Within phase I of the Alejandría project, dedicated to the design and implementation of the new knowledge management model, an analysis has been developed, which has started from the needs, benefits, inefficiencies and improvement proposals identified during the assessment carried out in 2019 by FCC Construcción with all the groups impacted by the work cycle. 

Three expertise sessions have been held (sessions with those responsible for training, communication and the project team) and 20 group sessions (sessions with all the groups impacted by the work cycle), all supported by more than 41 hours of interviews with the 63 users identified and who have participated in the analysis phase.

Below are the results of change management, key to a correct implementation and adoption of the Alejandría Project. Among the needs and objectives, the following stand out:

• Access to work documentation. Have the information generated during the work cycle, with the aim of promoting and speeding up collaborative work, avoiding duplicate documentation, exploiting the knowledge generated in history and saving time searching for information.
• Global search engine. Facilitate access to information available in FCC Construcción, so that users can locate it quickly, with minimal navigation effort, and be able to use it in other projects, either in their area or in corporate departments.
• Tagging using metadata. Define an automatic labeling model, which, minimizing the user's effort, allows documents to be classified by means of patterns. In this way, it is easier to load, filter and locate

Key factors and risks include:

• Utility from the start. Guarantee usability, simplicity and added value to the user from the first launch milestone. It is important to go to a scenario of minimums to maximums to meet the expectations of professionals and meet their real needs.
• Continuous and operational support. Support and accompany the different groups during the implementation of the document manager. Providing accessible, direct support that understands and resolves particular needs.
• Communication of key factors. Transfer the benefits, the usability of the tool and the contribution of value in a personalized way, with the aim of guaranteeing understanding and generating the need for use.

Regarding the digital maturity of the groups, at a global level we identified a medium degree of adoption of Office 365 and they generally use shared repositories other than SharePoint.

Based on the results of the analysis, a series of principles have been identified to be covered by the actions of the different change management levers.

• Network of ambassadors, by which to ensure the momentum of adoption by key players.
• Communication, conveying to impacted users the usefulness and benefits provided by the Alejandría project with respect to the traditional way of working.
• Training, adapting the training to the specific needs and use cases of the area.
• Continuous support to professionals, guaranteeing the resolution of doubts and concerns in an agile and decisive manner.
• Monitoring of project progress indicators, applying an incremental approach, which allows controlling the adoption of the new way of working

After the compilation of the results and the validation with the key agents involved in change management and the project team, the next steps will be the definition of the change management strategy to be applied in the pilot and global deployment, as well as the launch of the pilot of the Alejandria Project.