Organizational Change Management Checklist - VRM Transition Communication Plan
1. Veterans Relationship Management (VRM) Transition Communication Plan
A Strategic Communications Framework
July 2, 2015
1
APPENDIX E – OCM TRANSITION CHECKLISTS
It is anticipated that in the second half of 2015 the Veterans Relationship Management (VRM)
Program Management Office (PMO) will effectively transition to Enterprise Access and
Integration (EA&I) as a part of the Veteran Experience (VE) office team.
The following OCM checklists align to this Transition Communication Plan and the described
three (3) phases for VRM transition:
• Pre-Transition (Begins at least 90 days before the Transition phase)
• Transition (Begins 90 days before the actual date the VRM PMO effectively transitions to
EA&I)
• Post-Transition (Begins 90 days after the actual date the VRM PMO effectively
transitioned to E&AI)
These checklists also reference the VRM Organizational Change Management Strategy and
Plan (Version 1.0) dated July 15, 2011.
It is recommended that the transitioning VRM PMO leverage the Transition Communication
Plan, the VRM Organizational Change Management Strategy and Plan, and the following
checklists in order to guide an effective transition.
Pre-Transition (90 Days {or less} Before Transition)
OCM Area Activities POC Reference
Transition
Team Lead
Appoint a Transition Team
Leader
VRM Director Industry Practice
VRM Transition
Team
Stand up VRM Transition Team
with cross-functional
representation to identify, plan,
implement, and follow-up on all
OCM-related actions
VRM Director;
VRM Transition
Team Leader
VRM OCM Strategy and
Plan, Section 4, OCM
Roles and
Responsibilities, Section
9.2.1 Transition Teams
Kickoff Meeting Schedule Kickoff Meeting to
officially kick off the OCM Pre-
Transition Planning Process
VRM Director;
VRM Transition
Team Leader;
VRM Transition
Team
VRM Transition
Communication Plan,
Section 3, Communication
Phases
Planning
Meetings
Schedule recurring planning
and/or scrum meetings to
ensure progress on all Pre-
Transition planning activities
VRM Transition
Team
VRM Transition
Communication Plan,
Section 3, Communication
Phases
OCM Materials Review existing VRM OCM
Strategy and Plan artifacts
VRM Transition
Team
VRM Transition
Communication Plan;
VRM OCM Strategy and
Plan; Other Supporting
Artifacts
2. Veterans Relationship Management (VRM) Transition Communication Plan
A Strategic Communications Framework
July 2, 2015
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Vision and
Goals
Develop a clear, consistent
vision and set of goals for the
transition
VRM Director;
VRM Transition
Team Leader;
VRM Transition
Team
VRM OCM Strategy and
Plan, Section 11,
Recommended Next
Steps
Decision-
Making
Framework
Define a decision-making
process that will be used by the
Transition Team on all OCM-
related actions
VRM Director;
VRM Transition
Team Leader;
VRM Transition
Team
Industry Practice
Transition
Management
Project Plan
Create a project plan that
addresses People, Process and
Technology; ensure all
supporting plans integrate with
this plan
VRM Transition
Team Leader;
VRM Transition
Team
VRM OCM Strategy and
Plan, Section 9, Transition
Management
Transition
Management
Schedule
Appoint a POC to manage the
transition schedule
VRM Transition
Team Leader
Industry Practice
Transition
Management
Schedule
Develop a schedule for the
overall transition process;
ensure all supporting plans
integrate with this schedule
VRM Transition
Team
VRM OCM Strategy and
Plan, Section 11,
Recommended Next
Steps
Change
Champions
Identify VRM-Internal Change
Champions (stewards of
change)
(Make updates as necessary)
VRM Transition
Team
VRM OCM Strategy and
Plan, Section 5,
Leadership; Appendix C,
Stakeholder Engagement
Roles and Responsibilities
Executive
Sponsorship
Identify and validate the
executive sponsor(s) for the
transition
(Make updates as necessary)
VRM Director;
VRM Transition
Team Leader;
VRM Transition
Team
VRM Transition
Communication Plan,
Appendix A, VRM
Stakeholder Analysis;
VRM OCM Strategy and
Plan, Section 9.2.2
Individual Transition
Management Roles and
Responsibilities
Transition
Team Charter
Develop a charter that outlines
the purpose, goals, and
responsibilities of the Transition
Team
VRM Transition
Team
