Ocm Practitioner

Organizational Change Management Practitioner
Consulting Role
Laserfiche Implementation: RCAO Child Support Services
December 2023
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Ramsey County Vision, Mission, and Goals
Ramsey County Vision, Mission and Goals
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Ramsey County Values
Ramsey County Values
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Ramsey County Structure
Ramsey County Structure
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Safety & Justice Service Team
Safety & Justice is a Service Team consisting of the following Departments:
•County Attorney's Office
•Sheriff's Office
•Emergency Communications
•Emergency Management & Homeland Security
•Medical Examiner
County Attorney's Office
The mission of the Ramsey County Attorney's Office is to serve the residents of
Ramsey County by pursuing justice and public safety, protecting the vulnerable,
delivering quality legal services and providing leadership to achieve positive
outcomes for our community.
Service Team/Departmental Overview
Service Team/Departmental Overview
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Executive Summary and Business Need
Executive Summary
The County Attorney's Office intends to increase operational capacity, improve
business support services, and expand information-sharing through the
implementation of the Child Support Electronic Content Management (ECM)
project. The goal of this project is to carefully plan and properly execute an
implementation of the County's ECM in a manner that minimizes interference
with on-going business functions and results in a solution that meets business,
functional, and technical requirements and is well-accepted and valued by users.
Business Need
Current manual processes do not adequately meet the needs for timely and
secure access to information by our staff, partners, and those we serve. This
project involves the replacement of manual processes with Laserfiche through
the analysis of a document's lifecycle.
Executive Summary and Business
Need
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Project Objectives and Benefits
Project Objectives
By implementing the ECM project, the county intends to accomplish the following:
•Reduce the physical flow and storage of paper documents and records.
•Improve the ability of staff to locate and retrieve documents and records.
•Enforce consistent implementation of recordkeeping policies.
•Control the unrestrained growth of document and records volume.
•Enable staff to prepare and present cases more thoroughly by using the organizational capacity
of ECM, thus increasing the likelihood that case outcomes will meet the needs and expectations
of the community.
•Enhance business support services provided by the County Attorney's Office, thus enabling the
effective and efficient delivery of high-quality county services.
•Facilitate partnerships by allowing for comprehensive sharing of information in a way that meets
legal requirements for trustworthiness, completeness, accessibility, and legal admissibility.
Project Benefits
•Significantly reduce the manual transport of files between county buildings, improving security /
data privacy.
•Provide real-time access to information to be more responsive to requests for information,
increasing customer satisfaction.
•Increase information-sharing and enable secure access for concurrent users.
•Significantly reduce the potential liability of audit exceptions while improving document lifecycle
maintenance and workflow automation.
Project Objectives and Benefits
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Engagement Overview
The Organizational Change Management Practitioner will assess the readiness and
facilitate the transition of approximately 150 change-fatigued personnel in Child Support
Services to a Laserfiche solution.
The project team consists of business staff and Information Services (IS) resources who
have worked on this project on a part-time basis as time allowed.
Implementation is currently scheduled for late March 2024.
In addition to conducting readiness assessments and developing/implementing
organizational change management and communication plans, the consultant will
evaluate the effectiveness of adoption of Laserfiche and will collaboratively create and
implement remediation plans.
User training will be completed by IS; however, the consultant will collaborate with IS in
delivery strategies and training evaluation.
Engagement Overview
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Primary Responsibilities and Deliverables
Primary Responsibilities:
•Understands the project drivers, scope, and
expected business outcomes.
•Develops the engagement approach,
milestones, and schedule in collaboration
with key stakeholders to achieve business
outcomes.
•Builds collaborative and trust-based
relationships with key stakeholders and
personnel.
•Conducts impact analyses and readiness
assessments.
•Develops and implements organizational
change plans including communication
plans and strategies.
•Evaluates the effectiveness of
organizational change plans and training;
develops and implements remediation plans
if warranted.
