# Module: People ## Task 1: CCOE Functional Optimization #### Description Set up the initial Cloud Center of Excellence (CCoE) structure. Ensure that leaders are identified to lead the transformation for the AWS cloud migration journey. #### Acceptance Criteria Cloud leadership teams established with functional representation (for example, CCoE Lead, CBO functions, CPE, Security, Finance, OCM) #### Acceptance Criteria Cloud leadership team roles and responsibilities defined #### Acceptance Criteria Escalation path defined for cloud blockers #### Acceptance Criteria CCoE charter in place ## Task 1: Subtask 1: Align on business outcomes and priorities #### Description Align on business outcomes and priorities 1) Intro meeting with executive sponsors to educate on culture and cloud leadership 2) Review and discuss desired business outcomes and priorities for the Mobilize phase 3) Review the escalation path for cloud blockers #### Acceptance Criteria • Finalized desired business outcomes and priorities ## Task 1: Subtask 2: Identify Cloud Program Leader #### Description Identify a committed single-threaded cloud program leader to drive overall migration execution, allocate resources effectively, and remove leadership level roadblocks that might impede the migration progress. 1) Met with the executive sponsor to review roles, responsibilities, and leadership characteristics for the cloud program leader 2) Identified a cloud program leader 3) Refined roles and responsibilities for the cloud program leader 4) The executive sponsor met with the cloud program leader to agree on cloud goals, guardrails, and priorities 5) Presented the cloud program leader to the broader organization #### Acceptance Criteria • Identified a cloud program leader ## Task 1: Subtask 3: Identify Cloud Leadership Team (CLT) #### Description Identify a trusted, cross-functional Cloud Leadership Team (CLT) which can make critical cloud program decisions and champion cloud transformation across the enterprise. 1) Met with the executive sponsor and cloud program aeader to a) review the Cloud Leadership Team (CLT) roles (for example, CCoE Lead, CBO, CPE, Security, Finance, OCM) and b) agree on cloud goals, guardrails, and priorities 2) Preliminarily identified names for the CLT (Cloud Foundation) 3) Developed a plan for communicating to CLT appointees 4) The executive sponsor and cloud program leader met with the CLT to agree on cloud goals, guardrails, and priorities 5) Present the cloud program leader to the broader organization #### Acceptance Criteria • Finalized the cloud leadership team ## Task 1: Subtask 4: Align Cloud Leadership Team on goals and priorities #### Description Set the proper foundation and alignment with executive leadership, cloud transformation program workstreams leads, and impacted groups and teams working on this program. 1) Reviewed the AWS Cloud Acceleration Workshop and MRA2 outcomes with CLT and other key stakeholders 2) Reviewed and refined business goals and outcomes 3) Identified priorities and set goals for the Mobilize phase #### Acceptance Criteria • Identified goals and priorities for CLT ## Task 1: Subtask 5: Establish ways of working with Cloud Leadership Team #### Description 1) Conducted a Culture and Change leadership workshop with the CLT 2) Defined how the CLT will operate and what values and behaviors will be demonstrated encouraged in others #### Acceptance Criteria • Established a working strategy with the cloud leadership team ## Task 2: Change Impacts #### Description Understand and capture how significantly different the current state is from the desired future state in order to plan how to manage the change. #### Tools Change Impact Assessment tool #### Acceptance Criteria • Change impact finding and mitigating recommendations #### Acceptance Criteria • Completed change area impact analysis #### Acceptance Criteria • Stakeholder-based assessment ## Task 2: Subtask 1: Socialize the tool and purpose #### Description After you assign the future state, it is necessary to understand and capture how significantly different the current state is from the desired future state. Understanding the degree of change is essential for planning how to manage the change. Use this process whenever a change has impacted the business. Use it to map all change impacts that have a medium- to high-level impact on business end users. #### Tools Change Impact Assessment tool #### Acceptance Criteria • Knowledge gain on the usage of change impact assessment tool ## Task 2: Subtask 2: Develop collaboration process for impact tool #### Description There are several ways to approach gap analysis. Generally, this can be seen as a two-step process. Both steps can be completed, or the change acceleration team can move straight to the stakeholder-based gap analysis and impact assessment. 