WRITING SAMPLE 1)

SYNOPSIS: Designed training protocols for HIPAA compliance; evaluated, compared and chose a new EHR system. Implemented training schedule for staff and Physicians.

Western Medical Critical Access Hospital (WMCAH)

11004 Innovation Drive

Liberty, MS 64068

ADMINISTRATION TEAM:

Administrator: Katheryn C Bailey

Director of Nursing: Greta Lundquist, RN

Chief Medical Officer: Dr. James Riley, M.D. FACCP

Director of Support Services: Andrea Topolnitski

Director of Pharmacy: Nicole Frazier, RPh

Director of Health Information Management: Michael Bowen

Privacy Officer: Heather Downs, CPHQ

Web Security Officer: Rick Gibson

PURPOSE:

To address recent Information breach that exposed Protected Health Information (hereinafter PHI) of several WMCAH patients; to institute new training protocols for HIPAA compliance; and to choose a new EHR. Vendor, ascertain cost and scope of project, set up employee training and transition to the new system, with as small a disruption to business workflow as is achievable.

HIPAA and PHI Protection

A 1. Teaching HIPAA Rules and Regulations

Western Medical Critical Access Hospital (hereinafter WMCAH) has recently suffered an information security breach of multiple patient’s PHI. After investigation, it was revealed that three employees of WMCAH were directly involved. All employees, including Physicians, clinical staff, and ancillary and support employees, will participate in mandatory in-service training regarding HIPAA.  This training will be conducted within the next two weeks. Additionally, every employee will receive this training at initial hire, and a refresher will be mandatory annually. Each department leader will be responsible for maintaining records of each training. Compliance Junction, a website referenced below, offers free training modules for professionals as an annual refresher course.  Additional Training is available and will be set forth below.

All training will follow the guidelines set forth by the Centers for Medicare Services (CMS) and the Department of Health and Human Services (DHHS). Where applicable, modules from those websites have been referenced and are available for viewing at each of the respective websites. This Administration has been tasked with developing and overseeing compliance to HIPAA Training.

A1a. Protected Health Information (PHI)

According to HIPAA, PHI must contain two factors to be regulated by the law:

1. It must be personally identifiable information (Name, DOB, address, and any medical information regarding conditions, treatment, etc.) and,

2. The information was disclosed to WMCAH during care. PHI can also be insurance information, blood test results, or serial numbers for prosthetics or implantable devices.  Once a breach has occurred, all patients whose PHI has been compromised must be notified.

The three types of PHI that can be shared between staff are

1) the patient’s medical information (conditions, testing, orders)

2) the patient’s demographic information (name, address, and date of birth)

3) insurance information such as identification number and group number. (Official 2020 HIPAA Compliance Checklist. (2020, July 17)).

All other patient information is protected and should be kept confidential. 

A1ai. Sharing of PHI

Sharing of PHI among staff, including delivering results to patients or authorized persons, should take place in private areas of the hospital.  These include private Physician offices, Administration offices, conference rooms, and patient rooms, including private exam and trauma rooms. Computer workstations will not be left unattended.

A1a-ii. Individuals who are authorized to share PHI:

1) Healthcare providers (Physicians, Physician Assistants, Nurses, and clinical staff.  2) Insurance companies 3) Third parties (clearinghouses) contracted to process claims for insurance providers. (Official 2020 HIPAA Compliance Checklist. (2020, July 17)

A1b. Penalties associated with breaching PHI include:

1) Termination of employment with WMCAH, with report made to proper Licensing or Certifying Boards, including the Medical Board for Physicians. 2) If criminal behavior is uncovered, additional authorities including the police will be notified and charges will be filed. CMS has much harsher penalties for entities that do not protect PHI.  The statutes can be found in the Code Federal Regulation 45 CFR 160.400 through 45 CFR 160.426 and 42 U.S. Code Part C - Administrative Simplification, §1320d–5.  (Home, Centers for Medicare (n.d.)

A1c. Two ways to Secure PHI:

1) Especially during shift changes, all workstations will require two-factor authentication. This will include entering an employee username and password. In addition, every employee will scan a uniquely identifying barcode located on the employee badge. Each employee will be responsible for the safe keeping of his or her badge.

2)  WMCAH will conduct an internal audit to review our security practices and make changes where PHI is not secure.  The focus of this audit will be to identify areas of weakness in our securing of patient’s PHI. (TrueVault. (n.d.)).

A2a. Auditing of Security Practices: 

HIM Director Michael Bowen and the Privacy Officer Heather Down’s will oversee this audit and make recommendations to the Board of Directors and the Administration team.

A2b. This audit will focus on 3 main Security practices/areas.  

1) Workstations in exam rooms and at the Nurse’s stations will be audited for security, login features and information protocols. 2) Storage of records and all pertinent databases will be audited by IT to ensure best practices regarding PHI. 3) Support staff and ancillary computer stations will also be audited.

A2c. Changes to be Made

At the conclusion of the audit and once appropriate recommendations have been made, the following changes within WMCAH will be as follows: 1) All workstations will be upgraded to require two-factor authentication. (Username and Password and Barcode scanning will be required). 2) All databases will be updated, with security firewalls that will protect PHI. - every employee who accesses a database will do so using the same two-factor authentication protocol in A2b. 3) Support Staff and ancillary computer workstations will be locked when not in use and will require two-factor logon. Transactional records of patient’s files accessed and the employee who accessed the information will be recorded.

A2d. Risk Assessment Plan

The Risk Assessment plan of WMCAH will follow all guidelines of The Office of the National Coordinator for Health Information Technology (ONC), in collaboration with the HHS Office for Civil Rights (OCR).  (Security Risk Assessment Tool. (2020, September 14).  The website HealthIT.gov offers a Security Risk Assessment tool (hereinafter, SRA tool) that is available to assist Hospital Organizations accurately access the risk associated with security of its’ PHI.

The assessment will determine if WMCAH is meeting the compliance requirements of covered entities as required by HIPAA. All administrative, technical, and physical risks must be accessed, mitigated, tracked, and reported.  Information Security Safeguards will be installed to secure all PHI and prevent future breaches. Risk Safeguards will be put into place by the Director of HIM, Michael Bowen, and will also be included in all IT trainings in the future. (Risk Assessment. (n.d.)). The Assessment will include: (in accordance with HHS.gov Security and Risk requirements) 1) Evaluate the possibility and potential impact of potential risks to e-PHI 2) Implement applicable security processes to address the risks identified in the risk assessment 3) Document the selected security measures and, where required, the reasoning for adopting said measures 4) Maintain continuous, reasonable, and appropriate security protections…END OF SAMPLE

Copyright 2020

© Katheryn C. Bailey

All Rights Reserved®

WRITING SAMPLE 2)

Project Communications

Prompt: What are the top 3 challenges to project communications?

