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Workthread 1: Project Management

VoteCal Project OCM Wall Chart ‐ as of December 10, 2009 (version 2.0)

WHAT/HOW WHEN WHO WHY
Stakeholders - Focus of Activity Resources / Level & Nature of Effort

BP or OR focus?
Extended SOS
SOS Elections

Catalyst OCM
EMS Vendors
Project Team

Core Team -

Core Team -

Core Team -

SOS Comm

SOS Train
County IT
Elections

Elections
SOS ITD
VoteCal

Dir/Mgr
County
Mandatory/ Optional Design Phase Development Phase Testing Phase Pilot Phase Deployment Phase Benefits Triggers

Other

Team
Lead

Lead
Lead
ITD
ID Activity Description Tasks
(Nov 09 - June 10) (June 10 - Apr 11) (Apr 11 - July 11) (July 11 - Sep 11) (Sep 11 - Dec 11)

PM1.1 OCM Plan The OCM Plan (this deliverable) serves as the VoteCal Project’s documented strategy for conducting human-focused transition A. Create initial plan Mandatory (actually in Planning Phase) Low - update with 2.10 Training Plan Medium - formal update via 3.4 High - lead Med - review and Med - review and Med - review and Low - monitor Low - monitor n/a BP/OR * Serves as a guide and documents the overall OCM strategy Start of Project
activities. B. Formal update of OCM Plan (Development phase ) High - initial plan X X X X X X X input input input * Coordinates all known BP and OR issues

PM1.2 Risk and Readiness After the initial plan, organizational readiness assessments will be conducted at the beginning of each phase to identify and validate May include elements such as: Mandatory High - initial assessments Low - refine as needed Low - refine as needed Low - refine as needed High - lead Med - review and Med - review and Low - review Low - review and Low - review and n/a BP/OR * Identifies the human-focused transition needs for the VoteCal project Beginning of each phase
Management anticipated OCM needs. The assessments will provide more detail from which OCM planning and responses can be developed. A. Organizational Readiness Assessment input input input input * Creates a formal process for discovering and prioritizing new BP and OR issues
B. Organizational Risk Assessment * Identifies key OCM priorities
C. Stakeholder Identification X X X X X X X
D. Stakeholder Analysis
PM1  Organizational  E. Stakeholder Communication Analysis/ Preferences
Change  F. Stakeholder Profiles
Management  PM1.3 Feedback On an on-going basis, it will be important for the VoteCal Project Team (both SOS and Catalyst) to monitor feedback from A. Feedback Analysis Variable Low - monitor Low- monitor Low - monitor Low - monitor Med - lead Low - monitor Med - input Low - monitor High - review and Med - review and n/a BP/OR * Provides a mechanism and approach to identify other OCM needs and issues as Monitor throughout, but dial-up during points of increased messaging
Planning and  stakeholders in order to identify new or growing issues. Various feedback mechanisms and approaches can be deployed. B. E-mail directly to SOS (VoteCal e-mail address) input input they arise
C. Grapevine * Provides an opportunity to engage stakeholders through various listening and
Monitoring confirmation activities
D. Feedback forums (SOS sponsored, or association sponsored) X X X X X X X
E. Monitor association e-mail distribution
F. Monitor election blogs
G. Lessons-learned Sessions
PM1.4 Oversight/ Monitoring The VoteCal Project management Team will continuously oversee and monitor the progress of the OCM activities. This activity A. Project Dashboard Variable Low - monitor Low- monitor Low - monitor Low - monitor Med - lead Low - monitor Low - monitor Low - monitor Low - monitor Low - monitor n/a BP/OR * Provides tools and communication mechanisms for the Project Management Monitor throughout
describes tools and tasks that may be used. B. Deployment Activity Dashboard team to see the status of the project and OCM activities
C. Deployment Readiness Dashboard X
Project Management D. Feedback
PM2.1 Project Management/ An organizational chart (diagram) of the entire project will be developed to indicate roles/responsibilities on the VoteCal Project Team. A. Identify roles/ responsibilities and current staffing Mandatory Medium - create/document Med - lead High - decisions Med - review and Med - review and Low - monitor Low - monitor Low - monitor OR * Serves as a helpful communication tool to the entire project team regarding Start of Project
Team Organizational B. Develop draft organizational chart and review input input structure
Structure C. Review with SOS and Catalyst PM X X X * Defines reporting structure
* Assists the team in knowing whom to go to for specific information
D. Update and publish org chart
E. Refine as needed throughout project
PM2.2 Document Organizational For key areas of the project, the decision making process and style may need to be documented. This may include the process of A. Identify decision making processes to document Variable Medium - create/document Med - lead High - decisions Med - review and Med - review and Low - input Low - input Low - input OR * Serves as a helpful communication tool to the entire project team regarding Within first three months of project
Decision Making working with the VoteCal Project Management Team, the project managers, the Project Director, and the Executive Steering B. Evaluate decision making processes and review input input structure
Committee. Many of these processes may be documented in the project management plan. C. Document process * Defines reporting and decision making structure
Processes and Style
PM2   D. Review with SOS and Catalyst PM X * Assists the team in knowing whom to go to for specific information
* Reduces 'churn' in order to increase efficiency of the team
E. Update and publish decision making process
Governance
F. Refine as needed through project

PM2.3 RACI Diagram A RACI diagram defines who has which roles and responsibilities, as defined by being Responsible, Accountable, Consulted, and A. Identify if/where decision rights need to be defined Variable Medium - create/document Med - lead High - decisions Med - review and Med - review and Low - input Low - input Low - input OR * Defines roles and responsibilities related to decision criteria Within first three months of project
Informed. A modified RACI diagram can be developed to show who has primary and secondary responsibilities or other alternate B. Coordinate with project management plan and review input input * Defines decision rights
roles. C. Develop RACI or modified RACI diagrams as needed X * Assists the team in knowing whom to go to for specific information
* Reduces 'churn' in order to increase efficiency of the team

PM2.4 Additional Support as During the course of the project, the Executive Steering Committee, Stakeholder Advisory Committee, and VoteCal Project A. TBD, support as needed Variable Low - monitor Low - monitor Low - monitor Low - monitor Low - monitor Low - monitor Low - monitor Low - monitor Low - monitor Low - monitor Low - monitor n/a OR * Assists with decision making process and team building of the governing bodies Monitor throughout
Needed Management Team may need assistance in identifying their approach to governance or facilitating a decision. The OCM Team will X X and groups
assist as necessary. * Contributes to a 'high performing' team