1) Conduct a change-area impact assessment. This assessment looks at the macro effects of the change. Change acceleration and the process design or business operations teams must consider the change impact areas (for example, skills, process, performance management, technology) of the change, and then consider all the potentially impacted stakeholder groups for each change impact area by process function. 2) Conduct a stakeholder-based assessment. From all the stakeholder groups identified in the change impact assessment, and with the stakeholders identified in the stakeholder identification and analysis, conduct the gap analysis and impact assessment from the perspective of the stakeholder: How will they be impacted and what will their reactions and responses be? #### Tools Change Impact Assessment tool #### Acceptance Criteria • Identified steps to use the change impact assessment process ## Task 2: Subtask 3: Identify and document input sources #### Description The following are the inputs for the process: 1) Business case 2) Final business process design flows, requirements, and documentation 3) Organizational design model (if a restructure is part of the initiative) 4) Readiness assessment results #### Tools Change Impact Assessment tool #### Acceptance Criteria • Documented list of input sources ## Task 2: Subtask 4: Document change impacts #### Description Document the change impacts to ensure that the change plan is as robust as possible at the beginning of the cloud migration to AWS. #### Tools Change Impact Assessment tool #### Acceptance Criteria • Documented change impacts ## Task 2: Subtask 5: Synthesize impacts #### Description Analyze the impacts by roles, change, and function to ensure a clear understanding of the impact on the organization and how this impacts the change plan.The use of the impact assessment analysis template will help give a clear understanding of the change impact. #### Tools Change Impact Assessment tool #### Acceptance Criteria • Completed ithe mpact assessment analysis template. ## Task 2: Subtask 6: Establish review cycle #### Description Have a clear review cycle in place for all change impacts with workstream leads, sponsors, and more to ensure all information is up to date and impacts are clearly articulated and agreed upon. #### Tools Change Impact Assessment tool #### Acceptance Criteria • Defined a review cycle with stakeholders ## Task 2: Subtask 7: Produce final report and incorporate into Change Strategy & Plan #### Description Incorporate the findings into the change strategy to ensure that the plan meets the needs of the impacted stakeholders through the life of the program. For more information, see [GitHub](https://github.com/aws-samples/aws-migops-guidance/blob/main/General-Migration/v1.0/PeopleMobilize/People-Runbooks/Change-Impact-Assessment-Guide.md) #### Tools Change Impact Assessment tool #### Acceptance Criteria • Final reported generated and incorporated into the change strategy ## Task 3: Leadership Alignment #### Description Align key leaders in understanding who will be impacted by the migration and how they will be impacted. Also, periodically gauge the readiness of the organization. #### Acceptance Criteria • Completed alignment stories #### Acceptance Criteria • Identified transformation goals #### Acceptance Criteria • Performed gap analysis to call out any conflicts in leadership objectives ## Task 3: Subtask 1: Identify Key Leaders #### Description This step involves understanding the transformation goals and who the key leaders are. To align leadership toward a unified transformation goal, conduct a gap analysis where you call out any conflicts in leadership objectives. #### Acceptance Criteria • Approved list of leaders ## Task 3: Subtask 2: Identify key topics to probe #### Description The main value of stakeholder and leadership alignment is to get key leaders to periodically gauge the readiness of the organization and to agree on the following: 1) Who will be impacted by the migration 2) How they will be impacted 3) How cloud goals enforce and enable strategic organizational imperatives #### Acceptance Criteria • Identified transformation goals #### Acceptance Criteria • Gap analysis to call out any conflicts in leadership objectives ## Task 3: Subtask 3: Schedule Interviews with Key Leaders #### Description Conducted leadership interviews to achieve the following 1) Assess the effectiveness of the cloud migration leadership communications and involvement activities and gauge consistency across the organization 2) Ensure that organizational issues and potential risks are identified early in the migration 3) Define the amount and type of support required from the cloud migration project team during the change process #### Acceptance Criteria • Understand transformation goals #### Acceptance Criteria • Gap analysis to call out any conflicts in leadership objectives ## Task 3: Subtask 4: Conduct leadership alignment assessment interviews or administer leadership alignment survey #### Description Interview structure: 1) The interviews are scheduled for 30 to 60 minutes. 