Change Network November 2019

Change Network November 2019

Index Mapping Results

How much work was this? 18 Spreadsheets 204 Tabs 62,300 Active Index Numbers 20 Working Days 0 Extensions

How did we get this done? 25 Newsletters, Web Pages, Webinar, Office Hours, Guideline Documents, Presentations 1,175 Video views 1 10,125 258 Countless Magical Spreadsheet Template Unique Spreadsheet Sessions In-spreadsheet Comments Change Network Hours Coordinating with Colleagues

Results 13,500 48,800 5,300 43,500 23,200 Consolidated Index Numbers Unique Chart Strings Non-Project GL Strings Tasks Projects Thank you!

Phase 3- Chart Stabilization Legacy Chart Stabilization https ://blink.ucsd.edu/finance/accountin g/chart/chart-stabilization.html Chart of Accounts Request Instructions https:// blink.ucsd.edu/finance/accounti ng/chart/index.html

SME Recruitment · The recruitment period runs from October 28th to November 30th, 2019. · We need University-wide participation; this is your area’s opportunity to build competency in Oracle and Concur systems before golive. · Please nominate staff and encourage supervisors to allow for participation. · 300 hours is the baseline commitment SME Recruitment Form

Kuali Project Updates November 7, 2019

Agenda 1 Kuali Research Project Update 2 Upcoming Trainings 3 Upcoming Unit and Faculty Engagements

KR Project Timeline Upcoming Milestones Initiate Milestones Oct – Dec 2017 Plan Jan – Mar 2018 80 SMEs 200 hours 25 Processes Over 1 year Final configurations - Complete Design Apr 2018 – Apr 2019 We are here Configure Aug 2018 – Apr 2019 Validate May – Dec 2019 Transition Go Live Realization Dec 2019 – Jan 2020 Jan 21, 2020 Jan – Mar 2020 Business Process Design System Configuration Functional Testing – Complete Data Migration Testing – In Progress System Integration Testing – In Progress Business Process Testing – In Progress User Acceptance Testing – Scheduled (Dec) Chancellor Cabinet and Deans Update - Complete SME Train-the-Trainer – Complete Learning Labs – Scheduled (Nov – Jan) Webinars – To be scheduled WalkMe Builds – In Progress Service Transition (project to operational model) – In progress Hypercare User Support Planning – In progress Testing Change Management: Communications and Training Transition Stabilization Apr – Jun 2020

Kuali Research Training Registration is now open! Kuali Research Proposal Development Learning Labs (Nov – Jan): How to build a System-to-System Proposal, Non System-to-System Proposal, a Detailed Budget, and other features of the system How to associate new business processes for proposal submission Offerings will have General Campus, Health Sciences or Marine Sciences Focus Topic specific trainings will also be offered as needed To register go to Kuali Research Training Opportunities

Upcoming Unit and Faculty Engagements SPO Leadership Outreach to Submitting Units SPO Leaders are the process of scheduling meetings with submitting unit heads across, AA, HS and MS to communicate notable changes regarding business processes related to Kuali Research Units heads be expected to work within their areas to develop and submit an implementation plan