participate OR * Provides an opportunity to engage team members Start of project.) TA3.regularly scheduled Low .support Low .update as needed Low . etc. Survey county leadership regarding key goals. which may include the VoteCal Project Management Team or B.participate Low . B. Track meetings F.participate OR * Serves as an official start to the project Start of project members.lead n/a n/a n/a n/a n/a n/a OR * Team building Survey results showing project team do not feel sense of cohesion This will be distributed initially and maintained on the SharePoint. Develop and implement responses Alignment county’s key issues TA3.participate Low .) Variable Low . Conduct trust and communication building exercises TA1. C.e. Identify key issues and gaps in leadership vision X X input leaders * Provides the VoteCal Project Team (both SOS and Catalyst) an understanding of C. Elections Division overview X f.Apr 11) (Apr 11 .3 Status meetings Throughout the project. After meetings with EMS Vendors TA1   d.participate OR * Facilitates trust and communication among team Start of project Management  Building activities with members of the SOS leadership and management team.4 Special Events/ Celebrations When appropriate.review and Low .participate Low .biweekly presentations Med .as needed Low . County structure overview g. requirements. Gather key information (e.through direct channels Low .Lead Low . VoteCal Project Management Team Meetings Mandatory Low .. as it relates to the VoteCal Project Project Team.June 10) (June 10 .1 Kick-off At the beginning of the project and prior to initiating counties in the deployment process.participate n/a n/a n/a OR * Provides knowledge transfer activities Start of project Topics management groups in understanding key issues related to the project.1 Lessons Learned At key points in the project. Introduction to staff d.participate Low . change management 101.lead High . Identify. the VoteCal Project will conduct lessons learned with the leadership and management teams to identify A.lead Med . Identify key points in which to conduct status input input input input * Shares information with county users in a timely manner C.regularly scheduled Low . issue management.lead Low .update as needed Low .event based Low .input Med .as needed Low .6 Ad Hoc Meetings As needed.monitor Med . testing.event based Low .decisions High .participate OR * Provides an opportunity to engage team members Monitor throughout B.decisions Med .event based Med . completion of each project phase milestones and project successes.review and Low .participate Low .Dec 11) TA1.as needed Low . B. B. series of regional meetings) X X X X X X X * Reduce risk through identifying and preventing repeated mistakes c.review and n/a n/a n/a OR * Provides an opportunity to engage new team members Start of project a. B. Conduct process/policy discussions X X X D.review and Low .2 Leadership and Management Team During early stages of the project.present Low . dial up as feedback indicates diversion from core messages Communications stakeholders..3 Status Updates / Advanced Throughout the project. additional meetings will be conducted to provide knowledge transfer and facilitate team member development.event based Low . B.update as needed Low . Project briefing c.review and High .participate Low . All Hands meetings and participate and participate * Assists in helping team understand the status and direction of the project Team Development  C.g.input Med .g.through direct channels Med .event based High .participate Low . the VoteCal Project Team (both SOS and Catalyst) will conduct a kick-off with the primary team A. Conduct brown bag lunch discussions Variable Low . Conduct one-on-one sessions as needed Team Alignment TA2   TA2.participate Low .participate Low .participate Low . Facilitate lessons learned at key points.as needed Low .Sep 11) (Sep 11 . Distribute complete list and phone number cheat sheet TA2.review and n/a BP/OR * Provides an opportunity for stakeholder engagement Monitor throughout. a contact list will be developed with role descriptions.present Low . Other TA2. and as needed.initial assessments Low .review and Low . Kick-offs to start detailed implementation activities with each county Medium .participate Low .event based High .participate Low . a variety of status meetings and communications will be conducted to share key information with county A. SharePoint overview B.review and High . After pilot go-live X C. A. Conduct system demos * Assists in helping team understand the status and direction of the project C.0) WHAT/HOW WHEN WHO WHY Stakeholders .regularly scheduled Med . a variety of status meetings will be conducted to aid the team’s development and understanding.input OR * Identifies opportunities to improve the function and working approach of the Completion of each phase opportunities to improve the function and efficiency of the leadership and management groups. and contact information Needs Based Low . Conduct team readiness assessment (VoteCal Project Management Team. set of site visits. other) X D. design specifications.create Low . County leaders may have a different view.. HAVA policies.regularly scheduled Low . X and participate * Assists leadership team in learning/developing in key areas related to the project leadership communication) * Supports project efficiency and improvement TA2.lead Med .lead Med .support High .participate Low .update as needed Low .Focus of Activity Resources / Level & Nature of Effort VoteCal Project Team Extended SOS Team Core Team .participate Low . Plan and prepare kick-off Variable Low .event based Low .participate Low . document. risk management.participate Low .monitor n/a OR * Provides an opportunity for stakeholder engagement Start of project .second wave kickoff TA3. Develop welcome packet materials Needs Based Low .second series for implementation Med .event based Low .support Med .initial messages critical messages Medium .present Low .e.create Low . the VoteCal Project Team (both SOS and Catalyst) will need to conduct activities to align the goals of both parties.participate Low .Dir/Mgr BP or OR focus? Catalyst OCM Lead County Elections SOS Comm Lead Core Team . A.2 New Team Member Welcome Packet As new project team members begin. voter reg changes.present Med . they will need to be ramped up to speed with the remainder of the team.lead Low .1 Kick-off At the beginning of the project.participate Low .ITD SOS Train Lead SOS Elections EMS Vendors Core Team - County IT Elections Mandatory/ Needs SOS ITD Design Phase Development Phase Testing Phase Pilot Phase Deployment Phase Benefits Triggers Other ID Activity Description Tasks Based (Nov 09 .lead Low . Timeline overview e. At the close of each project phase Needs Based Low .decisions High .regularly scheduled Low . Regional Kick-offs Mandatory (note: completed in Planning Phase) Medium .update as needed Low . leadership team.participate OR * Provides an opportunity to engage team members Start of project B. 2009 (version 2.as needed Low .monitor High . Identify team norms input * Contributes to a 'high performing' team Development others.review and Low . Regional A.participate Low . the Catalyst Team will conduct (or host via 3rd party) hot topic trainings/development sessions to aid the leadership and A. policy paperwork. the VoteCal Project Team (both SOS and Catalyst) will conduct special events or celebrations to recognize key A.update as needed Med .monitor Med . HAVA timekeeping) h. and discuss leadership team roles/responsibilities and expectations Mandatory Low . After other key meetings/events Leadership and  TA1. etc.review and Med .event based Low .event based Low . Conduct communication activities X X D. role descriptions) X * Helps communication by familiarizing team members with one another C.participate Low .participate Low .participate Low .lead Low .July 11) (July 11 . Identify communication vehicles Variable Medium . kick-off sessions will be held.lead High . Update and maintain project website .2 County and SOS Leadership Vision While SOS leadership shares a common understanding and vision for the VoteCal Project. Track Lead Meetings X X X E. and county-specific meetings will be held related to deployment. roles. Team standards (incl.lead Low . This gives the team an opportunity to be introduced to one another and initiate the project relationship. Catalyst Team Meetings and Alignment D. B. Conduct kick-off X X X and participate * Provides an initial interaction between the team members TA2.participate Low . A. as well as with the entire VoteCal a.initial kickoff sessions will be held to initiate the project. Other TA2. At the conclusion of each project phase and review and review and review leadership team.single event High .series of events X X input * Marks key points in the project for county stakeholders Approx one month before start of implementation preparation activities . Deliverable-based hot topics (i.g. Welcome statement input input input b. the VoteCal Project Team (both SOS and Catalyst) will conduct team building A. B.3 Leadership and Management Hot As needed.5 Who’s Who Board and Contact List In order to familiarize team members with one another (including off-site staff). PM 101 (i.event based Low . A.transition to direct channels Low . including: Variable Low . VoteCal System overview. Identify team members. A. vision Variable High .monitor n/a OR * Creates a shared vision and team environment between SOS and county Survey results indicating county staff do not feel they understand vision TA3   County Leadership  Alignment To bridge potential gaps. b.Workthread 2: Project Team Alignment VoteCal Project OCM Wall Chart ‐ as of December 10. Conduct other hot topics (e. After major interaction with counties (e.participate Low .

