User Manual
Contents
1. can be accessed by placing the cursor onthe left of the person s name without clicking Page 10 AlphaLabs 2004 5 4 Initiatives ECS Sarnulatinn 2h E People amp Progress Tring INITIATIVES E D Ain Finkelhai a aa Ee reese race NEEE gt eI ae ee i PROF D Donald Pierce C TASH FORCES COFFEE BREAK E Ernest Sioa TERNAL MAGAZINE MEERA ay 3 ales z _ DAREC TIVE PILOT TEST Se Frank Scoti a COVERT LOBBYING STAFF DISCUSSIO George Genn i m ELECTRONIC RAIL QUESTIONNAIRE E hilan ees lt HAMAGQGENE HT TRAINING EXTERNAL EFEAKER E van Skull TOO DIRECTORS MEETING HETWORKS Joar Bonnain aie kan Lie E p E T E irda Dubois 1 i Diek of ary inilain for shor dastrip ani a Mel Schrad GO O Mick Meyer a D Omar Schal T i i Pam Kahn A B cuenkin Pyan D Fob Boss es Be Sikia Linn A a Tina Psim a ial lrg Dahi TE ed ciora Sirang J i viima Long CO a isie Ras a On the right hand side of the screen if you click on the Initiatives button you will see the above screen which lists the change management initiatives you may launch during the simulation A description of a particular initiative will be displayed below this list if you click on any title You may also click on Detailed Descriptions in the lower half of the right hand screen and scroll through the descriptions of all initiatives at once see Appendix A You may also take a decision fro2. excuses she presented lack of time and resources other priorities etc have thus slowed down and hindered the efficient roll out of EIS corporate wide Page 4 AlphaLabs 2004 Your MISSION CPs cT cu Pete Raabe ova 7 Our Chalerige 5 fo persuade the a witches Armi Firikelbaun aid her maly adopt the ECs ses 470 systems to aration Tra HO Paes 120 daysi for this au wil be sible to the nivel oss ears ra JE manageme r progress m helpng agement taam Ho f AWARENESS ADOPTION of this n summary your challenge is to persuade the CEO of Teleswitches Ann Finkelbaum and her top management team to finally adopt the EIS and harmonize their processes and systems to the ones of the whole corporation The HQ has given you up to 6 months 120 days for this project During this time you will be able to Gather information about the management team of the company Implement different change management initiatives Continuously monitor your progress in helping the 24 members of the management team to move through the phases of AWARENESS INTEREST TRIAL and finally ADOPTION of this innovation Your and your team s personal objective is to get as many adopters as possible This is the way your performance will be evaluated by HQ at the end of the 6 months Attention Bart Bell the Financial Controller and Cynthia J ones the CEO s Personal Assistant are not Supposed to adopt and use the EIS Hence the maxim
3. the information they need to perform faster and better At the same time they change the internal reporting system introducing the transparency necessary to aggregate data corporate wide and allow top managers to answer questions like How are we performing in this region Which department or sales office is less efficient Which know how and best practice should be exchanged or transferred among business units etc The fact that Teleswitches has not adopted the EIS system yet is extremely disturbing for Headquarters nnovations like EIS need to be adopted by everybody in order to really increase overall performance as otherwise information cannot be consolidated appropriately at the top For Teleswitches adopting the corporate EIS represents a significant change and departure from the systems and processes they had deployed and used successfully before being acquired by EuroComm At the time of the acquisition Ann Finkelbaum indicated lots of enthusiasm for integrating all the processes of her company to the ones of the group but since then Teleswitches did not change a lot its way of operating In particular all the attempts of HQ to introduce the EIS system at Teleswitches have failed until now Sending information about the advantages of EIS and news about its successful adoption in other subsidiaries didnt helo Ann Finkelbaum seemed simply too busy running her successful company to have time for introducing such a new system The
