Management of Organizational Change

MCA OE Process

MCA Revision 1.2

Revised September 16, 2011
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 MCA – Management of Organizational Change

Contents
Management of Organizational Change .......................................................................................... 1
MCA OE Process ................................................................................................................................ 1
1 MidContinent-Alaska (MCA) Management of Organizational Change (MOOC) Process
Overview ...................................................................................................................................... 1
1.1 Purpose and Objectives ..................................................................................................... 1
1.2 Scope ................................................................................................................................. 1
1.3 Operational Excellence (OE) Expectations Met ............................................................... 1
1.4 MCA Requirements .......................................................................................................... 1
2 Procedures ................................................................................................................................... 2
2.1 Overview ........................................................................................................................... 2
2.2 MOOC Process Flowchart ................................................................................................ 2
2.3 MOOC Procedure.............................................................................................................. 3
2.4 Forms and Templates ........................................................................................................ 7
3 MCA MOOC Roles and Responsibilities.................................................................................. 8
3.1 Key OE Process Roles ...................................................................................................... 8
4 Measurement and Verification ................................................................................................ 12
4.1 Measurement ................................................................................................................... 12
4.1.1 Leading Measures .............................................................................................. 12
4.1.2 Lagging Measures .............................................................................................. 12
4.2 Verification ..................................................................................................................... 12
4.2.1 Process Effectiveness Review ............................................................................ 12
4.2.2 Audit Protocol .................................................................................................... 12
4.2.3 Continual Improvement Plans ............................................................................ 13
5 Continual Improvement ........................................................................................................... 13
5.1 Gap Analysis ................................................................................................................... 13
5.2 Linkage to Annual Business Plan.................................................................................... 13
5.3 Contents........................................................................................................................... 13
6 Document List ........................................................................................................................... 14
7 Document Control Information ............................................................................................... 15

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1 MidContinent-Alaska (MCA) Management of Organizational

Change (MOOC) Process Overview
1.1 Purpose and Objectives
The purpose of the MCA MOOC process is to minimize the possibility of incidents occurring by
systematically managing permanent and temporary changes in job assignments and the
organization.
The objective of the MOOC process is to provide procedures and supporting tools to efficiently
and reliably prevent incidents that would result from changes in job assignments and the
organization and to improve safety awareness.
1.2 Scope
This MCA MOOC process applies to permanent and temporary changes affecting the normal,
established operating state of organization. The following organizational changes are in scope for
the MCA MOOC:
 New Hires
 Experienced Hires
 Transfers In
 Transfers within MCA
 Internships
 Contractors (Temporary Staff)
 Reorganizations
 Offboarding

1.3 Operational Excellence (OE) Expectations Met

This process meets the requirements of OE Element 4: Management of Change, in particular for
organizational change. Element 4: Management of Change is defined as “a process in place to
manage changes to facilities, operations, products, or the organization.”
The management of change process shall address:
 Full time and temporary changes
 Authority for approving changes
 Evaluation of health and safety hazards, environmental impacts, and mitigation
 Communication of the change
 Training
1.4 MCA Requirements
To comply with this process, MCA organizations shall meet the following requirements:
1. Job assignments or organization changes:
 Define and approve the change according to the MCA MOOC procedures.

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 Conduct appropriate levels of hazard identification and risk assessment for the change
according to the procedures and Guidelines of this MCA MOOC process and those of the
MCA Risk Management process.
 Provide training, as appropriate, to persons affected by the change according to the MCA
MOOC procedures.
2. Provide HR with the information necessary to document and register the change (s) according
to the procedures outlined in this document and retain each MOOC document according to
Chevron document retention policy.
Initially, MCA will use an Excel Spreadsheet to keep track of the MOOC process. However, as
soon as a MOOC electronic (IT) tool is available, all MCA organizations shall use the MCA-
selected IT web-based tool.