Industry Practice
Risk
Management
Adopt a process for identifying
and mitigating risks/issues that
might arise as a result of OCM
activities
VRM Transition
Team
Industry Practice
Resistance
Management
Craft an approach for Executive
Sponsor(s) and Change
Champions on how to be
VRM Transition
Team;
Change
VRM OCM Strategy and
Plan, Section 3,
Stakeholder Analysis
3. Veterans Relationship Management (VRM) Transition Communication Plan
A Strategic Communications Framework
July 2, 2015
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prepared for and deal with
organizational resistance to the
change (identify potential root
causes of resistance and
develop management plan)
Champions;
Executive
Sponsors
Findings and
Recommendations, Table
3.2, Barriers to Success
and How VRM Can Help
Personnel
Management
Appoint a POC to address
Personnel Management
VRM Director;
VRM Transition
Team Leader
Industry Practice
Personnel
Management
Develop a plan for filling all
positions that are vacant and
projected to go vacant
(Make updates as necessary)
VRM Director;
Personnel
Management POC
VRM OCM Strategy and
Plan, Section 11,
Recommended Next
Steps
Stakeholder
Analysis
Refresh Stakeholder Analysis
List
(Make updates as necessary)
VRM Transition
Team
VRM Transition
Communication Plan,
Appendix A, VRM
Stakeholder Analysis
Stakeholder
Messaging
Develop tailored messaging for
targeted VRM Audiences:
1) VRM Internal Stakeholders
2) VRM Customers and
Partners
3) VA Internal Stakeholders
(Make updates as necessary)
VRM Transition
Team
VRM Transition
Communication Plan,
Section 2.4,
Communications by
Audience
Stakeholder
Messaging
Plan
Plan Communication Methods,
Timing for Release, and POCs
with the action(s)
(Make updates as necessary)
VRM Transition
Team
VRM Transition
Communication Plan,
Table 2, Messaging Plan
Stakeholder
Feedback
Process
Develop stakeholder feedback
collection process to assess and
determine adoption post-
transition; determine appropriate
timing for survey/feedback
process
VRM Transition
Team
VRM OCM Strategy and
Plan, Section 6.3,
Applying Stakeholder
Engagement Techniques
Change
Readiness Plan
Establish a Change Readiness
Working Group
VRM Transition
Team
Industry Practice
Change
Readiness Plan
Create a Change Readiness
Plan to document and
understand VRM organizational
processes impacted by the
transition (i.e. get VRM from the
‘as is’ to the EA&I ‘to be’ state),
Change Readiness
Working Group
Industry Practice
4. Veterans Relationship Management (VRM) Transition Communication Plan
A Strategic Communications Framework
July 2, 2015
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the supporting timeline for
transition, and measures that
confirm the transition is
complete
Change
Readiness Plan
Complete documentation of the
key ‘as is’ and ‘to be’ processes
Change Readiness
Working Group
VRM OCM Strategy and
Plan, Section 9.3,
Transition Management
Activities
Education and
Training
Establish an Education and
Training Working Group
VRM Transition
Team
VRM OCM Strategy and
Plan, Section 8, Education
and Training; and Section
11, Recommended Next
Steps
Education and
Training
Identify (and periodically
reassess) skills and behaviors
needed to support transition
Education and
Training Working
Group
Industry Practice
Education and
Training
Prioritize short-term education
and training needs and
methods; assign resources to
address
Education and
Training Working
Group
VRM OCM Strategy and
Plan, Section 8, Education
and Training; and Section
11, Recommended Next
Steps
Education and
Training
Begin any procurement actions
needed to support short-term
training needs
Education and
Training Working
Group
VRM OCM Strategy and
Plan, Section 8, Education
and Training; and Section
11, Recommended Next
Steps
Education and
Training
Develop evaluate criteria that
measures the satisfaction and
effectiveness of training that
supports the transition
Education and
Training Working
Group
VRM OCM Strategy and
Plan, Section 8.5,
Education and Training
Evaluation
New Employee
On-Boarding
Create a process and plan for
on-boarding new employees to
the new organization
VRM Transition
Team
VRM OCM Strategy and
Plan, Section 11,
Recommended Next
Steps
Executive
Sponsorship
Educate Executive Sponsor(s)
on OCM strategy and plan;
communicate expectations
