Change Impact Assessment Template: roles affected, process changes, training, and adoption KPIs
Quick answer
A change impact assessment shows who must do what differently for a program to succeed. Map impacted roles, tasks, tools, and policy changes, then convert that into training, comms, and manager actions. Track adoption with a short KPI set: usage, proficiency, and customer impact.
What is a change impact assessment template?
A change impact assessment template is a structured way to document what will be different for specific groups. It answers: which roles are affected, what tasks change, what tools change, what policies change, and what support is required so adoption happens.
People search this topic using phrases like change impact assessment template excel, change impact assessment template word, change impact assessment template PowerPoint, change impact assessment template excel free download, and free change impact assessment template.
Sources: [S1], External: Prosci
Internal support: change management, changes in business.
Scope: roles affected, processes, tools, policies
Keep scope simple. For each impacted group, capture: the new way of working, what is retired, what stays the same, and what must be true for Day 1 go-live and for steady-state adoption.
| Area | What to capture | Example |
|---|---|---|
| Roles affected | Role name, group, location, volume of users | Customer support agents (240), supervisors (18) |
| Process changes | Steps added, removed, changed, approvals | New escalation step and new approval threshold |
| Tool changes | New tools, screens, data fields, reports | New CRM workflow and new case categories |
| Policy changes | Rules, compliance, audit needs | New retention rule for customer communications |
| Behavior changes | What people must do differently | Log every exception and tag the root cause |
Change impact assessment matrix
A change impact assessment matrix is a fast way to see which roles are hit hardest. Use a 0 to 3 scale and keep the definition consistent across teams.
Matrix scale (copy/paste)
0 = No meaningful change
1 = Small change (minor steps or minor tool updates)
2 = Moderate change (new steps, new approvals, noticeable learning)
3 = Major change (role redesign, new system, new performance expectations)
| Change item | Role A | Role B | Role C | Notes |
|---|---|---|---|---|
| New intake form and required fields | 2 | 1 | 0 | Training required for Role A |
| New approval threshold | 1 | 3 | 1 | Role B needs manager coaching and job aids |
| New reporting dashboard | 1 | 2 | 2 | Role B and C need reporting walk-through |
Sources: [S9], External: ProjectManager
Stakeholder map template
Use a stakeholder map template to track who needs what message, from whom, and when. The smallest useful set includes influence, interest, support level, and the best channel to reach them.
Stakeholder map template (Excel-ready rows)
Stakeholder,Group/Org,Role,Influence (H/M/L),Interest (H/M/L),Support (Support/Neutral/Resist),Key concerns,Best channel,Message owner,Cadence,Notes
Sources: [S5], External: PMI community
Internal support: business transformation, business change office.
Change readiness assessment vs. change impact assessment
Change impact assessment answers: what changes for whom. Change readiness assessment answers: are people and leaders prepared to adopt, and what barriers are likely. You usually do impact first, then readiness, then you tune comms, training, and support.
| Item | Change impact assessment | Change readiness assessment |
|---|---|---|
| Focus | Roles, processes, tools, policy changes | Willingness, capacity, leadership alignment, barriers |
| Output | Impacted-role map, training and comms needs | Risk areas, actions to improve readiness |
| When used | Before planning training and comms | Before go-live and during rollout checkpoints |
Training needs analysis
Use training needs analysis to convert impacts into learning outcomes. Keep it practical: what someone must do on the job, what good looks like, and what support is available if they get stuck.
Training plan fields (minimum set)
- Role and scenario
- New task steps
- Job aids needed
- Format (live, recorded, guided practice)
- Proficiency check
- Support path after training
Sources: [S6], [S7], External: CIPD, OPM
Internal support: organizational change, performance improvement.
Adoption metrics and adoption KPIs
Use a short adoption set that leaders can review weekly. Keep it tied to the new way of working, not vanity counts. A practical set is usage, proficiency, and customer impact.
| KPI group | What it measures | Examples |
|---|---|---|
| Usage | Are people using the new process or tool? | Active users, workflow completion rate, feature usage |
| Proficiency | Are they doing it correctly and efficiently? | Error rate, rework rate, time-to-complete, QA score |
| Customer impact | Is the change improving customer outcomes? | Resolution time, NPS/CSAT, complaints, churn risk flags |
Sources: [S3], [S4], External: Prosci, Prosci ROI factors
Internal support: digital transformation: processes and people, agile transformation.
Templates: Excel, Word, PowerPoint, Mural
Use the same core content in every format. Start with the Excel view (owners and dates), then export what you need for Word, PowerPoint, or PDF. If you are facilitating workshops, use a Mural board. Related searches include change impact assessment template Prosci and change impact assessment template mural.
