"We show the way, we pave the way, then we get out of the way"
What does a Transformation Manager do?
Transformation Mangers identify, clarify and maximize opportunities for improvements to programs and services and creates structures and processes to continually improve toward those opportunities from the idea through implementation. We do things for our customers like facilitate meetings, WBS, Charters, business process mapping, and S.M.A.R.T objective workshops. Transformation Managers lead organizations through these steps below to prepare for the change and to provide guidance and clarity to project stakeholders.
- Intake: What's the dream?
- First Contact: What's the idea?
- Initiative Identification: What are the goals?
- S.M.A.R.T Objectives Meeting: What will we commit to do?
- Project Steering: are we doing what we must do to fulfill the dream?
What are the benefits of Transformation Management?
It prepares the work, the organization, the stakeholders and constituents for an effective and successful implementation. By capturing and collecting information we build up a body of objectives and goals so we can eventually align portfolios around projects with common objectives to fully optimize our efforts.
How to Engage and Enroll with a Transformation Manager?
Email engageIT@maine.gov. You can also reach out to your Account Manager and they will direct you to us.
Steps to get you signed up: First contact, MOU with statement of work, establish a budget. Average length of engagement is 2 to 12 weeks at a rate of $107 an hour.
Transformation Planning:
What is a Work Breakdown Structure (WBS)?
A WBS helps organize the scope of the total project and make deliverables more precise, so project teams know exactly what needs to be accomplished. Transformation Managers provide support in creation of WBS development of deliverables to help organize work required. A work breakdown structure is a key project deliverable that organizes the team's work into manageable sections. A method for completing a complex, multi-step project. Breaking it down into smaller chunks means work can be done simultaneously by different team members, leading to better team productivity.
What is a Project Charter?
A Charter describes a projects, rationale, goals and participants. A Charter is the first step in the roadmap to measure benefits throughout the project lifecycle. A project charter is a preliminary statement of the scope, objectives, and organization(s) impacted by the project. It attempts to document critical analysis components that provide an early estimate of effort and timeline. To define an early estimate for time and cost, the project must understand the known risks, constraints, and dependencies that can impact time and money. A final component of the charter is defining who will be impacted by the project and how the project is planned to be executed. All the components of the charter set expectations and seeks executive approval to begin. Transformation Managers assist in the creation of the project Charter. Consider your project charter a kick-off meeting in document format. It should answer any question you would ask in a meeting.
| Key Project Charter Metrics | |
|---|---|
| 1. Executive Summary | 7. Risks |
| 2. Overview | 8. Constraints |
| 3. Objectives | 9. Dependencies |
| 4. Scope | 10. Approach |
| 5. Estimated Effort/Cost/Duration | 11. Approvals |
| 6. Assumptions | |
What is the Business Case process?
The purpose of this process is to provide a clear understanding of the projects being requested and provides a mechanism for understanding effort and value and prioritizing the project in the context of information technology needs. Transformation Managers are available to provide support for business case development and help in assessing specialized information or interacting with stakeholders. It is important that stakeholders understand they are supporting you in developing a business case which may include determining the need for a competitive procurement process. Transformation Managers will utilize the guide created by the Business Case Implementation Team to walk agencies through this process.
What is EngageIT Methodology?
EngageIT is a Path for agency engagement with MaineIT for opportunities and solutions. This process is meant to create a single method and process that is compatible with the engagement for all opportunities to improve outcomes for our constituents. Below are some key advantages to this process.
- Single method to initiate engagement between Maine IT and agencies
- Each potential initiative or issue is owned by the appropriate entity at Maine IT throughout its life cycle
- Clear engagement points aligned to specific purposes and outcomes
- Process is fully documented throughout
- Low burden of entry for agencies seeking engagement
- Process is fully guided by specifically trained Maine IT staff
- "No wrong door" policy for anyone seeking or needing engagement
Transformation Managers will guide you through this process to ensure you are on the right path to success.
A Handbook was created to document how to access current MaineIT services and a monthly open house is available to all who are interested that consists of a handbook review and a listening session with the assistance of the Cross-Functional Team and SME's within MaineIT.
Tactical Solutions:
What is the role of a facilitator?
A Facilitator is a person whom is not a stakeholder that plans, develops, and conducts a structured and effective meeting that produces a clear result that is commonly understood and supported by all participants. Transformation Mangers facilitate to ensure that the group's objectives are met effectively, with clear thinking, good participation and full buy-in from everyone who is involved. Transformation Managers will lead the way, bring out the subjects to be talked about, while everyone else contributes to the discussion with opinions, questions, and arguments.
What is Governmental Process Facilitation?
Sometimes a client knows what they want but is either new to State Government or does not know how to make it happen. In government there are rules and procedures that can be complicated or mysterious. Transformation Managers can help you to navigate the system, bring together the people who can help, or, if they need to, investigate the process and then help you through the steps. They will establish a plan of action to resolve a problem, get the answer you need from the person who has it and verify that the process adheres to governmental policies and procedures.
Transformation Managers help define the problem, gather information, generate possible solutions, evaluate ideas and then help choose which approach to take for the best outcome.
Strategic Planning:
What is Business Process Mapping?
Business Process Mapping is used to help organizations and businesses improve efficiency. Transformation Managers will provide insight into this process, help teams brainstorm ideas for process improvement, increase communication and provide process documentation. Business Process Mapping will identify bottlenecks, repetition and delays. Business Process Mapping can be used to document a current process and to model a new one. Its purpose is to gain a detailed understanding of the process, people, inputs, controls and outputs, and then potentially to simplify it all, make it more efficient and/or improve the process results.
What are S.M.A.R.T objectives?
S.M.A.R.T objectives (specific, measurable, achievable, relevant & time-bound) is an effective tool that provides the clarity, focus and motivation needed to achieve goals and encourages clients to define objectives and set completion dates. Assessing and tracking progress helps to stay focused, meet your deadlines, and feel the excitement of getting closer to achieving your goal. Transformation Managers assist with creation of goals to objectives workshops using the S.M.A.R.T method. This method will help customers realize their overall goal and that it can be achieved.