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202 Creating a Strategy for Change Before and During a LMS Implementation Sheila Grangeiro Media Specialist, University of Miami Sandra Sallum Director, Professional Development, University of Miami WWW.eLearningGuild.com WWW.eLearningGuild.com November 5-8, 2007 San Jose, CA Creating a Strategy for Change Before and During an LMS Implementation By Sandra A. Sallum & Sheila Grangeiro Session Goals • Know where you are going • Develop strategies to lower resistance to change • Identify stakeholders and their role in the change process 2 • Approximately 12,000 full-time faculty and staff • 15,600 Graduate and undergraduate students • Three main campuses and several satellite operations throughout the South Florida area 3 Session 202 – Creating a Strategy for Change Before and During a LMS Implementation – Sandra Sallum, Sheila Grangeiro, University of Miami Page November 5-8, 2007 San Jose, CA Change as a consistent companion • Change will be part of any process • Prepare for it • See change as an opportunity – Communication is your best tool – Identify audiences early – Have an education as well as a communication plan for different audiences – Keep audiences informed and active in the process – Look for opportunities to educate others on best practices 4 Creating a Change Management Plan • Know where you are going – Without a vision, there’s no change management • Be clear on your ultimate goal – Break down your vision and strategy into phases • Have a change management plan for each phase by audience • Always communicate why change is necessary (Whenever possible, use research to support change) – Stress opportunity and rewards • WIIFM – Settle any fears about job security – Listen and incorporate feedback 5 Working Together to Effect Organizational Change • “Partners-in-Change” • Make your stakeholders part of your team • The “leadership team” – Lead the process, always be the one in front – Start the process/set direction/provide resources • Communicate the vision and keep the process moving forward!!!! 6 Session 202 – Creating a Strategy for Change Before and During a LMS Implementation – Sandra Sallum, Sheila Grangeiro, University of Miami Page November 5-8, 2007 San Jose, CA How Did We Do It? • 2004: Request for department to take over a system for training record keeping and online access 24/7 – Opportunity to change Professional Development at UM by: • Implementing a long-range learning strategy • Using researched best practices to change the way training was designed and delivered • Decentralizing training and allowing for Designers and Trainers to own their own pieces 7 Vision & Goal • Use research-based best practices to develop learning-centric professional development experiences that can be measured and transferred to the job • Tie professional development with performance evaluations that would be supported by a system of rewards and recognitions that recognized those working on their own professional development and skill gaps • Allow for the learner and their manager to have control of their learning 8 Long Term Goal for the System • Provide enterprise-wide learner centric environment • Assist and track compliance training, career enhancement, development plans and competency development • Report on competency and skill gaps to promote Succession planning • Provide knowledge and collaboration center 365/24/7 • Track coaching component (follow-up and ILT) and evaluation of learning • Individualize learning to user groups 9 Session 202 – Creating a Strategy for Change Before and During a LMS Implementation – Sandra Sallum, Sheila Grangeiro, University of Miami Page November 5-8, 2007 San Jose, CA Change Management Strategy • Identify a champion for change • Re-align existing resources • Increase course offerings and traffic through the system • Set standards and model innovative behavior • Get lateral buy-in as well as buy-in from leadership • Partner with designers and SMEs 10 Create Excitement and Show Proof • Keep the champion informed • Communicate increasing traffic and online offerings available • Collect data on system usage, participants’ feedback and managers’ comments • Brand the system early • Promote standards and best practices 11 First Steps • Establish an infrastructure for the learning strategy – Ensure you have a change management plan • Identify stakeholders and get them involved early – Educate practitioners on best practices for learning and professional development • Professional Development Council • Implement blended learning and expose organization to online learning – 2004 – 0 WBL – 2007 – 306 WBL 12 Session 202 – Creating a Strategy for Change Before and During a LMS Implementation – Sandra Sallum, Sheila Grangeiro, University of Miami Page November 5-8, 2007 San Jose, CA Work with Stakeholders • Work at their level, but set the pace – Create standards; raise the bar and expectations – Provide guidelines and training on: • Adult learning principles and tools • New technologies and Instructional Design • Moving stakeholders from lecture based presentations to training • Ensuring that training offered by stakeholders is based on adult learning principles • Using WBL to impart knowledge and focus ILT time to practice skills and appropriate behavior – Lead the way 13 Important Actions • • • • Align available resources Use available tools In the beginning, go for quantity Use what platform you have and show why you need something better – Collect user feedback and data – Show benefits to organization and to the bottom line • Use data to create list of system and business requirements 14 Example of Data: Course Completions 6000 number of completions 5000 4000 CBL Courses ILP Courses 3000 2000 1000 0 1/2006 2/2006 3/2006 4/2006 5/2006 6/2006 7/2006 8/2006 9/2006 10/2006 11/2006 12/2006 by month 15 Session 202 – Creating a Strategy for Change Before and During a LMS Implementation – Sandra Sallum, Sheila Grangeiro, University of Miami Page November 5-8, 2007 San Jose, CA When Selecting an LMS • Select a system based on the business requirements validated by stakeholders • System should: – promote your learning strategy – have room for growth (functionality) – be scalable • Never make a decision based on content • You can always buy it from somewhere else • Make sure the company is viable and can be a good business partner – You will be in it together for the long haul 16 Selection of an LMS • Have stakeholders preview final two systems • Partner with vendor to showcase functionality that will be important to stakeholders – Collect feedback for stakeholders to make final decision – Ensure that you can live with either option – Report back on overall consensus • Use stakeholders as ambassadors for change 17 Communication Piece • Marketing committee change strategy included: – Teasers – Demonstration on different system features for 3 Modes (Learner, Manager, Administrator) • Captivate Tutorials • ULearn Tour – Step by step guides – ULearn open houses • iPod raffles – Techsupport (Phone and email) 18 Session 202 – Creating a Strategy for Change Before and During a LMS Implementation – Sandra Sallum, Sheila Grangeiro, University of Miami Page November 5-8, 2007 San Jose, CA 19 20 21 Session 202 – Creating a Strategy for Change Before and During a LMS Implementation – Sandra Sallum, Sheila Grangeiro, University of Miami Page November 5-8, 2007 San Jose, CA 22 Remember! • It is not about a system, it is about the vision and learning strategy • Secure top-down commitment • Create change “vision/values” • Plan for long term success! • Organize self-directed work teams • Develop your change allies • Be patient! – Take the time to identify and celebrate little victories 23 Monthly Unique Logins 24 Session 202 – Creating a Strategy for Change Before and During a LMS Implementation – Sandra Sallum, Sheila Grangeiro, University of Miami Page