Communication Activity Kuali Research Sender(s) Message(s) Faculty Communications Chancellor’s Cabinet & Deans Meeting 9/23 - Complete VCR and CIO Notable changes and impacts on campus related to KR rollout (14, 5 and 2 business days); action items for Deans AVC C&G About KR, importance of changes (14, 5 and 2 business days); action items for Directors AA Deans/Chairs/DBO-MSO: Physical Sciences Department Heads – Scheduling in progress Biological Sciences Department Heads – Complete Social Sciences Department Heads – Scheduled 11/21 Arts and Humanities – Scheduled 11/20 Graduate Division - Scheduling in progress Global Policy and Strategy - Scheduling in progress JSOE – Scheduled 11/15 or 12/16 CaliT, SDSC, Design Lab, HDSI – Scheduling in progress Rady School of Management -Scheduling in progress AVC C&G Notable changes and impacts on campus related to KR rollout (14, 5 and 2 business days); lots of change for administrators, be mindful when planning timelines SIO Division/Department Head Meetings for Implementation Plans: SIO 9 meetings for Division Directors and Section Heads – Scheduling in progress SPO Leaders (SIO Director C&G and SIO Chief Administrative Officer) Notable changes and impacts on campus related to KR rollout (14, 5 and 2 business days) and (Back up to Back up) ; action items for Chairs, DBOs, Faculty Health Sciences Council of HS Chairs – Target 11/12 Agenda - Scheduling In Progress 22 Meetings with Department Chairs and DBOs Bioinformatics – 10/23 - Complete All Scheduled for November: Anesthesiology, CMM, CTRI, Dermatology, Emergency Medicine, Fmaily Medicine, Medicine, MCC, Neurosciences, Ophiology, Orthopedic Surgery, Pathology, Pediatrics, Pharmacology, Psychiatry, Radiation Medicine, Radiology, ReproMed, Skaggs School of Pharmacy , Surgery, Urology Health Sciences Contacts Meeting AVC C&G and HS Senior Director Research Service Core Notable changes and impacts on campus related to KR rollout (14, 5 and 2 business days); lots of change for administrators, be mindful when planning timelines Academic Senate – Representative Assembly 12/10 - Scheduled VCR Notable changes and impacts on campus related to KR rollout (14, 5 and 2 business days); ); lots of change for administrators, be mindful when planning timelines EVC – GC/AA Assistant Deans Meeting - TBD AVC C&G TBD EVC – GC and SIO Quarterly Chair Meeting - TBD AVC C&G TBD Faculty Advisory Committee – TBD VCR and AVC C&G Looking for 5-7 representatives to serve on as an academic advisory group to review proposal submittal timeline and provide feedback, offer engagement and support for process changes. ORU Directors Meeting 10/29 – Complete ORUBA ORU Business Officers 12/6 – Scheduled SDSC and Q1 Director and MSO – To be scheduled

Resources Available to Stay Up to Date! REGISTER FOR LEARNING LABS https://esr.ucsd.edu/projects/kuali-research/in dex.html CHANGE NETWORK esr.ucsd.edu/projects/kuali-research/network/ WEBSITE esr.ucsd.edu/projects/kuali-research/ INVITE US TO YOUR MEETING! [email protected] 858-534-9112 NEWSLETTER esr.ucsd.edu/contact/subscribe.html DIGITAL FORUM Last Wednesday of every month (note holiday schedule will change dates see newsletter and website for updates) 12:00PM – 1:00PM https://ucsd.zoom.us/s/897430526

esr.ucsd.edu For questions about Kuali Research contact Nicole Joyce at [email protected] or 858-534-9112 For questions about Kuali COI contact Jennifer J. Ford at [email protected] or 858-534-3335 For questions about Kuali IRB contact Kip Kantelo at [email protected] or 858-822-1870

Communication Activity Kuali Research Channel Frequency Sender(s) Message(s) Enterprise Systems Renewal (ESR) Program Governance Updates Enterprise Information Services Committee (EISC) Program Meeting Ad Hoc - Last presentation 10/24 KR Change Lead Project update, completed milestone, up coming initiatives (topic tailored as needed) Project Sponsor Updates To Sandy Brown via ORA Leadership Meeting Monthly - Since Sept 2018 KR Change Lead Project update, completed milestone, up coming initiatives (topic tailored as needed) Project Governance Updates Research Information Services (RIS) Advisory Group Meeting In Person and Executive Summary Email Bi-Weekly In Person Monthly Email – Since Oct 2017 KR Project Team Project status, updates, issues and/or risks, asks of governance Escalation Committee Updates Executive Summary Email to Escalation Committee Members Monthly Email – Since Feb 2019 - on hold KR Change Lead on behalf of Project Team Project status, updates, issues and/or risks, asks of committee Roadshows to Units Various Unit Meetings Ad Hoc - Round 1 presented to 11 groups Jan – May 2019 KR Change Lead – Round 1 About Kuali Research, business case, why UCSD is changing, project structure, governance and timeline Kuali Newsletter Kuali Mailchimp Email Monthly - Since Jan 2019 KR Project Team (managed by Change Practitioner) Messages related to topics based on project activity and upcoming initiatives ESR Newsletter ESR Mailchimp Email Ad Hoc – Since Jul 2018 KR Project Team (managed by Change Practitioner) Messages related to topics based on project activity and upcoming initiatives Digital Forum Live Webinar via Zoom Monthly – Since Mar 2019 KR Change Lead Messages related to topics based on project activity and upcoming initiatives – transitioning into system demos Town Halls In Person Event Ad Hoc – Last hosted Apr 2019 KR Project Sponsor, ESR Program and Project Team About Kuali Research, business case, why UCSD is changing, project structure, governance and timeline and system demo Business Process/ Change Messaging Business Process Follow Up Meetings w/ SMEs Ad Hoc from Jan – Aug 2019 KR Project Sponsor, Governance, Project Team and Various Business Leaders (Executive and Managers) Notable business process changes, reason for change, risk of not changing, critical behaviors and key success factors; Reinforcement Faculty Communications Various Faculty and Unit Meetings Ad Hoc - (see next slide) KR Project Sponsor and Various Business Leaders (Executive and Managers) Notable business process changes, reason for change, risk of not changing, critical behaviors and key success factors; Reinforcement Direct Communications Recorded Videos, Change Network, Various listservs, All Campus Communication Ad Hoc - Since Feb 2018 KR Project Sponsor, Project Team, Change Network and Various Business Leaders (Executive and Managers) Messages related to topics based on project activity and upcoming initiatives Milestone Celebrations Ad hoc – Hosted on for Business Process SMEs in Apr 2019 Hosted on for Business Process SMEs in Apr 2019 KR Project Sponsor, ESR Program and Project Team Appreciation to campus subject matter experts and those contributing to the project, business process improvement efforts and engaged in support of change

