Driving GIS Adoption through Organizational Change …

Driving GIS Adoption through

Organizational Change ManagementDavid Schneider

Jennifer Vaughan-Gibson

Agenda

1. Technology Change Management Process

Overview

2. Implementing Technology Change

3. Next Steps

Change verb \ˈchānj\

: to become different

: to make (someone or something) different

: to become something else

“Organizational change management is a leadership induced

process that involves transformational organizational change that

leadership controls and sustains. It requires leadership

dedication, involvement of employees at all levels, and constant

communication. Transformational change is strategy-driven and

stems from the top of the organization.”

- Harry Hertz, Baldridge Performance Excellence Program, NIST

Change

Successful Technology ChangePhases of a Change Project

Business NeedConcept and

DesignImplementation

Post-Implementation

Source: Prosci ADKAR Model Overview, 2017

Successful Technology ChangePhases of Organizational Change Management

Phase 1: Preparing

for Change

Phase 2: Managing Change

Phase 3: Reinforcing

Change

Source: Prosci ADKAR Model Overview, 2017

Expected vs. Poorly ManagedProsci® ROI of Change Management Model

Poorly Managed Change Cash

Flow

Expected Cash

FlowN

et ca

sh

flo

w o

f p

roje

ct p

erio

d

+

-

0

Time (periods)

The Human Factors that Determine the ROI

How well are individuals

performing compared to the

level expected in the design

of the change?

How many employees

(of the total population) are

demonstrating “buy-in” and

are using the GIS ?

How quickly are people up

and running on the ArcGIS

Platform?

Speed of Adoption Ultimate Utilization Proficiency

Source: Prosci, Inc. 2017 www.Prosci.com

ADKAR Model for Individual and Organizational Change

Awareness

Desire

Knowledge

Ability

Reinforcement


Phase 1: Preparing for Change

Preparing for ChangeStrategizing for Change

• Building Awareness

• Resistance Planning

• Build Change Team


Awareness of the need for change

Desire

Knowledge

Ability

Reinforcement


“I see how ArcGIS

can help me do my job.”

“That’s really cool!”

“Do we have this software?”

Building Awareness: Winning Hearts and Minds

Why?

Why me?

Why NOW?

Building Awareness Activities

• Demonstrations

• Line of Business Liaisons

• One on One Meetings

• Surveys

Managing Resistance to Adopting GIS

• Prevention

• Planning

• Reactive Management

Understanding ResistanceCulture

• Past Success

• Complacency

• Bureaucracy

That’s not how I do it. That’ll be too much trouble

to get approved

If it’s not broken, why fix it?

• Lack of needed training

• Low skills leads to high resistance

• Misuse of technology can lead to

poor experience

Understanding ResistanceKnowledge and Skills

• Rumors

• Too much emphasis on pain

• Lack of education on value of

change initiative

Understanding ResistanceMisinformation

• Failed change initiatives

• More pain than gain in past

• Lack of long-term sustainment

Understanding ResistancePast Experience with Change

• Too much too soon

• Change efforts without planning

• Short-sighted planning

Understanding ResistanceChange Fatigue

Build Your Change Team

Establish a committed team of:

-A representative of various business areas

- i.e. Police, Fire, Planning

-A representative of various operational areas

- i.e. IT, Sales, Marketing

Know Your Stakeholders

Technology Change

Champions

Helpers

Bystanders

Resisters

Phase 2: Managing Change


Awareness

Desire to participate and support the change

Knowledge

Ability

Reinforcement


“I see how ArcGIS

can help me do my job and I want

to do what I can to help.”

“I want my team to start using

this.”

Building Desire to Change

Win the Hearts and Minds

Win Hearts then minds…

Building Desire: Winning Hearts and Minds

Why?

Why me?

Why Now?

Winning Hearts…

• Change elicits emotional response

• Be proactive about pain vs. gain

• Provide short and long term vision

WIIFM?

Establish a Sense of Urgency

Why?

Why me?

Why NOW?


Awareness

Desire

Knowledge of how to change

Ability

Reinforcement



Awareness

Desire

Knowledge

Ability to implement the change

Reinforcement



Awareness

Desire

Knowledge

Ability

Reinforcement to keep the change in place


Change Overview: ArcGIS Pro deployment and ArcGIS Online for GIS

modernization

Business Outcomes:

Breaking down data sharing silos

Utilizing modern tools for creating information products for decision support

Stakeholders Impact(s)

Resource Specialist +Adopt new technologies

- Stop using old tools

+ Share information across their

organization

Forest Ranger

Communicating the Impact and Implications to Stakeholders

Communicating the Change

Communication Tools

• Strategic Plans

• GIS Working Groups

• Outreach Initiatives

Geospatial Strategic Plan

• Align with organizational strategic plan

• Define business outcomes of technology deployment

• Focus on the business workflows

• Living document

• Time-bound to drive actionable next steps

Organizational Level Time Span Strategic Plan

Element

C-Level Executives 5+ years Vision

D-Level Directors 2-5 Years Goals

M-Level Managements 6 mo. – 1 year Objectives

S-Level Supervisors Quarterly-6 mo. Initiatives

Knowledge Workers 1 Day- 1 month Tasks

Communicating A Change StrategyIf-Then Planning Establishes Buy-In

Source: “Get Your Team to Do What it Says it’s Going to Do”, Heidi Halvorson, Harvard Business Review, May 2014

“ If we establish data standards then…”

“If we utilize collector app then our team will be able to

send information more effectively back to the command

center.”

