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Tina Saunders | May 17, 2016

Executing OCM on an Agile Project Getting Down to the Tactical “How”

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Workshop Objectives

1.  Visualize and describe a simple, proven approach for performing OCM on an Agile project

2.  Identify specific OCM tasks and when they need to occur throughout the project

3.  Practice on a mock Agile OCM project

The Model

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1 2 3 When OCM

first “arrives” on the project

While the product is being developed

During the “hardening” sprint

just before Go Live

The Approach

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(next release)

Your turn!

•  Using a scratch piece of paper, sketch out a drawing of the three-phase model (not the detailed approach) as if you are giving an “elevator pitch” to your boss about the plan.

•  It’s okay if you can’t remember it all. Just see what you can recall.

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The Model

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1 2 3 When OCM

first “arrives” on the project

While the product is being developed

During the “hardening” sprint

just before Go Live

THE MOCK PROJECT Set Scene

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WHAT TO DO FIRST Phase 1: Kickoff

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Panic!!!

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Materials: • Task Categories, paper, & crayon

Rules: •  Table Groups work as one team •  Redraw the model on the “big paper” •  Discuss together and place each Task

Category in its stage

Objective: •  Build upon the model sketched earlier and

shape your plan

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Activity / Shape Your Plan

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What did we learn?

OCM TASKS CRITICAL FOR PHASE 1

Preparing for change and kicking off the OCM effort successfully

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To Do: q  Understand project timeline, vision, goals, and objectives q  Assemble and kickoff OCM Team, sponsors, & partners q  Set up task management system (electronic task board) q  Establish high-level Stakeholder Engagement/Communications plan q  Stand up communications vehicles/sites, if needed q  Kickoff stakeholder communications q  Identify stakeholders (as known so far) q  Assess stakeholder impact (based on what’s known so far) q  Baseline stakeholder placement on change curve

Phase 1 / Kickoff

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To Do: q  Understand project timeline, vision, goals, and objectives q  Assemble and kickoff OCM Team, sponsors, & partners q  Set up task management system (electronic task board) q  Establish high-level Stakeholder Engagement/Communications plan q  Stand up communications vehicles/sites, if needed q  Kickoff stakeholder communications q  Identify stakeholders (as known so far) q  Assess stakeholder impact (based on what’s known so far) q  Baseline stakeholder placement on change curve

Phase 1 / Kickoff

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Our SME Partners •  Claims Operations Manager •  Claims Intake Supervisor •  Claims Processing Supervisor •  Beta Users

Our OCM Team: •  OCM Lead •  Communications Liaison •  Training Liaison •  HR Liaison

Our Change Sponsors: •  Accountable Executive •  Program Manager •  Product Owner

Our Team!

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Our SME Partners •  Claims Operations Manager •  Claims Intake Supervisor •  Claims Processing Supervisor •  Beta Users

Our OCM Team: •  OCM Lead •  Communications Liaison •  Training Liaison •  HR Liaison

Our Change Sponsors: •  Accountable Executive •  Program Manager •  Product Owner

Activity / OCM Kickoff Mtg

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To Do: ü  Understand project timeline, vision, goals, and objectives ü  Assemble and kickoff OCM Team, sponsors, & partners ü  Set up task management system (electronic task board) ü  Establish high-level Stakeholder Engagement/Communications plan ü  Stand up communications vehicles/sites, if needed ü  Kickoff stakeholder communications ü  Identify stakeholders (as known so far) ü  Assess stakeholder impact (based on what’s known so far) ü  Baseline stakeholder placement on change curve

Phase 1 / Questions

MANAGING CHANGE DURING ITERATIVE DEVELOPMENT CYCLES

Phase 2: Sprint by Sprint

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We Are Here

OCM TASKS CRITICAL FOR PHASE 2

Executing change readiness iteratively sprint by sprint

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To Do: q  Keep stakeholders informed and engaged on a regular cadence q  Identify user-facing stories each sprint q  Assess stakeholder impacts each sprint q  Determine and assign readiness tasks each sprint q  View product demonstration at end of each sprint q  Build training (output of each user-facing story) q  Monitor progress on change curve (at least ½ way)

Phase 2 / Sprint by Sprint

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To Do: q  Keep stakeholders informed and engaged on a regular cadence q  Identify user-facing stories each sprint q  Assess stakeholder impacts each sprint q  Determine and assign readiness tasks each sprint q  View product demonstration at end of each sprint q  Build training (output of each user-facing story) q  Monitor progress on change curve (at least ½ way)

Phase 2 / Sprint by Sprint

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Acceptance Criteria = (How)

“As a(n) _______, I need to ________,

so that __________________.” (who) (what)

(why)

Story Format:

User Stories

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Use Brainstorm / Mind Mapping

Story

Impact

Impact

Impact

Impact

Activity / Practice Impact Assessment of a Story

Materials: • Your Brain Rules: •  Table Groups work as one team •  Walk-through your user-facing story •  Brainstorm some stakeholder impacts •  Use the “Impact Assessment Qs” handout

to guide you Objective: •  Practice quick story impact assessments

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Use Brainstorm / Mind Mapping

Story

Impact

Readiness Tasks

Activity / Tasks for the Task Board Materials: •  Your Brain •  Task Cards Rules: •  Table Groups work as one team •  Take one of your impact

assessments from the previous exercise and brainstorm the readiness tasks that would be required

•  Complete Task Cards for the identified tasks

Objective: •  Practice readiness activities for a

task board

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The Task Board To Do Doing Done

Waiting for

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Phase 2 / Sprint by Sprint To Do: q  Keep stakeholders informed and engaged on a regular cadence q  Identify user-facing stories each sprint q  Assess stakeholder impacts each sprint q  Determine and assign readiness tasks each sprint q  View product demonstration at end of each sprint q  Build training (output of each user story) q  Monitor progress on change curve (at least ½ way)

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To Do: ü  Keep stakeholders informed and engaged on a regular cadence ü  Identify user-facing stories each sprint ü  Assess stakeholder impacts each sprint ü  Determine and assign readiness tasks each sprint ü  View product demonstration at end of each sprint ü  Build training (output of each user story) ü  Monitor progress on change curve (at least ½ way)

Phase 2 / Questions

THE FIRST RELEASE & BEYOND

Phase 3: Release

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We Are Here

OCM TASKS CRITICAL FOR PHASE 3

Final Preparations for the Big Release

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To Do: q  Stakeholder engagement/communications “Countdown to Go Live” q  Establish ongoing Stakeholder support and communications after Go Live q  Finalize training materials q  Finalize process readiness q  Prepare training site q  Train the Trainer q  Training

Phase 3 / Release

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To Do: q  Stakeholder engagement/communications “Countdown to Go Live” q  Establish ongoing Stakeholder support and communications after Go Live q  Finalize training materials q  Finalize process readiness q  Prepare training site q  Train the Trainer q  Training

Phase 3 / Release

Remember we have ONE sprint to do this!

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Build upon the momentum and relationships established to continue the journey with each subsequent release

MVP Release!

“Release, Rinse & Repeat”

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Questions?

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• Can you visualize the Agile OCM model?

• Do you understand which task categories fall under each phase and why?

• Do you feel you have some new tools to lead a change management effort on an Agile project?

Do You Feel Ready?