Change impact assessment template excel (copy/paste columns)
Change area,Change item,Impacted role,Location/Group,Volume impacted,Impact level (0-3),What changes in tasks,What changes in tools/data,Policy or control changes,Training needed,Comms needed,Manager actions needed,Support needed,Owner,Due date,Dependency,Proof of completion,Notes
Change impact assessment template excel free download (practical approach)
If you need a "free change impact assessment template" for quick use:
1) Copy the Excel columns above into a sheet.
2) Add 10 to 20 high-volume roles first.
3) Score impact (0-3) and sort by highest impact.
4) Build training and comms only for the top set first, then expand.
Change impact assessment template word (one-page structure)
1) Change summary (what is changing and why)
2) Roles affected (table: role, group, volume, impact level)
3) Process changes (before vs. after bullets, links to SOPs)
4) Tool and data changes (screens, reports, data fields)
5) Policy and controls (what is required for compliance)
6) Training needs analysis summary (role-based training plan)
7) Comms plan summary (audiences, messages, cadence)
8) Adoption metrics (usage, proficiency, customer impact)
9) Risks and mitigations
10) Owners and dates (link to the Excel tracker)
Change Impact Assessment template PowerPoint (slide outline)
Slide 1: What is changing and why
Slide 2: Roles affected (top impacted roles and volumes)
Slide 3: Change impact assessment matrix (heatmap or table)
Slide 4: Process changes (before vs. after)
Slide 5: Training needs analysis summary (role-based plan)
Slide 6: Stakeholder map (top stakeholders and comms owners)
Slide 7: Adoption metrics and KPIs (usage, proficiency, customer impact)
Slide 8: Risks, decisions needed, next steps
Change impact assessment template mural (workshop board)
Board areas:
A) Impacted roles (sticky notes by role and group)
B) What changes (tasks, tools, policies)
C) Biggest risks and blockers
D) Training needs analysis (skills and scenarios)
E) Comms needs (messages, senders, timing)
F) Adoption KPIs (usage, proficiency, customer impact)
Want a change impact assessment tailored to your program, including stakeholder mapping, training needs analysis, and adoption metrics?
Contact NMS Consulting.
FAQ
What is a change impact assessment?
A change impact assessment documents what will be different for specific groups, including roles affected, process changes, tool changes, and policy updates.
What is a change readiness assessment?
A change readiness assessment checks whether leaders and impacted groups are prepared to adopt the change and identifies barriers to address before go-live.
What should a stakeholder map template include?
At minimum: influence, interest, support level, key concerns, best channel, message owner, and cadence.
What is training needs analysis?
Training needs analysis identifies the gap between what people can do today and what they must be able to do after the change, then turns that into role-based training and support.
What adoption metrics should I track?
Track a short set: usage, proficiency, and customer impact, plus one or two leading indicators tied to the new process.
What is a change impact assessment matrix?
A change impact assessment matrix is a grid that maps change items to impacted roles (or teams) and scores impact so you can prioritize training, comms, and support.
Sources
- S1. Prosci, “Defining Change Impact.” Accessed 2025-12-23. https://www.prosci.com/blog/defining-change-impact
- S2. Prosci, “When Should You Use a Change Management Readiness Assessment?” Accessed 2025-12-23. https://www.prosci.com/blog/when-should-you-use-a-change-management-readiness-assessment
- S3. Prosci, “Metrics for Measuring Change Management.” Accessed 2025-12-23. https://www.prosci.com/blog/metrics-for-measuring-change-management
- S4. Prosci, “3 Factors of Change Which Define or Constrain Project ROI.” Accessed 2025-12-23. https://www.prosci.com/blog/3-factors-of-change-which-define-or-constrain-project-roi
- S5. ProjectManagement.com, “Stakeholder Register Template.” Accessed 2025-12-23. https://www.projectmanagement.com/deliverables/612371/stakeholder-register-template
- S6. CIPD, “Learning needs analysis” (factsheet). Accessed 2025-12-23. https://www.cipd.org/en/knowledge/factsheets/learning-needs-factsheet/
- S7. U.S. Office of Personnel Management (OPM), “Training Needs Assessment: Planning and Evaluating.” Accessed 2025-12-23. https://www.opm.gov/policy-data-oversight/training-and-development/planning-evaluating/
- S8. Mural, “Change impact assessment template.” Accessed 2025-12-23. https://www.mural.co/templates/change-impact-assessment
- S9. ProjectManager, “Change Impact Assessment.” Accessed 2025-12-23. https://www.projectmanager.com/blog/change-impact-assessment
