The Coupa Change Management methodology helps organizations align the people and processes with the changes brought about by the implementation of Coupa to improve spend management at your organization. The Coupa Change Management methodology is based on the Prosci Change Methodology and also leverages our experience with hundreds of Coupa implementations.
The following identifies the phases to help you manage change and templates you can leverage for the change. Change management does not end in Mobilize phase. Change management activities continue throughout the project to drive project awareness, develop training plans to prepare user base for change and measure success and adoption post go live to sustain change.
|Activity||Key Inputs||Roles & Responsibilities||Deliverables||Supporting Documents|
|Identify reasons for change||Identify and communicate the reason for the change, articulating the “why” before getting to the “how”. The change reason needs to address more than just “what”is being done, but should also articulate the “why” and then get to the “how” the changes are to be implemented. Having a common understanding of why the system is being implemented helps everyone be on the same page throughout the project. The reason for change should be shared during the project kickoff meeting and is best articulated by the executive sponsor.||
Coupa Exec Sponsor/RVP or EM/PM works with customer to outline reasons for change
|Reasons for Change output presented in Kick-off and company communications||Change Management Reasons|
|Identify impact areas and sponsorship/change management team||
Understanding all the departments impacted by the optimization of spend management allows you to build a plan to manage the change. It is critical you identify all impacted areas both internally and externally to your organization across all geographies. The identification of all impacted areas is important as it identifies the communication and training needs for your organization.
While most projects have an identified project sponsor, to successfully manage change, you need to identify champions across the organization based on the areas and departments impacted by the change. For each of the impacted areas identified in the previous step, you should identify the champion who will help drive the change within that department.
|Coupa EM/PM advises customer on common impact areas||Change management champions identified in respective impact areas|
|Develop Communication Plans||For each area of the organization that will be effected by spend management changes, a separate communication plan should be developed. The communication plan may include informational updates as well as sessions to solicit feedback and buy in to the final configuration of the application. Another tool which has helped clients is to brand the project to help promote and accelerate the adoption.||Coupa EM/PM advises customer on communication plan development||Communication Plan developed||Communication Plan and Email Templates|