4. to the ones of the whole group by adopting the corporate EIS system EuroComm your company Is a global corporation which over the last 10 years grew and expanded tremendously through entering new markets and through the acquisition of companies like Teleswitches which joined the group almost 2 years ago Teleswitches is the most successful acquisition of EuroComm It is considered by everybody as the cash cow of the whole group and is run proudly and independently by Ann Finkelbaum the CEO and her management team EIS is the name of the intranet based information and reporting system EuroComm has deployed to increase transparency and guarantee consistent procedures corporate wide It is said to be the backbone of the whole corporation providing Everybody with the information they need to make good decisions as well as a way for everybody to report data information and knowledge regularly and systematically Over the last few years the EIS system has been deployed successfully corporate wide and adopted by all the subsidiairies except Teleswitches where the CEO Ann Finkelbaum has systematically delayed its implementation in spite of the repeated requests of EuroComm s HQ Page 3 AlphaLabs 2004 Your MISSION Ree celle pop Erys heap ell kmo systens lke ES provide of large companias with thee desturbing for lke ELS reed to be As you might know systems like EIS provide managers of large companies with
5. Decision at the bottom of the screen For each decision you should complete the Your rationale for this decision box Finally click on Implement the Decision You will receive immediate feedback on your chosen initiative You will receive a summary of the outcome a positive or negative indication of any attitude changes of the managers involved and maybe not involved and the clock will continue ticking off along the bottom of the screen against the 6 months for the time taken to implement the initiative Page 12 AlphaLabs 2004 5 6 Org Networks button Click on Org Networks and you can access information regarding the managers who has coffee with whom Coffee who socialises with whom Social and who is on which task force with whom Task Forces Access to this information is dependent on the various initiatives you have implemented 5 7 Insights amp Issues lei eam ag GR Li ee This Version of the EIS Simulation provides the possibility to take notes anytime during a session This Learning Notebook accessible by selecting in the upper right side of the screen also provides a structured way to summarize key insights and issues after completing a session You may fill in the Do s column on the screen to share I nsights of what you have learned fromthe experience as well as Dont s column for the I ssues of Change Management you would like to Know more about Yo
6. The EIS Simulation The Change IT Innovation and People Management Challenge User Manual 1 0 Introduction 2 0 Your Mission during the EIS Simulation 3 0 The Teleswitches Management Team Structure 4 0 EIS Simulation Getting Started 5 0 EIS Simulation Sample Screens amp Navigation 6 0 EIS Simulation Stopping amp Saving Sessions Appendix A Cross Reference for Key Navigation Buttons Appendix B nitiatives Detailed Descriptions Jra Aiectworks Simulation A Pet ui 1I l People amp Proge nt Challenge AlphaLabs 2004 The EIS Simulation The Change IT Innovation and People Management Challenge 1 0 Introduction In the EIS Simulation you will be challenged to introduce an Innovation in a subsidiary Teleswitches Ltd of the EuroComm Corporation Your mission as formulated by EuroComm Headquarters is to spend the next 6 months trying to convince the Teleswitches top management team to adopt an Executive Information System EIS which will increase consistency transparency and performance corporate wide As displayed in the enclosed screens of the simulation you will be able to choose among many different initiatives to meet your goal In some cases you may gather information on the managers for example who drinks coffee with whom etc In other cases you may take direct action to try to convince the managers and thus influence their willingness to adopt t
7. at any time during the simulation by clicking on the Save Session Report button on the right hand side of the Score screen The report allows you to get details about the session including the date of running number of adopters number of initiatives and the time spent to implement these initiatives and of course the key points of the adopted strategy and also the content of do and dont s learning points Beside you will also get all the information on the adoption stage of each person as well as the feedback for each implemented initiative 5 11 EIS Simulation Credits Screen EIS Simulation Credits Fa haning mi atam gurat or a Se Bed RA dna T EIS Semulation eee et a Er Ce ee ee ee il E er Pi EE i