The Adaptive PMO: Manage and Maintain Change Management for long term success

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The Adaptive PMO:
Manage and maintain Change Management
for Long Term Success
December 3rd, 2020

22
With over 35 years of experience working with and for FTSE 100 companies,
Colin has a successful record of delivering change, continuous improvement
and raising quality standards in large organisations.
Colin has spent the last 20 years helping develop the KeyedIn solution, firstly
as a customer and more recently as Services lead and now Product Owner.
Your Presenters
Audra Proctor has over 20 years experience in multi-industry and
international change execution, is an author and regular change insights
speaker at both public and client events.
At Changefirst she manages global client & partner relationships and leads
proprietary methodology and digital solution development.

33
Change in the current Context:
• The need for Strategic Change.
• The Adaptive PMO.
• How are we doing?
Why Change Management?
• A strategic approach to Change.
• Some practical examples and results.
Joining it up:
• People, Process and Technology
• Adaptive Portfolio and Strategic Change Management
Questions?
Agenda

44
Strategic Change
Requires solving a different set of
business problems, beyond
transactional projects:
• Business transformation
• Digital transformation
• Portfolio optimization
• Changing portfolio priorities
• Product portfolio management

55
“Delivering the best portfolio of projects
faster and responding to changing
priorities”
The Adaptive PMO
Focus on Value, Products and
Projects.
Centralised visibility regardless
of delivery approach.
Continuous Improvement through
measurement.
“Turn Quickly, Place the Right Bets,
Deliver Faster.”

66
Digital Transformation
CHALLENGE: CIOs implementing digital business initiatives have
identified culture as a significant roadblock.
RECOMMENDATION: Build organizational change management
capabilities by adopting an … approach based on established
industry best practices and integrating those OCM practices into
program and project planning.
what is required for success?
CIOs Need Organizational Change Management and Change Leadership for Digital Business, Aug. 11, 2020

77
Organizations’ implementation
record is poor
88% of organizations implementing major programs suffered a significant dilution of
value (Bain, 2016)
On average, 1 out of every 3 software projects fail, and more than 80% of projects run
over time or over budget” (Information Age 2017)
Poor outcomes for people
48% say they are
overwhelmed by the
amount of change
Over 50% ‘accept’
change rather than
being committed to
the change
Initiative Legacy Assessment Change Demand Assessment

88
Implement
Install
Adoption Gap
Time
BusinessCase
Achievement
Technology, associated
processes in place and system
training completed
Installation + people adopting the new
solution and changing their behaviors
to align with change goals
How we measure success matters

99
Agenda

1010
Closing the Adoption Services Gap

1111
Software invested in used
productively, as quickly as
possible
Software positively
impacting measurable
outcomes
Engagement
Collaboration Commitment
Sustainability
PEOPLE PROJECTS RESULTS
PMO teams
Transformation teams
• Integrated project and program planning
• PMO capability building
• Digitalization driving agility
Leveraging the benefits of Change
Management

1212
Structured, practical change management
Closing the Adoption Gap 6 Critical Success Factors

1313
Digital delivery capability
how to operationalize your change management?

1414
(people) Data-driven
project decision
Smarter, faster planning
and implementation
Real-time adoption
progress reporting
RoadmapPro - Digital delivery capability
organizations to deliver faster, sustainable transformation

1515
• Government-owned, enterprise-wide change program
• Big challenge – Managing BAU targets plus competing
change demands – 80 programs over a 2-year period
• MSP (Managing Successful Programmes) used to drive
project delivery & portfolio management
• MSP on its own not enough to manage the potential
people risks and engagement needed for success.
• Sample programme – affecting 100,000, ¼ staff, ¾
suppliers & partners
Software implementation + behaviour change.
Successful delivery of one of the premier safety
systems in use across the UK Rail Industry
CASE STUDY
Sector: Transportation
“Without effective project
management you’re only
minutes away from a crisis.”
CEO, Transport Industry