Training Delivery Method Kuali Research Target Audience Instructor/ Facilitator Content Train-the-Trainer (T3 or TTT) – Complete (Dates ) Trained 83 SMEs (Dept. and SPO) Select Subject Matter Experts (SMEs) from across campus Dept. Units and Central Offices Vendor – Kuali Kuali Research Trainer Kickoff SME Trainers (Dept. and SPO) KR Change Lead Expectations and training plan Training Exercise and Content Review SME Trainers (Dept. and SPO) KR Training Team Modifying content for UC San Diego Units and Offices Training Environment System Access Granted SME Trainers (Dept. and SPO) KR Training Team Access use agreement and environment expectations Scheduled on site Central Offices SME Trainers Build a proposal and detailed budget and submit for review using; Review a proposal hierarchy; Print and render proposal and budget forms using; Review and return a proposal; Approve and Submit a proposal; Edit and Finalize an Institutional Proposal; Build a Negotiation Record; Create and develop an Award (if applicable); Associate how Kuali Research Proposal Development supports business process changes Scheduled across campus from Nov 2019 – Feb 2020 Department Research Administrators SME Trainers Build a proposal using Kuali Research Proposal Development; Build a detailed budget for a proposal; Create a proposal hierarchy by building and linking parent and children proposals; Copy a proposal; Print and render proposal and budget forms; Submit a proposal for review; Associate how Kuali Research Proposal Development supports business process changes Digital Adoption Planform (DAP) – In progress 60 Walk Thru Build Smart Tips User Interface Configurations - TBD Users of KR per Audience Segmentation (Proposal Creators and Mangers, Viewers, Approvers, Proposal and Award Analysts) KR Training Team w/ SMEs Various content Microlearning Library – In progress Utilizing WalkMe to incorporate Blink, HS website, SIO website and Kuali Zendesk and SNOW Users of KR per Audience Segmentation (Proposal Creators and Mangers, Viewers, Approvers, Proposal and Award Analysts) KR Training Team Various content Virtual Instructor-let Training (VILT) or Webinar – To be scheduled Ad Hoc Users of KR per Audience Segmentation (Proposal Creators and Mangers, Viewers, Approvers, Proposal and Award Analysts) SME Trainers Various content On-the-job Coaching Per UC San Diego’s model of 70-20-10 will establish a community of practice to support on the job coaching Employees in both Department and Central office Research Administration SME Trainers On demand learning as needed Recorded Presentation Using existing recorded presentations related to RA, will add these into the onboarding section of WalkMe as it pertains to the KR modules Users new to Research Administration per Audience Segmentation (Proposal Creators and Mangers, Viewers, Approvers, Proposal and Award Analysts) SME Trainers Informational and knowledge based topics Learning Labs/Office Hours – In Progress (Dates )