Effective project communication can be quite challenging. Here are the top three communication challenges often faced:

1. Cultural Differences: Teams are increasingly diverse, which can lead to communication barriers due to different cultural norms and practices. Misunderstandings can arise from different interpretations of messages. Understanding all of the nuances of the culture being interacted with is paramount to project success. Top 11 Project Management Challenges (2023, October 31)

2. Poorly Written Communication: Written communication, such as emails and reports, can sometimes be unclear or poorly structured, leading to confusion and misinterpretation. Additionally, Project Charter and Scope documents must be as complete and correct as possible to prevent misunderstanding of the tasks.

3. Distance and Remote Work: With globalization and the rise of remote work, team members are often spread across different locations and time zones. This can lead to misunderstandings and delays in communication. (Training, C. P. D. and. (2020a, May 21).

To address these communication challenges, Project Managers must implement regular meetings, foster an inclusive team culture, promote a no blame culture where failure is viewed as a learning opportunity, and they must ensure clear and concise written communication is the standard.

References

Top 11 Project Management Challenges & How to solve them. Workflow Automation | Business Process Management. (2023, October 31). https://workflowautomation.net/blog/project-management-challenges

Training, C. P. D. and. (2020a, May 21). Most common communication challenges (and how to overcome them). Education for professionals. https://climb.pcc.edu/blog/most-common-communication-challenges-and-how-to-overcome-them

WRITING SAMPLE 3)

Project Risks

Prompt: Identify the top 5 risks that you have on your projects and how you can prevent them.

1.  Scope creep: Occurs when the initial project objectives aren’t well-defined.

1. To prevent it, define the project objectives clearly

2. 2. Low project performance: occurs when the project doesn’t perform as well as initially expected.

3. To prevent it, set realistic expectations and monitor the project closely.

• High costs and Budget creep: occurs when your project goes over the budget you initially set.

o   To prevent it, create a detailed budget and monitor expenses closely.

• Missed Deadlines (Time critical point): occurs when the project takes longer than expected.

• To prevent it, create a realistic timeline and monitor progress closely.

• Strained resources: occurs when there aren't enough resources to complete the project.

• To prevent it, allocate resources carefully and monitor their usage closely. (Asana, 2024)

To manage risk properly, a solid framework will ensure no steps are missed. Following a plan like the one pictured below will help keep the risks at the forefront of the project to be handled quickly, and before they affect the project.

References

Asana, T. (2024, January 19). 7 common project risks and how to prevent them [2024] • asana. https://asana.com/resources/project-risks

Top 11 Project Management Challenges & How to solve them. Workflow Automation | Business Process Management. (2023, October 31). https://workflowautomation.net/blog/project-management-challenges

WRITING SAMPLE 4)

SYNOPSIS: Business Ethics and Organizational Culture - My role: Human Resource Officer; Reestablish ethical business practices and installation of an Ethics Officer

TechFite has built a reputation in the United Kingdom for employee empowerment and engagement, leadership development, and for being “actively involved” in the communities in which they have a presence. This Organizational Culture is at the core of the company’s business model. However, when TechFite recently opened this location in Dellburg, those core values were not abided, implemented, or acknowledged. The community, and moreover, TechFite’s employees, have been directly affected by this lack of ethical oversight. Organizational Culture is not just a “mission statement” to be printed on letterhead or marketing propaganda. It is a core set of beliefs and virtues that the company’s leadership will adhere to and adopt as a driving force behind the company’s actions. A positive culture has positive effects on employee output and loyalty. According to the Harvard Business Review, companies with a negative, cut-throat, or toxic culture experienced higher healthcare expenditures (50% higher) than other companies. A recent study by The Queens School of Business found that a toxic or high stress organizational culture can create employee disengagement, which can be costly. Employees who are disengaged have 37% higher absenteeism, 60% more errors or defects in product or output, and 49% more accidents. Our Culture is reflected only in our reputation. Damage has been done to that reputation recently and the following policy updates and changes will ensure our future reputation and help us in rebuilding our brand from the inside out. (Cameron, 2017) The recent budgeting and bonus activities of the company’s leadership have fallen gravely below what is acceptable behavior of those most trusted individuals in power. As visualized below, organizational culture is like a puzzle, with each piece, or factor, needing to be managed with integrity and ethical guidance in order to fit with the other factors. This core set of values is indeed magnified and intensified by the behavior of the company’s leadership. Likewise, unethical behavior is also amplified and can become a cancer within a company. These behaviors have a trickle-down result and do eventually affect employees and their families. (Miller, "What is Organizational Culture?", 2018)

As the Human Resources Officer, it is my duty and obligation to the employees of TechFite to ensure ethical practices are being maintained. We have a duty to act ethically and to adhere to Corporate Social Responsibility benchmarks. Considering recent budgeting constraints and the reduction of employee hours, I have been working with the Board of Directors and the leadership of the company to create policies that will rededicate us to ethical and compliant behavior toward our employees, and the community at large. TechFite made commitments to this community and the city council, and we must ensure that we keep fulfill those commitments, as promised. Our goals in implementing these policies are to return TechFite to be a great place to work, and to build a strong positive presence that is a benefit to the city and the people of Dellburg. The CEO of TechFite has authorized a Press Release to accept responsibility for the missteps, and to reassure the community of our dedication to our cultural philosophy.

Corporate Policies

1. Reinstatement of 40 hours Full-time Employee status, and reinstatement of all benefits. Policy: The Chief Financial Officer will work with other members of leadership to establish a new fiscal Budget, reallocating funds that were previously distributed to Executive bonuses back to employees’ wages and benefits. All employees who were initially hired as fulltime employees, and whose hours were reduced, will have his or her hours reinstated to full time status of 40 hours per week. All benefits such as employee Paid Time Off (PTO) and health insurance will also be reinstated, and will be based on length of employment, hours worked, etc. For Health Insurance plans, the original company percentage contribution that was allowed on your hire date will be reinstated. These are stated in the Employee Handbook and restated below for your convenience. These percentages are based on length of employment and are as follows:

a. <3 years employment – Company will pay 50% of the premium amount / 20 paid days off per year.

b. 3-6 years employment – Company will pay 65% of premium amount. 25 paid days off per year

c. 6-9 years employment – Company will pay 75% of premium amount. 30 paid days off per year

d. 10 years and beyond of employment – Company will pay 100% of premium amount. 35 days paid days off per year

One of the main cultural differences between the United Kingdom and the United States is the amount of Paid Time Off (PTO) employees receive. PTO is higher in the U.K. and is even mandated. TechFite, being a British company, will extend those same PTO benefits that British employees receive, to our U.S. employees. A 2013 study by the Center for Economic Policy and Research stated that the United States is the only advanced economy in the world that does not mandate any paid time off for its’ workforce. (Reid, 2018)

Rationale: As seen above, this generous PTO structure will reinforce our commitment to fairness across the organization and will help build strong relationships between our U.S and U.K. counterparts. This reallocation of funds and this firm commitment to our employees reinforces our culture of employee empowerment and engagement.