(Participate actively; Build
sponsorship coalition;
Communicate effectively and
consistently with employees)
VRM Director;
VRM Transition
Team Leader;
VRM Transition
Team
Industry Practice
Staff Training Train Supervisors and Staff on
OCM Communication and
Transition Plan
VRM Transition
Team
VRM Transition
Communication Plan,
Section 3, Communication
Phases
Resource
Management
(Budget)
Appoint a POC to address
Resource Management
VRM Director;
VRM Transition
Team Leader
Industry Practice
5. Veterans Relationship Management (VRM) Transition Communication Plan
A Strategic Communications Framework
July 2, 2015
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Resource
Management
(Budget)
Perform cost estimate of
investment required to fund all
OCM activities
Resource
Management POC
Industry Practice
Acquisition
Management
Appoint a POC to address
Acquisition Management
VRM Director;
VRM Transition
Team Lead
Industry Practice
Acquisition
Management
Assess all current and upcoming
acquisition activities for potential
risks
Acquisition
Management POC;
VRM Transition
Team
Industry Practice
Acquisition
Strategy
Develop a strategy for procuring
necessary OCM contract
support (if necessary)
Acquisition
Management POC
VRM OCM Strategy and
Plan, Section 11,
Recommended Next
Steps
Operating Plan Update Operating Plan with
intended transition management
activities for FY15/16
VRM Transition
Team
VRM OCM Strategy and
Plan, Section 11,
Recommended Next
Steps
OCM Materials Update VRM OCM Strategy and
Plan artifacts
VRM Director;
VRM Transition
Team Leader;
VRM Transition
Team
VRM Transition
Communication Plan;
VRM OCM Strategy and
Plan; Other Developed
Artifacts
Checklist
Compliance
Review Pre-Transition Checklist
to Ensure Compliance
VRM Director;
VRM Transition
Team
VRM Transition
Communication Plan,
Appendix E, OCM
Transition Checklists
Readiness
Assessment
Conduct Readiness Assessment
meeting to decide if VRM is a
‘go/no go’ for the next transition
phase
VRM Director;
VRM Transition
Team;
Other Executive
Stakeholders
VRM OCM Strategy and
Plan, Section 11,
Recommended Next
Steps
Transition (90 Days {or less} Before Actual Transition)
OCM Area Activities POC Reference
Kickoff Meeting Schedule Kickoff Meeting to
officially kick off the OCM
Transition Process
VRM Director;
VRM Transition
Team Leader;
VRM Transition
Team
VRM Transition
Communication Plan,
Section 3, Communication
Phases
Progress
Meetings
Schedule recurring progress
meetings to assess status of
OCM transition activities
VRM Director;
VRM Transition
Team
VRM Transition
Communication Plan,
Section 3, Communication
Phases
Stakeholder
Analysis
Refresh Stakeholder Analysis
List
VRM Transition
Team
VRM Transition
Communication Plan,
6. Veterans Relationship Management (VRM) Transition Communication Plan
A Strategic Communications Framework
July 2, 2015
6
Appendix A, VRM
Stakeholder Analysis
Stakeholder
Engagement
Develop a stakeholder map VRM Transition
Team
VRM OCM Strategy and
Plan, Section 11,
Recommended Next
Steps
Stakeholder
Messaging
Implement Communication Plan
to all VRM Stakeholders
(Internal/External), Customers,
and Partners
VRM Transition
Team
VRM Transition
Communication Plan,
Table 2, Messaging Plan;
and Section 4,
Communication Vehicles
Personnel
Management
Supervisors meet with staff one-
on-one to discuss upcoming
organizational changes and that
staff member’s role and
responsibilities post-transition
VRM Supervisors VRM Transition
Communication Plan,
Table 2, Messaging Plan;
and Appendix C, Key
Messages Template
Personnel
Management
Continue to fill vacant positions,
defining roles, and onboarding
staff
VRM Director;
VRM Transition
Team
VRM OCM Strategy and
Plan, Section 11,
Recommended Next
Steps
Acquisition
Strategy
Implement acquisition strategy
to procure necessary OCM
contract support (if necessary)
VRM Transition
Team
VRM OCM Strategy and
Plan, Section 11,
Recommended Next
Steps
Change
Champions
Expand roster of VRM-Internal
Change Champions (stewards
of change)
VRM Director;
VRM Transition
Team
VRM OCM Strategy and
Plan, Section 11,
Recommended Next
Steps; and Appendix C,
Stakeholder Engagement
Roles and Responsibilities
Education and
Training
Implement short-term education
and training needs and priorities
and assign resources to address