etc.review and Low . stakeholders. County kick-offs (for EMS vendor in that county) . Distribute survey to sampling of counties input input input input input enhance the effectiveness of future activities change. Activities will be move through the barriers/ points of resistance and Change  coordinated closely with the Communications and Training activities. Major milestone celebrations * Provides an opportunity to launch activities with stakeholder B.Dec 11) CMC1. a detailed plan will be created out of the results of the Organizational Readiness Assessment.present Med . Dress rehearsals and pilots will be used as appropriate to maximize effectiveness and identify barriers/points of resistance. Develop repository for instructions.lead Low .review and Med . Testing.update as needed Low . and create measurement/ mitigation techniques.large volume Med .lead Low . Determine scope of requirements affecting business partners Variable Low .update as needed Low .2 Communication and Change At the beginning of the Design phase.lead Med .Lead Low .detailed requirements Med .initial messages Low .planning Low .review and High .review and Med .review and n/a OR * Creates a proactive response to the results of the Org Readiness Assessment Start of the project Management Plan This plan will identify tasks. Presentation Slides CMC2 D.update as needed High .event based Med .review and Med . Workshops / Regional Meetings I. SOS Staff Meetings (awareness updates) This plan will be used to direct all change management activities. provide consistent naming and messaging for the major project components. Kick-Off Meeting and review and review * Creates a process to monitor progression through the stages of change. advanced or more detailed information to share.monitor n/a BP/OR * Delivery of consistent and deliberate communication messages Completion of the Communication Plan A. Refine branding/ messaging throughout phase CMC1.3 Execution of Communications Plan Throughout the Design. Testing and Deployment phases.initial messages Medium . Create detailed communication/ change plan High . enabling efficient This plan will be used to direct all communications. B. A. blogs. vision Needs Based Medium . This will A.review and Low .monitor n/a OR * Enhance the consistency of messages in order to inspire confidence in a unified Start of the project increase sight-recognition. enabling efficient Change Management &  This plan will be used to direct all communications.support Med .Workthread 3: Change Management and Communications VoteCal Project OCM Wall Chart ‐ as of December 10. C.as needed Low .buy-in of critical stakeholder Medium .initial messages Low . and Communications  Plan B. based on analysis of other communication channels used as informal 'champions' to help spread the word and enthusiasm for VoteCal.large volume High .implement Low .initial messages Low . rather than it being mandated to them. but particularly in the Development. requirements planning.2 Communication and Change At the beginning of the Design phase.support Med .ramping up direct High . but particularly in the Development. * Workload will be distributed across a larger number of people Develop quarterly/ monthly messages and activities for Change Champions to share with staff * Local feedback will have a formal channel for escalation E. B. Refine branding/ messaging throughout phase CMC2.monitor High .review and Low . Determine if kick-off is appropriate X * Provides an opportunity for stakeholder engagement D.lead Med . Identify key points in which to conduct status and Change  C.review and Med . repeatability.lead Low . yet consistent with project direction.monitor n/a BP/OR * Delivery of consistent and deliberate communication messages Completion of the Communication Plan A.monitor n/a BP/OR * Delivery of consistent and deliberate change techniques Completion of the Change Management Plan A. Develop profile and sample messages/activities for Change Champions Needs Based Medium .present Low . and will be asked to reinforce information given in Division-wide presentations. Survey business partner leadership regarding key goals. Presentations at CACEO events (bi-annual meetings. B.1 Voice of the Customer Analysis Use survey tools and interaction with county end users to understand their communication preference.buy-in of critical stakeholder Medium .monitor High . existing vehicles that can be A.review and High . SOS Staff Meetings (awareness updates) This plan will be used to direct all change management activities.) CMC2. Newsletters / Brochures / Website postings (docs.support Low . The sessions may be in-person or via conference A. Workshops / Regional Meetings I.update as needed Low . This may also include an analysis of the different types of counties and local barriers to B. Work with county leadership to identify Change Champions input input endorsement of local staff. Sample tasks include: Variable Low .create Low .0) WHAT/HOW WHEN WHO WHY Stakeholders . the Change Management Plan will be executed. wiki) X X repetition as needed C. Develop summary based on survey and previous kick-offs X X D.review and n/a OR * Creates a proactive response to the results of the Org Readiness Assessment Start of the project Management Plan This plan will identify tasks.4 Planning Meetings / Requirements As part of the design/development phase. Development.lead Low . and Communications  Plan B.setting expectations for all High .support Med .plan High . a variety of status meetings and communications will be conducted to share key information with EMS A.present Low . D.review and Med .) CMC1. Develop core messages for each project phase X input input leadership vision * Strengthen stakeholder buy-in to a defined project vision C.monitor Low .reinforce High . Develop and implement responses X * Provides the VoteCal Project Team (both SOS and Catalyst) an understanding CMC3   their commitment to shared success.create/document High . Awareness Events / Town Halls X X X F.create Low .review and High . Validate summary with additional counties CMC1. Identify business partners and specific type of interaction needed Variable Low . Dress rehearsals and pilots will be used as appropriate to maximize effectiveness and identify barriers/points of resistance.Lead n/a n/a BP/OR * Communications will be spread to a wider audience of stakeholders through the Decision whether to pursue.review and Med .reinforce Low . Formal and informal communications should be consistent with the messaging agreed to through the plan. kick-off sessions will be held. Schedule and conduct kick-off CMC3. phases.monitor Low .as needed Low . FAQs / Q&A from sessions communications and review and review * Creates a process for tracking and archiving communications.reinforce Low . Kick-Off Meeting and review and review * Creates a process to monitor progression through the stages of change. Pilot and Deployment phases. Quarterly status meetings (even if by phone) X * Provides an opportunity for stakeholder engagement C. Password-protected website G.monitor High . Identify key issues and gaps in leadership vision input Partners single vision.reinforce Low . and conciseness of messages.June 10) (June 10 .2 EMS Vendor and SOS leadership’s EMS Vendors to-date have received limited information about their role in the VoteCal Project and the impact on their relationship A.review and n/a OR * Establish early understanding and open dialogue with end users. etc.1 Voice of the Customer Analysis Use survey tools and interaction with county end users to understand their communication preference. and to further Likely events include: Needs Based Low .review and Low .monitor n/a OR * Enhance the consistency of messages in order to inspire confidence in a unified Start of the project increase sight-recognition.update as needed Low .1 Kick-off Prior to initiating design and development activities.review and Low . Conduct communication activities X Management D.July 11) (July 11 . existing vehicles that can be A. including providing direction on resources/scope.lead n/a n/a OR * Initiates relationship with stakeholder group Monitor throughout relationship development. HAVA workgroup. Development. Conduct sessions with County and include EMS Vendor for that County CMC3. Development. Pilot and Deployment phases. Newsletters / Brochures / Website postings (docs.4 Execution of Change Management Throughout the Design.Apr 11) (Apr 11 . Testing and Deployment phases.support Med .support n/a n/a OR * Creates a shared vision and team environment between SOS and Business Survey results indicating EMS vendors do