Tutorial

Cloud-based Change Management Announcement

Name

CMGT/545: Influence And Leadership in Tech Instructor Name

Date

( Cloud-based Change Management )

To: C-Suit Management, Intuit Project Staff Subject: Message of Change

Priority: HIGH Good Morning,

This email is to advise our current System Administrator, Rachel Marrero has submitted her two weeks’ notice. Rachel has been extremely diligent and prompt with her duties over the course of this project and her departure will require immediate changes to ensure the project continues to run on schedule as we are currently in Phase III of the project. Our priority is honesty, transparency and positive execution of the task before us. Several action items have been set in place to navigate thru the next phase of the project. As Project Manager I will be delegating remaining task as needed, these changes will require flexibility from the entire team and will provide opportunities to enhance skills sets and possible future promotions. I am working closely with Rachel to establish documentation of a detailed schedule and outstanding action items. Below is a complied plan and changes that will take place.

Recommendations & Responsibilities

 To ensure that we continue schedule we are recommending that we outsource a System Administrator from one of our partner job placement companies that will allow the opportunity to have someone on board whom can shadow Rachel over the next few days with minimum down time in recruiting. Jaime Baez begin working with our partner company to fulfill this vacancy with a (5) day turn around. We estimate having our temporary System Administrator on site on

Monday. This will allow (5) working days for the System Administrator to work closely with Rachel.

· During her transitioning Rachel has agreed to work approved overtime over the weekend alongside IT Director Orson Young to continue hardware installation and creating documentation for knowledge entries to assist with the new System Administrator take over.

· Orson Young will assist Rachel with installation of equipment over the next (5) days providing additional hands on deck. This extra assistance will allow us to install twice as many pieces of equipment than initially projected placing us ahead of installation schedule. This will allow Orson to install software as equipment is being installed. Hardware and software installation will be completed simultaneously.

· DBA Jenny Rodriguez has agreed to step in and assist with hardware testing along with new System Administrator. Jenny has substantial experience with hardware and software testing. Testing will be completed on a tight and critical schedule to allow room for reinstallations as needed.

· New hire is slated to start next Monday at 7:00AM once new hire starts next week all equipment will be installed. Testing will be needed and new hire will work alongside Rachel on a fast track training schedule geared 100% towards hands on training. Hands on training will allow for extra hands on deck.

· With all equipment installed a week ahead of schedule, Rachel will conduct two (test) hardware installations to ensure the new hire is aware of installation requirements. This includes inventory, tagging assets, and installation.

· Testing equipment will run during Rachel final week, assistance will be provided from the new hire, IT Director and DBA. Testing has been slated to take approximately (2) weeks and will continue to run on this schedule however with the installation of hardware ahead of schedule we are provided a week of trails and slated to produce project on schedule.

Please understand that these changes are critical, and we are all one team who will continue to work together to reach the goal at hand. If you have any questions or concerns, please feel free to advise. In addition to this email please accept our invitation to an all hands-on deck meeting scheduled for tomorrow at 11:00AM.

Sincerely, XXXXX

Intuit, Project Manager Work : Ph.

Email analysis

Rachel Marrero our system administrator submitted her two-week notice. Her departure during the current project will have various effects on the project, however proper planning and diligently working over the next few weeks will hopefully keep the project deliverables on schedule. Rachels played a very critical role within the project installing hardware, and testing hardware equipment. Functional operations within the cloud-based environment relied on the proper installation and testing of equipment. Her departure arises several conflicts but not without our attempt to resolve all issues to minimize delays to the project. Currently we do not have a trained and ready to go System Administrator to take over and complete any outstanding requirements. Task that will need to be delegated include documenting assets related to hardware, license and counts, hardware installation, hardware testing, inventory of equipment, conducting backup and disaster recovery plan. The current project team will be required to work together to and pick up skills that will help to continue driving the project will management recruits new System Administrator.

With the need to hire someone on a short basis and staff members being required to learn new skills there is a risk of information breach, and lack of resources to continue driving the project. Rachel has built rapport with stakeholders and her departure on short notice with intent to bring someone new into her position can be risky as stakeholders want to feel that their feelings and opinions on whom handles their project is considered.

Choosing to provide notification via email is an appropriate method of communication that allows the communication to flow both ways, be completely transparent and good for

documentation purposes. Emails allow everyone to receive communication whether on their phones, tables and or work computers easy access. This projects success relies on effective communication and choosing a method in which all parties feel is transparent is important. Communication is a crucial tool in project management (Sivasankari, 2010). Choosing the most effective communication for the project allows proper understanding and communication of schedules, deliverables, changes, feedback, and documentation. Constant communication will be utilized to continue providing major changes such as the departure of Rachel Marrero and all changes that take place during the life of the project. By choosing to maintain honesty, straight forwardness and transparency employees and stakeholders will feel valued, in the know and trust that they are working with a great team and great company. Providing incentives to employees for stepping up during this time will motivate employees to work harder and take initiative.

Picking up new skills will motivate employees as the opportunity for promotions will arise. Customer expectations will continue to be the number one priority with drive and ambition to meet their expectations thru transparency and honest communication.

References

Sivasankari, R. (2010, July 14). Art of communication in project management. Project Management Institute | PMI. https:// www.pmi.org/learning/library/effective-

communication-better-project-management-6480