Critical Success Factor: Effective Change Management
The mission of the Change Management Office (CMO) is to guide and support FI$Cal team members and stakeholders in successfully transitioning to the FI$Cal business environment by helping them prepare for the change, manage the change during transition, and reinforce the change once the solution is implemented.
Key to Success: Partnerships
Partnerships are key to the success of the FI$Cal Project’s CMO. The partnership of the four (4) Control Agencies is strong and well established. The CMO has created the Departmental Liaison Network (DLN) as a mechanism to build the foundation to partnerships with each of the 140+ Departments impacted by the Project. The third and equally important partnership is with Accenture, the System Integrator. Accenture’s change management experts have successful Enterprise Resource Planning (ERP) implementation experience with government entities. Accenture has a seasoned change management model that will be utilized for the FI$Cal Project. Together, State and Accenture staffs make up the FI$Cal CMO. Fully versed in Accenture’s change management model, the CMO will work with liaisons from each Department to ensure the right people are involved at the right time. Through the DLN, the CMO will ensure supervisors and managers in Accounting, Budgets, Cash Management, and Procurement statewide are aware of the FI$Cal Project, understand how they and their staff will be impacted, and are able to act as change agents in their areas to prepare their Departments for the transition to the new FI$Cal System.
Units within the Change Management Office:
Strategic Communication Unit
The Strategic Communication Unit is responsible for the development and dissemination of all communications for the FI$Cal Project. This unit prepares material for and facilitates stakeholder events, develops and/or oversees all FI$Cal presentations, correspondence, newsletters, brochures, pamphlets, and other marketing materials produced for the Project. The Strategic Communication unit develops and supports integrated Project communications for leadership and the administrative, business, technical, and change management teams. Content development and upkeep of both the FI$Cal internet and intranet fall within the responsibility of this unit. In addition, this unit provides consultative services to other parts of the organization on the best method(s) and channel(s) for communicating information related to the design, development, implementation, and on-going support of the FI$Cal System.
Client Relations/Readiness Unit
The Client Relations/Readiness Unit is responsible for assisting Project staff, State Agencies, and Departments in developing, deploying, monitoring, and analyzing of FI$Cal Project readiness activities to ensure all parties are available and committed to participating in the Project. By truly partnering with State Agencies and Departments, the Client Relations/Readiness unit will be in the unique position to anticipate client needs and provide a mechanism for constant two-way communication. This unit will engage other FI$Cal teams as necessary in order to meet the needs of the clients and the Project. It’s through this partnership that State Agencies and Department will be prepared to provide assistance in the design, development, and implementation of processes and procedures to transition from their current operational state to the future state. With the completion of each wave, this unit will maintain strong client relationships for on-going support of the FI$Cal System.
The Training Unit is responsible for identifying training needs, developing training curriculum and materials to satisfy those needs, and ultimately providing the necessary training. It is the responsibility of the Training Unit to ensure end-users know what role they serve in the FI$Cal System and how to utilize the system for their particular program area, such as cash management, accounts receivable, general ledger, asset accounting, business purchasing, budget development, budget administration, and projects/grants. This unit understands the unique aspects of training adults in the workplace, and utilizes the most appropriate training methods and tools. Members of the unit evaluate training effectiveness and adjust training content and processes as needed. By employing classroom training, web-based learning, on-the-job training, and online reference material, this unit is able to reach and serve the FI$Cal System users dispersed throughout the state.