute the change project.

   Link to Strategy and Operational Determinants


Step 22 – Complete the Initiation Checklist.
          (Resource: Business Transition Manager and/or Project Manager)

      a. Review Initiating activities and determine if the appropriate
         activities have been performed in the Initiating process using the
         checklist.
   .
   Link to Initiation Checklist


Step 23 - Strategy Proposal for IT CG.
          (Resource: Business Manager and Project Sponsor)


      a. Prepare the Strategy for presentation to the governing body.
      b. Prepare supporting documentation for the presentation for the
         Strategy.
      c. Prepare illustrations for presentation.
D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 18 of 41
             Business Transition Management Process Guide

      d. Determine the governing body for the approval of the Strategy.
      e. Request a meeting time with the governing body to present the
         Strategy proposal.
      f. Prepare agenda and time schedule for presentation.
      g. Present the Strategy to the governing body.




 Step 24a and 24b – Governing Body Commits or Does Not Commit
            (Resource: Governing Body, Business Transition Manager and Project
 Manager)


      a. Present the Strategy to the governing body.
      b. The governing body will come back with a decision on whether or
         not to commit to the Strategy.
      c. If the governing body approves the Strategy, proceed to the
         Planning process.
      d. If the governing body does not approve the Strategy, they will give
         instructions on how the Strategy should be revised.

Planning
____________________________________________________________________________


Develop detailed Gap Analysis

This section includes 3 steps:

      Step 25 – Prepare a detailed Current State
      Step 26 – Prepare a detailed Future State
      Step 27 – Document the Gap Analysis

In the Planning process, the Current State and the Future State are
developed providing detail down to the activity level. The current state and
the future state are input into the Gap Analysis, which is the documented
difference between the Current State and the Future State.


D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 19 of 41
            Business Transition Management Process Guide


Step 25 – Prepare a detailed Current State.
          (Resource: Business Analyst)

      a. Identify the resources needed to document the current state based
         on scope of work and time to produce.
      b. Identify and document the scope of the processes of the work unit
         to be documented.
      c. Identify and document the personnel involved, the technology and
         the data.
      d. Document the work processes in detail.
      e. Document the business rules and policies in detail that are
         applicable to the scope of the processes being documented in
         their current state.
      f. Document the functions down to the task level.
      g. Document the organizational structure associated with the work
         processes being documented.
      h. Include illustrations of data and business flow of the current state.

   Link to Current State Template


Step 26 – Prepare a detailed Future State.
          (Resource: Business Analyst)

      a. Use as input, Best Practices gathered in Step 18.
      b. Business requirements should be used as input to the Future
         State.
      c. Strategy should be used as input to the Future State.
      d. Identify the resources needed to produce the Future State base on
         scope of work and time.
      e. Identify and document the scope of the processes of the work unit
         to be documented for the future state.
      f. Identify and document the personnel involved, the technology and
         the data and how they will be defined in the Future State.
      g. Document the processes down to the task level.
      h. Document the business rules and policies that are applicable to
         the scope of the processes being documented for the future state.


D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 20 of 41
            Business Transition Management Process Guide

      i. Document the functions and organizational structure associated
         with the work processes being documented.
      j. Include illustrations of data and business flow.

   Link to Future State Template


Step 27 – Document the Gap Analysis.
          (Resource: Business Analyst)

      a. Identify the resources needed to produce the gap analysis based
         on scope and time.
      b. Analyze the current state documents; they are input into the Gap
         Analysis.
      c. Analyze the future state documents; they are input into the Gap
         Analysis.
      d. Assess the impact of the differences between the current state
         and the future state on the organization based on the
         organizations vision, mission, services, strengths and
         weaknesses.
      e. Explain the differences between the current state and the future
         state down to the task level detail.
      f. Include roles and responsibilities changes in going from the
         current state to the future state.
      g. Document the difference between the current state and the future
         state, which is the Gap Analysis.

   Link to Gap Analysis Template


Plan for Moving the Business from the Current State to the Future
State with Planning based on the Gap Analysis

This section includes 2 steps:

      Step 28 – Document and Develop Core Work Plans
      Step 29 – Document and Develop Facilitation Plans

The plans in this section are developed using information derived from the
Gap Analysis. The Gap Analysis should contain information about the
D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 21 of 41
            Business Transition Management Process Guide

differences between the current state and the future state in detail. This is
the information that the following Core Work Plans and Facilitation Plans
are based on and which they plan for.


