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Business Change Manager (Swindon, UK)

Business Change Manager (Swindon, UK)

METRIC is first and foremost a technology company. We design and develop new and innovative solutions for the parking, transport, retail, and logistics sectors. METRIC has a long history of being at the forefront of design and innovation, our company has produced many firsts from the first ticket machine to allow overlapping fare stages and first all-electronic desktop calculator to the world’s first electronic pay & display machine. This exciting new role will be responsible for the implementation, support, and evaluation of change management strategies and plans that maximize employee adoption of new tools, processes, and technologies working within all aspects of the business.

Business Change Manager

Salary up to £40,000.00
Based in Swindon
40 hours per week

Reports to: Director, Business Solutions Direct Report, Programme Manager Indirect Report

Key Responsibilities

  • Project Management
  • Vendor Management
  • Process Mapping / Analysis and re-design
  • Audit and Governance
  • IT Contract, review IT Governance and change control
  • Vendor Compliance
  • Data Management
  • Process documentation
  • Test planning, Integration Testing
  • Facilitating, motivating
  • Go live preparation
  • Post go-live

Key Tasks

  • Briefing on business strategy
  • Business Process Mapping – current processes in the system, manual procedures, etc.
  • Vendor Process review and fit/gap analysis
  • Vendor application integration or data export-import requirements
  • Agree and sign off any variation from “out of the box”, details and costs vs benefit must be done
  • Project timeline high level with vendor’s
  • Project timeline high level with business
  • Detail in timelines and review with business then vendor’s
  • Contract / deliverables sign off
  • Project delivery develop, unit sign off, process sign off and go live end to end sign off for applications
  • Project static data preparation
  • Go live and post go-live support, vendors on-site for a limited period (goodwill approach)

Amplified Job Description

Briefing on Business Strategy

  • Key objectives
  • Timeline
  • Measures of success

Business Process Mapping As Is

  • Map individual departmental process to the application, job role, and external input
  • By process identify data entry, manual work, reporting, security/segregation of duties
  • Introduce authorization controls and limits
  • Identify risks and devise processes and where compliance concerns-develop process
  • Identify business uniqueness – Risk points to software development
  • Identify reporting for:
    • KPI’s
    • None business essential-Question why
    • Legislation
    • Audit and governance
    • Customer
    • Documentation
  • Process flows for existing and new customers
  • Process flows for maintenance and integration between applications – a minimum of job number to flow back to invoicing?
  • Asset management, parts procurement, tracking and re-stocking
  • Projects vs maintenance process

Audit and Governance

  • Discuss with external audit any areas for improvement in processes
  • Project governance and documentation with exception reporting and R.A.G reporting
  • Risk register – a key driver for the project timeline

Vendor Process Review

  • Using Vendors process information review within the business and with the vendor any concerns where a gap or variation in the process is observed
  • Document gaps and then proposed changes
  • Business review changing the process to fit the application cost-benefit and incurs no extra support costs for non-standard application delivery
  • Contract negotiation for variations

Vendor Collaboration

  • For data shared between the applications and customers-bespoke development or customization

Development and Testing Phase

  • Establish a chart of accounts, build and test for sign off
  • Testing of solution
  • Establish account information processes
  • Microsoft Dynamics-Load chart of accounts
  • Register chart of accounts
  • Configuration of process
  • Test system and development test system to replicate any issues with the vendor
  • Test system purely for checking the data cleansing and uploads
  • Establish and capture business reporting requirements
  • Chair weekly high-level meeting with vendor and project team to report on the timeline
  • Chair daily team meetings-stand up approach for blockers, completion and task allocation

Go Live Preparation

  • Identify Infrastructure-software deployment, mobile devices, printers, scanners, and wireless coverage
  • Change management processes for business, IT and vendors
  • Data cleansing o Ensure that all static data is standardized, checked, and maintained to go live. Customer address’s, customer contacts for purchase orders and invoices allocated to emails
  • Involve finance in all testing, departmental data entry, change of data where likely impact on the chart of accounts
  • User documentation – process documentation – signed off by vendor and support the process
  • Unit sign off – testers and department lead
  • Process sign off – testers and department lead
  • Training o Customers how to use portals
    • In house IT training
    • Department training
  • Communication to all customers and suppliers
    • Overview and benefits to the customer
    • Sample invoices and other documents and email formats
    • Email addresses to whitelist to ensure reports and invoices received
  • End to end sign off – department leads, vendors, directors, auditors (optional)

Go Live and Post Support

  • Manage how vendors provide a week on-site and specialist for the first month-end run
  • Ensure business caveats and ensures the capture if the process does not perform as developed
  • Manage vendor dedicated support with developers through their coordinator.
  • Establish vendor call support and regularity
  • Establish Vendor status updates in initial contract discussion
  • Manage and implement vendor contract discussions for Field support of maintenance staff
  • Updating of documentation
  • Internal ongoing change management controls
  • Future enhancements
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