Reference no: EM133501517
Evaluate your change management processes as a continuous improvement activity. You should produce a written report to document this. You must outline the progress made during the meeting and ensure your report will be relevant to both external and internal stakeholders who have an interest in the change management process.
The report must include (Please expand):
- Detail of the overall objective
- Details of the change management action plan
- Any unresolved risk issues
- Details of what went well during the meeting
- Details of where improvement in change management could be made in the future
- A summary of the final outcomes.
REFERENCE
Change Management Action Plan:
Outline the Changes Required: The change required is the implementation of new expense management software in the travel finance office. The existing manual process for managing employee expenses is time-consuming, error-prone, and lacks real-time visibility. The new software aims to automate and streamline the expense management process, improve accuracy, enhance compliance, and provide better insights for financial analysis.
Determine the Overall Objective: The overall objective of implementing the new expense management software is to increase efficiency, reduce costs, and improve control over expense management in the travel finance office. By automating expense submission, approval, reimbursement, and reporting processes, the software will save time, reduce errors, enforce policy compliance, and enable better financial decision-making.
Outline Tasks Required to Implement the Change:
a. Conduct a thorough analysis of the existing expense management process, including current pain points, bottlenecks, and areas for improvement.
b. Research and evaluate available expense management software solutions that overall meet the specific needs of the travel finance office, considering factors such as functionality, scalability, integration capabilities, and cost.
c. Engage with software vendors to understand their offerings, request demos, and obtain detailed pricing and licensing information.
d. Select the most suitable software solution based on the evaluation results and obtain necessary approvals from relevant stakeholders.
e. Develop an implementation plan that includes defining roles and responsibilities, creating a timeline, and identifying key milestones.
f. Allocate resources for the implementation, including dedicated project team members, IT support, and budget for software procurement and implementation.
g. Coordinate with the IT department to ensure compatibility and integration with existing systems and infrastructure.
h. Develop a communication plan to inform stakeholders, including employees, managers, and finance department personnel, about the upcoming change, its benefits, and the implementation timeline.
i. Conduct training sessions to familiarize employees with the new expense management software, focusing on how to submit, track, and approve expenses, as well as generate reports.
j. Perform thorough testing of the software to ensure it meets the required functionality, including scenarios such as expense submission, approval workflows, reimbursement calculations, and reporting.
k. Conduct a pilot implementation with a small group of users to gather feedback, identify any issues, and make necessary adjustments before rolling out the software to all employees.
l. Monitor the implementation process, provide ongoing support and assistance to users, and address any issues or concerns that may arise during the transition.
m. Evaluate the effectiveness of the new software after implementation, measure key performance indicators (KPIs) such as time savings, cost reductions, and accuracy improvements, and make adjustments if necessary.
By following this comprehensive change management action plan, you can effectively prepare to lead a business meeting with relevant stakeholders regarding the operational change of implementing new expense management software in the travel finance office. This plan ensures a structured approach to the implementation, leading to successful adoption and realization of the desired benefits.