ul program overview_structure_scu

UNIT LIAISON PROGRAM OVERVIEW & STRUCTURE IDEASSupporting DART transition across campus

July-August 2010 – School/College/Unit Input

LifelongEngagement

DART DAC Replacement / DART Implementation

WELCOME

Project Update Unit Liaison Program Overview Expectations & Selection Criteria for Unit Liaisons Discussion & Next Steps

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DART Team Members Chrissi Rawak

Robin Sober Kelly Doonan-Reed

Lesly Sauceda

LifelongEngagement


TIMELINEDesign, data conversion and

programming will occur through end of 2010

6-months extensive testing, final data verification, system tweaks, training, and unit readiness preparations

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Go Live scheduled for August

2011

Change Management & Training• Evaluating business process changes

• Developing training materials (online & instructor-led)• Outlining support processes (access, training, HelpDesk)

• Communications (informing & preparing)

Wide-spread, cross-

campus participation

LifelongEngagement


DART – CURRENT ACTIVITIES Software 1st Round Testing –

Revenue

Design Teams Underway – Prospect Management, Planned Giving, Stewardship

Online Community – Consultant wrapping campus-wide needs analysisResults to inform strategic planProject team will outline technical requirements based on results

Change Management Planning –Collaborating with unit leadership on a Unit Liaison program for Development

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LifelongEngagement


STARTING A DEVELOPMENT UL PROGRAM

Regional campuses

Colleges

Schools Unit Liaison Program

(Meetings, information exchanges,

etc.)Units

Design Teams

Central Office

Groups

Change Mgmt Teams

Key individuals within schools/colleges/units

Facilitate two-way communication between unit’s faculty/administrators/staff and project team

Help inform decisions about how changes are managed within a unit

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LifelongEngagement


DEVELOPMENT UL PROGRAM TIMELINEDevelopment Unit Liaison (UL) Program is starting with Donor and Alumni Relationship Tool (DART), but will also support other Development community strategic initiatives (e.g., Information Excellence).

May-July: CollaborationRepresentationSupport commitment and expectations

August-October: Start-up + OnboardingUL appointmentInitial meetings and orientation

November-August: Prepare UnitsPreparationAssessmentTestingLaunch

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Aug. 2011–beyond: Ongoing support• Stabilization• Future Upgrades/Enhancements

LifelongEngagement


PROPOSED STRUCTURE

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School/college/unit commits a primary + backup UL (as appropriate)

Project team supports each with its preparation tasks + business process changes

Some smaller units band together for increased support

UM Health Syste

m

Unit

School

College

UnitSchoo

l

College

OUD

Project Team

Small S/C/U

1

Small S/C/U

2

Small S/C/U

3

LifelongEngagement


TRANSITION TEAMS

Recommended for large, complex S/C/Us

Focus is helping unit get through transition

Work closely with UL Temporary – unlike UL,

which is a long-term appointment

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UM Health Syste

m

SchoolColleg

e

UnitOUD

Project Team

Small S/C/U 1

Small S/C/U 2

Small S/C/U 3

LifelongEngagement

DART DAC Replacement / DART Implementation9

EXPECTATIONS FOR UNIT LIAISONS

Partnership for success and support

Attend Unit Liaison meetings

Inform all levels of your unit, including key leadership

Assess the change necessary in your unitReview current business processes, internal operating policies + procedures, system access roles, etc.

Identify necessary changes your unit must make to assure successful transition

Share feedback, special needs, and concerns of your units with the DART team

Create a transition team, if necessary

Identify staff members who will need training

Participate in a DART readiness assessment

Provide stabilization support

LifelongEngagement


WORK/EFFORT ESTIMATIONS

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Build Awareness

Test & Train (Prepare)

Readiness Assessment

Launch

Stabilization

May 2010May 2010 August 2011June 2011March 2011 May 2011

• Shaded areas show where Development Unit Liaison would need to expend effort with support of a dedicated OUD Project Consultant.

• Consultant would guide individual schools/colleges/units who are the subject matter experts closest to their business processes & policies.

LifelongEngagement


UL ANTICIPATED TASKS & TIME COMMITMENT

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October 2010 – August 2011 8 – two-hour meetings 7-8 – homework

assignments: DART Project team

consultants available to assist with homework

Time to complete assignment will vary based on unit size 15 minutes to 2 hours per

assignment

Homework assignments include: Identify staff to participate in testing Assist staff with system access set-up Connect staff to training resources Provide input on best training

approach for unit Identify business processes changes

for unit Complete the readiness assessment

given by the project team Check-in to confirm unit is ready for

Go-Live Provide progress report on the unit’s

preparation

May 2010May 2010 August 2011June 2011March 2011 May 2011

LifelongEngagement


SUPPORT FOR UNIT LIAISONS Development Unit Liaison Meetings

Coordinated, dedicated meetings Network + collaboration opportunities First-hand information exchange regarding changes

Communication Resources Presentation and e-mail templates Websites/pages

Training/Resources UL InfoCenter Interchanges/Training

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LifelongEngagement


COLLABORATION MODEL

Development UL

Meetings

Alumni Associatio

n

Combined Meetings

Cross Over

Topics

Financial UL

Meetings

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LifelongEngagement

DART DAC Replacement / DART Implementation14

UNIT LIAISON SELECTION CRITERIA

Understanding of current development systems,

processes, and structure of the unit

Ability to effectively communicate with staff and drive

decision-making within the unit

Ability to identify impacts to current business processes

and to implement appropriate internal changes

LifelongEngagement


NEXT STEPS

Select a Unit Liaison (Deadline: Aug. 31) Discuss appointment with your UL Submit via email (details to follow)

Appointment Letter (September) Email confirmation from project team

UL Kick-off Meeting (October) Orientation for all Unit Liaisons

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ul program overview_structure_scu

Technology

unit liaisonsdiscussion

unit readiness preparationsgo

data conversion

final data verification

system tweaks

months extensive testing

business process changes

support processes access