2. Reallocation of Funds to Invest in Community Infrastructure Projects.

Policy: The Board of Directors will maintain a set percentage of profits that will be allocated for community reinvestment and infrastructure improvements. Dellburg is a bankrupt city and the community was excited that future improvements would be made to the crumbling infrastructure. That has not happened to date. A new Task Force will be created and convened to maintain this important endeavor. The members of the task force will be named in a memo to be released in the next 24 hours. These members will work directly with City Council members to establish the best way to invest those funds, utilizing environmentally sustainable techniques. The percentage of profits will be set at 1% for a period of three years, at which time the Board of Directors must vote on whether to increase the allocation, based on company profits at that time. Rationale: By investing in the infrastructure of this community, we are increasing our sustainability as a corporation and maintaining the pride we have long felt for being actively involved in the communities we do business in.

3. Establishment of ETO and Sponsorship and Youth Activities

Policy: Regarding our commitment to community involvement, TechFite will grant every employee an additional 30 hours of Elective Time Off (ETO) for elective volunteer activities within the community. These activities will be a direct benefit to the community and may include helping at local homeless shelters, assisting a youth league, or visiting the elderly in nursing homes, just to name a few. This will be a great way for each employee to select something that is especially meaningful to him or her. Additionally, the company will allocate 1% of profits (revisited in three years and based on profitability) toward sponsorship activities for local charities and youth development leagues.

Rationale: These actions will reinforce our reputation within the community as a company that gives back. It also encourages employee enfranchisement, which leads to loyal human capital for the corporation.

Ethical vs. Legal Issues and the Installation of an Ethics Officer

While some of the actions of the Corporate Leadership of TechFite have served to tarnish our reputation within the community, and while they were not ethically responsible courses of action, the actions were within the bounds of the law. Ethical issues are not always legal issues, and vice versa. And while the decisions of the leadership were legally acceptable, cutting employee hours in order to reduce wages and benefits in order to fund bonuses is ethically and morally a violation of the community’s trust, and are in direct juxtaposition to our Corporate

Policy.

The ethical issues at stake are a misappropriation of funds and the integrity of our corporate officers, an unwillingness to follow through on commitments made to the city council, and the practice of cutting hours and benefits to employees to fund unethical bonuses. To counter this problem, an Ethics Officer will be installed to ensure our commitment to integrity and transparency. According to the Society of Human Resource Management, the Ethics Officer is…..END OF SAMPLE

Copyright 2020

© Katheryn C. Bailey

All Rights Reserved®

WRITING SAMPLE 5)

SYNOPSIS: Case study - Ethical Dilemmas related to Autonomy, Beneficence, and non-maleficence

A. 1. Patient: Jamilah (last name WITHHELD) 90 yo Female (Prior Hx COPD (Chronic Obstructive Pulmonary Disease), Diabetes, + Heart Attack (acute) 

Abstract: The patient’s biological son Bashir (last name WITHHELD) wishes to only provide comfort care to his mother Jamilah. A nurse has stated that Jamilah asked her for help and has stated that she does not want to die. The hospital must choose a course of action, make recommendations, provide resources, and make new policy recommendations for corrective action taken if such actions are necessary.  

Autonomy- Patients in this country benefit from autonomy over their person. The ability to choose a personal treatment path is paramount to a person feeling independent. When a patient is alert and coherent, he or she has the final say regarding treatment. Jamilah is of advanced age and does suffer from other chronic illnesses that could impact her treatment plan. Because she is alert and has reached out for assistance to the social worker, she has the right to an interpreter to make sure she fully understands her acute condition.  

Beneficence - Every person deserves the best possible care and must be treated with respect and dignity. Prudent treatment and open dialogue with the patient's care team is important and will ensure that patients get the best advances medicine has to offer. To ensure that Jamilah is afforded beneficence, her Physician must be completely sure that she understands the risks and benefits of the procedure that is proposed. Until then, no treatment can be performed.  

Non-maleficence- Just as with Beneficence, patients also have the right to not be harmed by the care they receive. Physicians and Nurses have a duty to ensure they do no harm. The only way to ensure this happens in Jamilah's case is by delaying treatment and finding a Turkish interpreter. Otherwise, they are liable for the harm brought to her.  

A1a. Analyze legal implications associated with each of the potential ethical dilemmas described. 

Legally, in the absence of any formal paperwork such as an Advance Directive or Durable Power of Attorney, the hospital must make certain that Jamilah understands her diagnosis, prognosis, potential outcome, and all risks and benefits related to any surgical intervention being offered. Additionally, because she is not incapacitated, she retains all her autonomous rights over her own body and healthcare decisions. Otherwise, her care team, Physician, and the hospital could be liable for her death if she does not receive prudent and competent care. The liability lies in the hospital failing to document, through legal paperwork, that Bashir does or does not have the right to make Jamilah’s decisions. Failure to do so unlawfully removes her right to autonomy.  

The legal implication of not ensuring that Jamilah receives the best care possible, through her right to beneficence, could be a lawsuit against the physician and the hospital. As noted above, if the care team follows Bashir’s wishes before documenting legalities, legal and financial consequences could occur.  

Just as Jamilah has the right to beneficence, she also has the expectation that her doctor will cause her no harm and will try everything to save her life. Doing otherwise would be malpractice and would have profound consequences. Withholding care would be the same as killing her. Neglecting her will also kill her. Her rights supersede any wishes her sons may have.  

A2. Referencing the scenario, complete the attached “Questions Derived from the University of Washington Paradigm.” Using those answers, describe, in the essay, what happens when following each of these courses of action: 

•   Course of action 1: Follow Bashir’s wishes 

When following Bashir's wishes to only provide comfort care to Jamilah, the hospital would be ethically and legally liable for the harm. Jamilah does not meet the requirements for mental incapacity. She has also not had the opportunity to understand her prognosis, treatment options, or risks and benefits. With neither of these conditions being met, the physician must delay treatment, or make any decision regarding treatment, until an interpreter can be located. Because Jamilah has made it clear to the social worker that she wants help, and wants to live, it is essential that the hospital treat this case ethically and legally.  

•   Course of action 2: Refuse to follow Bashir’s wishes 

Bashir has no legal capacity or authority to make end-of-life decisions for his mother. There is no Advance Directive. He also does not hold any Power of Attorney. Therefore, the care team must do everything medically for Jamilah, including getting an interpreter to help with questions. If at some point in the future Jamilah were to…END OF SAMPLE

Copyright 2020

© Katheryn C. Bailey

All Rights Reserved®

WRITING SAMPLE 6)

SYNOPSIS: “How to Write a Business Report” PowerPoint ~ Click the following link: https://westerngovernorsuniversity-my.sharepoint.com/:p:/g/personal/kbail83_wgu_edu/EWqFW8zR5P1BtqCWad5jxP0BOdr9Gjcncfi9ZopUaCSmLQ?e=is78lI

Executive Summary   

How to Write a Business Report:

Katheryn Bailey 000755313  

Introduction 

When writing a Business Report, best practices include these steps: planning, development, drafting, revision and refinement, and finally, delivery.  

