2013 unanet customer meeting - energizing user experience - captech

IT Management ConsultingSystems IntegrationData Management

2013 Unanet Customer Meeting –Energizing the End-User Experience

©2010 CapTech Ventures, Inc. All rights reserved

Workshop Flow

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Wrap up and Q/A


Unanet Course Guide Description

Case Study in Unanet Adoption: Energizing the End-user Experience

Do you realize the benefits Unanet can provide, but have a hard time getting your employees to follow suit? Are your employees confused or hesitant to learn a more advanced feature? Implementation is important, but user adoption is critical to the success of your release.

Join CapTech Management consultant Ross Gilmore, Senior Manager, to learn best practices for gaining user buy-in for your Unanet implementation. CapTech will present how they went from using Unanet exclusively as a Timesheet and Expenses tool for over 12 years to transforming their business processes utilizing Unanet's complete Professional Services Automation (PSA) suite. Specifically, we will discuss the organizational change management strategies used to get employees through the change curve, address elements of resistance, and transition to enterprise adoption across varied user groups. These strategies can provide you with a framework to replicate success with your implementation.

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Who is CapTech?

CapTech is a national technology consulting firm offering a full suite of services including management consulting, systems integration and data management. We design, implement and integrate IT systems for America’s most respected companies.

Headquartered in Richmond, VA with offices in Reston, VA, Charlotte, NC, and King of Prussia, PA

Currently, about 400 consultants across all offices serving clients nationwide

CapTech has been a Unanet customer for 13 years

4©2013 CapTech Ventures, Inc. All rights reserved. Trademarks or registered trademarks of their respective trademark owners, which do not sponsor or otherwise endorse CapTech’s products and services. This publication is for informational or educational purposes only, without representation or warranty of any kind, and CapTech shall not be liable for errors or omissions respect to this publications.


Unanet and CapTech: How did we get here?

CapTech has been a Unanet customer for 13 years

Unanet has been the primary tool for timesheet and expense entry for almost the life of CapTech.

In 2012, kicked off an initiative to upgrade to Unanet’s Projec t Portfolio license, integrating Unanet’s many features into our business processes, including:

•Timesheet and Expense management

•Invoice creation and tracking

•Opportunity and Staffing management

•Forecasting

•Project management5


Life Before Unanet UpgradeOverview

Resumes

Staffing Matrix

Portal

Staffing Matrix

Portal Unanet

Skills Inventory Staffing Management

CRM

Opportunity Management

Project Setup & Management

Unanet

Time & Expenses

Unanet

Invoicing

Access

Our business processes were developed when we are a much smaller company and are manual and disjointed across multiple systems


It Was Clear A Change Was Needed

In early 2012, a project was initiated to use Unanet as the single source of data for:

Skills Management Staffing & Recruiting Opportunity Management Invoicing *Receivables (when available

in Unanet)


Unanet UpgradeProject Methodology

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Our standard methodology is the foundation of all our Organizational Change Management services and was used during the lifecycle of the Unanet Upgrade initiative


Business Challenges to Implementations

Project value cannot be fully realized until the workforce adopts the change!

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Introducing Organizational Change Management

More than just a training team, the Organizational Change Management framework effectively guides the transition of individuals and entire organizations from a current state to a desired future state.

We do this by working in four disciplines:

• Leadership and stakeholder engagement

• Learning and development

• Organizational alignment

• Communications

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Leadership and Stakeholder Engagement

Assess the current environment, and provide a concrete action plan to remove individual and organizational barriers to change.

Specific initiatives:• Stakeholder analysis - how will Unanet’s

new features affect each user group?

• Sponsorship management plan – ensurethat senior leadership is on board

• Champion framework

• Change readiness assessment

• Change metrics evaluation report

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Leadership and Stakeholder EngagementUnanet Upgrade Deliverables

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Stakeholder Metrics

Impact Assessment

Sponsor Action Plan


Learning and Development

Discover how to develop a workforce that achieves the business goals.

Specific initiatives:• Audience and needs analysis – understand what it is

you want

• Training strategy – what is the best method fordelivering the training?

• Participant and instructor materials – will youhave handouts? PowerPoint?

• Evaluation and performance metrics reports –how will you know you were successful?

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Learning & DevelopmentUnanet Upgrade Deliverables

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Training Needs Assessment

Training Materials


Organizational Alignment

Align the organization’s strategy, vision, culture, processes, leadership, teams and individuals, guaranteeing that current and future state initiatives are met.

Specific initiatives:• Current organizational assessment – how are

we using Unanet today?

• Organizational transition plan – what is thevision for using Unanet moving forward andhow will we get there?

• Competency and proficiency models

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Organizational AlignmentUnanet Upgrade Deliverables

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Current State vs. Future

State Process Diagrams

Conference Room Pilots were conducted with CapTech leadership to ensure the proposed Unanet design aligned with CapTech’s vision and culture.

Need current state flow here


Communications

To ensure project success, provide leadership with insight into end-user acceptance and keep end users aware of what will change and how the changes will impact them

Specific initiatives:• Communications plan – how will you let them

know what’s coming and when?

• Change management strategy

• Organizational readiness and change

• Knowledge transfer plan – after the upgrade,what will be business as usual?

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CommunicationsUnanet Upgrade Deliverables

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Communication Examples

Communication Plan


Life After Unanet Upgrade

In September of 2012, we implemented the Staffing portion of our project

• Account Managers and Business Development team are inputting opportunities and pipeline and managing our staff across multiple clients

• Our resource utilization improved significantly as it has become easier to staff our consultants

In December of 2012, we fully implemented the Unanet invoicing

• Decreased the time invoices went out the door by over two weeks and improving with each month

We are still finding new ways to integrate business processes into Unanet!


Life After Unanet Upgrade: Improved Account Management Tools

Account Managers now have more access in front of them than ever before, with the data empowering them to make the right staffing decisions every day


Life After Unanet Upgrade:Improved Staffing

We are able to accurately track our supply and demand across our Practice Areas, skills, and locations

21©2013 CapTech Ventures, Inc. All rights reserved. Trademarks or registered trademarks of their respective trademark owners, which do not sponsor or otherwise endorse CapTech’s products and services. This publication is for informational or educational purposes only, without representation or warranty of any kind, and CapTech shall not be liable for errors or omissions respect to this publications.


Life After Unanet Upgrade: Improved Reporting

Reports are generated in real-time that accurately depict project financials, staffing decisioning, and opportunity management. Unanet has enabled us to generate reports that were never possible before.

©2012 CapTech Ventures, Inc. All rights reserved.

Questions or comments?Thank you for attending our workshop:

Energizing the End-User Experience

Ross GilmoreSenior Manager

[email protected] (804) 683-0536

Nathan TatumSenior Manager

[email protected] (804) 814-9419

mailto:[email protected]

mailto:[email protected]

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