Pan Ez a E This screen provides information about the simulation and those who have contributed to its design development and continuous updating It is displayed if you click on the EIS Simulation button located on the bottom left hand corner of every screen Page 16 AlphaLabs 2004 5 12 EIS Simulation Print The PRINT button allows the printing of any page in the Simulation e g the SCORE page In case you print directly on a transparency you will have to insert the transparency in the printer and choose the appropriate printing options 6 0 EIS Simulation Stopping amp Saving Sessions 6 1 Stopping amp Restarting This Version of the EI S Simulation allows you to stop a session a
8. button Page 6 AlphaLabs 2004 3 0 The Teleswitches Management Team Structure OrgChart ECS Saenulatinn 2h The above screen Org Chart shows what is displayed if you click on the Org Chart button at any time during the simulation once you begin It is the organisational chart of the management team of Teleswitches Ltd in which you are expected to introduce your innovation during the next 6 months The management team of the company consists of 22 managers an External Financial Controller and the CEO s Personal Assistant The picture of each person appears when you position the cursor onthe name If you then click on the box you will also get the profile of that person You can access this chart at any time during the simulation and return to where you were in the Simulation by clicking the Back to the Action button Page 7 AlphaLabs 2004 4 0 EIS Simulation Getting Started Your second action should be to click on the Strategy button in the middle oval box of the screen and summarize the strategy you are planning to adopt nclude any revision you may have during the simulation for instance after having gathered more information on the organisation and its managers Click on Back to the Action when completed 6 Qaulation 2 Jhb Our STRATEGY hoe do we pirn fo proceed fo achieve our objective Foo dowa Gotor up Seqrenrtally To start the simulation click on Enter new s
9. enir Rya fe Rob Bass ee hes Linn oe Tiria Finir A ra Cdd eed icioria Sire aed hii irri Lica ae Sarees HAS Ta Cross Reference for Key Navigation Buttons at Bottom of Screen M ission Refer 2 0 Score Refer 5 9 Print Refer 5 12 Q uit Q uit EIS Simulation Credits Refer 5 11 Page 18 AlphaLabs 2004 INITIATIVES SEEK ADVICE Organise a meeting with any one member of the top management team in order to get some advice on how to approach the EIS project in the most effective manner 2 days MOTE You will not actually receive advice in the feedback message the aim is to influence the person you visit by taking the humble approach PERSONAL PROFILE Build a personal profile on any five members of the top management team by talking inf ormally with your network at EuroComm HQ 2 days NOTE Each person s profile includes a qualitative description of the individual and an indication of how difficult it will be to move that individual through the four change phases TASK FORCES Discover which top managers are on the company s three main task forces 1 day NOTE These membership lists will not change and will remain available throughout the simulation INTERNAL MAGAZINE Ask the editor of the internal magazine to include a short article you write on the advantages that Executive I nformation Systems can bring to managers 3 days NOTE This magazine is distributed to al
10. ession oval box on the bottom right of the screen A screen similar to the one below will appear You have to enter your Personal Password to start the simulation Page 8 AlphaLabs 2004 5 0 EIS Simulation Sample Screens amp Navigation 5 1 Control Panel EiS Sinilation 26 Control Panel People amp Progress or Jai l an Finkel aun Sartell Cris Aea Donali Pearce f Sete a Fank Sit E eomme keii 2 iar Aree T wan Skull Jean Bonne 2 en Lee a onda Dubois ee Me Sacha ae Hli k biryer Gm ar Schal a P ami Foal Guenin Fyi ae Rob Eiren Sika Lin Tia Fain E ira Ciki B a g E rr a Lined g ever Ra LILLLILLLI 1 OE OE a G g Ta n l DEORE C J E 1 o g J F J ci J u u Ti G E i fr tor E A ar M ha h kT T i MU LULL al m m La On the left hand side of the screen you will see displayed the list of the managers you are trying to convince to adopt the EIS A variety of information about these managers can be accessed from this Control Panel screen depending on the initiatives you take A status on what you know about a person can be accessed by placing the cursor over the bubble to the left of the person s name A personal profile can be retrieved by clicking on the i bubble to the left of the person s name The red bars displayed in the box to the right of the managers names indicate how successf ul you are being in c