The report will include an Executive Summary (a condensed synopsis, usually 1-2 pages, that will give a concise overview of the main points in the Business Report.)  It should have an introduction that explains the purpose of your project or report. It should be easy to read and deliver facts and information quickly to the Executive team.  

Planning 

The first step in writing a Business Report is planning the report.  This includes deciding on the format (e.g. in-person, video-chat, etc. Always check to see if there is an “in-house” format before proceeding.) Next, you will determine who your audience will be. Putting together an outline at this stage is important and will help you keep the proper order and flow of your information. Then, you are ready to begin drafting your report. 

Drafting 

Include the Executive Summary in your draft.  The draft will also have the introduction, the details or information you are trying to deliver, a summary/conclusion, and any sources used should be cited properly.  

Developing an Effective Writing Style 

Proper grammar, punctuation, and spelling are crucial when writing your report. Failing to do so will result in a leaving an impression of careless work upon the Executive members of your company. Using proper verb tenses is also important for the flow of your information. Business Reports require only facts and should be kept……END OF SAMPLE

Copyright 2020

© Katheryn C. Bailey

All Rights Reserved®

WRITING SAMPLE 7)

SYNOPSIS: Classroom Management Techniques and Technology Integration - WGU

Prompt 1 A. Explain how a single student’s behavior can affect the learning environment, including how that behavior influences his or her own learning, the learning of other students, and the teacher’s instruction. 
  In Scenario 1, Sarah is a student who often wanders around the classroom during structured instruction, refuses to stay in her seat, and by doing so, leads other students to mimic the behavior. The learning environment becomes distracting. Every time that Sarah engages in this disruptive behavior, the teacher must stop teaching to address the negative actions. For students who want to learn, these interruptions deprive them of an active and effective learning environment. Even students who do not suffer from an attention disorder would struggle to stay on task with Sarah’s frequent distractions. Not only is it taking the other students off task, but Sarah is also losing out on valuable instruction herself. If she suffers from a learning disability or ADHD, the behavior may be a cover to mask not being able to focus, and thereby learn productively. The teacher will need to implement a rules and expectations chart that is highly visual. A reward system will often entice students to behave appropriately.  

Prompt 1 B.  Describe a trigger (i.e., antecedent) or reason for the student’s behavior. 
  An antecedent could be one of several possibilities. Other students in the class who also engage in disruptive behavior could be a trigger. Joey, a boy in class, often talks loudly and out of turn. At times, another student named George becomes angry and strikes out against his peers and the teacher, and even throws his papers and books on the floor. This could be from an underlying learning disability, behavioral or emotional disorder, or extreme frustration and anxiety. If such an outburst were to occur, and the teacher is busy addressing the outburst, it is likely to be distracting enough for Sarah to cause her to get out of her seat and wander around the class. Additionally, the curriculum may be inappropriate for certain students' learning styles, and the teaching strategies may not be engaging enough or differentiated to meet the needs of all the students in the class.  

 Prompt 1 C. Describe an instructional intervention (i.e., a modification to your instructional method) that could be used to address the student’s specific behavior or trigger. 

An instructional modification would need to occur when the curriculum is found to be inappropriate for the skill levels in the classroom, or if the teaching strategies are not diverse enough to meet the multiple learning styles. The modification is a specific set of steps or programs to help address areas that the student may need improvement and extra support to succeed. Since Sarah likes to move around and modify the lesson, the teacher should incorporate activities that allow the students to move about the classroom, setting up learning stations for the theme being studied. Art incorporated into the lessons can also help the visual and tactile learners become more engaged. Writing and performing a play would also add active opportunities to move and not be in her seat. Small group discussion is an active learning strategy that often can help a distracted student become more active in his or her learning. Positive reinforcement of the target behavior along with a reward system can help eliminate unwanted behaviors. Whenever Sarah is sitting in her seat, the teacher should acknowledge the behavior. Structure and discipline are necessary for classrooms with such varied learning styles and intellectual levels. (Lee & J.d. n.d) 
 
Prompt 1 D. Describe a way to incorporate technology or software to enhance your instruction of one targeted student from the provided scenarios. 

Walden in Scenario 1 is a student who is very shy around his peers. However, when the teacher began a lesson about the Solar system, Walden became more engaged and seemed more like an active learner. By incorporating technology into the lessons about the solar systems, visual, auditory, tactile, and kinesthetic learners can be engaged. Studies show that technology in the classroom enhances learning. (Effective Classroom Management, n.d.).  

NASA offers an app that allows students the opportunity to watch over 10,000 on-demand videos about the solar system, rockets, and the galaxy. Students can also keep track of current missions being undertaken by NASA. The educational opportunities are endless with this app, as well as the NASA website. The app even has a distinctive feature that alerts monthly as to what will be visible in the night sky at various times. Tablets in the classroom with apps like this would enhance learning and will engage those students who may not find interest in other instructional strategies. (Daines, 2014) 

Prompt 2 A. Explain how the technology identified in Prompt 1 D will enhance your instruction of that student. 
  By directly targeting Walden and his love of the solar system, this technology from NASA will engage him and aid in his learning. Finding an interest that pulls him out of his shell will be beneficial to Walden as well as others in the class. His social skills will increase and his knowledge and learning of the solar system can even go beyond the classroom and is something he can use at home as well. (Daines, 2014)…END OF SAMPLE

Copyright 2020

© Katheryn C. Bailey

All Rights Reserved®

WRITING SAMPLE 8)

SYNOPSIS: Persuasive Speech Outline - This speech was given via recording,

Arguing against Common Core Education Standards

Title: The Common Core Standards Are Destroying America’s Academic Future
Persuasive Speech Outline

My audience: Parents and community leaders of all school aged children in the public school sector.

My general purpose: To persuade

My specific purpose: To persuade parents and community leaders to engage with the Federal government, on a large scale, to advocate for the removal and replacement of The Common Core Standards

“I want to hear their solutions for the hodgepodge of dumbed-down state standards that have created group mediocrity in our schools.” That was a quote by Governor Jeb Bush regarding today’s Common Core Standards. (Gray, n.d.)

Today’s students are our future teachers, doctors and possibly lawmakers.  Parents should be able to provide their children the brightest future possible. We must become our children’s advocates to make education work. I am the mother of two daughters, ages 26 and 12.  I have had the privilege of being their voice throughout their lives. I possess a combined twelve years of volunteering as room parent in their classrooms, as well as experience substitute teaching in my youngest child’s class. I have witnessed first hand, the sweeping changes that have occurred in our public education system. Although proponents of The Common Core Standards argue that the Standards will make American students more globally competitive, they are actually hurting education and should be replaced in light of the fact that the curriculum has moved us lower in international rankings, and will increase the national drop out rate. I’ll show you how our standing in the international rankings has slipped by double digits. Further, I’ll explain how these numbers signal a larger problem, leading to a significant rise in our national drop out rate. 

