Week 1

March 4-8, 2024

Post Launch Review w/ OGL Team:

Change Management Activities:

Communication Plan:

Overview:

Week 2

March 11-15, 2024

[Reinforcement]

Change Management Activities:

Communication Plan:

Overview:

OGL Phase 2 Launch Starting Point Assessment: https://forms.gle/APWUir6tkjwV1s959

Week 3

March 18-22, 2024

[Reinforcement]

Change Management Activities:

Communication Plan:

Overview:

Week 4

March 25-29, 2024

[Reinforcement]

Change Management Activities:

Communication Plan:

Overview:

Week 5

March 29 - April 4, 2024

[Reinforcement]

Change Management Activities:

Communication Plan:

Overview:

Week 6

April 1-5, 2024

Week 7

April 8-12, 2024

Week 8

April 15-19, 2024

Week 9

April 22-26, 2024

April 29-May 3

Week 10

May 3 - June 30, 2024

Week 1

Nov 20 - Nov 27

done

Project Initiation and Planning:

Week 2

Nov 27 - Dec 1

done

[Awareness]

Needs Assessment and System Analysis

Project Kick-off:

Launch date/plan (develop schedule, courses/guides/sessions with subject matter experts)

Stakeholder Analysis:.

Project Planning:

• to create OCM project comms timeline

• see Week 2 notes

• Rebe to take notes this week:

  • status on where they are

  • Q+A

  • internal comms capturing feedback

  • “what do you think is important?”

  • key stake holders

  • testers

  • ideal launch date

  • rollout phase dates; quarterly, monthly?

Week 3

Dec 4 - 8

done

[Awareness]

(Solution Design)

Current State Analysis:

User Requirements Gathering:

System Integration Assessment:

• sharing initial guides with BFG or community of practice (follow-up email sent 12/4)

• Does this meet your needs?

• Are we on the right track?

• identify testers to identify gaps or possible improvements in content:

Week 4

Dec 11 - 15

done

[Awareness]

Development and Configuration

System Design:

Change Impact Assessment:

Feedback and Approval:

Documents:

• CMS review of what can be accomplished both informatively and aesthetically

• looking at KBA transition

• What are the final touches?

Week 5

Dec 18 - 22

done

[Awareness]

(Refining)

Implement Best Practices:

User Training:

Testing:

• incorporating final touches

• final reviews

• documentation of best practices

• what sessions do we need? schedule needed and identify topics for each session

Week 6

Dec 24 - Tues Jan 2

done

Holiday Closure: https://blink.ucsd.edu/HR/benefits/time-off/holidayclosures.html

Week 7 + 8

January 3 - 5

Jan 8 - 12

done

[Awareness]

(Review)

Draft Launch Activities:

• who do we need to notify?

• examples of launches from @Ana Portlock

Week 9

Jan 16 - 19

done

Monitoring and Optimization

Performance Monitoring:

• What’s telling us that this is working and that these guides are useful?

• Is there info that will tell us if people are following the information?

• Are there error reports we need to run?

• need to identify meaningful reports/data points that we can take action on

• setting reports up, establishing KPIs, cadence of checking KPIs, and what is the action?

• What if it drops below a certain performance mark? What are the next steps? (e.g., when a service level is lower than 3 days).

Week 10

Jan 22-26

done

Project Review and Next Steps

User Feedback and Support:

Optimization:

• what is our maintenance cycle going to look like?

• what are our resource needs going to look like moving forward?

• AI integration and other considerations

• comms plan for if content mgmt changes

Week 11

Jan 29 - Feb 2

done

[Knowledge]

Testing (Content Creators--->OGL Testers)

Week 12

Feb 5- Feb 9

done

[Knowledge]

Testing (OGL Testers--->Final Reviewers)

Week 13

Feb 12 - 16

done

[Knowledge]

Testing (Final Reviews--->OGL Change Management Team)

Week 14

Feb 19 -23

done

[Knowledge]

System Go-Live (Post-launch):

Change Management Activities:

Communication Plan:

Week 15

Feb 26 - March 1

done

[Ability]

Project Review + Next Steps:

Post-Implementation Review:

Phase 1: Content Development

(Deadline: Early January 2024)

• Pre-rollout Preparation (December 2023):

  • Stakeholder Analysis: Identify key stakeholders, including executives, managers, and end-users.

  • Communications: Draft and finalize comms plan for OGL relaunch and ongoing development.

  • Training Needs Assessment: Assess the current skill levels of employees to tailor training programs accordingly (i.e., working sessions).

• Communication Strategy (December 2023):

  • Objectives: Clearly define communication objectives, emphasizing the benefits of OGLS.

  • Channels: Choose appropriate channels for communication, including emails, newsletters, intranet, and team meetings.

  • Timeline: Create a detailed timeline for communication milestones leading up to the deadline.

• Phase 1 guides should be completed and reviewed by Friday, January 12, 2024 (before holiday weekend).

  • Kick-off Meeting: Host a kick-off meeting to introduce OGLS and its significance to pertinent audience.

  • Regular Updates: Provide regular updates on content development progress to keep stakeholders informed.

  • Feedback Mechanism: Establish a feedback mechanism for continuous improvement.

Phase 1

February 2024

• Training and Education (February 2024):

  • Official relaunch date Valentine’s Day (“Ready to fall in love with a better system” lol).

  • Training Sessions: Conduct hands-on training sessions for end-users to familiarize them with OGLS.

  • User Guides: Distribute user-friendly guides and documentation.

  • Support System: Set up a support system (helpdesk, FAQs) for immediate issue resolution.

  • Launch Event: Organize a launch event to generate excitement and promote engagement (Blink, KBAs, Socials?).

Phase 1

March 2024

• Post-Launch Evaluation (March 2024):

  • Feedback Collection: Gather feedback from users on the usability and effectiveness of OGLS.

  • Adjustments: Make necessary adjustments based on user feedback.

  • Celebrate Success: Acknowledge successful adoption and highlight positive outcomes.