Building A Change StrategyIf-Then Planning


Step 1: Goals

• Establish broad organizational goals

• No jargon rule

Step 2: Sub-Goals

• Specific, concrete sub-goals

Step 3: Actions

• Specific action(s) to complete sub-goal

• Identify who-when-where

Step 4: If-Then

• If-Then statement defining outcomes of actions

Building A Change StrategyIf-Then Planning Statistics


Turning in weekly Report Promptly

If-Then Planners: 1.5 Hours Late

Non-Planners: 8 Hours Late

Building A Change StrategyIf-Then Planning Statistics


Exercising Regularly

If-Then Planners: 91%

Non-Planners: 39%

Putting your Change Management Plan to Action

Implementing the Change

Maximize Your Impact with GIS

The Esri Method

Location

Strategy

Assess

& Plan

Initial

Operating

Capability

Operate &

Measure

Location Strategy

Location

Strategy

Assess

& Plan

Initial

Operating

Capability

Operate

&

Measure

1. Location Strategy

Define

▪ Vision

▪ Strategy

▪ Success Set

priorities

Focus on

business drivers,

not technology

Assess & Plan

Location

Strategy

Assess

& Plan

Initial

Operating

Capability

Operate

&

Measure

2. Assess & Plan Translate Location Strategy into Action Plan

Helpful to do this in 3 tracks…

ASSESSHuman expertise and availability

Existing GIS footprint

IT capability & capacity

PLANNext Set of Capabilities

Anticipated next steps

Deployment approach

Business

2. Assess & Plan 3 Tracks

Technical Organizational

2. Assess & Plan

Define Quick Win Prioritize next

focus areas

• Immediate impact

• Clear success criteria

• Real users

• Low risk

Platform Vision

2. Assess & Plan

Existing Architecture?

BusinessInformation

ProductsTechnology

Determine the information products that

best solve the business problem

Consider the most efficient way to use

technology to meet business need

2. Assess & Plan

Desktop Web Device

Server

Online Content

and Services

Foundation appsSolution templates

“GIS Ready” Data

Expand / extend apps

Integration with Business Systems

Content Production SystemsData Modernization

Advanced Workflows

WebGIS

Rapid Deployment of

FOUNDATIONAL CAPABILITIES

Realization of an

INTEGRATED ENTERPRISE SYSTEM

2. Assess & Plan

2. Assess & Plan

Understand existing

human capital

Outreach to

stakeholdersWorkforce

development

Empowerment of

tech leaders

2. Assess & Plan

Who will really use

the capability?

What stakeholders

should be involved? What outcomes matter

for getting buy in?

Build Capability

Location

Strategy

Assess

& Plan

Initial

Operating

Capability

Operate

&

Measure

3. Build Capability

▪ Real business need

▪ Demonstrate value

▪ Show rapid results

▪ Create awareness

▪ Appealing experience

▪ Leverage COTS

▪ Configuration focus

▪ Lay down foundation

▪ Create

Documentation

▪ Increase capability

▪ Celebrate Success

Determine minimum footprint to achieve these

Operate & Measure

Location

Strategy

Assess

& Plan

Initial

Operating

Capability

Operate

&

Measure

4. Operate & Measure

▪ Governance

▪ Demonstrate value

▪ Operate and improve

▪ Harden deployments

▪ Increase executive

support

▪ Reach additional

teams/people

▪ User Knowledge

Communities

5. Measure & Revisit Strategy

▪ Have you achieve

objectives?

▪ What’s your next

focus?

▪ User feedback

▪ System performance

▪ Latest platform

capability revisited

▪ Maturity

▪ Location awareness

▪ Tech leadership

▪ Workforce

development

4. Operate & Expand

Successful

Implementation

SkillsObjectives

Workforce

Development

Business Strategy

Maximize Your Impact with GIS

The Esri Method

Location

Strategy

Assess

& Plan

Initial

Operating

Capability

Operate &

Measure

Implementing and Reinforcing Change

• Leverage early wins to establish and

accelerate change

• Invest in developing employees

• Reinvigorate the change process

with new projects

• Communicate up and down your

chain of command

David Schneider [email protected]

Jennifer Vaughan-Gibson [email protected]

Thank You!

mailto:[email protected]

mailto:[email protected]

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Driving GIS Adoption through Organizational Change …