Education and
Training Working
Group
VRM OCM Strategy and
Plan, Section 8, Education
and Training; and Section
11, Recommended Next
Steps
Education and
Training
Identify long-term education and
training needs and priorities and
integrate with Personnel
Management plan
Education and
Training Working
Group;
Personnel
Management POC
Industry Practice
Acquisition
Strategy
Implement acquisition strategy
to procure support for next
phase of OCM transition
management (if necessary)
VRM Transition
Team
VRM OCM Strategy and
Plan, Section 11,
Recommended Next
Steps
Operating Plan Update Operating Plan with
intended transition management
activities for FY15/16
VRM Transition
Team
Industry Practice
OCM Materials Update VRM OCM Strategy and VRM Director; VRM Transition
7. Veterans Relationship Management (VRM) Transition Communication Plan
A Strategic Communications Framework
July 2, 2015
7
Plan artifacts VRM Transition
Team
Communication Plan;
VRM OCM Strategy and
Plan; and Other
Developed Artifacts
Checklist
Compliance
Review Transition Checklist to
Ensure Compliance
VRM Director;
VRM Transition
Team
VRM Transition
Communication Plan,
Appendix E, OCM
Transition Checklists
Readiness
Assessment
Conduct Readiness Assessment
meeting to decide if VRM is a
‘go/no go’ for post-transition
VRM Director;
VRM Transition
Team;
Other Executive
Stakeholders
VRM OCM Strategy and
Plan, Section 11,
Recommended Next
Steps
Closeout
Meeting
Schedule Closeout Meeting to
formally declare an end to the
Transition Phase
VRM Transition
Team
Industry Practice
Post-Transition (90 Days After Actual Transition)
OCM Area Activities POC Reference
Kickoff Meeting Schedule Kickoff Meeting to
officially kickoff the OCM Post-
Transition Process
EA&I Director;
EA&I Transition
Team
VRM Transition
Communication Plan,
Section 3, Communication
Phases
All Hands
Meeting
Schedule EA&I All Hands
Meeting to officially declare the
transition over and describe the
new operating environment and
expectations
EA&I Director
EA&I Directorate
VRM Transition
Communication Plan,
Section 3, Communication
Phases
Personnel
Management
Supervisors meet with staff one-
on-one to discuss and confirm
their successful personal
transition and any
questions/concerns regarding
new roles and responsibilities
EA&I Supervisors Industry Practice
Stakeholder
Feedback
Process
Collect stakeholder feedback to
assess/determine adoption
success(es)
EA&I Transition
Team
Industry Practice
Lessons
Learned
Schedule lessons learned
session (identify success stories
as well)
EA&I Transition
Team
VRM OCM Strategy and
Plan, Section 11,
Recommended Next
Steps
Acquisition
Strategy
Implement acquisition strategy
to continue actions necessary to
support post-transition OCM
needs (if necessary)
EA&I Transition
Team
VRM OCM Strategy and
Plan, Section 11,
Recommended Next
Steps
Stakeholder Document new communication EA&I Transition VRM Transition
8. Veterans Relationship Management (VRM) Transition Communication Plan
A Strategic Communications Framework
July 2, 2015
8
Communication
Flow
flow patterns between EA&I and
all stakeholders
(Internal/External, Customers,
and Partners) to understand
routine communications needs
Team Communication Plan,
Section 3, Communication
Phases
Stakeholder
Engagement
Develop and implement new
stakeholder engagement
strategy for external
stakeholders, customers, and
partners
EA&I Transition
Team
VRM OCM Strategy and
Plan, Section 11,
Recommended Next
Steps
Education and
Training
Evaluate post-transition
education and training
needs/priorities and update
EA&I Education and Training
approach
Education and
Training Working
Group
VRM OCM Strategy and
Plan, Section 8, Education
and Training; and Section
11, Recommended Next
Steps
Personnel
Management
Continue to fill vacant positions,
defining roles, and onboarding
staff
EA&I Director;
EA&I Leadership
Team
VRM OCM Strategy and
Plan, Section 11,
Recommended Next
Steps
Vision and
Goals
Develop a clear, consistent
vision and set of goals for EA&I
EA&I Director;
EA&I Leadership
Team
Federal Norm
Strategic Plan Develop the EA&I Strategic Plan EA&I Director;
EA&I Leadership
Team
Federal Norm
Operating Plan Update Operating Plan to reflect
new EA&I goals and milestones
for FY16
EA&I Director;
EA&I Leadership
Team
Federal Norm