Comprehensive Report: ICT Change Management for Data Warehouse and BI

This report presents a comprehensive ICT change management plan, focusing on migrating data to a cloud-based data warehouse and implementing Business Intelligence (BI) software. The analysis includes the reasons for change, which center around enhancing data security and improving decision-making. The scope of the change encompasses various departments, including IT, operations, and HR, with detailed roles and responsibilities for the change management team. The report outlines process changes, people changes, and stakeholder analysis, identifying potential resistance and mitigation strategies. Risk and impact analysis are also provided, assessing over-budget risks and schedule delays. The implementation plan includes an action plan detailing hardware, software, and network requirements, along with communication and training plans. The report concludes with a change evaluation framework and post-implementation plan, ensuring a smooth transition and successful integration of the new system.

ICT CHANGE MANAGEMENT
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Contents
Introduction......................................................................................................................................3
Overview about the Change.............................................................................................................3
Reason for change........................................................................................................................3
Type of the change.......................................................................................................................3
Scope of the change.....................................................................................................................3
Role and Responsibilities of Change Management team............................................................4
Change Analysis..............................................................................................................................4
Process Change............................................................................................................................4
People Change.............................................................................................................................5
Stakeholder Analysis...................................................................................................................5
Resistance Analysis.....................................................................................................................6
Risk and Impact Analysis............................................................................................................7
Organisational Change Readiness...............................................................................................7
Change Implementation Plan...........................................................................................................8
Action plan...................................................................................................................................8
Business system plan.................................................................................................................11
Communication plan..................................................................................................................11
Training plan..............................................................................................................................13
Change Evaluation.....................................................................................................................13
Criteria for Evaluation...............................................................................................................14
Evaluating changes....................................................................................................................14
Post Implementation plan/ change closure................................................................................14
CONCLUSION..............................................................................................................................15
REFERENCES..............................................................................................................................16
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Introduction
Change management plan can be defined as a plan which is used to manage change
process, ensure and control the budget, scope, schedule, resources and communication (Cook.,
2015). This plan helps in reducing the overall impact of change on business and employees. This
change management plan will lay emphasis on overview about the change, Change analysis,
change implementation plan and post implementation plan.
Overview about the Change
Reason for change
The change is required because all the data will be stored in a single data centre. It is
huge risk for the company as in case of any kind of hazard or disaster there is a significant risk to
lose all the data. So it is required to bring changes within their current system so that data
security can be increased and business decision-making can be improved. But the main reason
for the change is to benefit the business.
Type of the change
The change required for the data migration, data warehouse and BI software development
is standard required change because, if the company will have their own cloud based data
warehouse and BI software then it will help them to increase the overall security of their system,
reduce operational cost of their business, make better and informed decision-making (Uhl and
Gollenia., 2016). It will also help in improving and smoothening the overall efficiency of the
business.
Scope of the change
Boundaries where change will be implemented are:
 There are many people or department that will be affected by the change, like: employees
will be affected, IT, security and operation department, production department, HR
department will be affected. Due to this there will be lots of changes in business division,
departments, systems and work groups as well.
 The change will be same in all the departments as whole system will change because of
cloud based data warehousing and BI software. These changed system will be used by
HR department, production department, IO and operational department etc.
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Role and Responsibilities of Change Management team
Change management team will consist of following team members. Each team member will
be having their own roles and responsibilities.
Change management
team members
Roles Responsibilities
Project Manager  Change manager
 Lead change
evaluator
 Receive and log change request
 Perform timely and adequate change
evaluation (Louis, 2016).
 Recommend course of action by
outlining options and change
priorities.
 Track change decisions
 Communicate changes to the change
management team
Change requester  Project change
requester
 Submit required change request to
project manager
 Check whether complete change
process is being followed
 Understand project management
practises
Project Sponsors  Change evaluator
 Change decision
makers
 Approve or reject changes
 Evaluate available options as well as
recommend course of action for
changes.
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Change Analysis
Process Change
This change is about new modified system i.e. it is about a new software which will
change the existing process of the organisation as well.
Process name Process activity
Submission and logging Change manager receives and logs change
request
Evaluation Lead evaluator or change manager makes
initial evaluation, recommend or document
actions and identify evaluation.
Decision Decision makers or change evaluator review
options, recommendations and them make
changes.
Communication Change manager communicates changes to all
the stakeholders.
In this process change logging and evaluation of changes will be done differently as a new
system will be made so it is important to timely evaluate complete change management process.
People Change
There are various job roles within the company that will be affected by the changes such
as: IT manager and operation manager job role will be affected as they will be needing to work
on new system understand its requirements. For this new job roles will be also added such as: BI
analyst who will be responsible for working on the new system BI software for decision-making,
training team will be required to be built who can provide training related to the new software to
the existing or new employees. No third party organisation will be required to maintain the
software in fact a completely new department can be built so that new software cam be
maintained. People will be requiring to be more responsible as the new system will be
completely cloud based and all the activities and data will be stored.
Stakeholder Analysis
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Level of
Participation Who Description of Stakeholder
Driving
BI Analyst,
IT manager,
Operational
manager, project
manager
They will be directly impacted by the changes,
they are the ones who are responsible for correct
change implementation (Doppelt, 2017).