As a country, we must move away from the disproven method of constantly testing our students. The results of The Common Core Standards curriculum are now being assessed and clearly show that student scores are lower, or remain stagnant. 

The Organization for Economic Co-operation and Development (OECD) administers the Program for Student Assessment (PISA) test to students in seventy two countries every three years. The results were published in 2015 and the findings were disheartening. The results show a decline in mathematics scores, eleven points below the OECD average. The results in science and reading were not much better, with U.S. students only scoring four points above average. (Chappell, 2013)

Allow me to quote renowned Professor Emerita of Mathematics, Marina Ratner at the University of California at Berkeley, in an op-ed she authored for Wall Street Journal. “As a mathematician I was intrigued, thinking that there must be something really special about the Common Core,” she recalls. “Otherwise, why not adopt the curriculum and the excellent textbooks of highly achieving countries in math instead of putting millions of dollars into creating something new?”  She looked deeper into the math standards after helping her grandson with his homework. She explains, “It became clear that the new standards represent lower expectations and that students taught in the way that these standards require would have little chance of being admitted to even an average college and would certainly struggle if they did get in.” (Berry, 2014)

My final point may be the most unsettling. The national high school drop out rate has seen some improvement over the last two decades. However, research shows that The Common Core Standards, especially in mathematics, could increase the drop out rate significantly. 

According to researchers at The Carnegie Foundation for the Advancement of Teaching, the new Standards based curriculum will move the high school drop out rate to over fifty percent. That is frightening. (Thompson, n.d.) Furthermore, in March of 2016 the education writer for the Washington Post, Valerie Strauss, reported that a collective of 100 University Researchers from UCLA, Stanford and the University of California, released a research brief calling for an end to the “high stakes testing” that is hurting our students. Their argument is that the new standards do not achieve what proponents said they would and by linking critical tests to the curriculum, students are being set up for failure. Researchers believe that these tests have no ‘validity, reliability, or fairness’.  When students score poorly on the tests, they lose motivation and internalize failure. Regrettably, the student begins to believe that his or her potential as a learner is lower than it actually is. (Strauss, 2016). 

An article on NPR.org says that the PISA Assessment also surveys students. Let me read what the survey found. "Students in the U.S. are largely satisfied with their school and view teacher-student relations positively. But they do not report strong motivation towards learning mathematics: only fifty percent of students agreed that they are interested in learning mathematics, slightly below the OECD average of fifty three percent." This means the curriculum being used is actually lessening student motivation to even try learning math. This will lead to failure and students simply giving up. (Singer, 2016)

You are probably wondering how we go about initiating the change we so desperately need.  It begins with parents and teachers getting involved and attending school board meetings to voice their concerns, writing letters to our representatives at the state and federal level and writing the Department of Education. Parents should also consider running for a local school board position. These are all important pieces of the puzzle. 

The federal government must be removed from your child’s classroom. To do this, we must start at the local level and work toward reaching federal lawmakers to remove Common Core. By each of us doing just one of the actions I have mentioned here, we can begin the process of removing Common Core from our schools. Oftentimes, parents feel that they don’t have the power to initiate change. But parents are an important instrument to make change happen in their child’s education. By making your voice heard, you are advocating for your children and will educate other parents about the dangers of these new standards.

Parents can research to learn about advocacy groups in their state that maintain this as a top agenda.  If there is no advocacy group in your district, why not start one? Why not reach out to other school districts to gather resources and information about other groups you can contact? Parents and educators can collaborate to bring these smaller groups together. We must urge these organizations to take the issue to the state level and federal level.  Our representatives in Washington must act but without the parents help, inaction will occur.

So how do we go about instituting this change? My three point plan is this:

Step #1 of Plan:  First, attend a local school board meeting and take notes. Do your research and return to your school board meetings armed with information and facts. You can even run for a school board position. 

Step #2 of Plan: Next, write letters to your state representatives. These are the very lawmakers who decided whether or not your state adopted Common Core. You can also make your voice heard to The Department of Education. Our new Secretary of Education is Ms. Betsy DeVos. You need to make your concerns known by writing directly to her office, and include all of the facts that you uncovered in your own research.

Step #3 of Plan: Finally, join or start an advocacy group in your district that is committed to the goal of stopping the Federal overreach in our classrooms.

It is imperative that we move back to local education and get the unconstitutional Common Core Standards removed from our classrooms. The 10th Amendment to the U.S. Constitution made clear that education belongs at the state and local level.  

What would removal of Common Core mean for your child? It will mean the states and local school districts will have more control over education instead of the federal government. Proven factors that affect education such as poverty or familial issues can be addressed more efficiently at the local level. If we fight at every level of government for education to remain local, we will again be able to teach math and reading that is interesting and engaging for kids. We will make education more personal and see results much faster. The result will be higher achievement as a country, and on the international level. Our students test scores will soar, and by default so will our students. 

Unfortunately, if we do nothing, it will mean that the government can continue our children on a path toward failure, and our students will give up. The long term effects of that could be catastrophic for the student and for our country as a whole. We will continue to see our scores, compared to other countries, slide closer to the bottom. Our high school students, by not being college ready, will forego higher education for lower paying jobs and careers. It means that The Common Core Standards will negatively affect our kids and this country for generations to come. 

Inaction due to a fear that one person cannot make a difference, and to witness the further decline of education due to Common Core, is disloyal to our children. It also means we rebuke the idea that our children can achieve academic superiority, at home and abroad.  

Finally, I want to say this: Our nation’s children are suffering from high stakes testing.  Students are losing motivation and feeling as though they can’t achieve greatness in school and beyond. The Common Core Standards are not moving us forward, but rather they are moving us backward in student learning and achievement outcomes. 

Just as Governor Jeb Bush stated in 2013, Common Core is nothing more than “a hodgepodge of dumbed-down state standards….”. This is a sad reality for our kids and for future generations. (Gray, n.d.)

I ask you as parents, are you comfortable with your child struggling to be ready for college and his or her future?  Do you know and understand the lessons your children are studying. It is our duty as parents and educators to align learning with motivating lessons and age appropriate material. Otherwise, our next generation is destined to fail. 

