PPSOSIG – workshop output
To Boldly Go
The delegates at the conference received several talks on how it was possible to
move PPSO’s up from their current terms of reference and business case to a
PPSO which delivered better value for the organisation and also was more
valued in the organisation as a whole.
The delegates discussed and considered how they might move forward to this
new role.
The following is a summary of their findings
Team A
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Define the problem that needs to be addressed by the new PPSO problem.
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Understand strategic direction that the organization is now wishing to take and how it
differs from that which was there when the PSO was set up originally

Define where and who provides the drive for change now?
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In preparing a plan of action – Consider the people aspects and the n decide what is
needed to enable them to change and or deliver the new services
People
Understanding problem/need
Infrastructure
Process
In proceeding onwards the key to success was to pilot the new processes and infrastructure to
ensure that they operated at the right speed and were easy to operate before going live.
Speed /
Easy
Pilot of Process /
Infrastructure
Organization day to day
The keys to success in these endeavors were summarized as
PROCESSES
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User ‘buy in’ record views throughout.
Know your enemy stakeholder management.
User’s involvement.
Education not training.
Does the PPSO own these processes?
If not who?
INFRASTRUCTURE
Who owns?
 Hold templates?
 Regular reviews.
 Change control process.
 Configuration management
Piloting
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Standard approach
Communication strategy and plan - Know your stakeholders +/- (manage)
Continuous communication + education
Pilot area (choose carefully) – (most relevant area)
Focus group!
Defined ownership / change control
Where is the next change coming from?
Follow the model below
DO
Review
Plan
Team B
1 Communication of why and what you are doing is the key
2 It’s a project – make sure you do it as one.
3 SMART Objectives for the project and the PPSO
4 Make sure you choose a good implementation strategy and plan
pilot?
phases ?
big bang ?
5 Evaluation of :
- End project ?
- User acceptance and use
- Critical Success Factors
6.Prioritisation of the PPSO’s objectives and outcome
Process to trigger the re-launch
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Why do we need to change – what are the triggers – (Possible help from
internal audit)
Review existing process.
Blank sheet – brainstorm
Gap analysis
 Identify stakeholders - Understand their objectives and gather their
requirements including new requirements
 Meet the real needs of the users of the information you can provide
 Old and not used stuff can (and should be ) be decommissioned
Implementation and communication plans
Implementation and Communication planning – beware of:
- politics
- culture
Infrastructure
When introducing new tools and techniques
 Build on existing assets and data
 Maintaining existing infrastructure
Consider if you have the right people?
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Skills audit
Required roles
Skills frame work
Do we need contractors to help us change
You may need career and development training plans
Ensure you manage the chances for individuals?
Remember the change culture curve
Validation
 Peer review
 Senior management endorsed.
 QA/ Audit validation
 Governance - who takes over from you now!
Measure your success
-
Feedback
Review from the top - ‘‘have we met the benefits’’
Improvement in time taken to do things
You may need to consider time recording
Team C
People are the Key – Your PPSO staff and the Organization
Ensure you perform stakeholder analysis before you start
Look for those staff who are:

Resisters
and

Champions
Consultation and communication
Timing is the vital element
Understand the exiting culture
Plan how you will deal with the natural steps of resisting change
To obtain Buy-in allow enough:
 Time
 Resources
And sell the new:
 Scope
 Improvement in career paths
When changing the processes
 Identify quick wins
 Identify the gas
 Communication of what you are doing and when and why
 Understand current good and bad points of the existing processes
 Implementation of the new through a pilot