The main activities that our change management process involves are: 

• Analyse past experiences with change
• Align on Change Management Strategy: assess the need for change; identify all stakeholders; develop the communication plan
• Build communication and training materials
  
• Deliver communication to end users in the way they will receive it best
• Measure satisfaction
• Handover to ongoing support teams
  
• Celebrate Success

Current Situation:

A mid-size corporation is going through a tough financial systems transformation programme. The Head of Finance is enforcing a top-down approach. Everyone is expected to use the new systems, and the old ones will be closed off completely at a specific cut-off date. 

But rumours are spreading that the implementation team is struggling to automate the integration between systems. The go-live is planned right at the end of the tax year period and the Accounts Payable team is starting to worry that they won’t be able to access crucial data before the cut-off date. They’re scared that they won’t be able to do their jobs efficiently, or even at all in the new system.

Catko’s Action Plan:

1. Identify the potential risks and challenges: The first step is to identify and evaluate the potential risks and challenges that could impact the successful implementation of the new financial systems. This includes identifying any technical, operational, or logistical challenges that could arise during the transition process.
2. Assess the impact on Accounts Payable: The concerns raised by the Accounts Payable team need to be addressed promptly. It is important to assess the impact of the new systems on their work processes and determine how to minimise disruptions.
3. Communicate with the implementation team: It is important to establish communication with the implementation team to understand the root cause of their integration difficulties. This will help in finding a way to resolve these issues before the go-live date.
4. Evaluate the feasibility of big-bang deployment: The Head of Finance needs to evaluate the feasibility of the big-bang deployment approach. It may be necessary to consider alternative deployment approaches that minimise disruptions and provide more flexibility during the transition period.
5. Develop a contingency plan: In case the big-bang deployment approach proves to be unfeasible, it is essential to develop a contingency plan that outlines alternative deployment approaches that are more feasible and have less impact on day-to-day operations.
6. Build and provide training and support: It is important to provide sufficient training and support to the employees who will be using the new systems. This includes training on the new software, business processes, and procedures.
7. Plan for data migration: A plan needs to be developed for migrating data from the old system to the new one. This should include a backup plan in case there are issues during the migration process.
8. Conduct testing: It is essential to conduct testing of the new systems before the go-live date. This includes testing for functionality, usability, and security.
9. Set up a support team: A support team needs to be set up to handle any issues that arise during and after the transition period. This team should be easily accessible to employees and should have the necessary expertise to resolve any issues.
10. Monitor and evaluate the transition: Once the new systems are deployed, it is important to monitor and evaluate the transition process to ensure that the new systems are working effectively and efficiently.
11. Celebrate success: the path to success may prove to be windy but at each bend, the implementation and finance teams and the Head of Finance need to recognise what went well and celebrate each other. This will lessen any forming division and allow all team members to empathise with each other and compromise where needed. 

By following these steps, the mid-size corporation can successfully implement its financial systems transformation while minimising disruptions to its day-to-day operations.