Nov 26, 2020 in Management

Change Management

Briefly define your change project.

The current system of evaluating the need for updating manuals and computer programs focuses on the school service coordinator. This assertion underpins the role of the coordinator as the one who initiates all the activities that eventually lead to a change in the existing manuals and computer programs. However, undertaking such updates would be more effective if the entire process centered upon the users of the computer programs and the company manuals.

1. Why does this change need to occur? What situation presented itself to demonstrate the need for this change?

There is the need to shift from a system revolving around the coordinators initiatives to the one that places users of the programs and the company manuals at the epicenter. Currently, computer programs and company manuals have the tendency of becoming redundant within a very short time span, which ultimately results in non-efficient utilization of company resources. Therefore, such a change is of high importance because it will make these stakeholders a crucial element in the decision-making process. Furthermore, this aspect will ensure the consideration of every pertinent issue (Hayes, 2014).

2. Who originally identified the situation/issue?

The IT committee established that expenditures on upgrading the software systems had been on an unusually high increase during the recent quarters of the last financial year. Further investigations revealed that system updates had become more frequent, which was attributed to increased redundancy.

3. Key Players in this change perceive this situation as ...

a) an opportunity a situation to be exploited for future success.

b) a need a current situation that could become problematic.

c) a discomfort an existing problem requiring a solution from the organization.

d) pain a severe problem requiring an immediate response from the organization.

e) no perception

4. People impacted by this change perceive it as ...

a) an opportunity - a situation to be exploited for future success.

b) a need a current situation that could be problematic.

c) a discomfort an existing problem requiring a solution from the organization.

d) pain a severe problem requiring an immediate response from the organization.

e) no perception

5. What diagnostic activities have been used to confirm the definition of the situation?

Diagnostic activities used in refining the problem have been adapted from certain elements of the McKinseys 7S model. Some of the factors used include the role of systems and staff in the attainment of organizational objectives (Hayes, 2014; Singh, 2013). An examination of the systems that define the conduct of organizational affairs revealed the need for automation facilitated by the integration of computer programs in the day-to-day activities. It is vital for staff members to possess resources they need to carry out their tasks effectively. There cannot be an effective automation of systems when there is redundancy in computer programs. This situation necessitates investment in computer programs that can sustainably help the employees in executing job-related tasks.

6. What is the current situation? Briefly describe those aspects of the present state that will have to change?

Currently, the service coordinator conducts regular reviews of the existing computer programs and company manuals to examine the extent to which they are reflective of the organizations needs. Therefore, periodical updates to the computer programs and company manuals are a central initiative of the service coordinator. Upon a successful change, the initiative will shift from the service coordinator to the staff members, who are the users of the computer programs and the company manuals.

7. What are the consequences if the organization does not make this change?

If the company does not implement this change, it will continue to incur unnecessarily huge expenses in computer program upgrades, which may hurt the competitiveness in the long term. The change will enable the service coordinator to incorporate all necessary elements of the computer program in question by taking into account the views of the employees. Moreover, it will increase the durability of the computer programs once installed before the need for upgrade arises.

8. Who authorized the design and/or development of the response to this situation?

The technical committee of the board of directors, which handles matters related to information technology and innovation within the company, authorized the design in response to this situation.

9. What is the specific motivation, both personal and organizational, to pursue a desired state different from where the organization is now?

The specific motivation that has informed the pursuit of the desired state of affairs is the prospects of a more competitive organization from cost savings that might come from less expenditure on computer program upgrades. Frequent upgrading of computer programs brings adverse effects to the company in terms of the associated costs, which may jeopardize competitiveness.

10. What is/was the time frame for design and development of this change?

The time frame for the design and development of this change is a period within the current financial year, which has about four calendar months left to completion.

11. Briefly describe the desired state of the organization upon successful implementation of the change.

Business/ organization

The organization will be more efficient in its utilization of resources, which will ensure that it remains competitive in the future.

Technical

The integration of information technology infrastructure into the daily operations of the organization will be effective in assisting the company in attaining its goals. This affirmation rests on the fact that IT systems will incorporate elements required as suggested by their users, the employees.

Human Elements

Personnel will be more productive as the computer programs in which the company will invest shall reflect their workplace needs. Furthermore, there will be fewer disruptions occasioned by frequent breakdowns during system upgrades.

12. What is the time frame for implementation/completion/ realization of the change?

The envisaged change will result in positive effects in three months after the completion of the design and development phase.

13. What is the budget for implementation/ completion/ realization?

The implementation of the change will cost an estimated $40,000-$45,000 depending on how the costs of specific implements will alter by the time the change is ready to be implemented.

14. Who approved this budget and time frame?

The technical committee of the board of directors that exercises the mandate of ensuring seamless integration of information technology into the mainstream operations of the company approved the budget.

15. Who is authorizing this change? Who is providing the resources for implementation (distinctive from the design)?

The board of directors following presentations by the technical IT committee is authorizing the change. The shareholders will provide the resources for implementation through utilizing the funds held in the reserves for retained earnings.

16. Identify groups that will be directly and indirectly impacted by the change.

Employees will experience the direct effects of the change because they will have to play a leading role in the investment decisions concerning software programs and company operating manuals. Senior managerial teams may also feel an indirect impact since the decision-making authority will be delegated, leading to a shift in power.

17. Who are the persons responsible for making the change happen (Change Agents)? Who is responsible for implementation completing and realizing the impact of the change?

Technical committee members are responsible for implementing the change, considering that they have been involved from the beginning when the need for change occurred.

18. What milestones have been identified to monitor progress of this change? Who has the responsibility for monitoring this progress?

Key milestones useful in the monitoring progress include the acquisition of the resources needed in setting up the platform on which the employees will provide their views on the effectiveness of certain computer programs, commissioning of the platform, and its pilot testing. The task of the service coordinator will be to monitor this progress.

19. What resource constraints exist that may affect project implementation? List money, time, technology, or people issues that may affect implementation success.

The resistance from the people, who are likely to be adversely affected by the change, is likely to impede the implementation success. Such individuals can include senior managers who will lose some of their power following the implementation of the change. Eliciting the support of such people may be difficult (Singh, 2013). Fast-paced changes in technology may also be a difficulty considering that the change involves huge investments in technology facilities. This factor is likely to make it difficult to procure such facilities with certainty.

20. Does this description need to be shared? List those people who should have input into this definition or who should understand the description of the project.

The employees should have input into this definition since they will rely on it to start using new methods for handling the situation. The managers also need to understand the description of the project.

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