UNIT LIAISON PROGRAM OVERVIEW & STRUCTURE IDEASSupporting DART transition across campus
July-August 2010 – School/College/Unit Input
LifelongEngagement
DART DAC Replacement / DART Implementation
WELCOME
Project Update Unit Liaison Program Overview Expectations & Selection Criteria for Unit Liaisons Discussion & Next Steps
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DART Team Members Chrissi Rawak
Robin Sober Kelly Doonan-Reed
Lesly Sauceda
LifelongEngagement
DART DAC Replacement / DART Implementation
TIMELINEDesign, data conversion and
programming will occur through end of 2010
6-months extensive testing, final data verification, system tweaks, training, and unit readiness preparations
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Go Live scheduled for August
2011
Change Management & Training• Evaluating business process changes
• Developing training materials (online & instructor-led)• Outlining support processes (access, training, HelpDesk)
• Communications (informing & preparing)
Wide-spread, cross-
campus participation
LifelongEngagement
DART DAC Replacement / DART Implementation
DART – CURRENT ACTIVITIES Software 1st Round Testing –
Revenue
Design Teams Underway – Prospect Management, Planned Giving, Stewardship
Online Community – Consultant wrapping campus-wide needs analysisResults to inform strategic planProject team will outline technical requirements based on results
Change Management Planning –Collaborating with unit leadership on a Unit Liaison program for Development
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LifelongEngagement
DART DAC Replacement / DART Implementation
STARTING A DEVELOPMENT UL PROGRAM
Regional campuses
Colleges
Schools Unit Liaison Program
(Meetings, information exchanges,
etc.)Units
Design Teams
Central Office
Groups
Change Mgmt Teams
Key individuals within schools/colleges/units
Facilitate two-way communication between unit’s faculty/administrators/staff and project team
Help inform decisions about how changes are managed within a unit
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LifelongEngagement
DART DAC Replacement / DART Implementation
DEVELOPMENT UL PROGRAM TIMELINEDevelopment 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).
May-July: CollaborationRepresentationSupport commitment and expectations
August-October: Start-up + OnboardingUL appointmentInitial meetings and orientation
November-August: Prepare UnitsPreparationAssessmentTestingLaunch
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Aug. 2011–beyond: Ongoing support• Stabilization• Future Upgrades/Enhancements
LifelongEngagement
DART DAC Replacement / DART Implementation
PROPOSED STRUCTURE
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School/college/unit commits a primary + backup UL (as appropriate)
Project team supports each with its preparation tasks + business process changes
Some smaller units band together for increased support
UM Health Syste
m
Unit
School
College
UnitSchoo
l
College
OUD
Project Team
Small S/C/U
1
Small S/C/U
2
Small S/C/U
3
LifelongEngagement
DART DAC Replacement / DART Implementation
TRANSITION TEAMS
Recommended for large, complex S/C/Us
Focus is helping unit get through transition
Work closely with UL Temporary – unlike UL,
which is a long-term appointment
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UM Health Syste
m
SchoolColleg
e
UnitOUD
Project Team
Small S/C/U 1
Small S/C/U 2
Small S/C/U 3
LifelongEngagement
DART DAC Replacement / DART Implementation9
EXPECTATIONS FOR UNIT LIAISONS
Partnership for success and support
Attend Unit Liaison meetings
Inform all levels of your unit, including key leadership
Assess the change necessary in your unitReview current business processes, internal operating policies + procedures, system access roles, etc.
Identify necessary changes your unit must make to assure successful transition
Share feedback, special needs, and concerns of your units with the DART team
Create a transition team, if necessary
Identify staff members who will need training
Participate in a DART readiness assessment
Provide stabilization support
LifelongEngagement
DART DAC Replacement / DART Implementation
WORK/EFFORT ESTIMATIONS
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Build Awareness
Test & Train (Prepare)
Readiness Assessment
Launch
Stabilization
May 2010May 2010 August 2011June 2011March 2011 May 2011
• Shaded areas show where Development Unit Liaison would need to expend effort with support of a dedicated OUD Project Consultant.
• Consultant would guide individual schools/colleges/units who are the subject matter experts closest to their business processes & policies.
LifelongEngagement
DART DAC Replacement / DART Implementation
UL ANTICIPATED TASKS & TIME COMMITMENT
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October 2010 – August 2011 8 – two-hour meetings 7-8 – homework
assignments: DART Project team
consultants available to assist with homework
Time to complete assignment will vary based on unit size 15 minutes to 2 hours per
assignment
Homework assignments include: Identify staff to participate in testing Assist staff with system access set-up Connect staff to training resources Provide input on best training
approach for unit Identify business processes changes
for unit Complete the readiness assessment
given by the project team Check-in to confirm unit is ready for
Go-Live Provide progress report on the unit’s
preparation
May 2010May 2010 August 2011June 2011March 2011 May 2011
LifelongEngagement
DART DAC Replacement / DART Implementation
SUPPORT FOR UNIT LIAISONS Development Unit Liaison Meetings
Coordinated, dedicated meetings Network + collaboration opportunities First-hand information exchange regarding changes
Communication Resources Presentation and e-mail templates Websites/pages
Training/Resources UL InfoCenter Interchanges/Training
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LifelongEngagement
DART DAC Replacement / DART Implementation
COLLABORATION MODEL
Development UL
Meetings
Alumni Associatio
n
Combined Meetings
Cross Over
Topics
Financial UL
Meetings
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LifelongEngagement
DART DAC Replacement / DART Implementation14
UNIT LIAISON SELECTION CRITERIA
Understanding of current development systems,
processes, and structure of the unit
Ability to effectively communicate with staff and drive
decision-making within the unit
Ability to identify impacts to current business processes
and to implement appropriate internal changes
LifelongEngagement
DART DAC Replacement / DART Implementation
NEXT STEPS
Select a Unit Liaison (Deadline: Aug. 31) Discuss appointment with your UL Submit via email (details to follow)
Appointment Letter (September) Email confirmation from project team
UL Kick-off Meeting (October) Orientation for all Unit Liaisons
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