11. f Adopters to date click on History Details and scroll through your results Page 14 AlphaLabs 2004 5 9 Score EGS Seenlation 2h This shows the score sheet that is displayed if you click the Score button located on the bottom middle of the screen You may click on this at any time to see how you are progressing and you can return to the Simulation by clicking on the buttons at the top of the screen The thin blue line on the graph the top one indicates the cumulative positive attitude ie the red bars you have succeeded in gathering As you can see in the example in the screen above the cumulative positive attitude can decrease too during the project depending on your initiatives and other events that can happen during the 6 months implementation period The thick red line the bottom line indicates the cumulative number of managers you have convinced to adopt Once someone has adopted they cannot move back through the adoption process The numeric scores the number of Days per Adopter Elapsed Time of Adopters and of Decisions of Attitude Points are on the top left of the screen Page 15 AlphaLabs 2004 5 10 EIS Simulation Save Session Report Te ee es MIETE SE a ee ee ee ae Ce ee THS E ee eee m E g come E imon B me E tey ele ml m irnir mE You may save your session s report
12. hanging the attitude of each manager in relation to adopting the EIS during the simulation This is dependent on the initiatives you decide to implement you will be able to see an overview of these initiatives on the right hand side of the screen You can see that the managers all go through a cycle of adoption although at different paces and can be not aware aware interested have the EIS ontrial or have adopted it You can access the Control Panel anytime to monitor your progress on the top left hand side of the screen Part of the scoring summary at the end of the simulation is a function of the red bars representing the degree of positive attitude that you have achieved for each manager Page 9 AlphaLabs 2004 5 2 Personal Profile List toed iPega i FP rig esi The left hand side of the above screen shows an example of the personal profile which can be accessed by clicking on the i bubble to the left of the person s name or clicking on their name from the Org Chart screen You can also switch quickly between Personal Profiles by clicking on the arrows on either side of the person s image Access to this information is dependent on the initiatives you have taken Click the Control Panel button on the top left of the screen to return to the list of all managers 5 3 Status The right hand side of the above screen shows a status on what you know about a person This
13. he proposed innovation Each time you implement an initiative you will receive feedback about the impact of your decision immediately The objective is to get as many adopters as possible inthe shortest time The following screens illustrate in more detail the purpose and the main elements of the EIS Simulation and explain the navigation of the screens should you have any difficulty Page 2 AlphaLabs 2004 2 0 Your Mission during the EIS Simulation First review your mission by clicking on the Mission button in the upper right oval box of the screen You will then access the Mission screen which has 4 buttons called The Context An El1S Your Challenge and How to go about it The information you will access is shown in the f ollowing four screens Your MISSION Gur aT hares jusi pre apne Dy a HO OP Eung eT a lege rip Wom Cadaver Cattle set arcoumhrey acc aras Of thw halo ate ELS pester lost 10 pears gree Duh airing pon i n her jard the z 7 p aaa mmr m You and your team have just been appointed by the corporate HQ of EuroComm a large multi national company to a challenging change management mission Over the next 6 months you will be operating at Teleswitches a recently acquired company Your objective there is to persuade a successful but very indeoendent minded top management team to harmonize their information cost accounting and reporting processes
