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7/27/2019 Campus Readiness: Communicating IT Changes to the Campus Community (177832322)
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Campus Readiness
IT Services
October 2013
COMMUNICATING IT CHANGES
TO THE C AMPUS COMMUNITY
7/27/2019 Campus Readiness: Communicating IT Changes to the Campus Community (177832322)
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Evaluations
Please remember to evaluate the session.
You can do it:
• Using the Educause App
• On the Educause site
(Face-to-Face agenda)
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Today’s panelists
Jo-Ann CuevasCampus Readiness
Specialist
IT Services
Ammy WoodburyCampus Readiness Specialist (Lead)
IT Services
Christine Jacinto Assistant Director IT
School of Humanities and Sciences
7/27/2019 Campus Readiness: Communicating IT Changes to the Campus Community (177832322)
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Campus Readiness at Stanford University
Serving approximately 2000
faculty,7000 undergrads, 9000 gradstudents, and 10,000 staff.
Reaching 28,000 constituents
Campus Readiness handlescommunications for 14-20 projects a
year.
Communicating impact of ITProjects
Ammy Woodbury and Jo-Ann Cuevasare the Campus Readiness Team.
Campus Readiness is handledby two staff
7/27/2019 Campus Readiness: Communicating IT Changes to the Campus Community (177832322)
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An IT need is identified:
A document management solution to facilitate
collaboration and manage data security.
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Project Manager receives approval to start the project
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The Project Manager Creates the Charter
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The PM assembles the team, including CampusReadiness.
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Campus Readiness reviews the charter.
7/27/2019 Campus Readiness: Communicating IT Changes to the Campus Community (177832322)
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PM and Campus Readiness meet
Take 30 minutes to discuss:
› Client impact
› Type of audience
› Training
› Marketing
› Documentation
› Communication
Campus Readiness forecasts
hours based on the discussion
Will the
students get
access to the
system?
7/27/2019 Campus Readiness: Communicating IT Changes to the Campus Community (177832322)
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That’s in a perfect world….
Sometimes it’s more like…
7/27/2019 Campus Readiness: Communicating IT Changes to the Campus Community (177832322)
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We’re rolling
out to the
entirecampus in 2
weeks!
You’re
WHAT!??!!
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The Communication Plan
• A living document
• Updated frequently
• Focuses on communication
across phases
• Identifies key stakeholders and
end users
• Acts as a to-do list
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Title and Version Control
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Narrative and Summary
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Awareness and Engagement
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Training and Documentation
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Reinforcement and Post-Implementation Feedback
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Executing the Plan
UX Testing Documentation
Surveys
PresentationsInstructional Design
Change Training
Campus
Communication
Service Promotion
User Advocacy
Communications
E-Learning
Development
Hands-on Training Surveys
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• Early intervention led to iteration in the development.
• User experience testing led to significant improvements in usability.
• Adoption was strong
• When adoption plateaued, Campus Readiness held user interviews
determining that further improvements were largely out of Stanford’s
control. Promotion methods were altered to address those issues and use
different approaches.The development team embraced Campus Readiness input as they saw the
impact on adoption.
Case Study: Mobile Device Management
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Stanford’s MDM service was recognized by CampusTechnology magazine with a 2012 CT Innovators Award.
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In a change that
affected busyadministrators the
most, hands-on change
training was key.
• On-site one-hour allinclusive training
• Handled at times to
meet the client’s
busy schedule
Case Study: Converged Communications VoIP Rollout
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Case Study: International Travel Data Security
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Credit: Wikimedia
Commons
”I wouldn’t consider working on a security initiative
without partnering with Campus Readiness from the
beginning.”-- Mark Mellis, Stanford University Information Security Office
Building Partnerships Across Campus
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Case Study: Zimbra Upgrade
At launch, the campus readiness team provides:
• Video tutorials
– What’s New and Different
• Daily tips by email• Front-line support
• Demos
• Hands-on Training
• Campus Partners
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Key Qualifications
A Campus Readiness Specialist has
experience with:• Communications/Business writing
• Instructional design and training
• Presentations to large and smallgroups
• Help desk support
• eLearning development
• User-experience testing
Key qualities:
• a warm, friendly and outgoing style
• the ability to rapidly learn newsystems
• Be a geek-to-English translator
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Credit: iStockPhoto used with permission
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