Step 28 – Document and Develop Core Work Plans.
          (Resource: Business Transition Manager and Project Manager)

   Listed below are the Core Work Plans:

   The Risk & Issues Management Plan is outlined below:

      a. Document in the Risk & Issues Management Plan the resources
         on the Risk Management Team.
      b. Determine the frequency of the Risk Management Team
         meetings.
      c. Document in the plan how the Risk Management Team will meet
         and identify and categorize risks and issues into a Risk Log and
         an Issues Log.
      d. Assign a probability and impact weighting for prioritization and to
         determine when the risk becomes an issue.
      e. Document mitigation strategies for each risk.
      f. Develop risk checklists to determine areas of risk.
      g. Document actions to be taken when the risk becomes an issue.
      h. Develop a phase evaluation plan and summarize the risks
         involved.
      i. Review the Risk & Issues Management Plan with the appropriate
         stakeholders.
      j. Validate that the Risk & Issues Management Plan will adequately
         manage risks and issues.

   Link to Core Work Plan-Risk & Issues Management Plan


   The Test Plan is outlined below:

      a. Gather and document User Acceptance Test criteria.
      b. Plan and document unit testing activities and schedule and roles
         and responsibilities.

D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 22 of 41
             Business Transition Management Process Guide

      c.   Document test scripts.
      d.   Document test data.
      e.   Document testing scenarios.
      f.   Document expected results.
      g.   Document test validation procedures.
      h.   Document the end to end System testing plan.
      i.   Document reporting of results.
      j.   Review the Test Plan with the appropriate stakeholders.
      k.   Obtain consensus that the Test Plan meets the needs of validating
           the system changes work as planned.

   Link to Core Work Plan-Test Plan


   The Training Plan is outlined below:

      a. Document in the plan, a summary of the testing plan.
      b. Describe the training method.
      c. Detail the training environment, facilities, instructors and post-
         implementation support.
      d. Describe the training materials.
      e. Review the Training Plan with the appropriate stakeholders.
      f. Obtain consensus that the Training Plan meets the needs of the
         business units involved.

   Link to Core Work Plan-Training Plan

   The Contingency Plan is outlined below:

      a. Meet with appropriate stakeholders to gather information
         concerning the scope of work and schedule of the Contingency
         Plan.
      b. Provide an overview of the continuity plan.
      c. Identify business mission critical processes and functions.
      d. Document what to do to keep mission critical processes
         functioning if there is a disruption of service.
      e. Describe how to activate the business continuity plan.
      f. Provide step-by-step instruction for resolution of service
         disruptions.

D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 23 of 41
            Business Transition Management Process Guide

      g. Review the Contingency Plan with the appropriate stakeholders.
      h. Obtain consensus that the Contingency Plan meets the needs of
         keeping mission critical business processes functioning.

   Link to Core Work Plan-Contingency Plan


Step 29 – Plan and document Develop Plans for Facilitation.
           (Resource: Business Transition Manager and Project Manager)

   Facilitation Plans that have not already been discussed are listed below:

   The Agenda is outlined below:

      a. Use the Agenda to facilitate for effectiveness.
      b. Identify meeting attendees.
      c. Identify meeting date, time and place.
      d. Send agenda out to participants 48 hours before the meeting will
         take place.
      e. Take meeting minutes and distribute to attendees within 34 hours
         after the meeting.

   Link to Facilitation-Agenda Template

The Communication Plan is outlined below:

      a. Meet with appropriate stakeholders to gather information about the
         activities and events that need to be communicated.
      b. Provide an overview of the communication objectives.
      c. Identify stakeholders and stakeholder groups for communication.
      d. List the types of information needed.
      e. Describe the purpose, timing, means and mode of
         communications.
      f. Identify Communication Team members and resources.
      g. Provide a stakeholder analysis.
      h. Describe a project communication process.
      i. Delineate communications objectives by phase of work.
      j. Devise different communications tactics for the business transition
         effort.