14. l of the top management team The article is about the generic advantages of EIS and does not include any company specific inf ormation DIRECTIVE Try to convince the CEO to send out a directive to everyone on the top management team insisting that they start using the EIS in two weeks time 7 days NOTE You spend several days writing a draft of this directive to give to the CEO COVERT LOBBYING Without the formal approval of the Directors concerned suggest to a group of selected Managers that they meet the CEO to lobby for the implementation of the EIS 8 days NOTE This initiative assumes that you have identified the appropriate Managers to approach and does not require you to specif y them ELECTRONIC MAIL Send a brief electronic mail to everyone on the top management team explaining your ideas on why an EIS makes sense for them 1 day NOTE All of the top managers have an individual E mail account MANAGEMENT TRAINING For five members of the top management team organise a week long residential training programme at a nearby business school on the potential benefits of an EI S and how to actually use such a system 5 days MOTE You do not attend the programme but it takes a considerable amount of your time to plan it DIRECTORS MEETING Organise a special interdepartmental meeting in the main conference room with all the five directors and the CEO to share and discuss thoughts and plans for the EIS project 3 da
15. m the Initiatives screen To implement an initiative from this screen highlight the initiative and click on Implement It This will bring the Take Decision screen up see 5 5 with the initiative already chosen and a prompt for any other details you need to provide ie the names of people involved Page 11 AlphaLabs 2004 5 5 Take Decision EPS bmmnulatinn 26h Conerol Puwa People amp Progreda FACE TOFACE MEETING T A Donald Pierce Emegi SiH E Frank Scomi Peron vu Wani fo meel Ann Finkelbaum Z l Hilary Poss Your rationale tor hes derision optional his ipartar Sth sge Ep l uentin Fhia Se ciir Sirani On the right hand side of the screen if you click on the Take Decision button you will see the above screen which shows the number of the decision you are about to take To implement an initiative click on the Your initiative box and select the initiative from the drop down menu that appears You will also be prompted for any other details you need to provide ie Names of people involved This can be chosen either by clicking on the name of the person on the Control Panel left hand side of screen or clicking on the box and selecting the manager s from the drop down menu of names If you make a mistake in choosing the initiative or name or click on the box with the wrong details in it select Don t Do It instead of Implement the
16. nytime you want and resume it at a later stage To stop the session just quit the simulation software by selecting 3 The current session will be Tu ae in Bau file EI SMission eis To restart a session just select Hite ii veer OEE which will appear automatically onthe Main Screen the next time you will enter the Simulation software 6 2 Automatic Saving before Quitting a Session This Version of the EI S Simulation automatically saves a copy of the session every time you quit the simulation software in addition to producing the Report in editable form Hence the latest state of the session is always stored inthe file El SMission eis and can be SCs fol can Tt foe your session fromthe point you left it by selecting a or cominge from where vou stopped after restarting Page 17 AlphaLabs 2004 APPENDIX A Cross Reference for Key Navigation Buttons at Top of Screen Control Panel People amp Progress Refer 5 1 Org Chart Refer 3 Org Networks Refer 5 6 nitiatives Refer 5 4 Track Record Refer 5 8 Insights amp ssues Refer 5 7 Take Decision Refer 5 5 Our Strategy Refer 4 0 15 Sanduletion 2 6 Feaple amp Progress E Ann finkelhaunm T Girt Bell bai eT HOHES g Oona Perce B Erral Sione A Frank iii goune Gian bi Hilar Rass hen Skull an Boman 2 Keri Lew ed Liria Diba aed fel ic Sac hare med Hic k ere a amar Shell A Part Hahn Ped u
17. u are able to print it on paper or ona Slide The content of the Do amp Dont s sheet is recorded in the Session Report Page 13 AlphaLabs 2004 5 8 Track Record ECS Sarnulatinn 2h People amp Progress T ring Z Arn Pikeli S d Gari Bel S niia Aiari A Fi g i 3 INTERNAL MAAS IME E T Donald Pierce rs 2 4 5 PERSOMAL PROFILE E Emel Simaa A A 306 6 7 SEEK ADWICE Stone T Frank Scot x f amp FACE TO FACE MEETING Finkelb a th Glenn x E i 5 a DIRECTIVE g enee r 6 16 16 TASK FORCES ee hilar Pree O E F 17 17 Fate TO Face MEETING Scotts fe ban Skull E F pen STAFF MEETING DISCUSSION Jaan Bennain a a 3 19 20 PERSDMAL PROFILE E henee a eee FIG EES FACE TO FACE MEETINGS Feirm a Fii tat IHTERMAL MAGAT IE ag irda Dubas A FLI 25 25 FACE TO FACE MEETING Jones ed Mel Schrag 13 aras WIRKSHGP Poss aad Click Meyer a wit PERSUNAL PROFILE ms T Omar Schal E sba ema SE SU BS a E BES Pam Kahn G 1 bes Guenn Fpa I 2 Rob Boss O O a Sikes Linn B Tina Fein a ne cy Ing Dahl TT Close Fh eel ae orld Sirini rene J Click on Track Record at any point during the simulation and you will see a summary of your initiatives to date that you can scroll through For a detailed history of your Initiatives Decision Initiative Rationale Outcome ie the immediate feedback and No o