not feel they understand vision vision alignment with counties. A. System Demos and Sharing of Screenshots / Mock-ups Management to users. assign owners.4 Execution of Change Management Throughout the Design.) Needs Based Medium .plan High . Develop summary based on survey and previous kick-offs X X X D. Pilot and Deployment phases. Update each phase CMC2.3 Execution of Communications Plan Throughout the Design.update as needed Low . more detailed information to share. provide consistent naming and messaging for the major project components.Focus of Activity Resources / Level & Nature of Effort BP or OR focus? Extended SOS SOS Elections Catalyst OCM EMS Vendors Project Team Core Team - Core Team - Core Team - SOS Comm SOS Train County IT Elections Elections Mandatory/ Needs Design Phase Development Phase Testing Phase Pilot Phase Deployment Phase SOS ITD VoteCal Dir/Mgr County Benefits Triggers Other Team Lead Lead Lead ITD ID Activity Description Tasks Based (Nov 09 .review and Low . Develop core messages for each project phase X input input leadership vision * Strengthen stakeholder buy-in to a defined project vision C.monitor High . Identify potential champions input input endorsement of local staff. Validate summary with additional counties CMC2. * Local feedback will have a formal channel for escalation E. The County Project Champions may be given B. Vision Alignment sessions should be held to understand EMS Vendor concerns and to bring everyone in line with a B.review and Med .5 Branding Throughout all phases of the VoteCal Project. Develop quarterly/ monthly messages and activities for Change Champions to share with staff concerns to the VoteCal Project Team.monitor High . Champions may C. This will A. a detailed plan will be created out of the results of the Organizational Readiness Assessment. samples and sharing to be referenced as needs arise CMC2. the VoteCal Project will work with the EMS Vendors to plan and design requirements. Event-specific materials (handouts) County Staff  CMC2. Q&A Sessions E. Recognition Program / Sharing of Best Practices H. A.lead Low .as needed Low . C.present Low . including providing direction on resources/scope. A.monitor Low . Password-protected website G.event based Med .create Low .monitor High .review and Low .reinforce Low . Create detailed communication/ change plan X input input input input * Creates an actionable and measurable plan with agreed-upon scope C. Development. phases. FAQs / Q&A from sessions communications and review and review * Creates a process for tracking and archiving communications.support Low . Testing.Lead n/a n/a BP/OR * Communications will be spread to a wider audience of stakeholders through the Decision whether to pursue. in order to provide consistent and user-appropriate messages C. System Demos and Sharing of Screenshots / Mock-ups Management to users. and create measurement/ mitigation techniques.Sep 11) (Sep 11 . including providing direction on resources/scope. Update and maintain project website CMC3.event based Low .support Low .with selected groups Medium . Refine core project naming (project. Sample tasks include: Variable Low . Most importantly. the business processes. Pilot and Deployment phases. samples and sharing to be referenced as needs arise CMC3. Review Organizational Readiness Assessment Variable (note: completed in Planning Phase) Low .lead Med .review and Med .reinforce Low .update as needed High . Sample tasks include: Variable Low .review and Low . Event-specific materials (handouts) SOS Staff  CMC1. Q&A Sessions E. based on analysis of other communication channels used as 'champions' to help spread the word and enthusiasm for VoteCal. in order to provide consistent and user-appropriate messages C. assign owners. and conciseness of messages. Sample tasks include: Variable Low .lead Low .with selected groups Medium . SOS Elections Division staff will be A. Create survey Variable (note: completed in Planning Phase) High . The SOS Project Champions may be given advanced or B. Distribute survey to sampling of counties Medium .event based Low . D. the Communication Plan will be executed. Determine purpose of kick-off and objectives E.5 Invitation to Select Team Events EMS Vendors should be invited to select project events to celebrate project successes with the VoteCal Project Team.event based Low .monitor High .6 SOS Project Champions Throughout the project.monitor Low .present Med .monitor High .review and Med .present Med . Recognition Program / Sharing of Best Practices H.review and Med .implement Low .Lead Low .monitor High . blogs. D. Develop repository for instructions. HAVA workgroup.lead Med . repeatability.large volume High . Conduct kick-off sessions X X * Messages will be localized. stakeholders. etc. etc.support n/a n/a BP/OR * Provides an opportunity for stakeholder engagement.reinforce Low . Champions may also be given guidance on localizing messages where appropriate and escalating feedback/ C. select county elections staff will be A.monitor Med .support n/a n/a BP/OR * Initiates relationship with stakeholder group Start of the project call/webcast.event based Low . Create survey Needs Based Medium .lead Med .present Med .review and High . Identify needs for meetings. X input input * Provides an opportunity for the Business Partner to help develop the solution.large volume High .large volume Med .5 Branding Throughout all phases of the VoteCal Project.review and Low . the Change Management Plan will be executed.as needed Med . Testing. wiki) X X X repetition as needed Communications C.as needed High . Start of the project Discussions Sessions will need to be conducted to understand/refine the change and help them buy in to the transition. of Business Partners key issues D.lead Med . Conduct kick-off sessions X X * Messages will be localized. These sessions make the EMS Vendors part of B.lead n/a n/a BP/OR * Provides an opportunity for stakeholder engagement Monitor throughout Communications  CMC3.large volume High .6 County Project Champions Throughout the project. Presentations at CACEO events (bi-annual meetings. This may also include an analysis of the different types of counties and local barriers to B. Awareness Events / Town Halls X X F. * Workload will be distributed across a larger number of people D.monitor Med . Conduct joint planning discussions EMS Vendor  Throughout the project. the EMS Vendors need to be reassured that this project is not a threat to their business and build C. the Communication Plan will be executed. Activities will be move through the barriers/ points of resistance and Change  coordinated closely with the Communications and Training activities.monitor Low .setting expectations for all High . etc. Formal and informal communications should be consistent with the messaging agreed to through the plan.review and High . B. B.review and Med .lead Low . Update each phase CMC1. B. Presentation Slides CMC1   D.present Low .create/document input input input input input enhance the effectiveness of future activities change. but more specifically will be asked to spread information given in regional presentations.monitor Low . B.initial messages Medium .monitor Med . yet consistent with project direction. C. Review Organizational Readiness Assessment Variable High .create X input input input input * Creates an actionable and measurable plan with agreed-upon scope C.Lead Low .3 Status Updates / Advanced Vendors input * Shares information with Business Partners in a timely manner Communications B.large volume High . Testing. in order to Start of the project leveraged for future VoteCal OCM activities.lead Low .lead Low . also be given guidance on localizing messages where appropriate and escalating feedback/ concerns to the VoteCal Project Team.monitor High .review and Low . Refine core project naming (project.monitor n/a BP/OR * Delivery of consistent and deliberate change techniques Completion of the Change Management Plan A.lead Med .review and Med .) Needs Based Medium .update as needed Low . including providing direction on resources/scope.review and n/a OR * Establish early understanding and open dialogue with end users. Identify communication vehicles Variable Low .reinforce High .as needed Low .lead Med .large volume High . Identify contacts input input * Provides an opportunity to launch activities with stakeholder C.ramping up direct High .review and Med . in order to Start of the project leveraged for future VoteCal OCM activities. Develop profile and responsibilities list for Change Champions Needs Based Medium .Lead Low .lead Low . 2009 (version 2.