D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 24 of 41
            Business Transition Management Process Guide

      k. Outline the formal approval and decision making process for
         communications events.
      l. Review the Communications Plan with the appropriate
         stakeholders.
      m. Obtain approval that the Communications Plan meets the
         business transition needs for the project.
   Link to Facilitation-Communication Plan


   The Implementation Plan is outlined below:

      a. Meet with the appropriate stakeholders to determine the
         agreements concerning Go-Live timelines, activities and work
         responsibilities.
      b. Describe the agreements in the Implementation Plan, relative to
         the implementation of the timeline, activities and various work
         responsibilities to ‘Go-Live’.
      c. Insert an update regarding the new business processes that will
         be in place with the change.
      d. Insert a description of the new system that will be put in place.
      e. Detail the major activities, milestones, g/no-go decision points, and
         roles and responsibilities.
      f. Append the project schedule and work breakdown structure the
         Implementation Plan.
      g. Review the Implementation plan with the appropriate stakeholders.
      h. Obtain approval that the Implementation Plan meets the needs of
         ‘Go-Live’ and moving to Operations and Maintenance.

   Link to Facilitation-Implementation Plan Template


   The Quality Management Plan is outlined below:

      a. Review quality methods and approaches for the project with the
         National Institute of Standards and Technology (NIST)
         International Organization for Standardization (ISO), Institute of
         Electrical and Electronics Engineer (IEEE), American Society for
         Testing and Materials (ASTM), Project Management Institute and
         Military Standards (MIL).

D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 25 of 41
             Business Transition Management Process Guide

      b. Meet with appropriate stakeholders to determine Quality
         Management expectations.
      c. Outline the components of the quality plan in the Quality
         Management Template.
      d. Include the quality assurance standards to be used.
      e. Outline the quality control processes and activities.
      f. Detail the planned audits and reviews that will be held.
      g. Detail the reporting and method for escalating and resolving
         issues and concerns.
      h. Explain how quality will be measured.
      i. Review the Quality Management Plan with the appropriate
         stakeholders.
      j. Obtain consensus that the Quality Management Plan meets the
         needs of ensuring quality in the project deliverable.

   Link to Facilitation-Quality Management Plan Template


   The Status Report is outlined below:

      a.   Update status of the project timeline, scope, quality, and budget.
      b.   Update Issues and Risks.
      c.   Insert major accomplishments during the past period.
      d.   Insert who, when and how the document was updated.
      e.   Post status report on shared drive.
      f.   Communicate status to stakeholders via e-mail and meetings.

   Link to Facilitation Plan-Status Report Template


   Coordinate with the Business Architecture current state model and
   future state model if available.




D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 26 of 41
            Business Transition Management Process Guide


Develop the Integrated Project Plan

This section includes 3 steps:

      Step 30 – Get a copy of the Project Management Plan
      Step 31 – Plan and document the Business Transition Plan
      Step 32 – Integrate the Business Transition Plan into the project Plan
      using the Integrated Project Plan

In the Planning process, integrating the Business Transition Plan, which
contains Core Work Plans and Facilitation Plans developed in previous
steps, with the Project Plan provides a complete plan project
implementation. The Business Transition Management Plan activities are
added to the Project Management Plan to provide a comprehensive
Integrated Project Plan.


Step 30 – Get a copy of the Project Management Plan.
          (Resource: Project Manager)

      a. Contact the Project Manager and request a current copy of the
         Project Management Plan.


Step 31 – Plan and document the Business Transition Plan.
          (Resource: Business Transition Manager)

      a. Identify and document the names, role, phone and e-mail of the
         Business Transition Team.
      b. Document the scope of work for the Business Transition Plan.
      c. Document stakeholders affected by the change project and their
         awareness, support and influence regarding the project.
      d. Document tasks and deliverables associated with the business
         transition plan.
      e. Document the Business Transition Plan and Schedule.
      f. Detail the events associated with the change.
      g. Identify the Critical path.