I will leave you with this quote from Seymour Papert, a distinguished mathematician and researcher with MIT:  “The role of the teacher is to create the conditions for invention rather than provide ready made knowledge”.”(Seymour, n.d.) END OF SPEECH

Copyright 2020

© Katheryn C. Bailey

All Rights Reserved®

 References

Berry, D. S. (2014, August 06). Berkeley Math Professor Ratner: Common Core 'Will Move U.S. Closer to Bottom in International Ranking'. Retrieved October 09, 2017, from http://www.breitbart.com/big-government/2014/08/06/berkeley-math-professor-ratner-common-core-will-move-u-s-closer-to-bottom-in-international-ranking/

Chappell, B. (2013, December 03). U.S. Students Slide In Global Ranking On Math, Reading, Science. Retrieved October 09, 2017, from http://www.npr.org/sections/thetwo-way/2013/12/03/248329823/u-s-high-school-students-slide-in-math-reading-science

DeSilver, D. (2017, February 15). U.S. students’ academic achievement still lags that of their peers in many other countries. Retrieved October 11, 2017, from http://www.pewresearch.org/fact-tank/2017/02/15/u-s-students-internationally-math-science/

Gray, J. (n.d.). Quotes Against Common Core. Retrieved October 10, 2017, from http://quotesfav.com/63673/quotes-against-common-core/

Seymour Papert Quotes. (n.d.). Retrieved October 10, 2017, from http://www.fablabconnect.com/seymour-papert-quotes/

Strauss, V. (2016, March 16). Education researchers blast Common Core standards, urge ban on high-stakes tests. Retrieved October 10, 2017, from https://www.washingtonpost.com/news/answer-sheet/wp/2016/03/16/education-researchers-blast-common-core-standards-urge-ban-on-high-stakes-tests/

Singer, A. (2016, May 02). Results Are in: Common Core Fails Tests and Kids. Retrieved October 10, 2017, from https://www.huffingtonpost.com/alan-singer/results-are-in--common-co_b_9819736.html

Thompson: Common Core Will Double Dropout Rate, Says Carnegie Corporation*. (n.d.). Retrieved October 10, 2017, from http://scholasticadministrator.typepad.com/thisweekineducation/2014/08/thompson.html#.Wd0tqPopCf3

WRITING SAMPLE 9:

Memo to the CEO of BioAccess

To: James Pegram, CEO – BioAccess, Inc

From: Katheryn Bailey, Strategic Leadership Consultant

Date: November 18, 2024

Subject: Process Improvement Change Initiative for Software Implementation________________________________________

Introduction

In response to evolving market dynamics and the need for agility, BioAccess, Inc. is launching a strategic change initiative to enhance competitive positioning and operational efficiency. Our current software implementation process faces challenges, and our objective is to streamline it, improve efficiency, and boost user satisfaction.

Key Questions:

1. Alignment with Strategic Goals and Technological Infrastructure: How will the proposed software implementation improvement initiative align with your strategic goals and existing technological infrastructure?

2. Impact on Operational Efficiency: What are the anticipated impacts on your overall operational efficiency?

3. Risk Management Strategies: What risk management strategies will be employed to mitigate potential disruptions during the transition period?

Key Findings:

Background and Current State Analysis:

BioAccess’s current software implementation process faces several challenges. By focusing on the following four critical areas, (issues and context of the problems, perspectives of the stakeholders, implications of the process issues, and assumptions) we will develop a robust and targeted change initiative that addresses the root causes of our current challenges, aligns with our strategic goals, and ensures the success of our software implementation process improvement efforts. (The determinants of Organizational Change Management Success, n.d.).

1. Issues and Context

• Prolonged Timelines: The current software implementation projects often exceed their planned deadlines, leading to delays in reaching business objectives.

• Frequent Scope Changes: Changes in project scope during implementation cause disruptions and resource reallocations, impacting overall project stability.

• Inconsistent User Adoption: Users are not consistently adopting the new software, which undermines the effectiveness of the implementation, and can lead to attrition later.

2. Perspectives

• Stakeholder: Different stakeholders, including management, IT staff, and end-users, have varying expectations and concerns regarding the implementation process.

• Project Managers: They need clear guidelines and support to manage scope changes and timelines effectively.

• End-Users: Their engagement and training are crucial for successful adoption and utilization of the new software. Customer adoption is very low and needs to be increased by at least 30%.

3. Implications

• Operational Efficiency: Improved processes can lead to faster implementation times, reducing downtime and increasing productivity.

• Cost Management: Addressing scope changes and delays can help control costs and prevent budget overruns.

• User Satisfaction: Enhanced training and engagement can lead to higher user satisfaction and better utilization of the software. Conducting user feedback surveys can help us to garner valuable information that can help us in achieving the process transformation outcomes we expect.

Assumptions

• Stakeholder Engagement: It is assumed that all stakeholders will be actively involved and supportive of the change initiative.

• Training Programs: Effective training programs will be developed and implemented to ensure users are well-prepared to use the new software.

• Communication Channels: Clear and consistent communication channels will be established to keep all parties informed and aligned.

Stakeholder Analysis for Software Implementation Process Improvement

1. Executive Leadership (CEO, CTO, CIO):

• Influence: High. They have the authority to approve budgets, allocate resources, and make final decisions.

• Potential Reactions: Supportive if the initiative demonstrates clear benefits and aligns with organizational objectives.

• Interests: Ensuring the software implementation aligns with strategic goals, improves operational efficiency, and enhances competitive positioning.

2. Project Management Team:

• Influence: High. They are responsible for planning, executing, and monitoring the project.

• Potential Reactions: Supportive if provided with adequate resources and clear guidelines

• Interests: Successful and timely completion of the software implementation project, efficient use of resources, and meeting project milestones.

3. IT Department:

• Influence: High. They play a crucial role in the technical aspects of the implementation.

• Potential Reactions: Supportive if the change improves system performance and they receive necessary training.

• Interests: Ensuring the new software integrates seamlessly with existing systems, maintaining system security, and minimizing downtime.

4. End Users (Employees):

• Influence: Medium. Their acceptance and effective use of the software are critical for success.

• Potential Reactions: Mixed. Supportive if the software is intuitive and training is provided; resistant if they perceive the change as disruptive.

• Interests: User-friendly software that enhances their productivity and job satisfaction.

5. Customers:

• Influence: Low direct influence, but their satisfaction is crucial for business success.

• Potential Reactions: Generally positive if the software leads to better service.

• Interests: Improved service quality and faster response times resulting from the new software.

6. Vendors/Suppliers:

• Influence: Medium. They provide necessary components or services for the software.

• Potential Reactions: Supportive if the implementation improves collaboration and efficiency.

• Interests: Smooth integration with their systems and processes, timely payments, and clear communication.

7. Regulatory Bodies:

• Influence: High. Non-compliance can result in legal and financial penalties.

• Potential Reactions: Neutral to supportive if the software meets regulatory requirements.

• Interests: Compliance with industry standards and regulations.

8. Investors/Shareholders:

• Influence: High. Their support is crucial for funding and strategic direction.

• Potential Reactions: Supportive if the initiative promises financial benefits and growth. (Managing stakeholders to achieve true implementation success.

• Interests: Increased profitability, improved market position, and return on investment. (Managing stakeholders to achieve true implementation success. (n.d.).

