PeopleSoft Prepares the University for Change

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by Leanne Marden Over the next twelve months, the University of Massachusetts will introduce new administrative computing systems to support the business areas of student administration, human resources administration, and finance. On the Boston campus, we began using the student recruiting component in December. Our next effort involves replacing the human resources system with an integrated system in February 2002. To prepare the university community, a significant change management effort is underway to make the transition to new systems and new ways of doing business as smooth as possible. The four components in the change management approach are training, communication, liaison network/site readiness, and sponsorship network. Training: As the launch of the human resources system approaches, a training team is hard at work to ensure that people have the skills needed to use the new systems. Phase one of training, nearly complete, included a self-paced Windows and PeopleSoft CD ROM Tutorial and the introductory course called PeopleSoft Fundamentals. In phase two, additional courses are being delivered to instruct members of the human resources department and other users about the new system. Courses cover the processes for hiring new employees, running the payroll, recording time and attendance, and running reports, among others. Communication: A communication team on campus provides consistent, timely, and relevant information to the people who are affected by the change. Most recently, employees on campus were notified of the upcoming change to a bi-weekly payroll in February. This message was communicated via special mailings to all employees and poster placed across the campus. Other information is conveyed using newsletters, bulletins, meetings, and e-mail notices. Liaison Network/Site Readiness: Earlier this year, a liaison network was established to create active links between the project team members that are designing and building the new systems and the individuals, “end-users,” who will be using it. So far, liaisons have participated in transition workshops to learn about upcoming changes, distributed the CD tutorial to end users, and assisted in getting individuals registered for training courses. Sponsorship Network: The network is composed of vice chancellors, directors, and department heads who lead and support project-related activities on campuses. Sponsors provide ongoing support and leadership during the transition whose main goal is to ensure that their organizations are well prepared. back to top

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was last modified: Wednesday, November 28, 2001