Example Project Steps
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Phase 2 – Managing change – Take action and implement plans
Prosci’s Business Process Improvement Plan Level 1 and Level 2 PROJECT activities
1. Start-up phase
1. Define project objectives and scope with project sponsor
2. Determine high-level timeline and key milestones
3. Prepare initial project budget
4. Select project team
5. Select outside consultants if required
6. Conduct team building and train project team
7. Identify senior stakeholders and members of project steering committee
8. Define communication protocols within project team
2. Planning phase
9. Prepare draft of project plan
10. Review project plan with primary sponsor
11. Finalize project plan
12. Schedule first steering committee meeting
13. Prepare executive-level presentation of project plan to steering committee
14. Review presentation with primary project sponsor
15. Present project plan to steering committee for approval
3. Research and data gathering phase
© 2010 Prosci. Used with permission under terms of license agreement. Version 10.1 1 Phase 2 – Managing change – Take action and implement plans
16. Define research and data gathering requirements
17. Assign research responsibilities to project team
18. Conduct current state “AS-IS” process analysis (high level only)
19. Conduct employee focus groups and manager interviews
20. Conduct customer focus groups and surveys
21. Benchmark competitors and similar non-competitors
22. Prepare research and data gathering reports
23. Prepare executive-level presentation for steering committee
24. Review presentation with primary project sponsor
25. Present research and data gathering report to steering committee
4. Solution design phase
26. Conduct a detailed review of all research findings with project team
27. Define the guiding principles and concepts for the future state
28. Develop the future state “TO-BE” business processes and workflows (Level 1 and Level 2)
29. Create a functional needs document for systems and technology
30. Create technology requirements document for IT or for use in RFP’s (request for proposals)
31. Define required organization changes
32. Define new job roles and responsibilities
33. Prepare a draft of the solution design document
34. Review the solution design with the primary project sponsor
35. Finalize solution design document
© 2010 Prosci. Used with permission under terms of license agreement. Version 10.1 2 Phase 2 – Managing change – Take action and implement plans
36. Prepare an executive-level presentation for the steering committee
37. Present the solution to the steering committee
5. Business case and gap analysis phase
38. Conduct a gap analysis between the “AS-IS” processes and “TO- BE” processes
39. Determine estimated cost savings and revenue growth from new solution
40. Acquire bids and develop estimates for systems and technology
41. Estimate all implementation costs for project deployment
42. Prepare a business case for the new design
43. Compare business case results with initial project objectives to ensure alignment
44. Review the financial calculations with accounting or finance group
45. Review the business case results and financial assumptions with the primary project sponsor
46. Send the business case document to all steering committee members for review
47. Prepare an executive-level presentation of the business case
48. Present the final business case to the steering committee for funding approval
6. Solution development phase
49. Complete all process designs and work flows (Level 1 - Level 3)
50. Develop or purchase required systems and technology
51. Conduct trials of each solution component
52. Collect feedback from trial users and integrate into the design
© 2010 Prosci. Used with permission under terms of license agreement. Version 10.1 3 Phase 2 – Managing change – Take action and implement plans
53. Create detailed job descriptions
54. Review job descriptions with HR and Legal department
55. Develop a transition plan for the new solution
56. Define training requirements
57. Develop training curriculum and courseware
58. Develop job aides for employees
59. Define facility requirements and changes
60. Develop facilities transition plan
61. Prepare executive-level presentation of transition plan
62. Present transition plan to steering committee for approval
7. Solution implementation phase
63. Develop an issue tracking and control process
64. Train employees on new processes, systems and tools
65. Begin phased implementation of solution
66. Collect employee and manager feedback
67. Modify the solution design and transition plans based on feedback
68. Track and resolve issues during implementation
69. Prepare implementation progress report for steering committee
70. Measure process and system performance
71. Measure business outcomes and compare with project objectives
72. Make adjustments to the implementation to achieve desire business results
© 2010 Prosci. Used with permission under terms of license agreement. Version 10.1 4 Phase 2 – Managing change – Take action and implement plans
73. Prepare executive-level presentation of process, system and business results
74. Present final business results to steering committee
75. Begin phased process of dissolving the project team
76. Turn over control of new process and systems to line managers
© 2010 Prosci. Used with permission under terms of license agreement. Version 10.1 5