5.3 Develop the Change Management Plan

Question 1

5.3 Develop the Change Management Plan

Answer 1

The processes in this group employ specific change management methodologies and tools to develop detailed plans for implementing the change management strategy. These plans include communications, sponsorship, stakeholder engagement, learning and development, risk management, and measurement and benefits realization. Ongoing integration with project management is included in this process group.

Question 2

The Purpose of Develop the Change Management Plan

Answer 2

The purpose of Develop the Change Management Plan is to document the actions, timelines, and resources needed to deliver the change. The Change Management Strategy provides the “why” and the “what,” and the Change Management Plan provides the “how.” The Change Management Plan is a series of component plans that define the scope of the change effort and how it will be undertaken, controlled, and monitored.

Question 3

The Processes of Develop the Change Management Plan

Answer 3

5.3.1 Develop a Comprehensive Change Management Plan
5.3.2 Integrate Change Management and Project Management Plans
5.3.3 Review and Approve the Change Plan in Collaboration with Project Leadership
5.3.4 Develop Feedback Mechanisms to Monitor Performance to Plan

Question 4

5.3.1 Develop a Comprehensive Change Management Plan

Answer 4

The purpose of Develop a Comprehensive Change Management Plan is to detail required actions and baseline measures as they pertain to a change effort’s scope, expected benefits, role requirements, resources, activity schedule, risk, and measurement. The level of detail of the Change Management Plan should reflect the complexity and risk of the change effort.

Question 5

5.3.1.1 Develop the Resource Plan

Answer 5

The purpose of Develop the Resource Plan is to define the financial, human, information and physical resources needed to implement the expected benefits of the change effort. It identifies how to acquire resources and a timeline for resource utilization.

Inputs:
* Change Management Roles and Responsibilities
* Resource Strategy
* Communication Strategy
* Learning and Development Strategy
* Procurement Guidelines and Policies

Outputs:
* Resource Plan

Question 6

5.3.1.2 Develop the Communication Plan

Answer 6

The purpose of Develop the Communication Plan is to define the internal and external audiences, information, and feedback requirements of those leading and affected by the change, as well as the specific communication activities and events.

Inputs:
* Stakeholder Analysis
* Resource Plan
* Communication Strategy
* Sponsorship Strategy
* Readiness Strategy
* Project Plan

Outputs:
* Communication Plan

Question 7

5.3.1.3 Develop the Sponsorship Plan

Answer 7

The purpose of Develop the Sponsorship Plan is to define how to identify, develop, and strengthen the competencies required to lead/sponsor a change initiative. This plan builds awareness, establishes understanding, and defines leader/sponsor core responsibilities in a change management activity. If a sponsor is resistant to any of the responsibilities, then these issues must be addressed in the early stages.

Inputs:
* Sponsor Assessment
* Stakeholder Analysis
* Sponsorship Strategy

Outputs:
* Sponsorship Plan

Question 8

5.3.1.4 Develop the Stakeholder Engagement Plan

Answer 8

The purpose of Develop the Stakeholder Engagement Plan is to outline the activities and metrics that will be established to ensure stakeholders and stakeholder groups can make the changes required or complete the steps that will help make change successful in an organization.

Stakeholder engagement activities are designed to address the outcomes of a Stakeholder Analysis.

Inputs:
* Sponsor Assessment
* Stakeholder Analysis
* Change Risks Assessment
* Sponsor Strategy
* Stakeholder Engagement Strategy
* Resource Plan

Outputs:
* Stakeholder Engagement Plan

Question 9

5.3.1.5 Develop the Readiness Plan

Answer 9

The purpose of Develop the Readiness Plan is to define specific readiness criteria for each stakeholder group throughout the change using metrics to measure and report progress. It should identify potential change risks that may impact stakeholder adoption.

Inputs:
* Readiness Strategy
* Learning and Development Strategy
* Measurement and Benefit Realization Strategy
* Sustainability Strategy

Outputs:
* Readiness Plan

Question 10

5.3.1.6 Develop the Learning and Development Plan

Answer 10

The purpose of Develop the Learning and Development Plan is to identify knowledge gaps and training needs of those affected by the change and then provide a course of action to develop end users so they will be prepared with new knowledge and skills to adopt the change successfully.

Inputs:
* Stakeholder Analysis
* Learning and Development Strategy
* Resource Plan

Outputs:
* Learning and Development Plan

Question 11

5.3.1.7 Develop the Measurement and Benefit Realization Plan

Answer 11

The purpose of Develop the Measurement and Benefit Realization Plan is to define processes and actions to monitor and track progress of the project’s key performance indicators and expected benefits, as stated in the Project Charter and Strategy Plan. The Measurement and Benefit Realization Plan provides a means of identifying when mitigation strategies need to be implemented if the effort is falling short of its goals.

Inputs:
* Change Definition
* Vision Statement
* Change Objectives and Goals
* Measurement and Benefit Realization Strategy

Outputs:
* Measurement and Benefit Realization Plan

Question 12

5.3.1.8 Develop the Sustainability Plan

Answer 12

A Sustainability Plan should be developed to define the mechanisms that will be used to anchor and embed the change once it is implemented and is determined to be effective.

Inputs:
* Change Risks Assessment
* Resource Plan
* Sustainability Strategy
* Measurement and Benefit Realization Plan

Outputs:
* Sustainability Plan

Question 13

5.3.2 Integrate Change Management and Project Management Plans

Answer 13

The purpose of Integrate the Change Management and Project Plans is to ensure alignment with the overall objectives and strategy. The relationship between Change Management and Project Management is highly dependent on the nature of the change effort, as defined in 4.4 Relationship to Project Management.

It is recommended that the relationship between Project Management and Change Management be defined early in the project, when the governance structure is established.

Inputs:
* Project Charter
* Project Plan
* Change Management Plans

Outputs:
* Change Management Plan (updated)
* Project Plan (updated)

Question 14

5.3.3 Review and Approve the Change Plan in Collaboration with Project Leadership

Answer 14

The purpose of Review and Approve the Change Management Plans in Collaboration with Project Leadership is to ensure that project leadership is aware of and aligned with milestones in the Change Management Plan.

Review and approval of the Change Management Plan is necessary to ensure that it is incorporated into the Project Plan and that the activities and milestones are coordinated with project activities.

Collaboration with project leadership is essential to avoid duplication of effort, align work plans, and increase stakeholder awareness.

Inputs:
* Change Management Plans
* Project Plan

Outputs:
* Change Management Plan (approved)

Question 15

5.3.4 Develop Feedback Mechanisms to Monitor Performance to Plan

Answer 15

The purpose of Develop Feedback Mechanisms to Monitor Performance to Plan is to establish processes for collecting and analyzing data that indicate how well the effort is progressing compared to planned objectives and milestones.

Monitoring performance and adherence to deliverables generated from the Change Management Plan enables adjustments of the plan in response to performance. Changes to the overall Project Plan, as well as unexpected outcomes and changes in scope, will influence the Change Management Plan.

Feedback will come from many sources. Informal sources of feedback may include conversations, email responses, and information-sharing forums.

Inputs:
* Project Plan
* Communication Plan
* Stakeholder Engagement Plan
* Learning and Development Plan
* Measurement and Benefit Realization

Outputs:
* Communication Plan (updated)
* Stakeholder Engagement Plan (updated)
* Learning and Development Plan (updated)
* Measurement and Benefit Realization Plan (updated)