Stakeholder Engagement: View from SLAP- University of Gloucestershire The SLAP Project: Simplifying Learner Administration Processes The aim of the SLAP project is to improve enquiry, application and (re-)enrolment processes to the benefit of customer service and University efficiency. The deliverables include the mapping, review and redesign the key business processes associated with: • Student enquiries (from the point of receipt) • Application This includes implementation of re-designed online processes. Stakeholder Engagement Introduction: • Getting stakeholder consultation and engagement right is crucial for the success of the SLAP project • It can help to ease the path of what is a challenging project • Failure to recognise and engage stakeholders can scupper the chances of effecting any change • Crucial to ensure that it is done effectively and that relevant expertise is applied • Simple stakeholder analysis was carried out at the bid stage to identify and elicit support for project objectives. Stakeholder Engagement Stakeholder Analysis: • Identify stakeholders • Prioritise stakeholders • Understanding stakeholders - how they will feel about and react to the SLAP Project • Develop communication plan for stakeholders Stakeholder Engagement SLAP Approach to Stakeholder Analysis: • Lots of people can be affected by the SLAP Project • To ensure a positive contribution seek to: Understand who they are What influence/source of power they bring to bear What they have at stake Establish a process to actively manage stakeholders through communication • Our analysis is based on: Impact, orientation, need and/or power Stakeholder Engagement Stakeholder Analysis – why it’s important: • • • • Expectations can be assessed and influenced. This knowledge can be used to determine the amount of leverage available to change expectations without compromising the project aim or setting a stakeholder on the warpath Requirements have to stay in line with what people are expecting. If stakeholders find out the requirements don’t fit their expectations, SLAP will have a major problem Knowledge about the stakeholders and their expectations and interests helps shape the project organisation: building the Project Stakeholder Team Forms part of the risk analysis strategy to identify where the potential problems may lie Stakeholder Matrix: Power & Interest Low: Power Low / Interest High: Enquirers: students/parents/schools Student Records Student Helpzones Student cohort admin teams Admissions Tutors Power High / Interest Low: Power & Interest High: Faculty Deans University Executive Student Recruitment Academic Registry Finance & Planning Marketing ICT JISC Stakeholder Communication: Power & Interest Low: Inform Power Low / Interest High: Consult Project Website Staff News Project Stakeholder Team Project Updates Project Reports Consultation events Demonstrate Quick-wins Power High / Interest Low: Involve Power & Interest High: Partner Team / one-to-one meetings Project Stakeholder Team Project Updates Project Reports Demonstrate change Management / one-to-one meetings Project Stakeholder Team Project Updates Project Reports Project Board Stakeholder Engagement Sell the Benefits: • Reduction in duplication of effort, especially regarding data entry • Reduction in response times to enquiry and application • A system of enquiry and application processes that make it possible to track conversion rates eg: enquiry to qualification • Streamline enquiry and application processes so that they are not unnecessarily bureaucratic • Reduction in the number of local databases containing data duplicated elsewhere • Increased ability to access and input the right data at the right time. • Release staff time for more productive activities: following up enquiries with marketing activities Stakeholder Engagement Manage Stakeholder Expectations: • Complex project with many stakeholders • Communicate clearly to stakeholders: Project scope - what is included and what is not Specific project objectives and their benefits Project timescales • Managing stakeholders and expectations through the project lifecycle. New stakeholders as the SLAP project progresses Stakeholder Engagement Relationship building: • Stakeholder management plan: Stakeholder Potential impact on Project What does the Project expect the Stakeholder to provide? Policy and process owner who determines institutional administrative policy and procedures High Experienced staff to be involved in user group and user acceptance testing. Heads of School Manages School admin staff who will operate the new system at local level and academic staff who will indirectly input and directly extract data Medium Commitment to implementing change. Admin Staff Will operate new system High Contribute to system and process design and testing. College Registrar Stake in the project Perceived attitudes and/or risks Lack of clarity about preferred approach. Stakeholder Management Strategy Responsibility Involvement in Project Steering Board, Regular updating meeting with project leader. Project Manager Lack of interest in project. Involvement in briefing sessions at quarterly School meetings. Registrar and Project Sponsor Concern about increased workload. Involvement in user groups. Project Team Views project team as too technically oriented. Commitment to implementing change. Worried about what training they will receive. Stakeholder Engagement Relationship building: • Be proactive and communicate: Seek out and manage individual key stakeholders Seek out and manage individuals who may be critics or blockers Don’t let personalities get in the way Don’t ignore key players Don’t underestimate the time involved in building relationships Market the Project Team – get faces and names known Stakeholder Engagement Positive Communication: Demonstrate: • Progress • Change • Benefits …counters institutional cynicism Regular feedback from stakeholders Stakeholder Engagement Questions: