Workday Student Information System (SIS)

Our Change Management

Change Management (CM), also known as Organizational Change Management (OCM), is the structured approach to transitioning individuals, teams, and organizations from a current state to a desired future state. It’s about managing the people side of change to achieve the required business outcome. Effective change management ensures that changes are implemented smoothly and successfully, with minimal disruption.

Change management aims to support and provide a better experience to users as we change systems. Here at BYUH, we have a dedicated Change Management team responsible for overseeing the transition process and ensuring that changes are implemented smoothly and effectively, minimizing disruption to operations. This is something new for our institution and we couldn’t be more excited about it!.

There are many benefits to organizational change management. Some of them being:

1. Improved Project Success Rates
Structured change management ensures that projects meet their objectives, stay on schedule, and within budget.

2. Enhanced Productivity and Efficiency
Proper training and support allow employees to adapt more quickly to new systems and processes, minimizing downtime and disruption.

3. Better Risk Management
Anticipating and addressing potential issues and risks before they become major problems helps ensure smoother transitions.

4. Increased Employee Engagement and Participation
When employees understand the reasons for change and feel supported, they are more likely to engage actively in the process.

5. Higher Adoption Rates
Change management strategies ensure that new technologies, processes, or strategies are fully adopted and utilized by the organization.

6. Reduced Resistance to Change
By involving and communicating with stakeholders early and often, change management helps to mitigate fears and resistance.

7. Positive Organizational Culture
Successful change management fosters a culture of flexibility and resilience, preparing the organization for future changes.

8. Customer Satisfaction
When internal changes are managed well, it translates into better service delivery and improved customer experiences.

The CM team has many tasks and responsibilities, one of which is working with and collaborating closely with the BYUH Change Agent Network (CAN).

In a nutshell, organizational change management helps create a smoother transition and facilitates in building a more agile, adaptable, and resilient organization.

A Change Agent Network (CAN) is a group of individuals within an organization who help drive and support change initiatives. These individuals, often referred to as change champions, ambassadors, or advocates, work closely with the Change Management team to ensure successful adoption of new processes, systems, or strategies.

Key Benefits of a Change Agent Network:

1. Enhanced Communication: Change agents help disseminate information and clarify messages across the organization. 
2. Increased Engagement: They encourage and support their peers, fostering a positive attitude towards the change. 
3. Peer Support: Change agents provide on-the-ground support, helping colleagues navigate the transition. 
4. Feedback Loop: They gather feedback from employees and relay it to the change management team, allowing for timely adjustments. 
5. Credibility and Trust: Being respected peers, change agents can build trust and credibility around the change initiative. 

The current BYUH Workday SIS Change Agent Network consists of approximately 50 representatives from departments across campus. The Change Agent Network receives periodic updates about the project, provides valuable input, and helps communicate changes to their respective departments, ensuring all areas are aligned with the new systems and processes. In addition, they gather insights and feedback from their colleagues and communicate them back to the Change Management team. They aid in training and support efforts as well as model positive behaviors and attitudes associated with the SIS implementation project.

Key roles of the BYUH Workday SIS Change Agents:

• Communicator – share information about changes coming up with your peers and staff early.
• Liaison – between project team and eventual end-users. 
• Advocate – for the necessity of the change.
• Resistance Manager – be a listening ear and share concerns with this group. 
• Coach – identify individuals who need reinforcement.