2 Procedures
2.1 Overview
The MOOC process requires that proposed personnel changes are:
 Authorized before they are managed as a change.
 Defined and categorized in the MCA MOOC Change Document (MCA MOOC Master
Spreadsheet).
 Approved by accountable and assigned individuals.
 Subjected to an appropriate hazard identification and risk assessment Communicated to those
affected by the change.
 Reviewed to assess training needs and to provide training if appropriate.
 Identified and managed appropriately if identified as temporary in nature.
 Documented and closed by following an established procedure.

2.2 MOOC Process Flowchart

The MCA MOOC Process Flowchart is a graphic display of the procedures that each MOOC shall
consider (and include as appropriate to the change), that begins with a request for a change and
ends with the final closeout of the MOOC.
MCA New Hires MOOC Flowchart
MCA Experienced Hires MOOC Flowchart
MCA Transfers In MOOC Flowchart
MCA Transfers within MCA Flowchart
MCA Internships MOOC Flowchart
MCA Contractors MOOC Flowchart
MCA Reorganization MOOC Checklist
MCA Offboarding MOOC Flowchart

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2.3 MOOC Procedure

The MCA MOOC Procedure provide the detailed steps (based on the MOOC process flowchart)
for completing an MOOC depending on the type of organizational change. The procedures include
the following steps:
2.3.1. College New Hires
a. MCA Strategic Staffing Team (SST) approves hiring targets for Business Plan
b. Organizational Capability Manager (OC Mgr) selects candidates using Global Upstream
Hiring (GUH) Intern Selection and Campus Recruiting processes
c. OC Mgr proposes job assignment for new hire
d. Functional Mgr approves job assignment
e. OC Mgr informs HR Business Partner (HRBP) and HR Assistant (HRA) of approval
f. HRA initiates MOOC (creates new line item on tracking spreadsheet)
g. Employee starts assignment
h. Employee completes Competency Management System (CMS) assessment
i. Supervisor validates CMS assessment and required training (Compliance and HES)
j. Supervisor informs HRBP of assessment completion
k. HRBP informs HRA of assessment completion
l. If incumbent is available, Supervisor ensures Knowledge Transfer (KT) process by use of
the Knowledge Handover Checklist form
m. Employee completes KT with incumbent
n. Employee starts to complete required training as per CMS
o. Supervisor ensures that KT process and CMS required training is completed.
p. Supervisor informs HRBP that KT process and CMS required training is complete
q. HRBP informs HRA for tracking and closing MOOC

2.3.2. Experienced Hires

a. Supervisor requests via HR approval from Strategic Staffing Team SST to post externally
using the Position Action Form (PAF)
b. SST approves external posting
c. Supervisor creates Open Job Template OJ-1 and notifies Personal Development
Representative PDR for Personal Development Committee PDC to coordinate external
posting process
d. Supervisor organizes Selection Team
e. Selection team selects candidate from external posting slate and works with HRBP to
define PSG and starting salary.
f. Sponsor Group extends job offer to selected candidate
g. Candidate accepts
h. Sponsor Group notifies HRA
i. HRA onboards new hire
j. HRA initiates MOOC (creates new line item on tracking spreadsheet)
k. Employee starts assignment
l. Employee completes Competency Management System (CMS) assessment
m. Supervisor validates CMS assessment and required training (Compliance and HES)
n. Supervisor informs HRBP of assessment completion

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o. HRBP informs HRA of assessment completion

p. If incumbent is available, Supervisor ensures Knowledge Transfer (KT) process by use of
the Knowledge Handover Checklist form
q. Employee completes KT with incumbent
r. Employee starts to complete required training as per CMS
s. Supervisor ensures that KT process and CMS required training is completed.
t. Supervisor informs HRBP that KT process and CMS required training is complete
u. HRBP informs HRA for tracking and closing MOOC
v. HRA closes MOOC