•Logs and follows through to disposition
Project-related risks, action items, issues,
and decisions; escalates issues and risks
as needed.
•Monitors progress, tracks time, and reports
status.
Primary Deliverables:
•Engagement approach, milestones, and
schedule
•Impact analyses
•Readiness assessment(s)
•Organizational change plans
•Communication strategies/plans
•Evaluation plan
•Evaluation reports
- OCM Plans
- Training
•RAID Register
- Risks
- Action Items
- Issues
- Decisions
•Status Reports (including hours burndown)
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Mandatory and Desired Qualifications
Mandatory Qualifications
•B.S. or B.A. degree (4 year) (or
Associates degree plus an additional 5
years' experience)
•5+ years experience as an OCM
Practitioner for projects with a technology
component
•Intermediate-level skills MS Office Suite
and MS Project
Desired Qualifications:
•Experience managing change in state,
county, or city governments or non-profit
sector
•Laserfiche experience
•ACMP or Prosci certification
•Note: Diverse and bilingual candidates are
strongly encouraged to apply.
Skills and Abilities:
•Knowledge of best practices, tools, and
techniques in the professional discipline of
organizational change management
•Business acumen
•Elicitation skills
•Facilitation skills
•Negotiation and conflict resolution skills
•Influencing skills
•Has or can quickly earn trust and credibility
with stakeholders and team through
empathy, follow through, and transparency.
•Ability to communicate effectively with all
stakeholders
•Analytical, strategic, creative, and systems
thinking skills
•Ability to analyze problems, identify and
evaluate options, and implement solutions.
•Performs at high levels under pressure, even
during organizational chaos.
•Open and receptive to continual feedback
•An "honest broker" - can deliver bad news in
good ways.
•Training development and delivery
•Evaluation skills
•Proficient in MS Office suite and
collaboration tools.
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Project Environment
•Ramsey County is committed to racial equity, diversity and inclusion.
•The Project is sponsored by the Ramsey County Attorney's Office; a department within the
Safety & Justice Service Team. A key stakeholder is Information Services (IS).
•The consultant resource for this position will be managed by the Enterprise Project
Management Office.
•The PM consultant will work with a small Project Team comprised of the sponsor and key
stakeholders.
•The Project team resources are located in Metro Square (121 7th Pl E); impacted stakeholders
are located throughout Ramsey County. **Ramsey County is operating in a hybrid work
model; the resource will be required to be on site as needed. Work will be primarily
conducted during standard business hours. Local candidates are preferred.
Project Schedule
•Anticipated Project Start Date: 1/2/24
•Anticipated Duration: 4-6 months
•Estimated Hours: 20-40 hours/week with a more full-time schedule through training in March
•The County will retain the option to extend the work orders in increments as determined by
County staff.
Project Environment and Schedule
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Interview Details
•Note: Interviews will be conducted via Microsoft Teams.
•Reserved date for interviews: 12/18/23 (AM)
•The total duration of the interview will be approximately 45-55 minutes.
•Candidates selected for the interview will be asked to submit sample work products that reflect
their current understanding of the deliverables outlined in this sourcing document (e.g., impact
analysis, readiness assessment, communication plan, evaluation plan and report, etc.).
Artifacts are due by NOON on 12/15/23. The interview panel will review the sample work
products prior to the interview and will discuss submissions with the candidate during the
interview.
•Candidates will be emailed the interview questions approximately 15 - 30 minutes before their
scheduled interview start time.
Interview Guidance:
•Thoroughly prepare for the interview by reviewing this PPT and the Ramsey County web-site.
•The successful candidate will be able to articulate their planned approach for the detailed
planning, execution, and evaluation of this Project/Initiative.
•Prepare questions for the interview panel.
•Since the interview is scheduled to last under an hour, please answer the questions as
concisely and "to the point" as possible without compromising the content of your response.
Be prepared to highlight any artifact submitted you feel is especially relevant.
Interview Details and Guidance