Organizational Change Manager

3 weeks ago

Canada, CA Ehub Global Inc Full time

Given the large volume and complexity of its cases, OPGT requires advanced financial and accounting processes, which are currently managed through the Public Trustee Information System (PTIS). This project’s primary objective is to replace PTIS with a modern platform developed on Microsoft Dynamics, integrating both Customer Relationship Management (CRM) and Financial components.

The new system will be designed to align with revised operational processes, improving services for both public trustee staff and clients, while increasing efficiencies across the organization. It will provide a streamlined experience for clients and internal stakeholders. Staff, based in Edmonton and Calgary, will be provided with change management and training before each product release, ensuring a smooth transition and successful adoption of the new system. Approximately 150 staff members will require support in the form of training and change management initiatives.

Duties:

The Senior Organization Change Manager (Change Manager) will lead and oversee the successful execution of change management strategies and the training program. This role is crucial in facilitating the adoption of the new system and ensuring a seamless transition for users across the organization. The Change Manager will collaborate with project teams, leadership, and other key stakeholders to ensure that the organization is prepared for the changes ahead and that users are equipped with the necessary skills and tools to adapt to the new system.

The Change Manager will be responsible for designing and implementing effective strategies to manage change, creating training materials, and ensuring successful delivery of training to all relevant stakeholders. The role also involves overseeing communications and engagement activities to foster buy-in from all stakeholders, identifying and addressing concerns, and ensuring that the organization transitions smoothly to the new system.

Responsibilities:

1. Change Management Strategy and Planning

• Lead organizational change management activities to ensure smooth system adoption.

• Conduct readiness assessments to gauge the organization’s preparedness for the change.

• Develop and implement comprehensive change schedules, plans, and strategies.

• Estimate resource requirements and develop work plans to ensure timely completion of project tasks.

• Work closely with project leadership to ensure sponsor engagement and alignment with the change and training initiatives.

• Address resistance and manage risks associated with change and training.

• Assess the impact of the change on different business units and user groups, identifying potential resistance points and risks.

2. Stakeholder Engagement & Communication

• Lead communication and engagement efforts to foster alignment and support for the new system.

• Build and maintain strong relationships with key stakeholders, including leadership, end users, project teams, and IT teams.

• Develop and implement communication strategies, including timelines, content, and formats tailored to different audiences.

• Draft compelling communication materials such as messaging, announcements, FAQs, updates, and other resources to clarify and foster engagement throughout the project.

• Plan and facilitate meetings with stakeholders to gather feedback and provide updates on the project’s progress.

• Act as a liaison between business areas and project teams, ensuring user feedback is incorporated into training and communications.

3. Training & Development

• Lead training activities to ensure all users are prepared for the new system.

• Conduct a comprehensive training needs analysis to identify gaps in knowledge and skills.

• Design and implement a structured training program, ensuring that various user groups receive training tailored to their roles and technical proficiency.

• Develop and deliver training materials, such as manuals, guides, eLearning content, and video tutorials, ensuring content is accessible and engaging.

• Organize and facilitate training sessions, ensuring full participation and engagement from all staff.

• Assess training effectiveness through feedback and success metrics, adjusting content and delivery as needed.

4. Impact Assessment & Monitoring

• Conduct a thorough change impact analysis to understand the scope of change across the organization.

• Monitor and track the progress of change management and training activities, ensuring they are on schedule and addressing any challenges.

• Define and track success metrics, such as user engagement, training completion rates, and system adoption levels.

• Gather and evaluate feedback from users to identify any issues or gaps in training, and work with the project team to resolve them quickly.

• Track user adoption post-launch and provide ongoing support to help staff integrate the new system into their daily workflows.

• Use feedback to refine strategies and continuously improve training materials and change management approaches.

5. Project and Post-Implementation Support

• Collaborate with the project team to develop a system for post-implementation support, including follow-up training, resources, and help desk support.

• Ensure that training materials and user resources are updated and maintained following system deployment.

• Support project success by completing other role-related tasks as necessary.

Working Hours:

• Standard working hours are from 08:15 AM to 04:30 PM Alberta time, Monday through Friday, excluding provincial holidays.

• The work must be conducted from within Canada due to network and data security issues.

• While the resource can work remotely, they must be available for on-site meetings and training when required. On-site attendance for training sessions will be expected.

• The Province will not cover any travel or relocation costs related to on-site meetings.

Enhanced Security Clearance:

Before starting, the resource must provide criminal record checks and comply with the Enhanced Security Clearance process, including a financial credit report.

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