Advocate Sponsors,
Change manager
Stakeholders at this level are also directly
impacted by the change and have some
responsibility for the change process. Their role
involves facilitation of the change process
through support, encouragement and ability to
influence others.
Active
Participation Employees,
People at this level will be required to change
some aspect of what they do in their role and/or
how they do it.
Willingness
Change
evaluator, change
decision maker
Stakeholders at this level are not directly
impacted by the change however they may be
asked to provide some assistance in the change
process
Understanding Users of the
system
People at this level are also not directly impacted
by the change however it is preferable that they
have a basic understanding or awareness of the
change so that they feel informed
Resistance Analysis
There are various groups that may resist changes that are being made in the company
such as:
 Employees who are extremely comfortable working on the existing system. In order to
make them comfortable with the new system they will be given proper training.
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 People who created the current system and invested most of their time on building the
current systematic. In order to make them accept the new system they will be given lots
of benefits such as increments, exposure etc.
 Employees whose work will completely change from the new change. In order to make
them accept the new system they will be given both time and training so that they can
understand their new working requirement and can easily work on new system.
Risk and Impact Analysis
Risk Likely to occur Consequences Mitigation strategy
Over budget risk High Can disturb the overall
operational cost
By doing continuous
evaluation
Exceeding schedule
time
High Can become a cause
due to which change
management of new
system can stop
By setting some
milestones to be
achieved on time
introduction of new
requirement
low Can disturb complete
change management
plan
Logging all the
requirements and
making it approved by
all the stakeholders
involved in the project.
Organisational Change Readiness
Organisation need to understand and be comfortable on working on cloud so that they can
build their own cloud-based data warehouse and BI software. Need to have an existing system
where data is stored so that they can easily mitigate or transfer data on their cloud. Company has
already has a current system where their data is stored. They are planning to mitigate their
operational data on Amazon cloud which will help them to understand and work on their own
cloud.
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Change Implementation Plan
Action plan
Action plan is a type of implementation process where “Sunoco, Inc.” has been planned for
changing their paper-based records into the computer based. It was successfully implementing
the changes but it should acquire market competition which make plan to store operational data
on cloud-based system because it is beneficial for company and cost saving (Lines and et.al.,
2015).
In this way, chief officer has been implementing the action plan for used cloud-based
technology which includes activities.
Actions Responsible Person Time Frame
IT Action Hardware: it can be
used the suitable
hardware that
applicable for cloud -
based services where
it easily handles the
large amount of data
on centralised system.
It involves RAM,
ROM, chip, computer
system etc.
Software:
agile/scrum
methodology,
Business intelligence
software’s, cloud-
based data
warehousing
software’s etc. These
are type of software
useful for developing
 IT
administrator
 Managers
 IT team leader
2 Week
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the single data
storage.
Network: cloud
based Centralised
network system.
Product group activity To assign the product
group of cloud-based
project where they
can identify the
attributes of product
and determine that
how it become more
effectiveness.
 Manager
 Employee
 leaders
3 Week
Project team activities Project can be divided
into individual group
for performing
different activities of
handle the security,
privacy areas in cloud
services.
Project team must be
builds strong
coordination between
them. It help for
achieving the specific
goals and objectives.
 IT Leaders
 Manager
4 Week
Communication
activities
Leaders are
communicating with
the staff member
regarding new cloud-
based project
 Individual
 Manager
 Leaders
 executives
5 Week
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development. they
always try to give
option where team
member implements
new idea in the
project development
and discuss regarding
cloud storage.
Training activities Improve the
Command on skill
and new software
because it help for
managing and
controlling cloud-
based storage
services.
 Trainer
 Coordinator
 leaders
2 Week
Audit Preparation Project manager has
been auditing the
overall functionality
of old system and
compare with new
cloud-based system.
 Project change
requester
 Project change
manager
2 Week
Table: 1
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Business system plan
It is a type of plan and procedure that help for analysing, designing and defining the
information of current cloud-based project change management. It may involve essential
hardware, software that can use for maintain the overall functionality in proper manner.
 Hardware: IT administrator will require small set of data set hardware that stored large
number of information into single dataset (Louis, 2016).
 Software: Operating system, SQL server, share point server, Business intelligence
software etc.
 Network: centralised network server
For planning the business plan which require for preparing the step for managing the complete
process effectively and efficiently.
 Initialise change management
 Identifying requirement of hardware and software system
 Designing functional Model
 Implementing plan for changing
 Processing happens
 Successfully complete
These are different process for making enterprise plan which help for executing the successful in
efficient manner.
Communication plan
In Sunoco, Chief officer has been conducting the communication plan for participating
different group of people. They are sharing their own opinion about towards the manager so that
they can identify important details and apply for project change management.
Audience Reason for
communication
Communication
Channel/ activity
Key message Date
Employees
working on
current system
(group-1)
The primary
reason for
communication to
discuss about the
current project
 Email
 telephone
Working on
current
system
12/4/2019
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change
management.
This type of
group employees
is working with
new system and
identify necessary
resources.
Creators of
current system
(group-2)
This type of
group will
implement new
concept in the
project and
establish as a
cloud-based
storage system.
 Email Putting
different
module on
current
system
16/12/2019
Employees
with change
work
(grou-3)
 Email
 Text
Changing
system
functionality
24/12/2019
Table: 2
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