2.3.3. Transfers In
a. Supervisor generates Open Job Template OJ-1 and sends it to Personal Development
Representative (PDR)
b. PDR reviews OJ-1 and submits to functional Personal Development Committee (PDC)
for candidate selection
c. Functional PDC selects candidate to fill open job
d. PDR informs Organizational Capability Manager (OC Mgr) of candidate selection and
requests new position SAP number
e. OC Mgr secures new position SAP number from HR Assistant (HRA) and informs PDR
f. PDR forwards Job offer Template (JOT) to PDC Sponsor
g. Sponsor extends job offer to selected candidate
h. If candidate accepts offered position, Sponsor informs PDR. If candidate declines job
offer, procedure is recycled from step “c”, otherwise follows with step “i”.
i. PDR informs OC Mgr and position owner
j. OC Mgr informs HR Business Partner and HRA
k. New Supervisor agrees with previous Supervisor on start date
l. New Supervisor informs OC Mgr and HRBP of transferred employee start date
m. HRBP informs HRA of forthcoming transfer
n. HRA initiates MOOC (creates new line item on tracking spreadsheet)
o. Employee starts assignment and completes Competency Management System (CMS)
assessment
p. Supervisor validates CMS assessment and required training (Compliance and HES)
q. Supervisor informs HRA of assessment completion
r. If incumbent is available, Supervisor ensures Knowledge Transfer (KT) process by use of
the Knowledge Handover Checklist form
s. Employee completes KT with incumbent
t. Employee starts to complete required training as per CMS Development Plan
u. Supervisor ensures that KT process and CMS required training is completed.
v. Supervisor informs HRBP that KT process and CMS Development Plan is completed
w. HRBP informs HRA for tracking and closing MOOC
x. HRA closes MOOC

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2.3.4. Transfers within MCA

a. Personal Development Representative (PDR) submits reassignment proposal to
functional Personal Development Committee (PDC)
b. PDC reviews, discusses and approves reassignment and informs PDR
c. PDR informs new and previous supervisors of approval
d. If reassignment requires relocation PDR requests internal job offer letter (JOL) to
Organizational capability Manager (OC Mgr)
e. OC Mgr requests JOL to HR Assistant (HRA)
f. HRA creates JOL and forwards it to OC Mgr
g. OC Mgr reviews and forwards JOL to new Supervisor
h. New Supervisor extends JOL to employee by email
i. Employee accepts offer via email to new Supervisor with CC to OC Mgr, HR Business
Partner (HRBP) and HRA and forwards signed original to HRA
j. New Supervisor agrees with previous Supervisor on start date and informs PDR and OC
Mgr
k. OC Mgr informs HRBP and HRA
l. HRA initiates MOOC (creates new line item on tracking spreadsheet)
m. Employee starts assignment
n. Employee completes Competency Management System (CMS) assessment
o. Supervisor validates CMS assessment and required training (Compliance and HES)
p. Supervisor informs HR Assistant of assessment completion
q. If incumbent is available, Supervisor ensures Knowledge Transfer (KT) process by use
of the Knowledge Handover Checklist form
r. Employee completes KT with incumbent
s. Employee starts to complete required training as per CMS Development Plan
t. Supervisor ensures that KT process and CMS required training is completed.
u. Supervisor informs HRBP that KT process and CMS required training is completed
v. HRBP informs HRA for tracking and closing MOOC
w. HRA closes MOOC

2.3.5. Internships
a. MCA Strategic Staffing Team (SST) approves Intern hiring targets for Business Plan
b. Organizational Capability Manager (OC Mgr) selects candidates using Global Upstream
Hiring (GUH) Intern Selection and Campus Recruiting processes
c. OC Mgr proposes Intern job assignment
d. Functional Mgr approves Intern job assignment
e. OC Mgr informs HR Business partner (HRBP) and HR Assistant (HRA) of forthcoming
internship
f. HRA initiates MOOC (creates new line item on tracking spreadsheet) indicating change
is temporary
g. Intern starts assignment
h. Intern attends HES Boot Camp (days 1 and 2 only)
i. Supervisor informs HRBP of HES Boot Camp completion