D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 27 of 41
            Business Transition Management Process Guide

      h. Review the Readiness Assessment.
      i. Provide an overview of the Readiness Assessment.
      j. Insert a link to the Readiness Assessment.
      k. Review the Communications Plan.
      l. Provide an overview of the Communications Plan.
      m. Insert a link to the Communications Plan.
      n. Review the Training Plan.
      o. Summarize the training events scheduled for this change project.
      p. Insert a link to the Training Plan.
      q. Review the Contingency Plan.
      r. Provide an overview of the Contingency Plan.
      s. Insert a link to the Contingency Plan.
      t. Insert a link to the Business Transition Plan Schedule.
      u. Review the Risk & Issue Management Plan.
      v. Provide an overview of the Risk & Issues Management Plan.
      w. Insert a link to the Risk & Issues Management Plan.
      x. Meet with the appropriate stakeholders to validate and review the
         Business Transition Plan.

   Link to Business Transition Plan Template


Step 32 – Integrate the Business Transition Plan into the project Plan using the
Integrated Project Plan.
          (Resource: Business Transition Manager and Project Manager)

      a. Review the Project Plan, schedule and work breakdown structure.
      b. Meet with the Project Manager and other appropriate stakeholders
         to discuss the Integration of Business Transition Management
         activities into the project plan, schedule and work breakdown
         structure.
      c. Merge the Business Transition Management scope of work,
         objectives, activities, core work and facilitation plans and schedule
         with the Project Plan.
      d. Review and validate the Integrated Project Plan with the
         appropriate stakeholders.

   Link to Integrated Project Plan template


D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 28 of 41
            Business Transition Management Process Guide


Step 33 – Complete the Planning Checklist.
           (Resource: Business Transition Manager)

      a. Review Planning activities and determine if the appropriate
         activities have been performed in the Planning process using the
         checklist.

   Link to Planning Checklist


Step 34 – Update and present the Proposal for IT CG Priority for the Governing
Body.
           (Resource: Business Manager)

      a. Prepare the Integrated Project Plan for presentation to the
         governing body.
      b. Prepare supporting documentation for the presentation for the
         Integrated Project Plan.
      c. Prepare illustrations for presentation.
      d. Determine the current members of the governing body for the
         approval of the Integrated Project Plan.
      e. Request time with the governing body to meet for the Integrated
         Project Plan presentation.
      f. Prepare agenda and time schedule for presentation.
      g. Report/Present the Integrated Project Plan.



Step 35a and Step 35b – Governing Body Approves or Does Not Approve the
Integrated Project Plan
           (Resource: Governing Body, Business Transition Manager and Project
Manager)

       a. Ask the governing body to approve the Integrated Project Plan.
       b. If the governing body approves, proceed on to the Executing and
          Controlling process.
       c. If the governing body determines the Integrated Project Plan
          does not address all aspects of the change project determine

D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 29 of 41
            Business Transition Management Process Guide

          modifications to the Integrated Project Plan for submittal to the
          governing body.
       d. Revise the Integrated Project Plan and supporting documentation
          with additional information.


Executing and Control
____________________________________________________________________________

Develop Readiness for Go-Live Implementation

   This section includes 4 steps:

      Step 36 – Carry out Work Plans
      Step 37 – Carry out Facilitation Plans
      Step 38 - Execute until it’s done Complete Integrated Project Plan
      Step 39 – Determine if the Business is ready with the Go-Live
      Readiness Assessment

   The reason for executing the plans that have been developed in
   previous processes is to prepare the business for Readiness for
   Implementation. The first three steps in this section are executing and
   preparing the business for organizational change. The last step is to
   measure the business’ readiness for change to determine if the project
   can Go-Live.


 Step 36 – Carry out Work Plans.
          (Resource: Business Transition Manager and Project Manager)

      a. Review the strategy and timing for implementing the Work Plans.
         It should be documented in the Integrated Project Plan.
      b. Review the Risk & Issues Management Plan.
      c. Validate that the Risk Management Team is in place and ready to
         function.
      d. Implement the Risk & Issues Management Plan.
      e. Measure progress and make adjustments until all risks have been
         mitigated and all issues have been resolved.
      f. Report progress and status throughout.

