Change management goes hand-in-hand with project management. It assists in helping partners move from one data modernization venture to the next. This is particularly helpful if the health department plans to change data systems or plans to update reporting requirements or data standards.
Within change management, the following tasks are recommended:
Identify contributors to success. Determine the factors that will contribute to the success of the project and the factors that might present obstacles. Is there a way to enhance the contributors to success and limit the impact of the potential obstacles identified?
Determine the engagement strategy. Outlined in the Make the Value Case section, communication to advocate for partners buy-in for the change was discussed. Now, it is time to determine which partners are likely to be advocates, neutrals or resistors of the project.
Develop a communication strategy. Continuous communication is key to the success of this venture as it keeps partners aware of upcoming changes and reinforces the partner’s participation in activities needed to continue with the change. To determine when to communicate and the purpose of each engagement, use the communication plan worksheet completed within the Engage Partners section of the toolkit.
Plan for resistance. Change often induces resistance in people for a variety of reasons. Some project partner groups or individuals may demonstrate resistance as the project rolls out, so it is important to try to anticipate what that may look like to try to address the resistance before it becomes a problem. Reasons for resistance vary, and this step helps to determine how and who will identify resistance and whose role it is to respond to it.
Create training to guide the change. ensures that once the change is made, all of those impacted will be trained on any new processes that come along with it. Depending on the type of training, it might take a significant amount of time to develop and needs to be accounted for within the project management deliverables timeline.
Resource: Change management tool set
This tool set is included within the IIS Migration Toolkit as a resource to assist in change management. The tools provide guidance on each of the steps listed above and can be adapted for data modernization within the health department.