Kuali Research Organizational Change Management Navigating the

Kuali Research Organizational Change Management Navigating the people side of change

Kuali Research ENGAGEMENT APPROACH Sponsorship Sponsor & Governance briefings Provide subject matter expertise Executive decision-making Communicate changes Respond to conflicts Communication KR Project Website Project Newsletter Project Inbox/Email Surveys Share go-live updates Implementation Application Inventory Focus Groups, User Testing, & Feedback Identify Work Stream Dependencies/ Customizations Assess Outcomes Training People Managers training Assess end-user needs Determine delivery methods/segments Create training program Ensure training is available for new employees Inclusion Change Network Mini Roadshows 1-on-1 Meetings Extended Team Meetings Conference Room Pilots Engagement Activities

Kuali Research ORGANIZATIONAL CHANGE MANAGEMENT Organizational Change Management is the approach to transition an organization, including its people, from their current state to a new state. The ESR program is collaborating with Staff Education to ensure that each project team is incorporating ADKAR- Awareness, Desire, Knowledge, Ability, and Reinforcement. PHASE 1: PREPARING FOR CHANGE Change Management Strategy PHASE 2: MANAGING CHANGE Communications Plan PHASE 3: REINFORCING CHANGE Adoption, Usage Measurement Sponsor Roadmap Coaching Plan The Prosci ADKAR change model gives leaders a simple framework for helping people embrace and adopt changes and provides clear goals, outcomes, and common language for change management. The KR project team is committed to providing individuals with the support they need to move from their current states to their future states. Readiness Assessments Prepare Change Team and Identify Sponsors Training Plan Sustainment Resistance Mgmt Plan Compliance Integration into Project Management Plan Corrective Action Recognition Success Celebrations Lessons Learned

Kuali Research PROJECT MANAGEMENT ACTIVITIES CHANGE MANAGEMENT ACTIVITIES Initiate Project Scope Project Plan Project Establish objectives Conduct readiness assessments and impact analysis Identify and begin building sponsor coalition Select and prepare change management team Identify and address anticipated resistance Document approach Define team and budget requirements Design Solution Benchmark and gather data Generate ideas and select concepts Model solutions Document requirements Communicate why change is happening (sponsors) Prepare and equip managers and supervisors Continue communications and sponsorship activities Launch group and coaching sessions Reinforce key messages (sponsors) Continue communications and sponsorship activities Develop Solution Evaluate alternatives Architect solution Identify training requirements and develop training Continue communications, sponsorship and coaching activities

Kuali Research BUILDING AWARENESS Roadshow Presentations VC areas, executive leadership and key stakeholder groups. INTERNAL EXPERT SOURCING Involvement and Expertise Partnership with SMEs gives functional ownership and enhances desire to participate and support this change. CONTINUOUS OUTREACH Departments and One-on-One Responding to questions, resistance and requests from the UC San Diego community on ESR plans and activities, concerns and applying change management approach. CHANGE MANAGEMENT TRAINING Prosci ADKAR Workshops Staff Education and Development will deliver Prosci training to over 200 research administration management and supervisory staff, with plans to provide training to all People Managers. Change Practitioner training provided to all ESR Change Leaders. ESR-KR MONTHLY NEWSLETTER First issue on January 9, 2019 Project updates, news and information, calendar of events and contacts. Website esr.ucsd.edu launched Fall 2017. EXPANDING THE CHANGE NETWORK Identifying Change Champions and Influencers Empowering change partners across campus and med ctr. Since 2017, more than 65 SMEs engaged in the initial analysis and discovery process; Over 30 SMEs were engaged for RFP requirements and scenarios representing stakeholder groups and VC areas. 70 SMEs have participated in pre and post award business process improvement efforts.

esr.ucsd.edu For questions email [email protected]