Stakeholder Involvement

Sample Solution

Strayer University's successful transition to a new HR/Payroll system with Workday requires comprehensive stakeholder engagement throughout the year-long project. Here's how we can identify and involve key stakeholders at all levels, considering geographically dispersed individuals:

Key Stakeholders:

• Executive Leadership: President, Provost, VP of Administration & Finance, VP of HR
• HR Department: HR Leaders, HR Operations team, Payroll team, Benefit team
• Finance Department: Accounting team, IT team
• Campus Leadership: Campus Presidents, Deans, Department Chairs
• Faculty and Staff: All full-time and part-time employees

Full Answer Section

• IT Department: Network specialists, system administrators, data migration specialists
• Third-party partners: Workday implementation team, other relevant vendors

Communication Methods:

1. Targeted Approaches:

   • Executive Leadership Team:
     • Quarterly Executive Sponsor meetings: Detailed progress reports, Q&A, and decision points.
     • Bi-weekly email updates: Key milestones, decision points, and executive summaries.
     • Executive Briefings: Major project impacts, benefits, and strategic alignment.
   • HR Department:
     • Weekly project team meetings: Detailed task updates, collaboration sessions, and issue resolution.
     • Monthly department-wide Town Halls: Live Q&A, demonstrations, and open forums.
     • Targeted training sessions: Specific HR functions in Workday.
   • Finance Department:
     • Joint meetings with HR and IT: Financial integration, data migration, and risk assessment.
     • Regular reports: Cost allocation, resource utilization, and financial impact insights.
     • Collaborative workshops: Optimizing financial processes in Workday.
   • Campus Leadership:
     • Regional Leadership meetings: Regular updates, feedback sessions, and strategic direction.
     • Campus visits and demonstrations: Project team members showcase functionalities and address concerns.
     • Dedicated webinars and online support: Campus-specific questions and concerns.
   • Faculty and Staff:
     • Project website: FAQs, news updates, resources, and knowledge base.
     • Informative email campaigns: Important dates, milestones, and announcements.
     • Employee Town Halls: Live Q&A, demonstrations, and feedback opportunities.
     • Targeted training sessions: Role-based skill development for Workday adoption.
     • Dedicated hotline and online support forum: Questions, concerns, and technical assistance.
   • IT Department:
     • Weekly technical team meetings: Collaboration with project team, issue resolution, and technical updates.
     • Joint workshops: System integration, data migration, and security protocols.
     • Ongoing collaboration: Support plans, training materials, and user access management.
   • Third-party partners:
     • Regular meetings with Workday implementation team: Project alignment, risk management, and joint communication strategies.
     • Collaborative sessions with other vendors: Seamless integration and data exchange.
     • Joint communication efforts: Sharing updates and responsibilities with stakeholders.

2. Technology Optimization:

   • Utilize video conferencing and online collaboration tools: Meetings, training sessions, and Q&A sessions accessible to remote stakeholders.
   • Record and post videos of presentations and demonstrations: Accessible viewing at individual convenience, especially for geographically dispersed attendees.
   • Offer online surveys and feedback forms: Remote participation in project evaluation and feedback mechanisms.
   • Provide dedicated contact information and support channels: Hotlines, online forms, and chat features for convenient communication.

3. Transparency and Proactive Communication:

   • Regularly share project updates, milestones, and timelines.
   • Address concerns promptly and openly.
   • Proactively provide information and resources.
   • Celebrate successes and achievements along the way.

Success Measurement:

* **Stakeholder engagement surveys conducted throughout the project.**
* **Attendance and feedback from communication events.**
* **Timely resolution of concerns and issues raised by stakeholders.**
* **Smooth system adoption and user satisfaction with Workday.**

By implementing these strategies, Strayer can ensure consistent engagement, open communication, and informed participation from all stakeholders throughout the Workday implementation journey. This fosters a supportive environment, eases transition, and ultimately drives the project's success.