D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 30 of 41
            Business Transition Management Process Guide

      g. Review the Test Plan and testing schedule.
      h. Validate that test scripts are ready.
      i. Validate that the test environment is ready.
      j. Validate that all testers are ready.
      k. Implement the Test Plan.
      l. Validate test results.
      m. Measure progress and make adjustments until the Test Plan is
         complete and the product has passed the appropriate testing.
      n. Report progress and status throughout.
      o. Review the Training Plan.
      p. Ensure that the trainers are ready.
      q. Ensure that the training environment is ready.
      r. Ensure that the training materials are ready.
      s. Implement the Training Plan.
      t. Measure progress and make adjustments until the Test Plan is
         complete and all resources have been well trained.
      u. Report progress and status throughout.
      v. Review the Contingency Plan.
      w. Put the Contingency Plan in place in case it has to be utilized.
      x. Measure progress and make adjustments if the Contingency Plan
         has to be used to manage a non-working system situation.


Step 37 – Carry out Facilitation Plans.
          (Resource: Business Transition Manager and Project Manager)

      a. Review the strategy and timing of carrying out the Facilitation
         Plans. It should be documented in the Integrated Project Plan.
      b. Use the Agenda template for calling meetings.
      c. Use the Status Report template for status reporting. Provide
         regularly scheduled status reporting for all stakeholders. Post
         status reports on a shared project drive.
      d. Refer to Best Practices whenever developing planning and
         strategy.
      e. Refer to the Communications Plan and Calendar. This should be
         used for the duration of the project to communicate with all
         stakeholders.
      f. Refer to the Implementation Plan in conjunction with the Business
         Transition schedule and work breakdown structure. All the

D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 31 of 41
            Business Transition Management Process Guide

         activities planned in the Implementation Plan should be performed
         in preparation of the project implementation.
      g. Use Performance Measure throughout the project to track and
         measure project progress. When Performance Measures give
         unexpected results, make adjustments to the Integrated Project
         Plan to bring progress back on track.
      h. Use the audits and reviews that were documented in the Quality
         Management Plan to achieve the quality assurance standards and
         quality control processes as laid out in this plan.


Step 38 – Execute until it’s done Complete Integrated Project Plan.
          (Resource: Business Transition Manager and Project Manager)

      a. Use the documented Integrated Project Plan and begin executing
         the Integrated Project Plan.
      b. In coordination with the project activities, perform the Business
         Transition Management activities as laid out in the Integrated
         Project Plan.
      c. Continuously track and monitor progress and update the Business
         Transition work breakdown structure.
      d. Make adjustments to the Integrated Project Plan if needed after
         evaluating Performance Metrics.
      e. Continuously report progress with team and project meetings and
         status reports to stakeholders on a regular basis.
      f. Follow this iterative process with the Integrated Project Plan until
         completely executed.


Step 39 – Determine if the business is ready with the Go-Live Readiness
Assessment.
          (Resource: Business Transition Manager)

      a. Review the assessment and determine each item's applicability for
         use in the change endeavor.
      b. Make modifications to the assessment as appropriate.
      c. Identify the individuals that need to complete the assessment.
      d. Determine how the assessment will be administered (online, on
         paper, in a group, individually, etc).

D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 32 of 41
            Business Transition Management Process Guide

      e. Administer the assessment.
      f. Compile the results from the completed assessments.
      g. Analyze the data (use averages and standard deviation to help
         understand the meaning of the data).
      h. Use the assessment data to inform your completion of the
         business case.
      i. ‘No’ responses indicate risk in the affected area. Determine from
         the results the next appropriate action for resolution of the ‘No’
         responses.
      j. Implement the adjustment to the risk to mitigate the risk.
      k. All ‘Yes’ responses indicate readiness.

   Link to Go-Live Readiness Assessment


Step 40 – Complete the Executing & Controlling Checklist.
          (Resource: Business Transition Manager and Project Manager)

      a. Obtain Executing & Controlling Checklist from the website.
      b. Review Executing & Controlling activities and determine if the
         appropriate activities have been performed in the Executing &
         Controlling process using the checklist.

   Link to Executing & Controlling Checklist Template


Step 41 – Update the Proposal for IT CG Priority for the Governing Body.
          (Resource: Business Transition Manager and Project Manager)

      a. Prepare the Go-Live Readiness Assessment for presentation to
         the governing body.
      b. Prepare supporting documentation for the presentation for the Go-
         Live Readiness Assessment.
      c. Prepare illustrations for presentation.
      d. Determine the current members of the governing body for the
         approval of the Go-Live Readiness Assessment.
      e. Request time with the governing body to meet for the Go-Live
         Readiness Assessment.
      f. Prepare agenda and time schedule for presentation.

