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Scaling HIPS 1012019 Institute on High Impact Practices & Student Success
Chris Navia, Ph.D.
Associate Vice President for Student Success
University of Wisconsin System Administration
Today’s Objectives
2019 2
▪ Reflect on the question of what it means to
scale up a high impact practice
▪ Explore the critical steps involved in the
scaling process
▪ Discuss the notion of institutional
readiness and assess where we are in
terms of our own scaling efforts
▪ Engage in stakeholder mapping to help
us think through who needs to help us in
the scaling process and why
Group Check-In: Where are you at currently in your scaling efforts?
2019 3
How many of you have already successfully
implemented a pilot and are looking to take
it to scale in the next 6-12 months?
How many of you are currently running a
pilot and thinking about scaling but haven’t
done much planning yet?
How many of you are planning a pilot and
thinking about scaling but haven’t done
much in terms of formal implementation?
A Definition: What do we mean by scaling up?
2019 4
“Scaling up” (v). The process of increasing the size and/or scope of a
successful, evidence-based practice, which currently exists in one or few
places across the institution, in order to impact more students.
When determining a practice to scale-up, the practice should:
✓ Be a proven evidence-based practice with clear results
✓ Be aligned with system/campus goals and strategic objectives
✓ Have full commitment from leadership
✓ Impact a targeted and/or at-risk population
✓ Be realistic in nature
✓ Be able to produce favorable results within given time
constraints
Key Question: How will we know when we have successfully scaled our work?
2019 5
❑ The program, service or policy has the intended impact on the student population you expected it to
❑ There are measurable outcomes or improvements that you can readily point to
❑ The program, service or policy is ”institutionalized” and can now be taken for business as usual
❑ Resources are aligned to support the scaled-up program, service or policy
SCALE IS ACHIEVED WHEN…
The process of scaling involves a number of critical steps
2018 6
Evaluation and Follow-
Up
Develop and Execute
Plan
Prepare Campus for
Change
Assess Campus
Readiness
Assess Institutional
Unit Readiness
Communication
Stakeholder Engagement
Scaling Up Framework
THEORY OF ACTION
One of the most important steps in the scaling process is to assess how ready (or not) your campus is when it comes to taking a practice to scale
2019 7
Communication
Stakeholder Engagement
Evaluation and Follow-
Up
Develop and Execute
Plan
Prepare Campus for
Change
Assess Campus
Readiness
Assess Institutional
Unit Readiness
Understanding your system’s or institution’s ability to implement
the practice and willingness of stakeholders to accept change
Once you have determined readiness, the next step is develop a plan that will guide the implementation of your scaling efforts
2019 8
Communication
Stakeholder Engagement
Evaluation and Follow-
Up
Develop and Execute
Plan
Prepare Campus for
Change
Assess Campus
Readiness
Assess Institutional
Unit Readiness
Creating a practical plan to drive the
scaling effort across the campus
Other critical steps in the scaling process include establishing evaluation and follow-up measures that reveal if you are on track
2019 9
Evaluation and Follow-
Up
Develop and Execute
Plan
Prepare Campus for
Change
Assess Campus
Readiness
Assess Institutional
Unit Readiness
Communication
Stakeholder Engagement
Establishing mechanisms to understand how practice is
being implemented in order to make any necessary changes
Communication and stakeholder engagement are also critical components of the entire scaling effort
2019 10
Communication
Stakeholder Engagement
Ensuring that relevant stakeholders are engaged in the
planning and implementation process and provided with
the necessary information, at the appropriate time
Evaluation and Follow-
Up
Develop and Execute
Plan
Prepare Campus for
Change
Assess Campus
Readiness
Assess Institutional
Unit Readiness
It is important to keep in mind that every scaling effort is susceptible to obstacles and challenges
2019 11
Scaling Obstacles
▪ Lack of leadership
▪ Lack of financial and human resources
▪ Lack of faculty support
▪ Lack of adequate institutional research
or information technology support
▪ Intervention fidelity
▪ Too many other initiatives going on on
campus
There are some principles and basic practices that can aid in the mitigation of scaling obstacles
2019 12
Practice Examples
▪ Think about the pilot as a phase in a
long-term change process
▪ Start with a clear definition of the
problem at scale
▪ Develop an evaluation plan that
includes scalability as an intended
outcome
▪ Identify a process or a plan for
assessing readiness
▪ Conduct cost studies
▪ Identify potential risks
▪ Explore other scaling models outside
of higher education
Design pilot with scale in mind
Establish systems to gauge readiness
Engage stakeholders effectively
Align resources
▪ Identify key individuals who will need
to be engaged and develop plans to
include them
▪ Communications plans that include
faculty, students, and potential critics
▪ Shift resources from programs that
are not working to those that might
Let’s return to the notion of readiness
2019 13
Communication
Stakeholder Engagement
Evaluation and Follow-
Up
Develop and Execute
Plan
Prepare Campus for
Change
Assess Campus
Readiness
Assess Institutional
Unit Readiness
Understanding the institution’s ability to implement the
practice and willingness of stakeholders to accept change
Assessing readiness is a lot like stock-taking, only you do it at the beginning of the scaling process
2019 14
Readiness Categories
Stakeholder ManagementDo key stakeholders understand the purpose of and feel motivated to implement the strategy?
Change ManagementHas the institution created an implementation environment conducive to the change?
Implementation ManagementAre project and program management tools in place to plan execute and monitor the strategy's implementation?
READINESS
Stakeholder Willingness
Stakeholder Management
Campus
Ability
Change
Management
Implementation Management
There are copies of a template at your table that is intended to help you determine your own level of readiness
2019 15
Relational Skills
Report
The template includes readiness elements under each category to helpyou pinpoint the place from which you are truly starting your work
2019 16
Guiding questions to help facilitate the
readiness discussion
Readiness elements for each
readiness category
Record rationale for overall
readiness level assessment
Exercise: Assessing Your Readiness
2019 17
What Materials
▪ Discuss each of the readiness categories and determine your
institution’s overall level of readiness:
– Not in place
– Stalled
– Gaining traction
– Established
▪ Strengthening Readiness
‒ Identify one readiness element that you predict will present a
challenge for your campus and identify ways that particular
challenge might be mitigated
▪ Readiness Assessment
Tool
▪ 20
Time
Communication and stakeholder engagement are critical components that require attention throughout the entire scaling effort
2019 18
Communication
Stakeholder Engagement
Ensuring that relevant stakeholders are engaged in the
planning and implementation process and provided with
the necessary information, at the appropriate time
Evaluation and Follow-
Up
Develop and Execute
Plan
Prepare Campus for
Change
Assess Campus
Readiness
Assess Institutional
Unit Readiness
2019 19
To develop a stakeholder engagement strategy it is helpful to think of the engagement’s purpose,
flow, and method
Question Examples
Purpose ▪ What do we need from this
stakeholder group?
▪ Gain buy-in
▪ Inform of upcoming changes
▪ Receive approval
▪ Obtain feedback
▪ Consult in planning efforts
▪ Change work practice
▪ Change attitude
Flow▪ What direction(s) should
communication flow ?
▪ Receive information from group
▪ Provide information to group
▪ Back and forth information sharing
Method▪ What is the best way to communicate
with and engage this group?
▪ Standing meetings
▪ Email blasts
▪ Training/Professional development
sessions
▪ Chain-of-command
Stakeholder Mapping 1/1
2019 20
Low
Level of support for your effort
High
Pow
er
to i
nfl
ue
nce
outc
om
e
Hig
hLo
w
Stakeholder Mapping 2/2
2019 21
Low
Level of support for your effort
High
Pow
er
to i
nfl
ue
nce
outc
om
e
Hig
hLo
wTARGETSOpponents
watch them
Messengers/ championsactivate them
Fan clubinform them – proportionate
to their influence
Not a priorityminimize engagement
with them
Exercise: Mapping Your Stakeholders
2019 22
▪ Make a list of the key stakeholders that you believe need
to be engage in your scaling effort
▪ Map these stakeholders according to the quadrants on the
template
‒ Identify one stakeholder that will require focused
attention on your part. What will you need to do to call
them into the work?
▪ Stakeholder Mapping
Template
▪ 20
What Materials Time
Closing Thoughts
2019 23