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PROJECTS 07

Business Meeting

Introduction

Evance Consulting partnered with a digital transformation consultancy on a cross-government, national business readiness programme. Initially engaged for a six-week discovery phase to map current and future processes and develop user stories for a new system, we identified the primary requirement to ensure business needs were met in contingency scenarios. Our main objective was to support the non-government agency in collaborating with the government IT team to implement the UK’s national food import notification system, focusing on seamless business readiness planning amid uncertainty.

The Challenge

Client Need

  • Design and implement a robust business readiness plan for the UK's national food import notification system. 

  • Identify the minimum operating capability for the import process. 

  • Investigate digital and manual solutions for Day 1 contingency scenarios. 

  • Conduct functional and technical assessments of all options

The Obstacles

  • Managing communication across cross-functional departments. 

  • Establishing and managing stakeholder expectations. 

  • Collaborating effectively with IT and management consultancy firms. 

  • Translating business requirements into technical requirements and vice versa. 

  • Ensuring the client's key business needs were met. 

Client's Initial State

  • Faced challenges in effectively engaging stakeholders and aligning them with transformation goals.

  • Mapped high-level business processes and key technology requirements but struggled with correct design implementation in the new solution.

  • Conducted multiple requirements gathering meetings but failed to articulate needs into a solution for the new import process.

Our Solution

Evance Consulting approached the agency's challenges through a strategic, three-phase process:

Phase 1 – Strategic Business Needs Analysis

  • Developed and validated the current third country import process through comprehensive process mapping and stakeholder interviews.

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  • Created a detailed Stakeholders Map for imports and TRACES users, identifying key players and their roles.

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  • Designed a service Blueprint to gain a holistic understanding of the third country import process to the UK.

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  • Identified and addressed inter-government communication breakdowns by organising focused workshops and creating a communication framework.

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  • Defined and planned three workstreams for no-deal Brexit planning, ensuring each was aligned with strategic business needs and contingency planning.

 

  • Applied a Hybrid Business Analyst and Project Manager approach to seamlessly integrate business analysis with project management tasks.

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Phase 2 – Solution Options Design

  • Conducted a thorough blueprinting of the 3rd Country Imports process, identifying TRACES' core functions, such as registration, notification, inspection, system integration, incidents, and data reporting.

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  • Developed and presented robust contingency solution options to senior members of the imports team, ensuring all potential scenarios were covered.

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  • Mapped the end-to-end change using the POPIT model, outlining necessary actions at the people, technology, and organisational levels.

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  • Ensured alignment with the Government Digital Service standards for Agile Delivery, incorporating best practices and guidelines.

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  • Created detailed presentations and summary processes for updates to project and programme boards, ensuring transparency and stakeholder engagement.

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  • Gained approval for an evidence-based viable solution from several government and non-government agency Boards, demonstrating the feasibility and effectiveness of the proposed solutions.

 

  • Developed a risk assessment and mitigation strategy to proactively address potential challenges and ensure smooth implementation of the solution.

Phase 3 – Implementation and Change Planning

  • Developed a comprehensive change management framework to ensure all stakeholders are aligned and informed throughout the implementation process

 

  • Implemented a phased rollout approach to minimise disruption and ensure a smooth transition to the new system. 

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  • Established a feedback loop to continuously monitor and address any issues or improvements needed during the implementation phase. 

 

  • Provided ongoing support and training to ensure users are proficient with the new system and any updates or changes are seamlessly integrated. 

 

  • Utilised a robust risk management strategy to anticipate and mitigate potential challenges during the implementation phase.

The Outcome

  • Successfully developed and delivered a national contingency solution within four months, ensuring business continuity and readiness.

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  • Facilitated 46 outcome-based workshops, fostering strong collaboration and alignment among stakeholders.

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  • Supported the agency’s Director in leading contingency planning, enhancing strategic decision-making.

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  •  Defined the As-Is and To-Be Service blueprint, ensuring strategic alignment with the agency’s needs.

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  • Guided the design of a comprehensive contingency solution Target Operating Model, enhancing operational efficiency.

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  •  Effectively managed relationships across multiple agencies, ensuring seamless delivery of the contingency solution.

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  •  Ensured compliance with regulatory standards, reinforcing the robustness of the contingency plans.

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  • Provided thorough training and support to ensure the client’s team could sustain and build upon the implemented solutions.

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Business Meeting

Conclusion

Evance Consulting demonstrated its expertise in strategic business change analysis by delivering a robust national contingency solution tailored to client needs. Our comprehensive approach ensured business readiness, regulatory compliance, and seamless collaboration across multiple agencies. By addressing complex challenges and providing strategic guidance, we enabled our client to achieve their business goals in a period of uncertainty. Engage with Evance Consulting for exceptional business readiness planning and implementation, ensuring your organisation is prepared for any eventuality.


To discover how Evance Consulting can help transform your organisation's processes and increase efficiency, contact us today.

Strategic Business Need Analysis

Unlock your potential with strategic business analysis

Fixed day rate OIR35

Process mapping

Power in Numbers

46

Outcome-based workshops fostering strong collaboration and alignment among stakeholders.

12+

Diverse government, non-government, and consulting organisations with relationships managed and significantly improved.

3

Strategic workstreams successfully planned and managed. 

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