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Change Management

OCM Communications Schedule (ADKAR Phases: Awareness, Desire, Knowledge, Ability, Reinforcement)

Start with listing activities then go back and identify dates working back from Launch Date.

Check for gaps and then fill in as needed with input from the Core Team, ITS Teams, Finance Committees, and SMEs.

PHASE 2 OGL CHANGE MANAGEMENT PLAN

March 2024 --- June 2024

Week:

Date(s):

Status:

Projects:

Notes/Updates:

Week 1

March 4-8, 2024


Post Launch Review w/ OGL Team:

Meeting w/OGL Team to review phase 1, post-launch, next steps (Wednesday, 11AM, via Zoom)
Collect feedback from content developers and testers
Send thank you’s + gift cards? ​

Change Management Activities:

Weekly office session on how to access and utilize the Oracle Guided Learning platform effectively.
Update support channels (i.e., OGL Blink page) where users can seek assistance and share best practices.

Communication Plan:

Create tutorial videos or webinars demonstrating the features and functionalities of the platform, making it easier for users to navigate and engage with the content. Update OneDrive and Blink page with content.

Overview:

Kickoff meeting with stakeholders to introduce the Phase 2 Oracle Guided Learning Guide project.
Conduct stakeholder analysis to identify key influencers and potential resistors.
Begin drafting communication plan and training needs assessment.

Google Drive Live Link
​

Week 2

March 11-15, 2024


[Reinforcement]

Change Management Activities:

Gather feedback from early adopters of the Oracle Guided Learning program to identify any challenges or areas for improvement.
stakeholders can share their experiences and insights gained from participating in the launch + OGL, fostering a culture of collaboration and innovation.
Address any technical issues or usability concerns raised by users promptly to ensure a smooth learning experience.

Communication Plan:

Send out a survey to all participants soliciting their input on the Oracle Guided Learning program, including suggestions for enhancements and additional topics they would like to see covered.
Schedule focus group sessions or town hall meetings to discuss the feedback received and collaborate on strategies for optimizing the program's effectiveness.

Overview:

Finalize communication plan and distribute to stakeholders.
Initiate training needs assessment for end-users and support staff.
Identify potential risks and develop mitigation strategies.

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

Week 3

March 18-22, 2024


[Reinforcement]

Change Management Activities:

Recognize and reward individuals or departments that have demonstrated exceptional engagement and progress for Phase 1 of Oracle Guided Learning launch.
Provide ongoing support and guidance to users who may be struggling to adapt to the new learning platform.

Communication Plan:

Share success stories and testimonials from participants who have benefited from OGL for future forms/reference.
Showcase any updates or enhancements made to the platform based on user feedback, reaffirming BFS/UC San Diego's commitment to continuous improvement.

Overview:

Schedule kickoff meeting for training sessions with end-users and support staff.
Develop testing plan, including test scenarios and criteria for success.
Review and finalize change control process.


Week 4

March 25-29, 2024


[Reinforcement]

Change Management Activities:

Evaluate the overall impact of the Oracle Guided Learning launch/implementation, faculty productivity, and institutional goals.
Identify opportunities for expanding OGL guides to additional subjects/articles.
Outline phase 2 plan (April through July Phase 2 Launch)

Communication Plan:

Publish a comprehensive report summarizing the key findings and outcomes of the Oracle Guided Learning implementation at UC San Diego, highlighting the program's successes and lessons learned.

Overview:

Conduct kickoff training sessions for end-users and support staff.
Begin drafting implementation strategy, including phased rollout plan.
Establish feedback mechanisms for gathering user input during testing phase.


Week 5

March 29 - April 4, 2024


[Reinforcement]

Change Management Activities:

Develop a long-term strategy for sustaining the momentum generated by the Oracle Guided Learning program and integrating it into UC San Diego's ongoing educational initiatives.
Establish metrics and benchmarks for measuring the program's impact over time, ensuring accountability and transparency in its implementation.

