5.As a final task, you must evaluate how the change process went.

Evaluate your change management processes as a continuous improvement activity. You should produce a written report (approximately two A4 sides) to document this. You must outline the progress made during the meeting and ensure your report will be relevant to both external and internal stakeholders who have an interest in the change management process.

The report must include (Please expand):

• Detail of the overall objective
• Details of the change management action plan
• Any unresolved risk issues
• Details of what went well during the meeting
• Details of where improvement in change management could be made in the future
• A summary of the final outcomes.

Roleplay Script

Speaker: Good Morning/Afternoon everyone, thank you for taking the time to attend today. I wanted to discuss the possibility of implementing a new software solution for our travel finance office. Before we begin I would like to hear any thoughts or ideas you may have on this, so please feel free to share them with me.

Stakeholder 1:I think it would be great to implement a new software solution that could reduce manual work and streamline our processes. It would also be helpful to have a system that ensures accuracy of data.

Speaker: Thank you for your thoughts. We have worked on a change management action plan to help us prepare for this process. Can I provide an overview of the steps that we will need to take?

Stakeholder 2:Yes, that would be great.

Speaker: Great. We will need to analyze our existing software needs and select a software solution that is compatible with our current systems. Our IT staff will be responsible for installing and setting up the software, and our team members will need to receive training on the use of the software. All of this will take around 5 weeks to complete.

Stakeholder 3:That sounds reasonable. Is there anything else we need to consider?

Speaker:Yes, we should also discuss any potential risks or challenges that may arise during the process. We will need to take these into consideration before we move ahead with the change.

Change Management Action Plan:

Outline the Changes Required: The change required is the implementation of new expense management software in the travel finance office. The existing manual process for managing employee expenses is time-consuming, error-prone, and lacks real-time visibility. The new software aims to automate and streamline the expense management process, improve accuracy, enhance compliance, and provide better insights for financial analysis.

Determine the Overall Objective: The overall objective of implementing the new expense management software is to increase efficiency, reduce costs, and improve control over expense management in the travel finance office. By automating expense submission, approval, reimbursement, and reporting processes, the software will save time, reduce errors, enforce policy compliance, and enable better financial decision-making.

Outline Tasks Required to Implement the Change:

a. Conduct a thorough analysis of the existing expense management process, including current pain points, bottlenecks, and areas for improvement.

b. Research and evaluate available expense management software solutions that overall meet the specific needs of the travel finance office, considering factors such as functionality, scalability, integration capabilities, and cost.

c. Engage with software vendors to understand their offerings, request demos, and obtain detailed pricing and licensing information.

d. Select the most suitable software solution based on the evaluation results and obtain necessary approvals from relevant stakeholders.

e. Develop an implementation plan that includes defining roles and responsibilities, creating a timeline, and identifying key milestones.

f. Allocate resources for the implementation, including dedicated project team members, IT support, and budget for software procurement and implementation.

g. Coordinate with the IT department to ensure compatibility and integration with existing systems and infrastructure.

h. Develop a communication plan to inform stakeholders, including employees, managers, and finance department personnel, about the upcoming change, its benefits, and the implementation timeline.

i. Conduct training sessions to familiarize employees with the new expense management software, focusing on how to submit, track, and approve expenses, as well as generate reports.

j. Perform thorough testing of the software to ensure it meets the required functionality, including scenarios such as expense submission, approval workflows, reimbursement calculations, and reporting.

k. Conduct a pilot implementation with a small group of users to gather feedback, identify any issues, and make necessary adjustments before rolling out the software to all employees.

l. Monitor the implementation process, provide ongoing support and assistance to users, and address any issues or concerns that may arise during the transition.

m. Evaluate the effectiveness of the new software after implementation, measure key performance indicators (KPIs) such as time savings, cost reductions, and accuracy improvements, and make adjustments if necessary.

List the Resources You Will Require:

• a. Expense management software vendors or consultants for product evaluation, selection, and technical support.
• b. IT professionals to assist with system integration, data migration, and software configuration.
• c. Trainers or training materials to educate employees on how to use the new expense management software effectively.
• d. Technical support staff to provide assistance during and after implementation. e. Sufficient hardware and infrastructure to support the new software.
• f. Project management tools and software for tracking progress, managing tasks, and monitoring timelines effectively.

Determine an Appropriate Timeframe: The timeframe for implementing the new expense management software will depend on the complexity of the software, the size of the organization, and the availability of resources. A detailed project plan with specific milestones and deadlines should be created to ensure a smooth implementation process. A realistic timeframe could be as follows:

• Weeks 1-2: Conduct analysis, research, and vendor evaluations.
• Weeks 3-4: Select the software solution, obtain necessary approvals, and finalize contracts.
• Weeks 5-6: Develop implementation plan, communication plan, and training materials.
• Weeks 7-8: Configure and integrate the software, conduct initial testing, and set up pilot implementation.
• Weeks 9-10: Conduct training sessions and gather feedback from pilot users.
• Weeks 11-12: Address any issues, finalize configuration, and roll out the software to all employees.
• Weeks 13-16: Monitor and provide ongoing support, evaluate effectiveness, and make necessary adjustments.

List the People Who Will Be Responsible or Involved:

• a. Project Manager: Responsible for overseeing the entire implementation process, coordinating tasks, and ensuring timely completion.
• b. IT Department: Involved in system integration, data migration, software configuration, and technical support.
• c. Finance Department: Collaborates with the IT department to align expense management processes with the new software and provide insights on specific requirements.
• d. HR Department: Assists in coordinating training sessions, communicating the change to employees, and ensuring effective adoption.
• e. Software Vendors or Consultants: Engaged in evaluating, selecting, providing technical support, and assisting with configuration of the new expense management software.
• f. End Users: Employees within the travel finance office who will be trained on and work with the new expense management software.

By following this comprehensive change management action plan, you can effectively prepare to lead a business meeting with relevant stakeholders regarding the operational change of implementing new expense management software in the travel finance office. This plan ensures a structured approach to the implementation, leading to successful adoption and realization of the desired benefits.