Founded in 1986 in Portsmouth, Ohio, Shawnee State University (SSU) is a student-focused public university whose 300 faculty and 1,000 staff serve nearly 4,000 students. Supporting its academic mission, SSU used a mix of aging and outmoded systems for core administrative functions. These systems had few automated workflows, and manual, paper-based processes contributed to inefficiencies and related costs. Rather than upgrade or replace individual systems to improve operational performance, SSU invested in infrastructure, selecting Oracle Cloud Solutions for higher education, which is a cloud-based, enterprise-wide Software-as-a-Service (SaaS) to replace legacy systems.
Navigator consultants provided SSU comprehensive Organizational Change Management (OCM) support using research-based Prosci® tools and methods. Partnering with project team members and SSU leaders, Navigator conducted a Change Impact Assessment to gauge the size, complexity, and risks of proposed changes and the university’s readiness to support and adopt the change. This data enabled Navigator to create OCM strategies and plans that were sized and tailored to SSU’s specific needs and culture. The objective was simple: to increase the likelihood of end-user adoption and minimize disruption to operations. But implementing Oracle’s Human Capital Management, Payroll, Procurement; and Planning and Budgeting modules was complex. This cross-functional project required coordination across the university including Information Technology, Human Resources, Finance, Procurement, Payroll and Academics.
Navigator created a Change Leader Framework that enabled university leaders and a team of cross-functional change advocates to leverage their roles in communication strategies and activities intended to build awareness and engagement among affected stakeholders. Additionally, the Change Leader Framework included OCM training, coaching, and mentoring. Participants increased their knowledge and practice of OCM, building organizational capacity in these skills.
Navigator consultants conducted a training needs assessment, which guided the training strategy, design, and delivery of a train-the trainer program. Training materials including job aids, FAQs, presentation decks, and training scripts.
SSU launched Oracle Cloud modules on schedule, adopting the recommended two-phased approach: the initial rollout included some 1,000 employees; the second phase targeted faculty. SSU was well prepared to own and support the system launch and sustainment efforts. Leaders and change champions executed a learning strategy based on social learning, a fundamental SSU cultural characteristic. This included identifying change agents and “go-to” staff to provide personal support. Just-in-time learning aids and a dedicated website made it easy for users to find the information needed at the time required to complete a task.