D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 33 of 41
              Business Transition Management Process Guide

         g. Report/present Go-live Readiness Assessment with
            recommendations to the governing body for review and decisions.



 Step 42a – Step 42b Governing Body Agrees or Does Not Agree to Go-Live
            (Resource: Governing Body, Business Transition Manager and Project
 Manager)

         a. If the governing body agrees, proceed on to the Closing process in
            Step 43.
         b. If the governing body determines the Integrated Project Plan does
            not address all aspects of the change project.
         c. Determine modifications for submittal to the governing body.
         d. Revise the Integrated Project Plan and supporting documentation
            with modified information.



Closing
____________________________________________________________________________


Develop Readiness for Implementation

This section includes 3 steps:

         Step 43 – Document the Project Evaluation
         Step 44 – Document Lessons Learned
         Step 45 – Document Trends and Lessons

This section includes documenting the Project Evaluation and Lessons
Learned. From this documentation, Trends and Lessons can be derived,
documented and shared.


 Step 43 – Document the Project Evaluation.
            (Resource: Project Manager, Business Transition Manager and Business
 Unit)


D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 34 of 41
              Business Transition Management Process Guide

        a. Review the Business Case and Project Charter and Scope.
        b. Document each project objective individually from these
           documents.
        c. Document how the project performed against each objective.
        d. Obtain the original budget estimates from the project manager.
        e. Detail the project’s performance relative to cost by comparing the
           original budget to actual cost.
        f. Obtain the project schedule.
        g. Detail the original schedule to the actual timing of the project.
        h. Document original expectations to actual results.
        i. Detail the project’s performance relative to meeting each
           requirement of the project.
        j. Submit results to the governing body.

   Link to Project Evaluation template


Step 44 – Document Lessons Learned.
             (Resource: Project Manager, Business Transition Manager and Business
Unit)

        a. Determine Lessons Learned attendee list.
        b. Determine agenda, time and forum.
        c. Document Lessons Learned based on what went well, what could
           have been done better, how it could have been done better.
        d. Share Lessons Learned with business transition team, project
           team, project managers and other stakeholders.
   Link to Lessons Learned template


Step 45 – Document Trends & Lessons.
             (Resource: Project Manager, Business Transition Manager and Business
Unit)

        a.   Review documented Lessons Learned into the template.
        b.   Review the project evaluation.
        c.   Review the environmental scan.
        d.   Review performance reporting.
        e.   Identify critical business functions.
D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 35 of 41
            Business Transition Management Process Guide

      f. Identify inputs, outputs, and interfaces with other processes,
         resources, technology and data.
      g. Detail the processes and describe minimum level of service.
      h. Detail the contingency plan per each process.
      i. Detail resolutions. Include resources, work-arounds, progress
         reports, and communications events.
      j. Review and distribute Trends & Lessons report to appropriate
         stakeholders.

   Link to Trends & Lessons template


Step 46 – Plan and document the Transition Support Plan.
          (Resource: Business Transition Manager and Project Manager)

      a. Obtain a copy of the Service Level Agreement for the new system.
      b. If there is no Service Level Agreement, document all service level
         agreements with specific notes regarding performance and
         processes to follow.
      c. Document performance expectations and include these in the
         Service Level Agreement.
      d. Document a detailed account of tasks and activities associated
         with transitioning to operations and maintenance.
      e. Document resources with task responsibility.
      f. Determine appropriate technical and business stakeholders to
         review the Transition Support Plan with.
      g. Review document with technical staff for validation.
      h. Review document with stakeholders for validation and agreement.
      i. Update the Transition Support Plan based on feedback from the
         review.

   Link to Transition Support Plan template


Step 47 – Complete the Closing Checklist.
          (Resource: Business Transition Manager and Project Manager)




D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 36 of 41
             Business Transition Management Process Guide

      a. Review Closing activities and determine if the appropriate
         activities have been performed in the Closing process using the
         checklist.