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j. HRBP informs HRA for tracking and closing MOOC

k. HRA closes MOOC

2.3.6. Contractors (Temporary Staff)

a. Supervisor request Functional Mgr for approval to bring contractor in and informs of
proposed change to HR Business Partner (HRBP)
b. HRBP informs HR Assistant (HRA)
c. HRA initiates MOOC (creates new line item on tracking spreadsheet)
d. Functional Mgr approves expense
e. Staff Co. provides HES training (Ergonomics, RSI, Incident reporting)
f. Supervisor assesses risk and additional HES awareness requirements
g. Supervisor ensures contractor attends awareness sessions as determined by the risk
assessment
h. Supervisor informs HRBP of awareness completion
i. HRBP informs HRA
j. HRA closes MOOC

2.3.7. Reorganizations
a. Functional Mgr. requests approval for reorganization from Strategic Staffing Team
(SST)
b. SST approves reorganization
c. OC Mgr informs HR Business Partner (HRBP) and HR Assistant (HRA) of approval
d. HRA initiates MOOC (creates new line item on tracking spreadsheet)
e. Functional Mgr. designs new organization
f. HR Business Partner (HRBP) reviews changes to the organization using the MCA
Reorganization MOOC Checklist
g. HRBP informs HRA when review is completed and recommended actions are carried
out
h. HRA closes MOOC

2.3.8. Offboarding (Suggested procedure until MCA Standard Offboarding

process is approved and implemented)
2.3.8.1. Voluntary (Resignation, Retirement, Long Term Leaves of Absence)
a. Employee requests leave, retirement or resignation
b. Supervisor informs HR Business Partner (HRBP)
c. HRBP informs HR Assistant (HRA)
d. HRA initiates MOOC (creates new line item on tracking spreadsheet) indicating change
is voluntary
e. Supervisor completes information and actions required on form GO-439-TCL (Employee
Termination or Transfer Checklist)
f. Supervisor forwards GO-439-TCL to HR Business Partner (HRBP)
g. HRBP reviews for completion

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h. HRBP informs HRA process is completed

i. HRA closes MOOC

2.3.8.2. Involuntary Termination (Workforce Reduction, Asset Divestiture)

a. HR Business Partner (HRBP) informs HR Assistant (HRA) that employee will leave the
organization
b. HRA initiates MOOC (creates new line item on tracking spreadsheet) indicates change is
due to attrition
c. Supervisor secures Knowledge Transfer during Redeployment period (if any) by means
of the Knowledge Handover Checklist
d. Supervisor informs HRBP that KT process is complete
e. HRBP informs HRA that change is complete
f. HRA closes MOOC

2.4 Forms and Templates

This section contains standard forms and templates used in this MOOC process. Each form or
template is supported by explanatory notes.
Open Job template OJ-1
Internal Job offer Letter (JOL)
Reorganization MOOC Checklist
Knowledge Handover Checklist
Employee Termination or Transfer Checklist (GO-439-TCL)
MCA MOOC Master Spreadsheet
Position Action Form (PAF)

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3 MCA MOOC Roles and Responsibilities

3.1 Key OE Process Roles

Role Name Title

GU MOOC Sponsor: TBD

GU MOOC Process Advisor: TBD
MCA MOOC Process Sponsor: Roxanne Hicks HR Manager
MCA MOOC Process Advisor: Fernando Guilarte Organizational Capability Mgr

Roles Responsibilities1 Competencies

MCA Operational  Assign and allocate  Certified in OE

Excellence resources (MOOC Process  Ability to provide vision and
Leadership Team Sponsor, MOOC Process strategic direction
Advisor, etc.)  Understanding of the MCA
(OELT)
MOOC process

Follow MCA delegation of authority practice.