Understanding the interests, influence, and potential reactions of each stakeholder group is essential for the successful implementation of the software improvement initiative. Engaging stakeholders through clear communication, addressing their concerns, and involving them in the process will help mitigate resistance and ensure a smoother transition. (Managing stakeholders to achieve true implementation success. (Managing stakeholders to achieve true implementation success. n.d.).

SWOT Analysis for Software Implementation Process Improvement:

The SWOT analysis helps to understand the internal and external factors that may impact the success of our software implementation process improvement initiative. This understanding will help in developing strategies to leverage strengths and opportunities while addressing weaknesses and mitigating threats. (The SWOT analysis of a software (with examples, n.d.)

Strengths:

1. Enhanced Efficiency: Streamlining the software implementation process can lead to faster deployment and reduced downtime.

2. Improved User Experience: A more efficient process can result in a smoother transition for end users, increasing satisfaction and productivity.

3. Cost Savings: Reducing the time and resources required for implementation can lower overall costs.

4. Competitive Advantage: Faster and more reliable software deployment can enhance the organization’s competitive positioning in the market. Weaknesses:

1. Resource Allocation: The initiative may require significant upfront investment in terms of time, money, and personnel.

2. Resistance to Change: Employees and other stakeholders may resist changes to established processes, leading to potential delays.

3. Training Needs: Ensuring all users are adequately trained on the new process can be time-consuming and costly.

4. Complexity: The complexity of integrating new software with existing systems can pose technical challenges.

Opportunities:

1. Technological Advancements: Leveraging new technologies and methodologies can further streamline the implementation process.

2. Market Expansion: Improved software implementation capabilities can enable the organization to enter new markets or expand its product offerings.

3. Customer Satisfaction: Faster and more reliable software deployment can enhance customer satisfaction and loyalty.

4. Innovation: The initiative can foster a culture of innovation and continuous improvement within the organization. Threats:

1. Technical Issues: Unforeseen technical problems during implementation can cause delays and additional costs.

2. Market Competition: Competitors may also be improving their processes, potentially diminishing the organization’s competitive advantage.

3. Regulatory Compliance: Ensuring the new process complies with all relevant regulations can be challenging and time-consuming.

4. Economic Factors: Economic downturns or budget constraints can impact the availability of resources for the initiative.

Recommendations:

1. Change Management Model: Kotter’s 8-step approach synthesized with Meyerson’s Radical Change: This combination model leverages the structured, step-by-step methodology of John Kotter with the bold, decisive actions advocated by Debra Meyerson. Here’s how these models can be integrated and applied to our software process improvement change initiative:

2. Training and Support: See Appendix A

3. Implementation Plan: See Appendix B

4. Communication Plan: See Appendix C

Synthesized Frameworks for Software Implementation Process Improvement Change Initiative

1. Create a Sense of Urgency + Disruptive Innovation

• Urgency: Clearly communicate the critical need to expedite the software implementation process. Highlight risks of delays, such as increased costs and missed opportunities. Emphasize the importance of maintaining competitive advantage and meeting customer expectations by presenting data on current inefficiencies and potential benefits.

• Disruptive Innovation: Introduce innovative solutions and new software tools to challenge the status quo and accelerate implementation. Adopt new methodologies to address root causes of inefficiencies, such as bottlenecks or supplier issues. Automate manual processes and leverage data analytics for decision-making. (Meyerson, D. 2019, November 27).

2. Build a Guiding Coalition + Top-Down Leadership

• Coalition: Assemble a cross-functional team of influential stakeholders and leaders, including IT experts, project managers, and key users, to drive the change. This coalition will provide necessary support and resources.

• Top-Down Leadership: Ensure strong leadership from the top. The CEO and senior leaders must be visibly committed, actively participate in the process, provide guidance, and model desired behaviors.( Tsipursky, Dr. G. 2023, April 24).

3. Form a Strategic Vision and Initiatives with Clear Communication + Strong Stakeholder Engagement

• Vision and Strategy: Develop a clear and bold vision for the improved software implementation process, including specific goals, timelines, and release deadlines. Emphasize efficiency, user satisfaction, and alignment with organizational goals. Provide timely updates to all stakeholders.

• Strong Stakeholder Engagement: Engage stakeholders at all levels to ensure buy-in and support. Conduct workshops, focus groups, and surveys to gather input and address concerns. (Tsipursky, Dr. G. 2023, April 24).

4. Enlist a Volunteer Army

• Volunteer Army: Encourage employees to support the change by involving them in the planning process. Identify champions within different departments to advocate for the new software. (Bedard, A. 2024, November 8).

5. Enable Action by Removing Barriers + Rapid Implementation

• Remove Barriers: Identify and address obstacles slowing down implementation. Reallocate resources, improve training programs, and simplify processes. Empower employees with necessary tools, training, and support. Adopt agile methodologies for flexibility and responsiveness.

• Rapid Implementation: Focus on quick, decisive actions to implement the software. Use parallel processing or other techniques to speed up rollout. Engage all teams, including Research and Development and Global Customer Service, to iterate and refine the process based on feedback. (Bedard, A. 2024, November 8).

6. Generate Short-Term Wins and Consolidate Gains

• Short-Term Wins: Set achievable milestones and celebrate progress, such as completing a pilot phase or integrating a key feature. Use these wins to demonstrate the benefits of the change.

• Consolidate Gains: Use credibility from short-term wins to drive further improvements. Continuously assess and refine the process for long-term success. (Leading change (step 4) – communicate the Change Vision n.d.)

7. Sustain Acceleration

• Sustain Acceleration: Keep momentum by continuously addressing issues and making necessary adjustments. Regularly review progress and adapt the plan as needed. Provide ongoing training and support to sustain new processes. (Bedard, A. 2024, November 8).

8. Institutionalize the Change + Continuous Improvement

• Institutionalize the Change: Solidify new processes and practices once the software is fully implemented. Embed changes in the organization’s culture through ongoing training, support, and reinforcement.

• Continuous Improvement: Establish a culture of continuous improvement and knowledge sharing. Regularly seek feedback and make iterative enhancements. Encourage a mindset of learning and adaptability. Reinforce new approaches through ongoing training, recognition, and alignment with performance metrics. (Bedard, A. 2024, November 8), (Meyerson, D. 2019b, November 27).

Conclusion

The proposed process improvement initiative for BioAccess's software implementation methodology, guided by Kotter's and Meyerson's frameworks, seeks to address current software implementation challenges and achieve sustainable enhancements. By fostering a sense of urgency, establishing a guiding coalition, and leveraging disruptive innovation, we aim to improve efficiency, user satisfaction, and alignment with organizational objectives. Continuous stakeholder engagement, unwavering leadership commitment, and a focus on ongoing improvement will be pivotal to the long-term success of this initiative. Embracing agility and adopting an agile mindset are also essential to the program's success.

I look forward to discussing these recommendations further and working together to drive meaningful process change at BioAccess.

