Unit Liaison Program Overview & Structure Ideas<br />Supporting DART transition across campus<br />July-August 2010 – Scho...
Welcome<br />Project Update<br />Unit Liaison Program Overview<br />Expectations & Selection Criteria for Unit Liaisons<br...
Timeline<br />Design, data conversion and programming will occur through end of 2010<br />6-months extensive testing, fina...
Developing training materials (online & instructor-led)
Outlining support processes (access, training, HelpDesk)
Communications (informing & preparing)</li></li></ul><li>DART – Current Activities <br />Software 1st Round Testing – Reve...
Starting a Development UL Program<br />Schools<br />Design Teams<br />Unit Liaison Program<br />(Meetings, information exc...
Development UL Program Timeline<br />Development Unit Liaison (UL) Program is starting with Donor and Alumni  Relationship...
Representation
Support commitment and expectations
August-October: Start-up + Onboarding
UL appointment
Initial meetings and orientation
November-August: Prepare Units
Preparation
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Transcript of "Ul program overview_structure_scu"

  1. 1. Unit Liaison Program Overview & Structure Ideas<br />Supporting DART transition across campus<br />July-August 2010 – School/College/Unit Input<br />
  2. 2. Welcome<br />Project Update<br />Unit Liaison Program Overview<br />Expectations & Selection Criteria for Unit Liaisons<br />Discussion & Next Steps<br />2<br />DART Team Members<br />Chrissi Rawak<br />Robin Sober<br />Kelly Doonan-Reed<br />Lesly Sauceda<br />
  3. 3. Timeline<br />Design, data conversion and programming will occur through end of 2010<br />6-months extensive testing, final data verification, system tweaks, training, and unit readiness preparations<br />Go Live scheduled for August<br />2011<br />Wide-spread, cross-campus participation<br />3<br />Change Management & Training<br /><ul><li>Evaluating business process changes
  4. 4. Developing training materials (online & instructor-led)
  5. 5. Outlining support processes (access, training, HelpDesk)
  6. 6. Communications (informing & preparing)</li></li></ul><li>DART – Current Activities <br />Software 1st Round Testing – Revenue<br />DesignTeams Underway – Prospect Management, Planned Giving, Stewardship<br />Online Community – Consultant wrapping campus-wide needs analysisResults to inform strategic planProject team will outline technical requirements based on results <br />Change Management Planning –Collaborating with unit leadership on a Unit Liaison program for Development<br />4<br />
  7. 7. Starting a Development UL Program<br />Schools<br />Design Teams<br />Unit Liaison Program<br />(Meetings, information exchanges, etc.)<br />Regional campuses<br />Central Office Groups<br />Change Mgmt Teams<br />Key individuals within schools/colleges/units <br />Facilitate two-way communication between unit’s faculty/administrators/staff and project team<br />Help inform decisions about how changes are managed within a unit<br />Colleges<br />Units<br />5<br />
  8. 8. Development UL Program Timeline<br />Development 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). <br /><ul><li>May-July: Collaboration
  9. 9. Representation
  10. 10. Support commitment and expectations
  11. 11. August-October: Start-up + Onboarding
  12. 12. UL appointment
  13. 13. Initial meetings and orientation
  14. 14. November-August: Prepare Units
  15. 15. Preparation
  16. 16. Assessment
  17. 17. Testing
  18. 18. Launch</li></ul>6<br />Aug. 2011–beyond: Ongoing support<br /><ul><li>Stabilization
  19. 19. Future Upgrades/Enhancements</li></li></ul><li>Proposed Structure<br />7<br /><ul><li>School/college/unit commits a primary + backup UL (as appropriate)
  20. 20. Project team supports each with its preparation tasks + business process changes
  21. 21. Some smaller units band together for increased support</li></ul>College<br />OUD<br />College<br />School<br />School<br />Unit<br />Project Team<br />Unit<br />UM Health System<br />
  22. 22. Transition Teams<br />Recommended for large, complex S/C/Us<br />Focus is helping unit get through transition<br />Work closely with UL<br />Temporary – unlike UL, which is a long-term appointment<br />8<br />OUD<br />Unit<br />School<br />College<br />Project Team<br />UM Health System<br />
  23. 23. Expectations for Unit Liaisons<br />Partnership for success and support<br />Attend Unit Liaison meetings <br />Inform all levels of your unit, including key leadership<br />Assess the change necessary in your unit<br />Review current business processes, internal operating policies + procedures, system access roles, etc.<br />Identify necessary changes your unit must make to assure successful transition<br />Share feedback, special needs, and concerns of your units with the DART team <br />Create a transition team, if necessary<br />Identify staff members who will need training<br />Participate in a DART readiness assessment<br />Provide stabilization support<br />9<br />
  24. 24. Work/Effort Estimations<br />10<br />May 2010<br />August 2011<br />June 2011<br />March 2011<br />May 2011<br /><ul><li>Shaded areas show where Development Unit Liaison would need to expend effort with support of a dedicated OUD Project Consultant.
  25. 25. Consultant would guide individual schools/colleges/units who are the subject matter experts closest to their business processes & policies.</li></li></ul><li>UL Anticipated Tasks & Time Commitment<br />11<br />October 2010 – August 2011<br /><ul><li>8 – two-hour meetings
  26. 26. 7-8 – homework assignments:
  27. 27. DART Project team consultants available to assist with homework
  28. 28. Time to complete assignment will vary based on unit size
  29. 29. 15 minutes to 2 hours per assignment
  30. 30. Homework assignments include:
  31. 31. Identify staff to participate in testing
  32. 32. Assist staff with system access set-up
  33. 33. Connect staff to training resources
  34. 34. Provide input on best training approach for unit
  35. 35. Identify business processes changes for unit
  36. 36. Complete the readiness assessment given by the project team
  37. 37. Check-in to confirm unit is ready for Go-Live
  38. 38. Provide progress report on the unit’s preparation </li></ul>May 2010<br />August 2011<br />June 2011<br />March 2011<br />May 2011<br />
  39. 39. Support for Unit Liaisons<br /><ul><li>Development Unit Liaison Meetings
  40. 40. Coordinated, dedicated meetings
  41. 41. Network + collaboration opportunities
  42. 42. First-hand information exchange regarding changes
  43. 43. Communication Resources
  44. 44. Presentation and e-mail templates
  45. 45. Websites/pages
  46. 46. Training/Resources
  47. 47. UL InfoCenter
  48. 48. Interchanges/Training</li></ul>12<br />
  49. 49. Collaboration Model<br />13<br />
  50. 50. 14<br />Unit Liaison Selection Criteria<br />Understanding of current development systems, processes, and structure of the unit<br />Ability to effectively communicate with staff and drive decision-making within the unit<br />Ability to identify impacts to current business processes and to implement appropriate internal changes<br />
  51. 51. Next Steps<br />Select a Unit Liaison (Deadline: Aug. 31)<br />Discuss appointment with your UL<br />Submit via email (details to follow)<br />Appointment Letter (September)<br />Email confirmation from project team<br />UL Kick-off Meeting (October)<br />Orientation for all Unit Liaisons<br />15<br />
  52. 52. 16<br /> Proposed Program Structure for Med<br /><ul><li>Major areas identify primary & backup UL
  53. 53. Areas group together to coordinate preparation tasks + business process changes</li></ul>Area<br />Area<br />Area<br />Area<br />Area<br />Area<br />Area<br />
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