1

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Roles Responsibilities1 Competencies

MCA MOOC Process  Serve as an advocate of  Certified in OE

Sponsor MOOC within the MCA and  Ability to provide vision and
manage assets to ensure strategic direction
that the MOOC process  Understanding of the MCA
receives appropriate MOOC process
priority and resources,
including funding and
personnel
 Ensure that the process
model is current, and that
process effectiveness and
efficiency are measured
and verified at least
annually
 Allocate resources to
operate and improve the
process
 Be accountable for
progress on the Continual
Improvement plan
 Coordinate with other OE
process sponsors within the
MCA and integrate the
MOOC process into the
business plan
 Establish MOOC process
governance
 Act as Decision Executive
for the MOOC process

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Roles Responsibilities1 Competencies

MCA MOOC Process  Coordinate and lead  Certified in OE

Advisor implementation and  Extensive knowledge and
maintenance of the MOOC understanding of the MCA
process MOOC process
 Ensure that the MCA MOOC  Analytical and planning ability
process is updated and
current
 Ensure that MCA MOOC
procedures align with
Global Upstream’s MOOC
process (when available)
 Audit the MCA
recordkeeping system for
MOOC (MCA MOOC Master
Spreadsheet)
 Provide subject matter
expertise on the MOOC
process
 Coordinate or support
process measurement and
verification
 Develop and implement the
Continual Improvement
plan
 Conduct performance
reporting and trend
analysis of MCA MOOC
metrics
 Act as a resource for
approval authorities, as
needed
Strategic Staffing  Review and authorize  Certified in OE
Team reorganization proposals  Functional knowledge and
 Approve External and expertise
Experienced Hires  Extensive knowledge and
 Approve Business Plan understanding of the MCA
Hiring Targets MOOC process
 Understanding of the business
plan, operating plan, financial
plan, and other SBU-specific
activities

Functional Manager  Review and approve  Certified in OE

(Operations requested organizational  Functional knowledge and
Manager in case of change expertise
O&M personnel  Approve the change to be  Extensive knowledge and
initiated understanding of the MCA
changes)
MOOC process

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Roles Responsibilities1 Competencies

Functional Personal  Coordinate with PDC  Knowledge and understanding

Development external posting process of the MOOC process
Representative  Review OJ-1 and submit to  Functional knowledge and
(PDR) PDC expertise
 Inform OC Mgr of PDC
results and accepted job
offers
 Populate Job Offer
Template (JOT)
 Submit to PDC
reassignment proposals
Job Owner  Request change.  Certified in OE
(Supervisor)  Ensure execution and  Functional knowledge and
completion of the MOOC. expertise
 Assess risk and validate  Knowledge and understanding
CMS development actions of the MCA MOOC process
 Verify that required
training has been
completed and MOOC can
be closed out.
HR Business Partner  Maintain HR Assistant  Knowledge and understanding
informed of personnel or of the MOOC process
organization changes
occurring in the supported
organizations
 Assist Functional Manager
with review and completion
of action plan as per the
MCA MOOC Reorganization
Checklist
HR Assistant  Upload information into  Knowledge and understanding
MCA MOOC Master of the MOOC process
Spreadsheet
 Keep track of progress of
MCA MOOC process as
provided by the
Organizational Capability
Manager or the HR
Business Partner
Employee  Complete development  Functional knowledge
plan as per results of the  Knowledge and understanding
CMS Assessment and of the MOOC process
Knowledge Transfer
process.

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4 Measurement and Verification

4.1 Measurement
MCA process advisor will track and report the following metrics to determine that the MCA
MOOC process is effective in meeting its stated purpose.
Whenever the MCA MOOC IT tool is available, it is recommended that the process advisor
maintains the MCA MOOC IT tool dashboard, which shows the metrics as listed in the optional
MCA MOOC Metrics Procedure.