   Link to Closing Checklist template


 Step 48 – Update the Proposal for IT CG Priority for the Governing Body.
            (Resource: Business Transition Manager and Project Manager)

      a. Prepare the Transition Support Plan for presentation to the
         governing body.
      b. Prepare supporting documentation for the presentation of the
         Transition Support Plan.
      c. Prepare illustrations for presentation.
      d. Determine the current members of the governing body for the
         approval of the Transition Support Plan.
      e. Request time with the governing body to meet for the Transition
         Support Plan presentation.
      f. Prepare agenda and time schedule for presentation.
      g. Report/present Transition Support Plan with recommendations to
         the governing body for review and decisions.


 Step 49a and Step 49b Governing Body determines project is Closed or Not
 Closed
            (Resource: Governing Body, Business Transition Manager and Project
 Manager)

      a. If the governing body to agree that the project is closed proceed
         on to Operations & Maintenance.
      b. If the governing body determines the project is not closed, make
         modifications to the Transition Support Plan and resubmit to the
         governing body.



Operations & Maintenance
____________________________________________________________________________


D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 37 of 41
             Business Transition Management Process Guide


Step 50 – Document Performance Measures.
           (Resource: Business Transition Manager and Business Manager)

      a. Evaluate which performance measures are relevant to evaluate
         internal performance.

           Link to University of California doc

      b. Establish baseline metrics if they are not already established.

           Link to empty baseline metrics template
           Link to example of filled in baseline metrics template

      c. Design a strategy to measure the baseline over time to show
         progress of the baseline to indicate critical success factors.
      d. Document a strategy to identify trends and patterns in the
         performance measures.
      e. Explain how the performance measures align with the
         organizational mission, requirements, commitments, values, or
         customer expectations.
      f. Explain how the performance measures compare to industry
         standards.
      g. Analyze the results of measuring performance.
      h. Document the needed actions as a result of the performance
         measures analysis.

           Link to Performance measure template (Facilitation Plan)


Step 51 – Research, analyze and document an Environmental Scan.
           (Resource: Business Transition Manager and Business Manager)

      a.   Identify external environments to be scanned.
      b.   Document strategy and reasons for the scan.
      c.   Determine timing of scanning, irregular or periodic.
      d.   Determine which trends and patterns to monitor.
      e.   Monitor trends and patterns.


D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 38 of 41
            Business Transition Management Process Guide

      f. Forecast the impact of the trends and patterns on the
         organization.
      g. Assess the impact of the trends and patterns on the organization.
      h. Explain how the scan aligns with the organizational mission,
         requirements, commitments, values, or customer expectations.
      i. Document the needed actions based on the analysis of the
         Environmental Scan.

      Link to Environmental Scan template


Step 52 – Document Pre-Initiate Changes.
          (Resource: Business Unit and Project Team)

      a. Download the Pre-Initiate Changes Template from the website.
      b. Record Change Request Information in this template.
      c. Include the type of change, overview of the problem, goals and
         objectives, costs, timing and staffing needs.

   Link to Pre-Initiate Changes template


Step 53 – Coordinate Changes Across Project.
          (Resource: Business Unit and Project Team)

      a. Determine resources from the Business Unit to work on
         Coordinating Changes Across the Project.
      b. Determine resources on the Project Team to work on Coordinating
         Changes Across the Project.
      c. Set up meeting calendar to discuss changes needed in Operations
         & Maintenance to stabilize the system.
      d. Use as input the Pre-Initiate Changes documentation.
      e. Determine feasibility, priorities, resources and timelines for
         changes needed.
      f. Coordinate the implementation of the changes needed to stabilize
         the system.




D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 39 of 41
            Business Transition Management Process Guide

Step 54 – Complete the Operations & Maintenance Checklist.
          (Resource: Business Transition Manager and Project Manager)

      a. Obtain Initiating Checklist from the website.
      b. Review Initiating activities and determine if the appropriate
         activities have been performed in the Pre-Initiating process using
         the checklist.

   Link to Operations & Maintenance Checklist




D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 40 of 41
              Business Transition Management Process Guide


Amendment 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]




D:\Docstoc\Working\pdf\969ff968-c379-485f-b4a7-9884098e8d55.doc
                                  Page 41 of 41

								
To top