2) The interviews are informal in nature and need to be as non-threatening as possible. If there are issues or misunderstandings, we need to take responsibility for them. 3) It is important to record thoughts and perceptions during the interview so that plans can be assembled to deal with issues. 4) It is important to leave knowing what communication (frequency, medium, content) they expect and that they are comfortable with the next steps and follow-up actions. #### Acceptance Criteria • Gap analysis to call out any conflicts in leadership objectives #### Acceptance Criteria • Understand transformation goals ## Task 3: Subtask 5: Analyze interview and survey data and develop leadership assessment feedback report that shows areas of alignment and gaps #### Description Interview approach There are four sections to the interview that need quantitative scores so that we can compile a snapshot of global leadership alignment: 1) Understanding of the cloud migration project 2) Current issues and experience of change 3) Leadership/Sponsorship role 4) Change readiness and culture The quantitative scores are a summary of the interviewees' thoughts and comments. It is important to get their feedback and thoughts around the questions and conduct a rating for each section during the interview. This does not need to be shared with the interviewee during the interview. A summary of the interview with our assessment of the ratings will be provided to the interviewee for their comments. The questions are scored using the following scale: 5 (High): No issues - 3 (Medium): Might need some follow up - 1 (Low): Risk area, definitely needs follow up - N/A Not Applicable. #### Acceptance Criteria • Understand transformation goals #### Acceptance Criteria • Gap analysis to call out any conflicts in leadership objectives ## Task 3: Subtask 6: Share leadership assessment feedback report with overall program sponsor #### Description A consolidated report will be prepared with all interview results. The information will be used to identify the issues facing the cloud migration. It will be presented in a summarized and non-attributable manner for use by the cloud migration project management. Understand the transformation goals, and conduct a gap analysis to call out any conflicts in leadership objectives. #### Acceptance Criteria • Consolidated report with all interview results. ## Task 3: Subtask 7: Work with program sponsor to determine next steps for closing alignment gaps #### Description Initial leadership alignment and action plans will be prepared based on this information. A change management action plan will be prepared to address the implementation support requirements you have identified. Share the assessment feedback with the program sponsor, in order to highlight the alignment, the gaps, and recommendations that will be put forth in order to create a change strategy and plan for the people within the organization. #### Acceptance Criteria • Understanding of next steps needed to close the alignment gaps #### Acceptance Criteria • Next steps to create a successful change plan for the organization ## Task 3: Subtask 8: Share leadership assessment feedback report with leadership team #### Description Share the results of the assessment with the leaders in order to ensure future alignment and to have collaboration among the group. ## Task 3: Subtask 9: Produce final report and incorporate into change strategy and plan #### Description Produce a report and incorporate those recommendations into the change strategy and plan to make the plan wholistic and integrated into the overall cloud transformation program work. #### Acceptance Criteria • Incorporated action items into the change strategy and plan ## Task 4: Learning Development Strategy and Plan #### Description Initial development teams to be identified, educated, and prepared, so that they can use the AWS platform and incorporate best practices and enterprise standards. #### Acceptance Criteria • Skills ramp-up plan for early adopters #### Acceptance Criteria • Learning Needs Analysis (LNA) complete #### Acceptance Criteria • Role-based training plans complete ## Task 4: Subtask 1: Early Adopter Identification and Readiness #### Description Initial development teams to be identified, educated, and prepared, so they can use the AWS platform and incorporate best practices and enterprise standards. The following can help: 1) Role-based skills assessments created for application teams 2) Skills assessment approval by cloud program oeader (the lead product owner) 3) Role-based skills assessments delivered to application teams 4) Role-based skills assessments reviewed by the cloud foundation team #### Acceptance Criteria • Skills assessment performed for Initial early-adopting application teams ## Task 4: Subtask 2: Early Adopter Training #### Description Initial development teams to be identified, educated, and prepared, so that they can use the AWS platform and incorporate best practices and enterprise standards. The following training plans can help: 1) Role-based training plans created by the cloud foundation team 2) Role-based training delivery prerequisites assessed (classrooms, online, vendors) 3) Role-based training delivery prerequisites addressed 4) Role-based training delivered to application teams #### Acceptance Criteria • Training plans created for initial early-adopting application teams #### Acceptance Criteria • Training plans carried out for early-adopting application teams ## Task 4: Subtask 3: Conduct AWS Learning Needs Analysis LNA #### Description Ensure that an asssessment of the cloud learning needs of our impacted stakeholder groups is completed. 1) Coordinate LNA with T&C 2) Identify Stakeholders to complete LNA 3) Develop stakeholder list (demographics, current role, future role) 4) Distribute LNA surveyFor more information, see [Learning Needs Analysis](https://aws.amazon.com/training/teams/learning-needs-analysis/.) #### Acceptance Criteria • Completed Learning Need Analysis (LNA) ## Task 4: Subtask 4: Compile LNA Results #### Description Identify the actionable results from the AWS LNA. #### Acceptance Criteria • Identified LNA results ## Task 4: Subtask 5: Develop role-based training plans #### Description Ensure that role-based cloud training plans are in place for impacted stakeholder groups. #### Acceptance Criteria • Identified role-based training plans ## Task 5: Organizational Change Management Planning #### Description Effectively set up all activities as part of the People & Change workstream. #### Acceptance Criteria • A change-acceleration RACI documented and signed off on #### Acceptance Criteria • A change acceleration RACI documented and signed off on #### Acceptance Criteria • Daily, weekly, or monthly status reports #### Acceptance Criteria • Completion of all onboarding steps for each consultant ## Task 5: Subtask 1: AWS Consulting Onboarding #### Description Ensure that all AWS third-party consultants are onboarded successfully into all internal program software, such as: 1) Environment access 2) Customer mail 3) Project management tools 4) Confluence #### Acceptance Criteria • Completion of all onboarding steps for each consultant ## Task 5: Subtask 2: Backlog Grooming #### Description Backlog tasks and items for the complete migration program are discussed, reviewed, and prioritized by product managers, product owners, and the rest of the team. The primary goal of backlog grooming is to keep the backlog up to date and to ensure that backlog tasks are prepared well in advance on a periodic basis for upcoming schedules or sprints. To efficiently track the work that is being completed for the program, ensure that all spring backlogs are groomed at program kickoff. #### Acceptance Criteria • The backlog is successfully uploaded into a project management tool #### Acceptance Criteria • The backlog is reviewed and approved by a people/OCM lead ## Task 5: Subtask 3: Backlog Management #### Description To efficiently track the work that is being completed for the program, ensure that the backlog is managed effectively throughout the program. Identify the owner for backlog management. The owner can be a scrum master, a project manager, a project lead, or similar. To ensure that the migration program is successfully completed, the identified owner must manage the backlog tasks throughout the program and ensure that they are completed. #### Acceptance Criteria • Backlog maintained throughout the program #### Acceptance Criteria • Backlog owner identified ## Task 5: Subtask 4: Complete Organizational Change Acceleration RACI #### Description A RACI template facilitates a common understanding of who makes decisions or performs activities in an initiative or in the future state of an organization. It helps set expectations upfront and minimizes issues that might arise later. #### Tools RACI templates #### Acceptance Criteria • A change acceleration RACI documented and signed off on ## Task 5: Subtask 5: Complete Organizational Change Acceleration/OCM Charter #### Description To effectively lead the rest of the organization through the architectural, program management, financial, training, and change management implications and requirements for enterprise adoption of AWS, prepare a program charter. In the charter, describe the goals, sponsors, scope, structure, and processes of the organizational change management workstream. #### Acceptance Criteria • The charter is approved by the cloud migration project owner #### Acceptance Criteria • The charter is communicated to organization. #### Acceptance