Transformation & Change Management

UBC has embarked on a process of transformation with IRP Student that involves transitioning our student administrative practices to a modern student ecosystem. Successful implementation of this project requires the resourcefulness, creativity and determination of our UBC community.

The IRP Student TCM Team is dedicated to supporting our community members through this academic transformation and organizational transition.

To get in touch with members of the TCM Team, please complete the IRP Student inquiry form.

 

Community Engagement in Design

The IRP Student teams are relying on the support and participation of our UBC community to inform the design and configuration of the student solution ecosystem. We are gathering this input through various channels, including the IRP Student governance structure, the Transformation Advisory Network and IRP Student community design consultants. See below for more information on each of these channels.

IRP Student Governance

The IRP Student governance framework provides program direction and is structured to enable the program teams to deliver requirements by assisting in decision-making and staying informed on the program’s progress. Governance bodies for IRP Student include groups such as the Executive Sponsors Committee, the Steering Committee and the Student Processes and Outcomes Committee. More information on IRP Student governance can be found on the IRP Student Governance and Team page.

Transformation Advisory Network

The IRP Student Transformation Advisory Network is composed of existing UBC groups and committees. The IRP Student teams consult with this network by presenting relevant design and transformation concepts and seeking advice, validation and feedback, which is then considered in subsequent design and configuration work.

The primary committees in this network include the following:

 

Academic Model & Transformation Advisory Committee (AMTAC) Academic Services Advisory Committee Students (Student Experience Advisory group)
  • The AMTAC is a cross-disciplinary, cross-campus academic advisory group composed of faculty academic leaders with the responsibility of providing academic guidance on multiple dimensions of solution design, curricular representation, data definitions, academic transformation and change management.
  • Click here for a list of the AMTAC membership.
  • The Academic Services Advisory Committee is a student administration advisory body that comprises representatives from the academic advising and student services leadership of the faculties and student service units on both UBC campuses. This group addresses topics related to student academic advising services as part of the IRP Student implementation, including functional design, solutioning, configuration, reporting, integrations, security, data, testing and related academic/business transformation and change management implications.
  • Click here for a list of the Academic Services Advisory Committee membership.
  • The student experience is a primary driver of solution design for the IRP Student. Therefore, to achieve solutions that are best suited for exceptional student support and experiences, a high level of student participation is required for IRP Student system development. A IRP Student working group will be established in the fall of 2021 that will support the program by:
    • consulting on and validating design and workarounds.
    • trialing processes in Workday to provide feedback and support development of training materials.
    • serving as advocates and representatives of the UBC student population.
    • participating in testing processes for the designed solution.
    • informing communications and training approaches and materials for student adoption of Workday.

 

Many other relevant groups and committees across both campuses are being engaged and informed at key junctures in the program.

Community Design Consultants

Community design consultants (CDCs) are community subject matter experts from various units across the University that the IRP Student Solution Team works with to complete the following: augment team expertise; identify use cases; evaluate design options; assist in arriving at recommendations for configuration; identify potential workarounds, when needed; validate configurations; and source additional expertise from colleagues. The CDCs on our roster have been identified based on their subject matter expertise related to upcoming design and configuration topics. The roster will continue to grow as needed.

Click here for a list of the CDC membership.

 

 

Transition Network

The Transition Network played a critical role in enabling the Workday HCM/Finance system implementation. Building on that success, we are evolving the Transition Network to focus on renewal of the student ecosystem.

The Transition Network will consist of primary and local transition leads for each faculty or unit at UBC that will be impacted by the IRP Student.

Transition leads will be supported by dedicated community engagement partners – senior change management specialists on the TCM team – who will work with the leads to build and implement local transformation and transition plans.

Community change specialists, many of whom will be seconded from within the UBC community, will provide further support to transition leads starting in 2022.

The diagram below depicts the relationship between the TCM Team and primary and local transition leads, although the actual number of faculty or units supported by each community engagement partner will vary.

Change Support Materials

The TCM Team will continually develop and update support materials for the Transition Network, such as “meeting in a box” presentations, talking points, FAQs and action plans.

Timelines

Primary transition leads will be identified and onboarded through the summer and fall of 2021; local transition leads are scheduled to be identified in late 2021/early 2022. The Transition Network sessions are expected to be launched by spring of 2022.

 

Community Events and Communications

IRP Student team members and representatives will host events to keep our community informed on program plans and implementation, including town halls, call-ins and system demonstrations. For a list of upcoming events or to register for an event, please visit our Community Events page.

You can get the latest information on IRP Student several other ways. Announcements and updates will be posted regularly to our News Page.  In the fall of 2021, we will launch an IRP Student newsletter; by subscribing to the newsletter, you will receive updates straight to your inbox.

 

Transformation and Change Approach

IRP Student has a comprehensive transformation and change management approach that includes five key strategic areas, each with its own detailed plan and activities. See below for a visual representation of this approach.

 

The TCM Team will work with the Transition Network to ensure each of the focus areas is reflected in the local transformation and change management plans.