Effectively Managing Change During an Enterprise Compliance Quality and Risk Management Implementation

When implementing an enterprise solution, organizations commonly focus on securing the best solution and creating implementation plans and activities necessary to drive a successful project. However, the best plans are often derailed, and the budget and timeline impacted by the unplanned changes that can arise at any time during the project. Business leaders can minimize these impacts by effectively identifying and managing change within these implementations. This sounds easier than it is, as change involves balancing the needs and wants of various stakeholders against necessary constraints to make the deployment successful.

During a recent Xybion QMS implementation, Xybion implemented their multi-faceted change management approach throughout the project, including during the initial phase, the detailed business analysis.  The gathering of requirements during the business analysis is an important part of managing change. Our seasoned business analysts actively elicit requirements during the business discovery phase, followed by capture, review, and analysis using modern technologies such as JIRA. Once the requirements are confirmed, we follow the software development life cycle and develop (if required) a detailed design document for the end user’s confirmation. The detailed design document serves as a blueprint for the system that the end users can review and refer to during the implementation.

As the requirements for an implementation phase are completed, the training documentation team comes on board and partners with the business analysts’ team and configurators to prepare the training user guide. In most cases, we can leverage the existing training document with minor adaptations. However, during a custom implementation or a project with unique needs different from the current system capabilities, the business analysts and the training documentation team spend significant energy to ensuring the system and business details are well documented, along with visuals aids and or screenshots of the design.

One of the critical aspects of the change journey is the delivery method and mechanism. Xybion can develop a customized plan for business-specific needs. In one of our recent implementations, we created a global training delivery plan that included both online and in-person training delivery using a role-based approach. Our training team developed a curriculum for everyday users, administrators, and power users. We sent the curriculum ahead, and the respective audiences participated in the session. During the live sessions, we also captured several what-ifs and enhancements during the live sessions. After the training sessions, the Xybion training team circulated a Frequently Asked Questions (FAQ) document. Each attendee was also certified by our Subject Matter Expert (SME) that they are a trained user of the system.

The initial training is a great way to acquaint ourselves with the system. However, long-term understanding and appreciation of how the system works occur with regular reinforcement. Our team prepared over six dozen video recordings for one of our projects. All the recordings had a video or system usability component and were curated in the client’s learning management system. As a result, the organization is self-sufficient to onboard unpracticed users and offer refresher training to current users.

This journey of a multi-phase approach to change management is an example of our depth and breadth in this domain area. We understand that only some organizations will require all the components to train their users. Xybion professional services are flexible to adapt to business needs and consult with you on your change management journey while implementing a Xybion software solution.