18. um number of adopters you can reach is 22 Page 5 AlphaLabs 2004 EPS Seenulation 2h Your MISSION ite challenge pou fave been sei e Way people think and bohave im is Woe a simple task and offer combination of diferent tachcs to be e rgh he mght people This will m ible for you to with entation of diferent nage ves Out it wil be your ajea h wham to implement ic bef inka your frst VE nders ytet in which you D OM jer that you hare been Int t know them and Wee you will be able Changing the way people think and behave in organisations is not a simple task and often requires a combination of different tactics to be used at the right time with the right people This simulation will make it possible for you to experiment with the implementation of different change management initiatives but it will be your task to decide when and with whom to implement a given tactic First of all before plunging into your first decision we advise you to 1 try to understand the context in which you are going to work Remember that you have been sent by HQ Initially you don t know them and they don t know you 2 review the different iniatives you will be able to launch to change people attitudes 3 develop a general strategy which will guide you through the project top down bottom up etc and write it down Good luck To leave the Mission screen click on the Back to the Action
19. w on the EIS and present it during the regular weekly top managers staff meeting 5 days MOTE The presentation includes potential applications of the EIS within the different departments All members of top management are in principle expected to attend these meetings QUESTIONNAIRE Write and distribute to all the top managers a questionnaire aimed at assessing their current level of interest in becoming regular EIS users 2 days NOTE The main objective of using this questionnaire is to demonstrate your approach to the project rather than gathering additional inf or mation EXTERNAL SPEAKER Organise a speaker event in which Professor Tom Petersen an expert on Executive nf ormation Systems will deliver an address entitled EIS Liberating Information inthe Organisation 5 days NETWORKS Spend some time observing or finding out which top managers go together regularly to the company health club who is involved in the local charity campaign and who is looking informally at environmental issues together 5 days NOTE These groups will not change and the lists will remain available throughout the simulation AlphaLabs 2004
20. ys NOTE Directors are informed that they can also bring along Managers from their department Page 19 APPENDIX B WORKSHOP Help one of the top managers to organise and lead a demonstration and discussion session on EIS for all the top managers interested in the topic 5 days NOTE This will provide the opportunity for the workshop leader to share and gather views and experiences on EIS FACE TO FACE MEETING Fix a meeting with one of the top managers in order to persuade him her that the EIS would make sense to implement 1 day NOTE The meeting will take place in the manager s office COFFEE BREAK Spend some time at the company bar in order to see which groups of top managers meet regularly for a coffee 3 days NOTE These groups will not change and the list will remain available throughout the simulation MEMORANDUM Write and send to any five of the top managers a brief memo on how some of the specific features of the EIS will improve transparency of information flows in the company 1 day NOTE This is distributed in the company internal mail system PILOT TEST Try to get commitment from one of the top managers by asking him her to organise a two week long pilot test of the EIS in his her department using current company data 4 days NOTE This will involve setting up the EIS on all the department s computers and providing users with the appropriate training STAFF MEETING DISCUSSION Develop a slide sho
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