CWS-CARES OCM Resources

Definition:

Change Impact Assessment is a systemic way to identify impacted stakeholder groups and determine the level change impacts at an organizational and stakeholder level. It provides a broad view of the affected stakeholder groups for each component of the CWS-CARES implementation. The purpose of this assessment is to identify the degree and perception of the changes that will take place and provide an overview of the potential impacts.

Outcomes:

• Provides a view of the breadth and depth of the changes resulting from CARES Go-Live
• Identifies high risk areas early based on the degree of impact and perception of the changes
• Provides a clear statement of the approach to be used for the development and execution of all communication activity and defines the parameters for delivering key messages to stakeholders

Guidance Activities:

• Documenting future state processes
• Analyzing change impacts
• Validating change impacts
• Reporting change impacts
• Planning change impact mitigation activities

For more details on activities, review the CWS-CARES Change Impacts guidance.

Tools & Templates:

• CWS CARES Change Impacts Tracker
  • This tracker highlights all of the change impacts identified at the time of the date listed and is updated periodically.
• CWS-CARES Implementation Change Impact Tracker Template
  • This template is a blank version of the Change Impact tracker for Organizations to use to populate their own identified change impacts.

Definition:

A comprehensive document that outlines the goals, objectives, tactics, and resources needed for effective communication with stakeholders throughout the CWS-CARES implementation it includes a detailed plan of the types of communication, channels, timings, and the methods that will be used to convey relevant information to all stakeholders.

Outcomes:

• Facilitates effective communication with stakeholders through the appropriate channels and messengers
• Provides clear and consistent communication to stakeholders
• Provides a clear statement of the approach to be used for the development and execution of all communication activity and defines the parameters for delivering key messages to stakeholders

Guidance Activities:

• Reviewing CWS-CARES reference information and previous communications
• Identifying potential gaps for stakeholders
• Building a communications plan
• Refining a communications plan

For more details on activities review the CWS-CARES Communications guidance.

Included Tools & Templates:

• CWS-CARES Communications Plan Template
  • This template can be leveraged for Organizations to build out their own communications plan and track progress against the established plan.
• CWS-CARES Baseline Communications Plan
  • A preloaded communications plan with recommended communication topics and cadences to support go-live communications.
• CWS-CARES Awards Certificate Template
  • A certificate template Organizations can use to celebrate and showcase individual successes.
• CWS-CARES Infographics, Flyers, Slogans, and Branding Site
  • This site offers a variety of communication resources such as infographics, graphics for communications, best practices, and previously published public communications for Organization use.

Definition:

A structured evaluation of how prepared an Organization, its leaders, and its people are to adopt the CWS-CARES. It gauges awareness, willingness, capability, capacity, and risk through methods like surveys, interviews, and stakeholder mapping. The results identify gaps and inform targeted follow-on actions such as additional communications or training to improve adoption.

Outcomes:

• Provide a clear view of engagement levels and risk or resistance hotspots by stakeholder group, function, or geography
• Identify prioritized interventions and plan adjustments (targeted communications, training, etc.)
• Measure baseline metrics and feedback mechanisms to track engagement and adoption over time and inform decision making

Guidance Activities:

• Reviewing reference materials
• Building survey questions
• Analyzing results
• Refining mitigation plans

For more details on activities review the CWS-CARES OCM Measurement and Evaluation guidance.

Included Tools & Templates:

• CWS-CARES Sample Stakeholder Engagement Survey Metrics
  • These sample survey metrics work as a starting point for Organizations, illustrating best practices for identifying how to measure stakeholder engagement.
• CWS-CARES Sample Stakeholder Engagement Survey Questions
  • These sample survey questions work as a starting point for Organizations, illustrating best practices for survey question selection, goals, ratings, etc., to help deliver data that can inform mitigation tactics and responses.

Definition:

An assessment of key CWS-CARES stakeholders who must remain informed and engaged throughout the CARES implementation. The insights gathered will inform communications and engagement strategy. The stakeholder analysis supports timely and targeted information is disseminated in support of stakeholder groups across the state. This analysis will also inform the identification and articulation of change impacts to support effective adoption across the CWS-CARES community.

Outcomes:

• Guides the communication and engagement plans by ensuring changes are shared with the right stakeholders
• Highlights where the change will have interest and influence outside of the end users
• Supports understanding what level of influence and control stakeholder have over the success of the change.

Guidance Activities:

• Identifying stakeholders
• Tailoring stakeholders to Organizations
• Assessing stakeholder impact, interest, and influence
• Building a Stakeholder Landscape

For more details on activities review the CWS-CARES Stakeholder Analysis guidance.

Included Tools & Templates:

• CWS-CARES Stakeholder Registry Template
  • This template to help Organizations identify and quantify all stakeholder across the CWS-CARES landscape and their level of impact, influence, and perception of the change.
• CWS-CARES Stakeholder Landscape
  • This Stakeholder Landscape identifies stakeholder groups, level of impact, and level of influence from a Project level.

Definition:

The process of identifying, understanding, and collaborating with individuals or groups who can influence or are affected by the CWS-CARES implementation. Stakeholder engagement involves ongoing, two-way communication to surface needs and concerns, build trust and buy-in, inform decisions, and reduce risk.

Outcomes:

• Enables higher-quality, more relevant decisions informed by diverse stakeholder insights
• Increases buy-in and trust, leading to a smoother CWS-CARES implementation and change adoption
• Identifies risks and issues earlier with collaborative mitigation and clearer accountability

Guidance Activities:

• Reviewing the stakeholder landscape and existing engagement forums
• Defining objectives and scope for engagement
• Executing engagement activities
• Monitoring sentiment and outcomes

For more details on activities review the CWS-CARES Stakeholder Engagement guidance.

Included Tools & Templates:

• CWS-CARES OCM Coordinator Meeting Summary
  • This meeting summary template provides a way for OCM Coordinators to share out information discussed in the OCM Advisory Workgroup (OCMAW) with their organizations in a digestible way.
• CWS-CARES OCM Coordinator Identification Template
  • This template highlights best practices when Organizations look to identify additional OCM Coordinators to champion the upcoming change.