1 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Chapter 1 Managing Change Ersin Gencturk Bogazici University – Software Engineering

2 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems What is managing change about ? It is all about dealing with the people issues, and about involving people at every stage in the project to help ensure it realises the full business benefits. It is all about dealing with the people issues, and about involving people at every stage in the project to help ensure it realises the full business benefits. Many problems are caused by users not having been adequately prepared for the change.To avoid : plan a change programme Many problems are caused by users not having been adequately prepared for the change.To avoid : plan a change programme

3 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Key considerations for a change programme Plan in the same way as you plan the development and implementation of the system itself. Plan in the same way as you plan the development and implementation of the system itself. Ensure that it not only includes communication and training.Timing and methods should make transition easy for users. Ensure that it not only includes communication and training.Timing and methods should make transition easy for users. Avoid too many changes at a time slice Avoid too many changes at a time slice Involve users in planning and implemantation the change programme. Involve users in planning and implemantation the change programme.

4 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Reasons for business change Why the company spents money and time for the IT projects? Business survival Business survival Improved efficiency Improved efficiency Competitive advantage Competitive advantage External factors External factors

5 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Business survival Production automation systems and workflow systems often feet in this category Production automation systems and workflow systems often feet in this category Time is often key success factor,to hit deadlines you may need to compromise on the spesification Time is often key success factor,to hit deadlines you may need to compromise on the spesification

6 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Improved efficiency Most cases it is the ability of management to make better decisions based on the information provided by the systems that results in increased efficiency. Most cases it is the ability of management to make better decisions based on the information provided by the systems that results in increased efficiency. You have to take people with you and to be sure that they know what a better decision is. You have to take people with you and to be sure that they know what a better decision is. MISs and office systems are the examples. MISs and office systems are the examples.

7 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Competitive advantage Keypoint is encourage innovation and new ideas throughout the project lifecycle. Keypoint is encourage innovation and new ideas throughout the project lifecycle. If the way forward were clear at the start of the project then the competition would have throught of it too and so there would not be much advantege in progressing it. If the way forward were clear at the start of the project then the competition would have throught of it too and so there would not be much advantege in progressing it. Rapid prototyping and end-user solitions are tacticts that often used. Rapid prototyping and end-user solitions are tacticts that often used.

8 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems External factors You need to be carefull about stakeholders who have to be satisfied by what you are doing. You need to be carefull about stakeholders who have to be satisfied by what you are doing. You need to avoid unhappy surprises at the implemantation stage but be ready for the rules that can change. You need to avoid unhappy surprises at the implemantation stage but be ready for the rules that can change. Involvement is a key process. Involvement is a key process.

9 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems How big is the change ? Radical short term (3-9 months): restructuring and redeployment of staff long term (1 year +) : Business process re-engineering. Radical short term (3-9 months): restructuring and redeployment of staff long term (1 year +) : Business process re-engineering. Incremental short term (3-9 months): Process automation and refinement long term (1 year +) : TQM, innovation schemes. Incremental short term (3-9 months): Process automation and refinement long term (1 year +) : TQM, innovation schemes.

10 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Resistance to change Managers are usually O type. Managers are usually O type. Users are usually D type. Users are usually D type. The Chinese Ideogram

11 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems The phases of change Figure 1.2 The phases of change

12 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Organisational cultures Power-based culture: Power-based culture: Centralised and informal Centralised and informal Get and demonstrate sponsorship Get and demonstrate sponsorship Bureaucratic culture: Bureaucratic culture: Centralised and formal Centralised and formal Play by the rules and use your network Play by the rules and use your network Task-based culture: Task-based culture: Devolved and formal Devolved and formal Regular use of project teams and task forces Regular use of project teams and task forces Individualistic culture: Individualistic culture: Devolved and informal Devolved and informal Everyone has an opinion – consensus needed sponsorship : A person or group within an organization that funds, provides rationale, and takes responsibility for a project ( Everyone has an opinion – consensus needed sponsorship : A person or group within an organization that funds, provides rationale, and takes responsibility for a project (

13 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Sociability/solidarity matrix Figure 1.4 Sociability/solidarity matrix Source: Based on Rob Goffee and Gareth Jones, The Character of a Corporation, 2nd edition, Profile Books, 2003

14 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Networked Cultures Advantages : People know each other at work and outside work People know each other at work and outside work There is openness, trust and tolerance There is openness, trust and tolerance Disadvantages : Can be over-tolerant of poor performance. Can be over-tolerant of poor performance. Too much focus on process rather than the result. Too much focus on process rather than the result.

15 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Mercenary Cultures Advantages : Strong agreement about targets and goals Strong agreement about targets and goals Work is very important and there is great task focus Work is very important and there is great task focus Socialising has a purpose : to talk about work ;-) Socialising has a purpose : to talk about work ;-) Disadvantages : It is a ruthless place to work !! It is a ruthless place to work !! No peace or sympathy No peace or sympathy People who do not deliver are a “waste of space” People who do not deliver are a “waste of space”

16 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Fragmented Cultures Advantages : People work for themselves not for organisation. People work for themselves not for organisation. High performance is everything it is not who you know, it is what you deliver that counts High performance is everything it is not who you know, it is what you deliver that counts Lots of freedom Lots of freedom Disadvantages : Is the culture of individual (particulary friendly) Is the culture of individual (particulary friendly) This culture usually found in legal practices, consultancies, radio and tv and academic world !! This culture usually found in legal practices, consultancies, radio and tv and academic world !!

17 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Communal Cultures Advantages : Have a high level of commitment to each other Have a high level of commitment to each other Are focused on product or service Are focused on product or service Work in teams all the time Work in teams all the time Support the leader Support the leader Disadvantages : Absorbs all the time Absorbs all the time If you want a life out of office do not prefer !! If you want a life out of office do not prefer !!

18 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Change competence/commitment matrix Figure 1.5 The change competence/commitment matrix

19 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Four-phase model for business change Figure 1.6 Four-phase model of managing business change

20 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Figure 1.7 The risk of the traditional approach Risks of a traditional approach to change

21 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Summary Treat everyone with equal respect,making an effort to understand their motivations, viewpoints and perspectives Treat everyone with equal respect,making an effort to understand their motivations, viewpoints and perspectives Being right doesn’t count.You need to make people with you to get their commitment, their buy-in Being right doesn’t count.You need to make people with you to get their commitment, their buy-in Always maintain your focus on the business benefits of the change Always maintain your focus on the business benefits of the change Take advice from, and use the help of experts.You don’t have to do it all yourself! Take advice from, and use the help of experts.You don’t have to do it all yourself!

22 Ersin Gencturk - MANAGING SOFTWARE DEVELOPMENT / Project Management for Information Systems Thanks for listening Any questions ? Any questions ? You can download a copy of this ppt at 3.ppt You can download a copy of this ppt at 3.ppt 3.ppt 3.ppt