Conduct meetings with county leadership.1 and 2. Review high-level analysis (conducted above) Needs Based Medium .. issue policy manual or other communication as needed WT1.participate Med . Develop recommendations WT1.review and Low . Schedule and conduct sessions X X X * Provides an opportunity for stakeholder engagement and Policy Impact  D. Forward statewide policy needs to Advisory Group E. Review updated job duty statements with SOS G.decisions High . B.review and Low .participate BP * Development process provides a common understanding of the flow of data and Throughout Design phase Sessions B. Develop as-is maps with SOS staff business C. Identify potential impacts input input * Provides an opportunity for stakeholder engagement of handoffs/paper movement) C.support High . a more thorough understanding of the intended business process.share Low .  C. Review VoteCal System data needs to determine if forms are missing any data Needs Based High . responsibilities. duties. Utilize maps to facilitate discovery sessions H.negotiation of policies Medium . processes. Provide role mapping to training team and development team WT2.review and High .Dec 11) WT1. Review maps and identify potential policy and procedural issues E. required knowledge. Review system and process impacts on policy Variable Low . Discuss potential changes with SOS management X X X E. Work with SOS to determine if staff level seems appropriate for transaction volume F.enact Med . as needed X X * Assists the VoteCal Project Team (both SOS and Catalyst) in monitoring go-live readiness D. B. for each person or job assigned this role ) X X X X X Organizational  D. phone.analysis and redesign Medium .Workthread 4: Workforce Transformation VoteCal Project OCM Wall Chart ‐ as of December 10. knowledge and abilities needed to achieve VoteCal business objectives.decisions n/a n/a n/a OR * Aids SOS managers in their duties by balancing span of control Following job duty analysis Structure/Model Analysis organizational structure to better align with the new roles. Identify any challenges with balance or organization/ categorization X X X levels D.create/refine Med . Baseline current organizational structure input input input * Identifies areas for further analysis by VoteCal Project Team C. Update organizational structure chart/graphic .5 Job Duty Statement Based on process changes.1 Process Mapping/ Design Activity includes the development and on-going use of current state (as-is) and future state (to-be) process diagrams .analysis High . Organize SOS staff working group to develop changes to internal SOS forms E.decisions n/a n/a n/a OR * Provides an understanding of the peak workflow issues and staffing levels Following job duty analysis (SOS) Division and ITD has an appropriate number of staff to support the new job functions. Procedure.participate Low . 2009 (version 2. Develop tools. Identify role requirements (i.participate Med .finalization Med .3 Discovery Sessions Discovery sessions provide an opportunity for the Catalyst Project Team to walk-through the preliminary system design with Counties.support Med . and how this impacts processes requirements Process.review and High .Sep 11) (Sep 11 .Focus of Activity Resources / Level & Nature of Effort BP or OR focus? Extended SOS SOS Elections Catalyst OCM EMS Vendors Project Team Core Team - Core Team - Core Team - SOS Comm SOS Train County IT Elections Elections Design Phase Development Phase Testing Phase Pilot Phase Deployment Phase SOS ITD VoteCal Dir/Mgr County Mandatory/ Needs Based Benefits Triggers Other Team Lead Lead Lead ITD ID Activity Description Tasks (Nov 09 . Review high-level analysis (conducted above) Needs Based Low ..e. Define user roles.follow-up Med . as needed WT1. # of employees to supervisor/manager) and review and review and review * Balances the new organization based on the new job functions and staffing and Refinement (SOS) overview. This step provides that analysis and organizational B. upcoming election) and potential issues X X X E. Identify peak workload times (i.monitor n/a n/a n/a BP * Identifies potential risks or challenges to the process implementation Based on identification of policies needing revision during Design sessions to be revised.review and n/a n/a n/a OR * Identifies risk at the county level Follows completion of design/process decisions Impact Analysis (County) various process. Match users to roles Design E. Gather other needed data X X X D.plan Medium . Provide a common understanding of what is needed for “processes” and “requirements” to the participants requirements policies (and their impacts) will be discovered.review and Med .short detailed sessions X * Provides an opportunity for stakeholder engagement D.participate Low . the VoteCal Project may need to assist SOS in redefining job duty statements to more accurately reflect A. approve.2 WT1   The sessions are held to gather feedback on the preliminary system design and issues/challenges that may affect counties. During the sessions. organizational structure) for SOS.participate Med .decisions Med . Conduct analysis E.e.review and n/a n/a n/a BP/OR * Assists in identifying user count Follows completion of design/process decisions B. A. associated business * Assists in identifying user training needs/types and class type counts WT2   processes.participate Low . Develop to-be maps with SOS staff * Outputs from the discussions can be used to facilitate understanding among other stakeholders D. as well as A. Utilize maps to facilitate on-going discussions with counties and other stakeholders WT1.2 High-Level Org Transition Identifies potential organizational gaps (i. Work with SOS leadership and staff to develop recommendations WT2.analysis Med . C. policy. and technical impacts of implementing VoteCal.support Low .participate Med . Conduct analysis X X * Identifies areas for further analysis by County E.review and n/a n/a n/a OR * Provides assistance to counties without mandates Following high-level analysis Design/ Transition counties. Resolve internal policies (via SOS leadership) X X X X D. Review To Be business processes and associated system roles Variable Low .0) WHAT/HOW WHEN WHO WHY Stakeholders .. Baseline current organizational structure input input input * Provides consistent approach to identifying