View of the east quadrangle

Change Framework

A Change Framework is a systematic approach to managing changes, whether that’s organisational change management, transformational, personnel, unplanned or remedial change.

Our large transformation projects use a four stage Change Framework.

  1. Prepare
  2. Engage
  3. Change
  4. Embed

At each stage there are key deliverables and considerations for your project.

Prepare

Create the case for change and mobilise the team

This phase gives clarity on what the project is expected to deliver, what does good look like, and how do we make sure the team is aligned on what the key objectives are.
 

Engage

Working together to design the future

The Engage phase builds on the discovery undertaken in Prepare Understanding the now (as-is), designing the future (to-be), planning the implementation of the change(s) and taking people with us on the journey.

Change

Making it happen

The Change Phase is about making it happen, getting the changes over the line and live.

Embed

Making change stick, lessons learned and celebrating wins

The Embed phase is just as important as any of the other component parts in delivering change.  It focusses on maintaining the benefits from the change, embedding new ways of working, ensuring responsibility for changes are owned by the relevant benefit owners and benefit realisation is taking place.

Prepare

The ‘Prepare’ phase of a change is used to agree on the scope and extent of the change required and align resources behind a core mission. 

This phase gives clarity on what the project is expected to deliver, what does good look like, and how do we make sure the team is aligned on what the key objectives are.

Key things to consider during this phase:

  • What is the opportunity or problem we are trying to fix?
  • Who and what will be impacted by this change?
  • Who are the people/skills we need to fix this problem / realise this opportunity?
  • Does the wider project team and sponsors understand how we will deliver change together?
  • How are we going to keep others updated on progress?
  • What is the scope?
  • What is the benefits aspiration?
  • What is the investment ballpark? 
  • Do we have commitment to progress?

Key deliverables at this stage with templates & best practive to review

DocumentTemplateBest Practice
Squad mobilised    
1 pager production and review in place    
High level change impact assessment HL_CIA_Template  
Compelling case for change    
Communication approach    

Engage

The Engage Phase starts with discovery, finding out why things happen today (the root causes) and understanding the user experience; understanding what happens today.  The next step is to engage with those closest to the process and with the customer to design integrated solutions for the future. At all times keeping the user experience at the heart of our design thinking.  At this point we should have the baseline data and know the solutions we want to implement, and why they are going to fix the problem (or leverage the opportunity) 

The key things to consider during this phase are:  

  • Why is this happening? What is the user experience?
  • What solution(s) will achieve the outcomes?
  • Are those impacted ready to make the change?
  • Is the team ready to deliver the change?
  • Are the leaders ready to lead the change?
  • Has the sponsor committed to the benefits? 
  • What did we learn?
  • Do we have commitment to progress?

 Key deliverables at this stage with templates & best practice to review

DocumentTemplate Best Practice 
Squad requirements reviewed    
1 pager production and review in place (including phase sign off where appropriate)     
As is & design activity planned    
As is & design activity documented    
Change Impact assessment CIA_Template   
User experienced quantified    
Communication plan    

Change

The Change phase is about making it happen, getting the changes over the line and live.  The focus is on the go-live activity and the immediate period thereafter to check, is it working?  The key input for this phase is the Change Impact Assessment which will tell you the key areas of change, those that you need to support most and how you are supporting all teams in the change.   

Key things to consider during this phase are:

  • Has the solution delivered the outcome?
  • Are we seeing the benefits we committed to?
  • Have those impacted made the change?
  • What did we learn?
  • Do we have the commitment to progress?

Key deliverables at this stage with templates & best practice to review

DocumentTemplateBest Practice
Squad requirements reviewed    
1 pager production and review in place    
Internal capability created (key for handover & close)     
Solutions Go Live    
Post implementation support plan    
Communications plan    

Embed

The Embed phase is just as important as any of the other component parts in delivering change.  The primary focus is on maintaining the benefits from the change, embedding new ways of working, and ensuring responsibility for the new processes is being led and owned by the relevant owners.  

Key things to consider during this phase are:

  • Is the solution still working?
  • Did it achieve the outcomes identified and deliver the benefits quantified?
  • Have the people adopted the change?
  • What did we achieve?
  • What did we learn?
  • Do we have the ownership in place to stand down the project squad? 

Key deliverables at this stage with templates & best practice to review

DocumentTemplateBest Practice
Squad requirements reviewed including release plan     
1 pager production and review in place (including project close sign off)     
Handover plan Handover_Template  
Project closure actions    
Communication plan