Criteria • The charter is approved by the cloud migration mroject #### Acceptance Criteria • The charter is defined across key workstreams ## Task 5: Subtask 6: Establish cadence for People Workstream scrum meetings #### Description To ensure activities are delivered against the program schedule, establish a meeting cadence for the people workstream throughout the program. #### Acceptance Criteria • A periodic meeting cadence is set up (Daily/Weekly/Bi-weekly, etc.) ## Task 5: Subtask 7: Align to weekly status and reporting #### Description To receive complete details of all activities that are being worked on throughout the program, ensure that the people workstream is aligned with all other workstream status-reporting mechanisms.The following status reports help give complete details of the program 1) Daily checkpoint reports 2) Weekly status reports 3) Monthly business reports #### Acceptance Criteria • Daily/Weekly/Monthly status reports ## Task 5: Subtask 8: Develop first draft of People Metrics #### Description Set up a framework for measuring and publishing people-workstream progress. ## Task 5: Subtask 9: Complete Change Acceleration Deliverable Tracker and Approval or SignOff Practice #### Description A document that shows clear roles and responsibilities associated with the organizational change management workstream and a process for identifying and mitigating people-related risks. #### Acceptance Criteria • A change-acceleration dliverable tracker is signed off on #### Acceptance Criteria • A change-acceleration RACI is documented and signed off o #### Acceptance Criteria • A change-acceleration risk process documented and signed off on ## Task 6: Organizational Change Management Strategy and Plan #### Description To reduce risk and accelerate migration, implement the following across leadership and key stakeholders: an OCM strategy, a communication plan, an engagement strategy, a change-agent network strategy, a celebration strategy, a training strategy, and risk management. #### Tools Migration Readiness Assessment (MRA) #### Tools Migration Readiness Assessment (MRA) #### Acceptance Criteria • Reviewed and finalized MRA2 #### Acceptance Criteria • Stakeholder assessment #### Acceptance Criteria • Reviewed and finalized Migration Readiness Planning (MRP) #### Acceptance Criteria • Organization-readiness assessment #### Acceptance Criteria • Change-impact assessment ## Task 6: Subtask 1: Review strategic vision and business case #### Description Ensure that an actionable OCM strategy an plan for driving cloud migration to a defined future state is in place. #### Acceptance Criteria • Identified an actionable OCM strategy and plan ## Task 6: Subtask 2: Review AWS Migration Readiness Assessment and Migration Readiness Planning findings and outputs #### Description Ensure that all findings of the Migration Readiness Assessment (MRA2) and the Migration Readiness Planning (MRP) are included in the change plan, so that the plan is robust and complete. #### Tools Migration Readiness Assessment (MRA) #### Acceptance Criteria • Reviewed and finalized the Migration Readiness Planning (MRP) #### Acceptance Criteria • Reviewed and finalized the MRA2 ## Task 6: Subtask 3: Review Stakeholder Assessment and Change Impact Assessment and Org Readiness Assessment and Leadership Alignment findings #### Description Review and finalize the following: 1) Stakeholder assessment 2) Change-impact assessment 3) Organization readiness assessment 4) Leadership alignment #### Tools Organization Readiness Assessment tool #### Tools Stakeholder Assessment tool #### Tools Change Impact Assessment tool #### Acceptance Criteria Completed and reviewed a) Stakeholder assessment b) Change-impact assessment c) Organization readiness assessment d) Leadership alignment ## Task 6: Subtask 4: Consider aligning strategy with existing OCM methodologies internal to the customer if existent #### Description Ensure that all findings that are applicable are included in the change plan, so that the plan is robust and complete. #### Acceptance Criteria • Identified OCM methodologies and included them in the change plan ## Task 6: Subtask 5: Leverage define future state findings #### Description Ensure that desired-state discussions are included and taken into account so that the change plan will not have to be largely reworked in order to be reused in the future. #### Acceptance Criteria • Identified desired state findings ## Task 6: Subtask 6: Leverage Program level Governance structure #### Description Use an as-is governance structure so that program workstreams are working along the same guidelines and structures. #### Acceptance Criteria • Identified a governance structure ## Task 6: Subtask 7: Leverage OCM program team structure #### Description Use an as-is OCM team structure so that program workstreams are working along the same guidelines and