preparing the campus for change

8/3/2019 Preparing the Campus for Change

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Business Process Workshops

Preparing the Campus for Change

University of Massachusetts

HEUG 2004 Conference

Session 10368


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Agenda

Introduce UMass and Project ISIS

Overview of Change Management

Introduce Transition Workshops

Introduce Business Process Workshops

Questions


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University Of Massachusetts

The University of Massachusetts consists of 5campuses (Amherst, Boston, Dartmouth, Lowell andWorcester) and the Presidents Office

Worcester

Amherst

Presidents

OfficeLowell

Dartmouth

Boston


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University Of Massachusetts


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Project ISIS

Collaboration between the Boston, Dartmouth, andLowell campuses to implement PeopleSoft SA

Phase 1A Recruiting Go Live December 2001 inversion 7.6

Phase 1B Upgrade to 8.0 in August 2002 andimplement Admissions in September 2002

Phase 2 Student Records, Student Financials,Financial Aid and Academic Advising. Go Live isscheduled for February 2005


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Change Management

Change Management exists to

Minimize disruption and accelerate the acceptance of

change Be responsive to questions and give people the information

they need

Help constituents realize the benefits of the implementation


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Change Management

An effective Change Management program maximizes performance at implementation byAn effective Change Management program maximizes performance at implementation by

minimizing disruption and accelerating the acceptance of change.minimizing disruption and accelerating the acceptance of change.

Typical level of performance and motivation in changing environments

Time

TransitionTransition DesignDesign ImplementImplementImprove

Level of Acceptance

Improve

Level of Acceptance

Awareness

Understanding

Involvement

Acceptance


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Change Management

Project ISIS is focusing on 5 ChangeManagement activities

Campus Readiness

Sponsorship

Communications

Training & Support

End User Production Support


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Change Management

Campus

Readiness

Sponsorship

Communications

Training &

Support

End User

Production

Support

Receiving

relevant and

timely

information

Possessing

the necessaryknowledge

and skills in

the system

Having

campuslevel

leadership

support for

change

Prepare for changes

by adjusting Business

Processes (how we

do business)

Ongoing support

via Help Desk,

continued training,

and system

maintenance &

enhancements


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Campus Readiness

The goals of Campus Readiness are to:

Help affected departments prepare for changes in

business processes and policies, and identify newresponsibilities associated with new and changedbusiness processes

Help campuses socialize PeopleSoft terminology,distribute communications and identify security andtraining needs


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Campus Readiness

Campus Implementation Team(CIT)

Provide link between ProjectISIS and end users fordelivering communications,

collecting end user feedback,and implementing campusreadiness activities

Reach end users who may not

be directly involved with, butare directly impacted by, theimplementation

Campus Readiness goals will be achieved through the following:


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Campus Readiness

Business ProcessWorkshops (BPWs)

Help central departmentsprepare for new and changedbusiness processes

Help central departments

prepare for new and changedresponsibilities

Explain PeopleSoft terminology

Communicate new businessprocesses

Identify steps campuses cantake now to prepare for newand changed businessprocesses when PeopleSoft isimplemented


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Transition Workshops

Intentions of Transition Workshops in Phase 1

Help central departments prepare for new andchanged business processes

Help central departments prepare for new andchanged responsibilities

Explain PeopleSoft terminology

Communicate new business processes

Prepare for system training


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Results of Transition Workshops in Phase 1

Help central departments prepare for new andchanged business processes. Yes somewhat.

Help central departments prepare for new andchanged responsibilities. Yes somewhat.

Explain PeopleSoft terminology. Yes

Communicate new business processes. Yes, but didthey hear us?

Prepare for system training. Yes


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Explaining the Somewhats

Help central departments prepare for new andchanged business processes and responsibilities

Explained the changes in workflow Expected departments to make adjustments

One Campus made adjustments and was very successful byadjusting business processes to fit the system

One Campus was fairly successful, but could have donebetter

One Campus didnt heed many warnings, insisted theapplication completely fit their business processes instead ofadjusting processes to fit the system better


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So how can we improve?

Transition workshops were helpful, but we

needed more

Dig in deeper to understand the changes

Verify they understand the changes and have

adjusted business, forms, and personnel to

handle the changes


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The PeopleSoft SA will bring technology changes. Systemtraining will help prepare for these changes.

