The success of the STARS (System for Tracking Administrative Records for Students) project depends crucially on the acceptance, adoption, and use of the system by the campus community, and, in particular, by the colleges and other academic units. This strategy outlines the approach to preparing the colleges and other units for the implementation of STARS at Cornell.
Change management includes identifying what roles various personnel in the colleges and other units will play in the context of the STARS project, and identifying what sort of access these personnel (including faculty, staff, and students) will need to the system, including what platforms will be used in the colleges and units. It also includes working with various groups in the colleges and units to plan demonstrations, training, and business process and policy changes or modifications that will be necessary as the system rolls out.
Change Management also will provide a bridge between colleges and units and the STARS team as issues arise in the implementation which affect how the colleges and units will access and use the system.
The STARS Change Management team will devise activities to assist college and unit personnel to adapt to changes in job content when new roles and responsibilities will be required as part of implementation. This includes working closely with training to assure that personnel have an appropriate understanding of the system and the necessary detail to perform these new roles.
The goal of change management is to prepare the college and unit end users for implementation of the system. This includes preparing faculty, staff and students for the various roles they will have in the context of the system. Some of these personnel will have functional responsibilities in the colleges and units, while others of these personnel will require various types of reports. Some will simply need self service access. As the roles and responsibilities of various personnel are identified, there may be need for discussion about policy changes that will allow most effective use of the new system. One goal is to identify and discuss these changes in ways that allow colleges to adapt their policies to the new system.
The matrix of roles and responsibilities begun by the STARS project Associate and Assistant Deans workgroup, expanded to include admissions, student financial aid, and student financials, will provide the primary tool for identifying who in the colleges and units will need what sort of access to the system, who is using what sort of platform, and who will need what sort of training. Using this matrix, we will provide information to security, self service and other members of the team about college expectations. In addition, this matrix will allow colleges to begin to plan communication with various members of the community about the new system and tools in the new system. This matrix will also allow training to be designed for appropriate groups.
Working with the Associate and Assistant Deans (AAD), various groups special interests and needs within colleges and across the university will be identified so that training and demonstrations can be designed to meet these special needs and interests. These groups can be identified from the matrix and will also be discussed with the AAD and the Registrar Group.
Here is a list of assumptions for change management
Change Management is a shared responsibility among all participants in the STARS project. The STARS Change Management team will provide structures and activities to support colleges and schools as they assume responsibility for the rollout of the new system in their own departments and units. Members of the STARS project Associate and Assistant Deans workgroup will lead implementation efforts in their colleges and schools. Key areas from the STARS project team involved in change management activities will include Security, Self Service, and Training, Documentation, and Support.