structures. #### Acceptance Criteria • Identified team structure ## Task 6: Subtask 8: Revise OCM Metrics plan #### Description Ensure that the metrics being captured are in full alignment with all recommendations. #### Acceptance Criteria • Revised OCM metrics identified ## Task 6: Subtask 9: Draft OCM Strategy including strategy for culture change #### Description Document that summarizes the full strategy and plan for all workstreams to ensure alignment and understanding across the workstream leads and the leadership. #### Acceptance Criteria • Identified an OCM strategy ## Task 6: Subtask 10: Review and validate with leadership team #### Description Ensure leadership alignment with the go-forward strategy and plan so that there are no concerns or delays. #### Acceptance Criteria • Leadership approval on change strategy ## Task 6: Subtask 11: Obtain final approval of Change Strategy and Plan #### Description Ensure the executive sponsor is in alignment with the go-forward strategy and can communicate the plan to the impacted stakeholders. This will showcase program transparency and give awareness to the organization. #### Acceptance Criteria • Approved change plan ## Task 7: Organizational Readiness #### Description Understand the organization's propensity, ability and desire to adapt to change, as well as the current organizational culture, structure and desired state, in order to identify strengths, barriers, and challenges to narrowing the gap between the existing state and the future state. #### Acceptance Criteria • Carried out a readiness-assessment survey #### Acceptance Criteria • Organization-readiness assessment report ## Task 7: Subtask 1: Determine assessment tool #### Description Organization readiness assessment is to understand the organization's propensity, ability and desire to adapt to change. It is also important to understand the organization's current culture and organizational structure, as well as its desired state. Identify strengths, barriers, and challenges in narrowing the gaps. Tools can be the following: 1) Information from employee surveys the organization might have already conducted 2) Leadership interviews 3) Stakeholder assessment #### Acceptance Criteria • Identified an assessment tool ## Task 7: Subtask 2: Identify Stakeholder Groups and Identify recipients and Coordinate logistics #### Description Identify people internal and external to the organization who are affected by the change to ensure all impacted stakeholders are accounted for in this change. #### Acceptance Criteria • Identified a list of stakeholders internal and external to the organization ## Task 7: Subtask 3: Obtain sponsorship approval and support #### Description The program sponsor must be in alignment with the survey tools, questions, distribution, and timing, so that there are no delays in survey completion. #### Acceptance Criteria • Approval from program sponsor ## Task 7: Subtask 4: Determine survey distribution logistics #### Description Determine how to distribute the survey to ensure that the organization has a best-in-class user experience with the survey and are reached. #### Acceptance Criteria • Identified a strategy to send a readiness-assessment survey to all stakeholders ## Task 7: Subtask 5: Send Org Readiness Survey #### Description Send out the survey in a timely manner with reminders to ensure that ample results are collected in order to build out the change plan. #### Acceptance Criteria • Identified strategy to send a readiness-ssessment survey to all stakeholders ## Task 7: Subtask 6: Compile and Analyze results #### Description Analyze the assessment in order understand readiness and key pain points, and to identify potential champions or advocates in order to create a robust change-management plan. #### Acceptance Criteria • Organization-readiness assessment report ## Task 7: Subtask 7: Develop Org Readiness report #### Description Develop this report to review and validate the assessment results with the migration leadership team, executive sponsor, etc., in order to showcase results and gauge alignment to responses. #### Acceptance Criteria • Organization-readiness assessment report ## Task 7: Subtask 8: Conduct Organizational Readiness Workshop optional #### Description Conduct this workshop to review and validate the assessment results with the migration leadership team, executive sponsor, etc., in order to showcase results and gauge alignment to responses. #### Acceptance Criteria • Validated organization-readiness assessment report ## Task 7: Subtask 9: Produce final report and incorporate into Change Strategy and Plan #### Description Incorporate the findings from the organization into the change strategy to ensure that the plan meets the needs of the impacted stakeholders through the life of the program. #### Acceptance Criteria • Finalized organization-readiness assessment report