Communication Plan:

Send out a final reminder to all stakeholders about the deadline for accessing the Oracle Guided Learning platform and completing any remaining courses or modules.
Express gratitude to everyone who contributed to the success of the program, acknowledging their dedication and commitment to advancing learning and innovation at UC San Diego.

Overview:

Conduct user acceptance testing (UAT) with selected end-users.
Review UAT feedback and make necessary adjustments to Oracle Guided Learning Guide.
Continue drafting implementation strategy.


Week 6

April 1-5, 2024


Finalize implementation strategy and rollout plan.
Communicate implementation timeline and expectations to stakeholders.
Continue monitoring and addressing any identified risks.


Week 7

April 8-12, 2024


Begin phased implementation of Oracle Guided Learning Guide.
Provide ongoing support and training to end-users as needed.
Collect feedback from users on implementation process.


Week 8

April 15-19, 2024


Continue phased implementation, ensuring smooth transition for end-users.
Monitor progress against implementation timeline and milestones.
Address any issues or concerns raised by stakeholders.


Week 9

April 22-26, 2024

April 29-May 3


Complete implementation of Oracle Guided Learning Guide.
Conduct post-implementation review to assess success and identify areas for improvement.
Prepare for official launch in June 2024.


Week 10

May 3 - June 30, 2024


Ongoing support and maintenance of Oracle Guided Learning Guide.
Implement any necessary enhancements or updates based on user feedback.
Celebrate successful launch and achievements of Phase 2 Oracle Guided Learning Guide.



PHASE 1 CHANGE MANAGEMENT

Week:

Date(s):

Status

Projects:

Notes/Updates:

Week 1

Nov 20 - Nov 27

​done

Project Initiation and Planning:

skeletal outline of OGL CM timeline
finish OGL learning courses
review all documentation above + KBA to Guide Conversion Video
how was this introduce? check out layout - what do we want to continue with? what do we want to update? https://blink.ucsd.edu/technology/help-desk/training/walkme/index.html


Week 2

Nov 27 - Dec 1

​done

[Awareness]

Needs Assessment and System Analysis

Project Kick-off:

Introduce/meet project team and stakeholders.
meetings w/Ana and stakeholders.
Rebe introductions.
Collect user imput (3 main questions; who, what when); good idea of what they plan to develop and by when. What are the pain points?.​Emoji :check_mark:

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

setting stage for phases of implementation
detailed schedule of activities (agenda, outcome, lay it all out)
Create the project goals and objectives/timeline.
Draft comms re: the importance of the Oracle Guided Learning Change Management System; whys and hows (look at walkme links and announcement w/OGL announcement)

Stakeholder Analysis:.

Identify key stakeholders and their roles; content developers and stream leads and testers (expand to include campus people in Dev 4).
Conduct a stakeholder analysis to understand their needs and expectations

Project Planning:

Google Drive Live Link
​

Develop/finalize a detailed project plan with tasks, milestones, and deadlines.
Allocate resources and define roles and responsibilities.

  • to create OCM project comms timeline ​Emoji :check_mark:

  • see Week 2 notes ​Emoji :check_mark:

  • Rebe to take notes this week: ​Emoji :check_mark:

    • 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​Emoji :check_mark:

Dec 4 - 8

​done

[Awareness]

(Solution Design)

Current State Analysis:

Assess the existing learning management systems and processes.
Identify roadblocks or resource retrains
comms write-up to distinguish differences/how OGL improves upon previous system version 2 draft:
Google Drive Live Link
​
three comms to share (draft blink page, write-up for weekly digest, building in timeline; Valentine’s Day launch; January for review, reports on content).
how are we going to package comms? we have our phase approach (we will soon the guides that are to be launched); intentional with zoom sessions/office hours. how are we distributing guides? how will the guides work? two weeks-prior tbd? comms scheduling, sessions timeline, topic overviews, presentation material, building out.