Best regards,

Katheryn Bailey

Katheryn Bailey, Strategic Leadership Consultant

Agile Consulting Services, LLC

References:

Bedard, A. (2024, November 8). The 8-step process for leading change: Dr. John Kotter. Kotter International Inc. https://www.kotterinc.com/methodology/8-steps/

Defining project scope - in 8 steps. ProjectManagement. (n.d.). https://2020projectmanagement.com/knowledge-hub/defining-project-scope-in-8-steps

Laoyan, S. (2024, February 2). What is agile methodology? (a beginner’s guide) [2024] • asana. Asana. https://asana.com/resources/agile-methodology

Leading change (step 4) – communicate the Change Vision. Management is a Journey® – Helping you with the people side of the businessTM. (n.d.). https://managementisajourney.com/leading-change-step-4-communicate-the-change-vision/

Managing stakeholders to achieve true implementation success. (n.d.-a). https://www.pmi.org/learning/library/managing-stakeholders-achieve-true-implementation-success-7406

Meyerson, D. (2019b, November 27). Radical change, the quiet way. Harvard Business Review. https://hbr.org/2001/10/radical-change-the-quiet-way

The determinants of Organizational Change Management Success: Literature Review and Case Study - Abdelouahab Errida, Bouchra Lotfi, 2021. (n.d.). https://journals.sagepub.com/doi/full/10.1177/18479790211016273

The SWOT analysis of a software (with examples). BusinessDojo. (n.d.). https://dojobusiness.com/blogs/news/software-swot

Tsipursky, Dr. G. (2023, April 24). Mastering stakeholder engagement to drive business success. Forbes. https://www.forbes.com/sites/glebtsipursky/2023/04/23/mastering-stakeholder-engagement-to-drive-business-success/

Appendices

[Appendix A: Training Plan and Employee Ongoing Support]

[Appendix B:Implementation Plan]

[Appendix B: Communication Plan]

APPENDIX A: Training Plan and Employee Ongoing Support

1. Training and Ongoing Support: Develop comprehensive training programs to equip employees with the necessary skills and knowledge. Provide ongoing support through:

 Help desks – Staffed by all technical staff on a rotating schedule with regular “office hours”

 User manuals – Create standardized operation procedures and document those steps for all staff. Provide training if needed.

 Peer mentoring – Allow senior staff to mentor junior staff on best practices and required steps of the implementation process. Include support information for further training if needed. (The determinants of Organizational Change Management Success:

APPENDIX B: Formal Process Steps – 9 Steps for the Initiative:

Define Objectives and Scope Identify Goals: Clearly define what you aim to achieve with the optimization (e.g., reduce costs, improve efficiency, enhance quality).

Scope: Determine the boundaries of the initiative, including which processes will be targeted

Assemble a Team Select Team Members: Choose individuals with relevant expertise and a mix of skills.

Assign Roles: Define roles and responsibilities for each team member.

Analyze Current Processes Process Mapping: Document the current processes in detail.

Data Collection: Gather data on process performance (e.g., time, cost, error rates).

Identify Bottlenecks: Pinpoint areas where inefficiencies or issues occur.

Develop Optimization Strategies Brainstorm Solutions: Generate ideas for improving the processes.

Evaluate Options: Assess the feasibility, cost, and impact of each potential solution.

Select Best Practices: Choose the most effective strategies for implementation.

Plan Implementation Create an Action Plan: Develop a step-by-step plan for implementing the changes.

Set Milestones: Establish key milestones and deadlines.

Allocate Resources: Ensure necessary resources (e.g., budget, tools, personnel) are available.

Communicate the Plan Stakeholder Engagement: Inform all stakeholders about the initiative and its benefits.

Training: Provide training for employees on new processes and tools.

Feedback Mechanism: Set up channels for ongoing feedback and communication.

Execute and Implement Changes Pilot Testing: Start with a pilot phase to test the changes on a small scale.

Full Rollout: Gradually implement the changes across the organization.

Monitor Progress: Track the implementation process and make adjustments as needed.

Evaluate and Sustain

Performance Metrics: Measure the impact of the changes using predefined metrics.

Continuous Improvement: Establish a culture of continuous improvement to sustain gains.

Review and Adjust: Regularly review the processes and make further adjustments as necessary.

Document and Share Results Report Outcomes: Document the results of the initiative and share them with stakeholders.

Celebrate Success: Recognize and celebrate the achievements of the team. (Defining Project Scope, n.d.)

APPENDIX C: Communication Plan

Communication Plan

1. Objectives

• Inform all stakeholders about the upcoming software process change.

• Engage stakeholders to ensure their support and participation.

• Educate stakeholders on the benefits and usage of the new process.

• Gather Feedback to address concerns and improve the implementation process.

2. Stakeholder Identification

• Internal Stakeholders: Employees, management, IT team, HR, and other departments affected by the change.

• External Stakeholders: Customers, suppliers, partners, and any other external entities impacted by the change.

3. Key Messages

• Core Message: "We are implementing a new software process to enhance efficiency, reduce errors, and improve user experience. This change aligns with our commitment to continuous improvement and innovation."

• Tailored Messages:

• Employees: "This new process will streamline your workflow and reduce manual tasks."

• Management: "The change will provide better data insights and improve decision-making."

• Customers: "Expect a smoother and more reliable service experience."

4. Communication Channels

• Internal Channels: • Emails • Intranet announcements • Team meetings • Internal newsletters • Training sessions

• External Channels: • Company website updates • Social media posts • Customer newsletters • Direct communication with partners

5. Communication Timeline

• Week 1-2:

• Announcement: Send an initial email to all stakeholders announcing the change and its benefits.

• Intranet Post: Publish a detailed post on the intranet with FAQs and resources.

• Week 3-4:

• Training Sessions: Conduct training sessions for employees.

• Feedback Collection: Set up feedback channels (e.g., surveys, suggestion boxes).

• Week 5-6:

• Follow-up Communication: Send follow-up emails addressing common questions and concerns.

• Additional Training: Offer additional training sessions as needed.

• Week 7-8:

• Implementation: Roll out the new process.

• Monitoring: Monitor the implementation and provide support.

• Ongoing:

• Regular Updates: Provide regular updates on progress and any adjustments.

• Celebrate Milestones: Acknowledge and celebrate key milestones and successes.

6. Roles and Responsibilities

• Project Manager: Oversee the entire communication plan and ensure timely execution.

• HR Team: Coordinate training sessions and handle employee feedback.

• IT Team: Provide technical support and address any issues during implementation.

• Communications Team: Draft and distribute all communications, manage external channels.

7. Feedback and Adjustment

• Feedback Mechanisms: Use surveys, suggestion boxes, and direct feedback to gather input from stakeholders.

• Adjustments: Be prepared to adjust the communication strategy based on feedback and any challenges encountered.

© Katheryn Bailey 2024 ALL RIGHTS RESERVED