4.1.1 Leading Measures

All personnel with assigned roles in the process are appropriately trained.
 Percentage of trained personnel vs. plan

4.1.2 Lagging Measures

All personnel changes should be managed under the MCA MOOC process.
 Number of “Missed Opportunities” (e.g. no laptop ready on day one, no Smartbadge in first
week) identified during the onboarding process.
 Number of new hires completing the onboarding process compared to the actual number of
new hires in MCA.
 Percent of personnel (new hires and supervisors) rating the onboarding process as satisfactory
based on a sample.
4.2 Verification
The following steps will verify process performance.

4.2.1 Process Effectiveness Review

The MCA MOOC Process Sponsor and MCA MOOC Process Advisor shall review and verify that
all aspects of the OE five-component model fulfill OE expectations and the OE process purpose.
This review will be performed at least annually.

4.2.2 Audit Protocol

This section defines the expectations and Guidelines for the regular MCA self-audits. It also
includes the MCA MOOC Audit Criteria, which is the basis for executing a corporate OE review.
MCA OE Audit Criteria
The MCA MOOC Process Sponsor and MCA MOOC Process Advisor shall verify adherence to
and identify nonconformance with the OE process. In accordance with the MCA MOOC Audit
Criteria, a documented audit of the MCA MOOC process shall occur at least annually, based upon
the following:
 Documents and records
 Demonstrated competence at the point of execution
 Process leading and lagging metrics
 Benchmarking data, if applicable

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The MCA MOOC Process Advisor shall conduct yearly quality and implementation reviews in
accordance with the MCA MOOC Audit Criteria.

4.2.3 Continual Improvement Plans

Process gaps, nonconformance, and improvement opportunities identified from 4.2.1 and 4.2.2
shall be summarized and used to assist in building Continual Improvement plans.

5 Continual Improvement
The following activities are employed to improve the MCA MOOC process.
5.1 Gap Analysis
Prioritize MCA MOOC process performance gaps, nonconformities, and unfulfilled OE
expectations that are identified as necessary to fulfill OE Measurement and Verification process
requirements. Consider MCA directives, anticipated risks, available resources, and other SBU
factors. Combine and prioritize improvement opportunities for all OE processes.
5.2 Linkage to Annual Business Plan
MCA shall issue an annual OE Continual Improvement plan based upon gaps identified during the
measurement and process verification activity.
5.3 Contents
The Continual Improvement Plan for OE processes shall identify the following:
 Improvement opportunities and gaps to be closed
 Resources required
 Responsible person(s)
 Timing and milestones for improvements

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6 Document List
This is a complete list of the documents that are referenced in this process.
Table 1: Document List

Procedure/Attachment File Name

Title

MCA MOOC Process Flow MCA New Hires MOOC Flowchart

MCA Experienced Hires MOOC Flowchart
MCA Transfers In MOOC Flowchart
MCA Transfers within MCA Flowchart
MCA Internships MOOC Flowchart
MCA Contractors MOOC Flowchart
MCA Reorganization MOOC Flowchart
MCA Offboarding MOOC Flowchart

MCA MOOC Master MCA MOOC Master Spreadsheet.xlsx

Spreadsheet

Open Job Builder http://dominous2.chevron.com/copi/oj1tool.nsf/oj1?openform

Knowledge Handover http://hr.chevron.com/learning/Kt/docs/KHChecklist.doc

Checklist

Internal Job Offer Letter MCA Internal Job Offer Letter.docx

Reorganization Checklist MCA MOOC Reorganization Checklist.docx

Employee Termination or GO-439-TCL

Transfer Checklist GO-
439-TCL

MCA OE Audit Criteria MCA OE Audit Criteria

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7 Document Control Information

Description SBU-Specific
Approval Date November 16, 2010
Revision Frequency Every two years
Control Number

Table 2: Document History

Version Number Date Notes

1.0 November 16, Approved by the MCA OELT. Initial release

2010

1.1 April 18, 2011 Updated links

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