The PeopleSoft SA will also bring non-technology changesto day-to-day business processes. BPWs will help preparefor these changes.

FunctioningPeopleSoft SA +

PeopleSoft SATraining +

BusinessProcess

Workshops(BPWs)

=

Successful useof the

PeopleSoft SA


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One method of achieving Campus Readiness goals isthrough Business Process Workshops (BPWs). BPWs will:

Demonstrate new and changed business processes tocentral departments

Identify new responsibilities that are a result of new andchanged business processes

Explain PeopleSoft SA terminology Identify actions departments can take now to prepare for

new and changed business processes when the PeopleSoftSA is implemented


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What Do You Mean Business Process?

Business processes are the way work flowsthrough a department, including:

The individuals involved Paperwork/forms required Length of time to complete a task Communications Reports and Queries

It will be necessary to adjust some business processes tomake the PeopleSoft SA work in your department.


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BPW Development

How are the materials for the BPWs being developed?

Subject Matter Experts (SMEs) from the Registrars, Bursars,and Financial Aid offices have been working with the ProjectISIS team to create business process flows. These flows showhow we have decided to do business once PeopleSoft SA isimplemented.

SMEs approve and sign off on these business process flows

These business process flows are the input used to create theBPWs


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Take Current As Is documents, GeneralDesigns, To Be documents to createBusiness Process flows

Business process flows emphasize the stepsand changes in the way work flows outsidethe system and training will deal withchanges inside the system


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BPW Content

Each BPW will contain the following sections:

BPW ObjectivesGoals of the BPW TerminologyMapping of current terms to ISIS

Application terms Major changesDescription of major business

process changes Business Process FlowsOutline of future

business processes (see example on the nextpage)

To DosActions the campus can take now tofacilitate campus readiness (see example on the

next page)


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Changing a Students Academic Program (College)

To Dos SR 001-- Review/update Program/Plan change request form

SR 002-- Determine if you want to communicate change of Academic Program to student

SR 003-- Select method of com munication (letter, email, copy of form)

Student picks up

form fromRegistrar's Office

and completes

Department

Chairpersonapproves Program/

Plan change and

signs form.

Student submitsform to Registrar's

Office

Registrar's Office

makes Program/Plan

change to Student's

Record & evaluates

transfer credit

Registrar's Office

files Program/Plan

change request form

in student's file

OPTIONAL:

Registrar's Office

communicates

change

SR001

SR002

SR003

Student's Financial

Aid is repackaged

and tuition and fees

are recalculated

End of process

BPW DevelopmentBPW Development


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BPW Responsibilities for Project Team

The Project ISIS Team is responsible for the following:

Adapting campus SME-approved functional process flows toBPW process flows

Working with Functional Team members and campus SMEs to

understand business process changes Developing BPW materials

Answering Questions

Verifying To Dos are complete


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BPW Responsibilities on the Campus

Identified UMass staff are responsible for the following:

Attending BPWs

Communicating business process changes to co-workers not inattendance

Socializing ISIS Application terminology Assigning To Dos

Completing To Dos


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Targeted BPWDelivery Dates

Student Records Spring to Summer 2004

Student Financials Spring to Summer 2004 Financial Aid Summer 2004

Targeted BPW Delivery Dates*

*Dates are subject to change


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Post-BPWDelivery

After BPWs have been completed, CampusProject Managers will be responsible for ensuringstaff members have completed their assignedTo Dos.

There will be regularly scheduled assessmentchecks to gauge progress toward completion ofTo Dos and to answer questions you might have.


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Change Management Team

Campus Readiness Brian Sullivan and Valerie Cunningham

Sponsorship Brian Sullivan and Valerie Cunningham

Communications Elaine Seidel and Valerie Cunningham

Training & Support Brian Sullivan and Aaron Smith

End User Production Support Brian Sullivan and Valerie Cunningham

Production Support Phase 1 Verena Lisinski


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Questions

Brian SullivanBrian Sullivan [email protected]@umassd.edu

Change Management CoChange Management Co--LeadLead

Verena LisinskiVerena Lisinski [email protected]@umassd.edu

Phase 1 Module Lead and current ProductionPhase 1 Module Lead and current Production

SupportSupport

preparing the campus for change

Documents