How to Manage Changes in a Program Using the Change Management Studio

Overview

Program-level changes impact multiple projects, teams, or departments and are often driven by broader strategic initiatives. These changes typically require cross-functional coordination, shifts in behavior, and updates to processes, tools, and ways of working within a specific domain.

To support successful adoption, the ADKAR model provides a structured approach that focuses on guiding individuals through the people side of change.

This guide explains how to create, track, and manage program-level changes using the Change Management Studio with the ADKAR model providing a framework to support individual adoption"

What Is the ADKAR Model ?

ADKAR is a widely recognized and practical change management model used to guide both individual and organizational change. It outlines the key stages people go through when adopting change and helps organizations plan actions that support successful transitions.

The acronym ADKAR stands for:

Awareness – Understanding the need for change
Desire – Willingness to support and engage in the change
Knowledge – Knowing how to change and what to do
Ability – Having the skills and resources to implement the change
Reinforcement – Ensuring the change is sustained over time

By addressing each of these stages, ADKAR helps ensure your program not only achieves its intended outcomes but also drives lasting adoption across all impacted groups.

📌Step1-Access the Change Management Studio

You can open the Change Management Studio in two ways:
- Option 1 : Go to Program → Manage → Change Management Studio
- Option 2 : Open the Change Management Studio directly from the Program Office.

Choose the relevant program from the scrolling list.

📌Step2-Create a Change Canvas

The Change Canvas captures the context, reasoning, and outcomes associated with the program-level change.

Fill in the following fields to create a complete change overview:

General Information

Field	Description
Change Name	Title of the change initiative
Business Owner	Executive sponsor or accountable leader for the change
Manager Name	Person responsible for managing and executing the change

Identify the Change

Field	Description
Change Description	Describe what employees, customers, or users will be able to do differently
Change Decision	Explain the rationale or business case for initiating the change
Change Impact	Identify the stakeholder groups or departments affected by this change

Implement the Change

Field	Description
Stakeholder Preparation	Outline the communication, training, and readiness activities planned for adoption
Business Outcomes	Define the specific outcomes or goals this change is intended to achieve
Change Date	Indicate the planned implementation date for the change

Measure the Impact

Field	Description
Real Outcomes	Once available, document the actual results of the change and their sources
Next Steps	Include any follow-up actions or next steps required after implementation

💡 Use AIZO

Click the AIZO icon to generate AI-based suggestions tailored on your Program context. You can select item to copy it into the relevant field.

📌Step3-Add a Change Action

After defining your Change Canvas, break the change into actionable steps by creating one or more Change Actions

A Change Action refers to a specific, tactical activity designed to support one of the five stages of individual or organizational change:

Awareness → Desire → Knowledge → Ability → Reinforcement

1. Click to open the "Create Change" dialog box and fill the required fields. Click the AIZO icon to receive context-aware recommendations. Select item to copy into the appropriate field

Field	Description
Name	Action title
Change Type	Classifies the nature of the change: • System – Technology platform, tools, or infrastructure changes • Process – Business procedure or workflow changes • Organization – Structural or governance changes (teams, roles, reporting lines) • Culture – Behavioral or mindset shifts across the organization
Change Topic	Main theme or domain of the change
Change Phase	select one of ADKAR phase: Awareness, Desire, Knowledge, Ability, Reinforce
Scope Description	Summary of what’s affected or in scope
Expected Output	Intended outcomes of the change action
Real Output	Actual or anticipated results
Impact	Assess the potential impact: Low, Moderate, High, Extreme
Status	Current status of the action
Progress	Describe progress to date
Estimated Start/End Dates	Timeline for this action
Owner	Person accountable for the action
Notify	Users or groups to be informed

2. Click to save your change record.

✏️Managing an existing Program Change

1. Select the associated program from the list in the Change Management Studio.

2. Click the Edit icon next to the change you want to update.

3. Update the change details as needed, including any field in the Change Canvas or Change Actions.

4. Click to save your changes and ensure they are reflected in the program record.

✅Summary

By using the Change Management Studio and applying the ADKAR model, program managers can ensure that change initiatives are people-focused, measurable, and effectively integrated across all associated projects.
The Change Canvas helps document the rationale and scope of change, while Change Actions provide tactical steps for implementation and adoption.
With the support of AIZO, you can streamline planning, generate context-aware suggestions.