CHANGE IMPACT READINESS RISK ASSESSMENT CIRRA GEORGIA TECH

CHANGE IMPACT, READINESS & RISK ASSESSMENT (CIRRA) GEORGIA TECH STRATEGIC CONSULTING DECEMBER 2018

CHANGE IMPACT, READINESS & RISK ASSESSMENT The CIRRA guides you through the process of examining and reporting on the dynamics of the change Understand the nature and scope of the change Measure organizational readiness Understand the potential effects of the change Provide input to leaders 4 3 2 1 2

ASSESSING CHANGE IMPACT Capture people and organizational impacts arising from the change being introduced o Who is impacted? o How are these individuals/groups impacted (wins and losses)? o What is the magnitude of the impact on each stakeholder group? o How are they likely to react to the change? 3

ASSESSING CHANGE READINESS Assess readiness for change along the following dimensions: 1. Vision and Leader Alignment 2. Stakeholder Engagement and Communication 3. Organizational and Cultural Alignment 4. Learning and Development 5. Sustainability and Governance 4

ASSESSING RISK Identify potential risks and mitigation strategies • What are the risks? • What is the impact of risk occurring? • What is the probability that this may happen? • What can we do to limit and/or prevent this risk from occurring? • Can the risk be transferred? • Who is the owner? 5

PROCESS OVERVIEW CIRRA: A critical input into the change management strategy and plan Define assessment approach Conduct impact, readiness, and risk assessments Analyze and report results and findings from assessments Agree on next steps and key change interventions 6

PROCESS OVERVIEW CIRRA: A critical input into the change management strategy and plan Benefits If Used Risks if Ignored • Rank the type and magnitude of change impacts for each stakeholder group • Provide clear insights into potential challenges and reduce risk • Higher ROI for change management activities • No clear understanding of people and change impacts • No basis for strategy and plan • Significantly higher risk of project failure 7

INPUTS AND OUTPUTS CIRRA Tool CIRRA Report • Internal resource • Working document • Captures all aspects of change for analysis and as input for reports and plans • • • Client deliverable Summarizes findings Presents next steps and recommended change management interventions 8

CIRRA TOOLKIT COMPONENTS • Excel Workbook – – – Project Information Change Characteristics Impact Readiness Risk • Scalable Tailor use to fit needs of project 9

CIRRA TOOLKIT: CHANGE CHARACTERISTICS Recommended: Narrative description of nature and scope of change Optional: Identify the drivers and type of change 10

CIRRA TOOLKIT: CHANGE CHARACTERISTICS Optional: On a scale from 1 to 5, Evaluate the scope, depth and overall size of the change Assess organizational attributes to identify potential obstacles and factors which can make change management easy or challenging 11

CIRRA TOOLKIT: IMPACT ASSESSMENT Recommended: Identify stakeholders, level of impact Optional: Number impacted, levels of influence and interest*, perceived benefits and disadvantages Assess impact of change on current • Processes (Tasks & Activities) • Systems and Tools • Reporting Relationships Establish your definitions for High, Medium, and Low from the start to ensure you are rating the variables consistently across stakeholders` 12

CIRRA TOOLKIT: READINESS ASSESSMENT Survey, focus group, and interview data can be used to supplement and/or replace readiness checklists 13

CIRRA TOOLKIT: READINESS ASSESSMENT Optional: Identify the desired level of buy-in or support for the initiative for each stakeholder group (select Required from dropdown box) Identify the current level of buy-in or support for each stakeholder group (select Current from dropdown box) Highlight any gaps between current state and desired state 14

CIRRA TOOLKIT: READINESS ASSESSMENT Optional: Indicate what behaviors/actions are needed from each stakeholder group Describe the risk to the success of the project if the stakeholder group is not sufficiently engaged 15

CIRRA TOOLKIT: RISK ASSESSMENT Recommended: Identify potential risks associated with the change For each risk, on a scale of 1 to 5, assess the potential impact and probability that it might occur The toolkit will calculate the risk score – Identify strategies to mitigate risk for any scores of Medium or High Assign owner – individual/team responsible for monitoring/addressing risk 16

CIRRA TOOLKIT: TIPS FOR PREPARING REPORT 17

CIRRA SAMPLE REPORT COMPONENTS Power. Point Slides • Executive Summary • Key Observations • Change Impact, Readiness and Risk Assessments • Next Steps • Appendix o Stakeholder Analysis o Survey Results o Focus Group & Interview Results 18

CHANGE IMPACT

CIRRA Sample Report-Impact Assessment • Use information documented in Change Characteristics and Impact tabs of CIRRA toolkit as input for developing the first page of the Impact Assessment Report Change Characteristics Impact – – – Perceived Benefits – Perceived Disadvantages Nature and Scope of Change Drivers of Change Types of Change Characteristics Organizational Attributes 20

CIRRA Sample Report-Impact Assessment 21

CIRRA Sample Report-Impact Assessment 22

CIRRA Sample Report-Impact Assessment • Summarize data from Impact tab of CIRRA toolkit to create second page of Impact Assessment Report TOOLKIT REPORT 23

CIRRA Sample Report-Impact Assessment • Highlight key items/discussion points Major changes to organization of information will impact administrators who routinely use applications like GTASC, My HR, My Financials, Reports, and T&E Some staff members may require additional assistance post-go live New content management process may need to be refined; training required for new content providers 24

CIRRA Sample Report-Impact Assessment • Alternative (Simplified) Formats 25

CHANGE READINESS

Change Readiness Assessment Approach Content Areas Status Assignment Guidelines Prepared by Georgia Tech Strategic Consulting. For limited distribution only. 27

Change Readiness Assessment Information gathered from readiness assessments (in CIRRA toolkit and/or from surveys, focus groups and interviews) is summarized and presented in the report. For each of the leading practice areas, the report highlights: Prepared by Georgia Tech Strategic Consulting. For limited distribution only. – Status – Current State Observations – Recommended Next Steps 28

Change Readiness Assessment In this example, we use information from the CIRRA toolkit assessment. The total score from each area can be used to determine the color of the status indicator in the report. TOOLKIT REPORT Prepared by Georgia Tech Strategic Consulting. For limited distribution only. 29

Change Readiness Assessment Alternatively, if using survey, focus group and/or interview results to report on readiness, you may establish objective guidelines for determining the colors of status indicators. For example: Responses with *85% or greater favorable ratings Responses with 60 -85% favorable ratings Responses with 59% or lower favorable ratings Prepared by Georgia Tech Strategic Consulting. For limited distribution only. 30

CHANGE RISK

CIRRA Sample Report - Risk Assessment 32

CIRRA Sample Report - Risk Assessment In the CIRRA toolkit, the Risk Matrix tab presents a blank risk matrix that can be used to plot each risk with regard to probability and impact. 33

CIRRA Sample Report - Risk Assessment As risk information was captured on the Risk tab, summary information was automatically copied to the Risk Matrix tab. 34

CIRRA Sample Report - Risk Assessment R 2 R 1 R 8 R 4 R 3 R 5 R 6 This information can then be used to plot the risks on the matrix (create text boxes and position on grid). R 9 R 7 Copy and paste the completed grid into your report. 35

CIRRA Sample Report - Risk Assessment 36

Demonstrating Value • Provide timely input and insights to leaders for more informed decision-making – Define stakeholder needs and potential concerns – Identify early risk factors that could inhibit adoption • Identify and address potential readiness gaps – Culture – Capacity – Commitment 37