organizational issues across apply to each county.decisions n/a n/a n/a BP/OR * Identifies job role gaps needed to support new system Following high-level analysis Analysis and Refinement the new roles and responsibilities required to fulfill the new business processes. Share results with county WT2. Update job duty statements F.g.support Low . an analysis will need to be conducted to determine if the Elections A.participate Low .finalization Med . new policies may need to be developed and existing policies may need A. Provide recommendation to SOS Management WT2. B. Document results in database. as needed.monitor n/a n/a n/a BP * Identifies potential risks or challenges to the process implementation Review of form design triggered by business process changes (e. flow Analysis analysis would determine whether there is such a need.many detailed sessions Med .decisions High .7 Organizational Provided the staffing analysis and job duty refinement above. C. Review any changes to statewide forms with CACEO business procedures group X X X D. Prepare materials and tools for conducting sessions Mandatory High .plan Medium . Provide a common understanding of what the preliminary design includes.review and High .participate Low .support Med .participate Low .support High . procedures. Conduct follow-up sessions or exploration. Schedule and conduct sessions Medium . Develop impact analysis tool/checklist Needs Based High .3 Guidance on County Org Based on the high-level organizational transition analysis above. both system and functional. Work with SOS to resolve issues X X X X X * Outputs can also be used as a starting point for developing use cases and training materials F. as needed Management WT1.monitor n/a n/a n/a BP/OR * Identifies potential risks or challenges to the process implementation Review of floor plan/workspace triggered by business process changes (e.review and Med . or other mechanisms to provide support input input input * Provides SOS a mechanism to continue working with counties C. to assist with role based training efforts and to define application security.participate Med .plan Med . Review To Be business processes and determine impact on job duties and review and review and review * Assists in identifying the appropriate staffing level needs (SOS) C. Sponsor workshops (in-person.e. skills and abilities.4 Revision of Policies As a result of the new system or revised business processes. A. guidance can be provided by SOS and the VoteCal Project to A. organizational structure issues) for each county based on the A..support Low . Prepare materials and tools for conducting session Variable (note: done in Planning Phase) Med .decisions High . appropriate staffing levels. Develop database/list of policies that need to be refined input input * Provides an opportunity for stakeholder engagement C.many detailed sessions Med . there may be a need to re-organize the workflow at SOS from a physical perspective. Review high-level analysis (conducted above) Needs Based Medium .review and Low . B.e.identification of policy issues High . C.support Low .2 Requirements Validation The requirements validation sessions are used to walk through the requirements developed by SOS and to confirm an understanding A.finalization Med .follow-up Med . and B. Identify any challenges to span of control (i. Conduct follow-up sessions or exploration.support Med . Share results with SOS WT2. it may be appropriate for SOS to rebalance the Elections Division A.analysis Med .6 Floor plan/ Workspace Based on the process changes at SOS. This A. templates.support High . Share results with SOS Transformation  F. This analysis and redesign would identify and resolve those issues B.review and High . or web) to aid counties in their next steps WT2.5 Form Redesign Voter registration card and internal SOS forms may need to be redesigned based on data needs in the new system. processes and the training pre-requisites.review and High . Work with SOS’ personnel department to review.review and n/a n/a n/a OR * Identifies risk for SOS Elections Division Follows completion of design/process decisions Impact Analysis (SOS) B. A. B.support Low . Review process maps Needs Based Medium . Review new job duty statements and existing staffing levels and review and review and review needed to support SOS’ business processes C. etc. data entry) potential process design options.e.decisions High .review and Med .June 10) (June 10 . Develop impact analysis tool/checklist Variable High .July 11) (July 11 . The analysis will be a standard tool/checklist to B. Utilize maps to facilitate design * Provides an opportunity for stakeholder engagement G.participate Low . procedure.participate BP/OR * Provides a common understanding of the business needs and functional Beginning of Design phase Sessions of the business needs. B.participate Med .6 Staffing Level Analysis Based on process changes and updated job duties/responsibilities. as well as a proposed solution.g. Present options and recommendations to SOS E.support Med .enforce Low . appropriate staffing levels. and implement new job duty statements WT2.. Baseline floor plan X X D.decisions High . A. Review processes to determine any potential impacts to forms input input * Provides an opportunity for stakeholder engagement C.Apr 11) (Apr 11 .participate BP/OR * Provides a common understanding of the business needs and functional Following Deliverables 2. Estimate volume of process transactions per employee in each job role D.handoff from org impact Medium .review and Low .decisions High . Develop master list of potential processes Variable High .1 High-Level Org Transition Identifies potential organizational gaps (i. Review high-level analysis (conducted above) Needs Based Low . Gather other needed data (via interviews or other methods with county) counties Workforce  D.participate Low .participate Low .review and Low . including coordinating with Technical Team on Access Rights input and review input * Assists in identifying user access rights Addresses role requirements of the new system and is then used to communicate to employees how they interact with the system and C.4 User Role Mapping Outlines the skills.support Med . Review existing job duty statements of the Elections Division and identify potential changes D.