1616
• Multi-national investment and financial services
• Substantial transformation challenges included delivering
a digital HR solution for
• global staff across 73 countries and territories in 5
geographical regions, and requiring
• Engagement of key leaders across a global
organisation
• Scaling change management capability, process and
support to local needs
1. Integrating digital change tools and analytics into
the project process, for quick identification of key areas
of leverage in a complex project
2. Providing a cost-effective, on-demand capability for
a network of >400 change champions be consistent,
transparent and collaborative.
CASE STUDY
Sector: Financial Services
“This was one of the most
successful projects I have led.
We built high engagement
both centrally and globally and
user acceptance rates have
been very high.”
Global Change Lead,
Financial Services

1717
Enrol Connect SustainInitiate Lead Engage
CASE STUDY - KeyedIn
Operation
Support
Handover
Kick Off
Meeting
Configuration and dataload
Solution
Design Review
Live Operation
Requirements &
Design
Training & Go Live
Prepare & Go LiveKIP/RMP systems created
Go live
approval
PCI® & Roadmap Pro®
Shared Change
Purpose
Roadmap Pro® - PLAN
Effective Change
Leadership
Powerful
Engagement
Processes
Prototype Live System
§ Message preparation
§ People impact & risks
analysis
§ Creating the strategy for
engagement
§ Change network mapping
§ Stakeholder analysis and
management plan
§ Communication planning
§ Change ready for
communication
§ Monitor communication
effectiveness
Committed Local
Sponsors
§ BU Manager
engagement
§ Assess Change
readiness
3-month risk
risk assessment
Strong Personal
Connection
Sustained Personal
Performance
Roadmap Pro® - DEPLOY
§ Local progress
tracking
§ Assess Change
readiness (repeat)
Project &
Change Mgt.
Planning
Process
Design
Workshops
Final
Configuration
+ Data Load
Final Design
Approval
Acceptance
Testing Roll-out
approval
Admin &
User
Training
Initiation
Roadmap Pro® - TRACK
Finalise Live System Configuration
Implementation

1818
Joining it up:
Agenda

1919
The documented workflows
and governance structures
that provide the necessary
guardrails to achieve the
initiative’s objectives.
Process
The willingness of users to
accept the necessary
changes and adopt the
necessary tools to achieve
the initiative’s objectives.
People
The tools used to deliver
against the objectives of
the initiative, be they a
simple spreadsheet to a
sophisticated PPM
solution.
Technology
The Three Pillars of Change
each plays a vital role in achieving success

2020
KeyedIn supporting the Adaptive PMO

2121
KeyedIn supporting Delivery

2222Change Management tools and
interventions driving up adoption

2323
Strategic Transformation Approach
KeyedIn adaptive portfolio
planning & execution approach
Customer organisation’s access
to Changefirst digital toolkit
Customer PMs skill
development in
Change Management
Integrated project tracking,
reporting and governance
(people) data-rich
approach

2424
Key take aways
§ PMOs can be the driver of Business Value through Agile Portfolio Management and
sustainable Change Delivery.
§ Successful Change requires People to Change - not just to implement more Process and
Technology.
§ Changefirst and KeyedIn already partner to ensure KeyedIn implementations successfully
address the three areas of People, Process and Tools.
§ KeyedIn provides Agile Portfolio Management and Portfolio Delivery.
§ Changefirst’s Roadmap Pro tools delivers People change.
§ Changefirst provide a complete Change Management solution, with role-based skills training
and scalable toolkit for any portfolio of change.
Is it time for a change in your approach to Change?

2525
Joining it up:
Questions?
Agenda

2626
?QUESTIONS?
Contacts
info@keyedin.com
info@changefirst.com
/company/keyedin-solutions-inc-
/company/changefirst
www.KeyedIn.com
www.Changefirst.com

The Adaptive PMO: Manage and Maintain Change Management for long term success

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The Adaptive PMO: Manage and Maintain Change Management for long term success