From all of the SMS Project Team, thank you for your continued commitment and support for the project through 2019. We hope you enjoy a festive season that brings relaxation, reflection and happiness. We look forward to working with you during 2020 as we move towards the Banner Go Live.
As we come to the end of 2019, one of the highlights of the project has been the strong partnerships we have developed with our stakeholders. The success of such a large and transformative project relies on two-way communication with our partners, including ITDS, the Student Experience Office and Schools. Thank you all for your commitment to the partnerships we have formed and the joint goal of a successful implementation of Banner at Western Sydney.
The year ahead is an opportunity to show Western as an institution that can embrace change, with effective change management processes including well-planned milestones and simulations prior to our go-live date in September 2020. Key dates are:
2 April SMS Production ready system
22 May 2020 Banner code and configuration freeze
4 June Go Live Simulation (1)
30 July - Go Live Simulations (2)
A report on simulation 1 will be provided to the SMS Steering Committee (16 June 2020) to inform the Go / No Go decision. Throughout all of next year, we commit to continuing to communicate progress, key decisions and to consult with key users of the system.
We wish you and your family a safe and happy time over the summer break and look forward to continuing our effective collaboration in this important work in 2020.
Recap of the year’s SMS engagements
The SMS Project team has ramped up with engagements across a range of our major stakeholders. This is to support the project’s objective of taking all of our stakeholders through the different stages of change from Awareness, Perception, Experimentation, Adoption to Business Ownership. The figure above shows a snapshot of all our presentation / workshop type engagements from January until October 2019. Here’s a quick recap of what we’ve been talking to our stakeholders about:
...and it’s only going to get busier. We thank everyone who have taken the time to tell us not just what they think, but also how they feel about the change. Airing these out is a key step in helping our stakeholders adapt to the new system. Organisational Change Management models advise that to ensure success of system adoption the project must build awareness (PROSCI, 2018), set the right environment (Lewin, 1946) and design the urgency for change (Kotter, 1996; Smith, 2005).
We hope for your continuous support by keeping in touch with us through email@example.com, staying up to date with the monthly newsletter, Yammer posts of video updates & our SMS Website and invitations to present to your group about what the new SMS would mean to you and your team.
Changes in Terms, Nomenclature, Subject Codes & Student Statuses
With the introduction of the new SMS, there will be changes in the way we see and interact with (follow the links below to view explanations about these changes):
These decisions have been supported by the University Executive, following two of the Guiding Principles of the project to Adopt & Adapt. Meaning that, as much as it does not diminish the As-Is functionalities of the systems and it actively simplifies the process for the new system, we will adopt the capabilities of the new SMS and adapt to suit Western’s needs. These changes were brought about in part by the capabilities of the new SMS and the limitations within which we need to structure Terms (into Term Codes & Term descriptions), Curriculum Nomenclature (Banner can only recognise Majors, Minors & Concentrations), Subject Codes (Banner would not recognise our current 6-digit coding) & Student Statuses (to be able to more effectively drive reporting results & workflow triggers).
We are communicating these changes early to all of our key stakeholders through our monthly newsletter, our website, Yammer & small group presentations. If you have further questions and wish to clarify the impacts of these changes to your School or Unit, email us at SMSproject @westernsydney.edu.au to schedule a small group presentation or to give us your feedback. We look forward to hearing from you.
1. When did you first hear about the new Student Management System (SMS) Project?
I cannot recall the actual date sometime in 2015, I attended a workshop with the School Academics prior to the vendor presentations.
2. What does the new SMS implementation mean to your area?
Simplifying and streamlining our processes which will identify early interventions on an ongoing basis throughout the student life cycle, ultimately improving the student experience.
3. Give us your TIP for successful technology implementation?
Continue with the consultations with the end users, I highly recommend that staff contribute and interact with the SMS project team when the opportunity arises, especially in the testing environments. Simplified and relevant training resources for the user retained in an accessible portal to all staff.
4. How does the SMS align with other projects within your area?
The new SMS will ideally assist various areas within the organisation, the opportunity to improve and automate processes.
5. What excites you about our new SMS?
An opportunity to improve.
6. How do you prepare for change?
Understanding the change and having the ability to convey to staff the difference between how it was to how it has improved.
Attendance at the new staff orientation
On the 20th November, the SMS Project team had a table at the Staff Orientation day at Parramatta City Campus. Attending the Staff Orientation provides the team with an opportunity to engage with Academic and Professional staff who are working in different roles across the University and raise awareness of the changes that may impact them when the SMS goes live.
We are planning on continued attendance at the orientations next year as well as planning future roadshow activities. If you see us out and about, come up and say hi! You may get one of our famous heart shaped USBs!