Supervisor/Manager Training X X C. following discovery sessions will be used to increase awareness of the SOS Team in all parts of the project. Develop during Testing details and obscure processes should be available on an as-needed basis.create Medium . in order Develop outlines for the following courses: Mandatory High .monitor Low .lead Low .review and BP/OR * Early planning will allow adequate time to transfer information and incorporate Following initial design deliverables.1 Training Logistics This includes establishing a training schedule and preparing students.deliver Med . User group identification input input * Identify connection points to other parts of the VoteCal Project resource needs.review and Med . along with the completed initial Design deliverables will be used to create a Develop a plan with the following components: Mandatory High .review and Low .monitor High .3 Knowledge Transfer Activities The previously defined Knowledge Transfer plans will be executed throughout the project lifecycle in order to create a progressive and A. repeatable process for ensuring logistics readiness Approximately three months prior to start of training delivery T2.lead n/a OR * Formal evaluation will confirm or deny effectiveness of execution Evaluation complete and vetted prior to start of training the course materials/design and the trainers themselves.review and n/a High .1 Training Needs Assessment Early in the Design phase.review and Low .monitor High . Incorporate KT Plan into performance review process Training In preparation for the delivery of training in the Pilot and Deployment phases. evaluations are needed for the effectiveness both of A. Training Curriculum outline process.participate Low . including conducting periodic knowledge transfer sessions * Create redundancies to be able to react more quickly to critical tasks (for Project staff and M&O support) during the project lifecycle.5 Knowledge Transfer Plan In the Design Phase. C. Help Desk/User Support Training T1. Use training needs assessment to identify baseline skills needed Needs Based High . including conducting weekly activities Variable Low . the scope of materials.assess High .monitor Med .lead High .1 Training Pre-Requisites In order to facilitate productive classroom training experiences.0) WHAT/HOW WHEN WHO WHY Stakeholders .support Med .monitor Low ‐ support High . and identify potential risks in the development B.Apr 11) (Apr 11 . Identify other pre-requisite topics * Promote the success of training through distribution of content across time experience C.review and Med .lead n/a BP/OR * Better understanding of the needs and constraints for training Following initial design deliverables. It will also serve to reinforce correct procedures and C. Instructor presentations input input learning exercises.begin Pilot delivery High .participate Low .Focus of Activity Resources / Level & Nature of Effort BP or OR focus? Extended SOS SOS Elections Catalyst Train Catalyst OCM EMS Vendors Project Team Core Team - Core Team - Core Team - SOS Comm SOS Train County IT Elections Elections Design Phase Development Phase Testing Phase Pilot Phase Deployment Phase SOS ITD VoteCal Dir/Mgr County Mandatory/ Needs Based Benefits Triggers Other Team Lead Lead Lead Lead ITD ID Activity Description Tasks (Nov 09 .monitor Medium . Monitor progress against plans X X X D.monitor n/a High .lead n/a BP/OR * A complete set of materials will be produced to facilitate delivery and student Following Training Courses (storyboards) Development and Testing phases. C.lead n/a Med .participate Low .lead Low .review and Low .review and Med .deliver High .lead Low . preparation of training data to be used in A. These evaluations will be created in advance of Pilot and Deployment training B.lead Med . Approximately 30 days prior to go-live delivery will be documented in the Training Plan (Deliverable 2. Student guides with exercises C.lead Med .execute per plan Med . B.lead n/a BP/OR * Establish a common baseline for users prior to entering formal training Following Training Plan skills. and take-home materials for student use.monitor Low .June 10) (June 10 . Identify plan for ongoing updates X X X X X X Aids between counties. Survey users for basic skills and training preferences X X X X approaches D. Training Environment needs X X D.support Low .review and Med .monitor n/a High .2 Training Plan During the Design Phase. This plan will lay out the activities required to develop and deliver training to all end user groups.4 Training Materials Following the development of the Training Courses storyboards. Identify user groups Mandatory Low .execute Low . video) Variable High .monitor n/a High .review and Med . These KT Plans A.review and Low .participate Low . Details of the training A.review and Low . a Knowledge Base will be built during the Development phase and expanded A. B.monitor Low . the training materials for all courses will be developed in the Develop materials to support classroom delivery: Mandatory Medium . Materials B.review and Low .plan High .July 11) (July 11 .lead n/a OR * Provides a formalized. Adjust as new needs arise T2.execute per plan Low . Create training materials and finalize delivery method X X X X X X D.lead n/a BP/OR * Identify resources needed to complete all activities Following Training Needs Analysis. Deliver training to County staff Mandatory Medium .create Low . Identify process and schedule for ongoing updates .assess/ create/ monitor Med .execute High . a Training Needs Assessment will be conducted.monitor n/a High .monitor Low .monitor Low . Quick Reference Guide X X X X D. Develop training evaluations Mandatory Low . Room set-up T2.update as needed High . it is necessary to establish a common baseline of user knowledge and A.2 Training Evaluations (course & In order to confirm all end users receive the same high-quality training experience.monitor n/a High . as well as facilitate the eventual transfer of duties. B. D. a set of Knowledge Transfer (KT) Plans will be developed at both a group and individual level. Establish baseline knowledge and skill levels X X X D.3 Training Courses During the Development and Testing phases. This will include creation of all in-class materials.plan High . Determine technical options (e.monitor Low . Train-the-trainer guide (for post-go-live training) T1. the Training Needs Assessment. a set of processes will be developed for training logistics.lead High .Workthread 5: Training VoteCal Project OCM Wall Chart ‐ as of December 10. and allow for development of competence and expertise B. Deliver training to SOS staff X X X X T3.big picture High .review and Med . Create initial content X X X X X X answer user questions. Room reservations Mandatory Medium . text vs. and basic pre.lead n/a BP * Finalize earlier estimates of resources and development time Following Training Plan T1   to outline the curriculum to be covered in each course.lead n/a Med . C. in order to help users learn and navigate these less used functions. following discovery sessions Training Plan will be developed. Determine technical options for Knowledge Base Needs Based Medium . The Knowledge Base will serve as a central repository of information for end input input input * Provide a vehicle for intra-county sharing (using access to test environment) B. C. Monitoring attendance X X X X X X D. The Training Needs Assessment will identify any pre-requisite activities necessary to facilitate a more effective classroom B.begin to create High .plan High .support High . along with mitigation strategies for low scoring evaluations.lead n/a High . Determine level of detail input input input * Increase user self-sufficiency (using access to test environment) field level). Collect training evaluations in each course * Prepared mitigation strategies will allow for rapid correction trainer) T2   delivery.Dec 11) T1. identify inputs required from other parts of the VoteCal Project Team. Develop initial core content Training Support  users on specific processes and system functionality. but that nuanced A.support High .review and Med . Execute on individual KT Plans. as well as the remediated county EMS systems.update as needed Low .participate BP/OR * Prepare for future transfer of ownership of activities through incremental learning Approximately beginning of Development Phase continual learning environment.Sep 11) (Sep 11 . Track completion of pre-requisites T3. dependent on design deliverables Training Plan.detailed storyboards High .lead n/a BP/OR * Provide a “pull” mechanism to allow users to access information as needed Plan during Development (based on Design deliverables). Identify training method feasibility T1. Share method with end users for sharing T3.review and Med .participate Low .g. Inputs from other areas of the VoteCal Project T1. These parameters include the audience. Technical Training D. Identify SOS team members to receive KT Mandatory Medium . D.support High . Identify training topics input input input * Better understanding of the challenges and advantages to various training requisite needs. input input * Provide clarification on how all courses will interact A.3 On-line Help Training best practices indicate that major functionality and processes should be covered in classroom training. B. This plan will finalize A. End-User Training (initial and on-going) End User Training  in order to reduce workload and promote consistency.review and Low .review and Low . Develop KT Plans (individual and group) and review input input input input input into personnel processes (as appropriate) C.lead n/a BP * Create a common foundation of skill in using the new and updated system. Other support material E. Develop during Testing T3   throughout the remainder of the project (and beyond). High-level delivery timeline F.review and Low .monitor Low . Develop mitigation strategies to be implemented for low-scoring courses and trainers X X X X X X End User Training  Delivery T2. in order to understand the parameters under which the A.create Medium .support High .monitor Low . a series of detailed storyboards will be created for each of the training courses.monitor n/a High .create Low .lead n/a Med . These storyboards will also be used to identify points of overlap and repetition. B.monitor High . training vehicles. The Knowledge Base will also allow collaboration and sharing of best practices C. Execute on project KT Plans.decisions Low . On-line Help will be created at a page level (possibly also B. 2009 (version 2.4 End User Training Training will be conducted for both the new VoteCal system.lead n/a BP/OR * Provide a “pull” mechanism to allow users to access information as needed Plan during Development (based on Design deliverables). A.monitor n/a High . Invitations * Provides training attendance as input to Go/No Go decisions C. begin to build redundancy to reduce risk.lead Med .execute per plan Medium . trainers and facilities for the training events.2 Knowledge Base In order to facilitate ongoing learning amongst users.review and Low .execute per plan Low .lead Low . Train-the-trainer plan E.10).

Often.lead Hiigh .Focus of Activity Resources / Level & Nature of Effort BP or OR focus? Extended SOS SOS Elections Catalyst OCM EMS Vendors Project Team Core Team - Core Team - Core Team - SOS Comm SOS Train County IT Elections Elections Mandatory/ Needs Design Phase Development Phase Testing Phase Pilot Phase Deployment Phase SOS ITD VoteCal Dir/Mgr County Benefits Triggers Other Team Lead Lead Lead ITD ID Activity Description Tasks Based (Nov 09 .planning and policies Medium . Develop recommendations for changes to implementation process IS2.review and Low . User Activation) Mandatory Medium .2 90-day to Go-Live In the 90 days prior to a county’s implementation.review and Med .execute for all counties High .1 Pilot Implementation In the Pilot Deployment and Testing phase. C. Finalize Go/No Go Criteria input input input prep begins 1 week prior to Go Live Implementatio IS2   Implementation  C. Create post-go-live support plan IS3.monitor OR * Effective preparation for cutover Planning begins approximately two months prior to rollout of readiness Readiness Assessment go-live. This early and controlled implementation will allow the VoteCal Project Team (both SOS and Catalyst) and EMS vendors to A.review and Low .Sep 11) (Sep 11 .monitor Low . the VoteCal Project Team (both SOS and Catalyst) will begin to establish relationships A. and identify needs for future training/support.execute for all counties High . C. readiness assessment begins 90 dyas prior to Go Live these activities. Refine after Pilot X X X X X X D.monitor Low . processes.monitor Low .plan and pilot High . Conduct lessons learned with project team on cutover/rollout Variable High High .monitor Low . user groups fill a A. D. The VoteCal A.2 Pilot Lessons Learned will be surveyed to better understand the challenges encountered and opportunities for improvement. The performance measures and B. including sequencing within 90 day timeframe Mandatory Medium .execute for all counties Med . Conduct lessons learned with users on Month One impacts X X X X X X groups. Analysis of existing venues begins ASAP.Dec 11) IS1.participate Low . Develop communications and other information materials to help end-users understand the scope and X X X X X IS3   availability of the help desk User Support IS3.participate BP * Provides support to the end-users.monitor Low .review and Med .monitor Low .participate Med . Create go-live prep checklist (e. Conduct periodic meetings to measure progress X X X checklists D.Apr 11) (Apr 11 .5 Post-Go-Live Survey Following a period of Go-Live Support.review and Low . Finalize county points of contact Readiness and  E. C.monitor Low .July 11) (July 11 .monitor Low . etc.review and Med . Refine after Pilot Rollout IS2.lead Med . This information will be used B.monitor Med . Define job roles and responsibilities for help desk staff . C.monitor Low .review and Med . Coordinate with Help Desk X X X X X E. processes.participate Med . a number of defined checkpoints need to be met in order to result in a successful A.initiate Low . Identify potential needs for user group(s) Variable Low .participate OR * Identify areas for improvement Completion of Pilot rollout IS1. Define county/region to participate * Identify changes in baseline performance in order to adjust communications better understand the challenges that will be encountered through cutover and implementation. Assist in determining size. go-live formal checkpoint.review and Med .review and Med .3 Go-Live Prep Events In the final days prior to cutover and implementation. This A. Refine after Pilot Conduct methodical process for meeting and measuring checkpoints to readiness IS2.participate Med . an assessment will be conducted to measure progress against baselines.monitor High . B. reinforcement of proper processes B. Develop report on changes in metrics Assessment During and following the rollout to the Pilot county/region. County Elections Staff will receive an intense period of support through a combination A. input input input * Create plans to address early risks pre-assessment begins approximately six months prior to implementation of sequence planning) These early baseline assessments will be highly individualized.monitor Low . and allocate resources B. This support will include reinforcement of tools for self-support. identify additional A. Mandatory Medium . Establish user group by working with key stakeholders/users .monitor Med .participate Med .participate Med . Develop checklist of activities.4 Go-Live Support (on-site. Conduct lessons learned with users on Day One impacts * Quantify the impact of changes to refine rollout plans for statewide implementation and to inform communication messages for other end users and stakeholder C. begin during Development for aid in need in helping peer users and peer groups identify common methods. and implementation of a user group X X X input input data standardization and information sharing C.lead Med . a final Go/No Go checkpoint must be met and a “Go” decision given.lead Med .monitor Med . appropriately for timely help desk response and other end user support mechanisms.review and Low . and policies. staffing levels. Identify help desk needs.plan and pilot High .lead Med . Assign field support / debrief field support X X X n Support  D.monitor Low . Coordinate phone/centralize support D.monitor Low .monitor Low . Conduct on-site support * Set all stakeholders up for long-term success lessons learned and identification of future training needs.particpate BP/OR * Facilitate successful adoption by end users Planning begins approximately two months prior to initial go-live based on pilot phone.monitor Low . with the various counties.monitor n/a OR * Identification of areas needing support for long-term success Survey completed and vetted prior to initial Go Live risks/challenges to future adoption.1 Help Desk Availability of a help desk is important to end-users as they transition to a new technology.g.plan and pilot High . and organizational structure needed for help desk. Monitor quality against baselines Pilot Readiness and  E.lead Low .participate High .initial counties High .monitor Low . Define mitigation strategies C. in order to better understand their make-up and the potential barriers to change and implementation. TBD Project Team (both SOS and Catalyst) will identify the best approach to meeting end-user needs. the new system and process environment will be rolled out to an identified pilot county or Sample high-level tasks include: Mandatory High High . centralized) of on-site and centralized support. membership. along with completion of a series of final cutover preparation activities will facilitate a smooth transition.plan Medium .monitor n/a BP/OR * Provides a support mechanism to end-users. policies.0) WHAT/HOW WHEN WHO WHY Stakeholders . 2009 (version 2.monitor Low .participate BP/OR * Practice execution of cutover and implementation processes Planning begins approximately three months prior to start of Pilot Phase region. answers. solutions. C. Conduct cutover/ rollout lessons learned derived from this limited rollout will be used to adjust planned statewide implementation activities.lead Med . Create survey Variable Low . Create go-live support workbook Mandatory Medium .2 User Groups Users may find it helpful to have fellow peers to which they can pose questions or seek advice and help. Training Completion. For up to thirty days following implementation. D. Refine after Pilot IS2. Initiate mitigation strategies as necessary F. IS2. and a series of meetings will be held to validate completion of B.all counties High .participate Low . B. Each county will be supplied with a workbook and checklist. Determine structure.monitor Med .June 10) (June 10 .monitor OR * Refined understanding of county needs and barriers Planning begins approximately two months prior to rollout of pre-assessement.initial pilot support High .monitor Low .planning High . Develop mitigation strategies and go/no go criteria Refine after Pilot X X X between counties.remaining counties High .participate BP/OR * Formal checkpoint prior to cutover results in agreement Planning begins approximately two months prior to rollout of go-live prep. but will also shape a picture of the commonalities and differences B.monitor Low .Workthread 6: Implementation Support VoteCal Project OCM Wall Chart ‐ as of December 10. B.support Med .1 Pre-Assessment (as part During the Design and Development phases.support Med . VoteCal Project Team (both SOS and Catalyst) member and end users A.all counties High .review and Med . Develop mitigation strategies and go/no go criteria input input input * Expectations for all resources will be set through the use of workbooks and assessment.monitor Low .plan High .participate Med . Develop Pre-Assessment Variable Medium .participate Low . Monitor process effectiveness against baselines X X X X X X IS1   D.participate High .