User Requirements Gathering:

Interview end-users to understand their needs and expectations
use content that we’re initiating with internal campus and then vet to BFG (see notes); voice of customer
Document user requirements for the Oracle Guided Learning System.

System Integration Assessment:

Evaluating the integration requirements with existing Oracle systems.
Identify potential challenges and risks.

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

  • Does this meet your needs?​Emoji :check_mark:

  • Are we on the right track?​Emoji :check_mark:

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

    Google Drive Live Link
    ​​Emoji :check_mark:

Week 4

Dec 11 - 15

​done

[Awareness]

Development and Configuration

System Design:

Develop a design for the Oracle Guided Learning System comms rollout.
Define the user interface, features, and functionalities; brand guide look, how are we laying things out visually for readers

Change Impact Assessment:

Assess the impact of the system on current processes; KISS
Develop a change management plan to address potential resistance (through direct communication).

Feedback and Approval:

Present the system design to stakeholders for feedback.
Incorporate feedback and obtain final approval.

Documents:

Google Drive Live Link
​
Google Drive Live Link
​
Google Drive Live Link
​

  • 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:

Ensure seamless integration with existing Oracle systems.

User Training:

Review training programs for end-users.
Develop content for training sessions to familiarize users with the new system.

Testing:

Perform system testing to identify and rectify any bugs or issues.
Conduct user acceptance testing with selected end-users.

  • 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:

All-campus notice (all the bells and whistles announcements)
New Welcome Message

  • who do we need to notify?

  • examples of launches from ​

Week 9

Jan 16 - 19

​done

Monitoring and Optimization

Performance Monitoring:

Utilizing monitoring tools to track system performance.

  • 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?

Address any performance issues that arise.

  • 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:

Establish channels for ongoing user feedback.
Provide continuous support and training as needed.

Optimization:

Identify areas for system optimization and improvement.
Plan for future updates and enhancements based on user feedback.

  • 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)

Perform system testing to identify and rectify any bugs or issues.
Conduct user acceptance testing with selected end-users.


Week 12

Feb 5- Feb 9

​done

[Knowledge]

Testing (OGL Testers--->Final Reviewers)

Perform system testing to identify and rectify any bugs or issues.
Conduct user acceptance testing with selected end-users.


Week 13

Feb 12 - 16

​done

[Knowledge]

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

Last review by Ana, Rebe, and Nolan.
Perform system testing to identify and rectify any bugs or issues.
Conduct user acceptance testing with selected end-users.


Week 14

Feb 19 -23

​done

[Knowledge]

System Go-Live (Post-launch):

Deploy the Oracle Guided Learning System (again, but officially lol).
Monitor the system's performance and address any issues.
Office hours (Wednesday, 10am, via zoom)

Change Management Activities:

Hold a kickoff meeting with key stakeholders from UC San Diego and Oracle to outline the objectives and timeline of the guided learning implementation.
Communicate the benefits of the Oracle Guided Learning program to faculty, staff, and students, highlighting its relevance to their academic and professional development.
Identify change champions within the university who will advocate for the program and encourage participation among their peers.

Communication Plan:

Send out an official announcement via email and university-wide newsletters introducing the Oracle Guided Learning program and its significance for UC San Diego's educational initiatives.
Publish articles on the university's website and social media platforms, showcasing success stories of other institutions that have implemented similar programs in collaboration with Oracle.


Week 15

Feb 26 - March 1

​done

[Ability]

Project Review + Next Steps:

Document lessons learned.
Complete a OGL implementation report.
Conduct an OGL implementation meeting with stakeholders.
Covering next steps for stakeholders.
Operationalizing ongoing support.

Post-Implementation Review:

Conduct a review of the deployment process.
Gather feedback from end-users and stakeholders for future improvements.


Rollout Plan: Oracle Guided Learning System (OGLS) Communications

Google Drive Live Link
​

Phases

Dates

Plan

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.