Celebrating 26 years of service to the Collegiate Travel Marketplace Ch ch changes Tips for Successfully Navigating Change Sandy Hicks CPPB Assistant Vice President amp Chief Procurement Officer ID: 624953
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Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Ch
-ch-changesTips for Successfully Navigating Change
Sandy Hicks,
CPPB
Assistant Vice President & Chief Procurement Officer
University
of ColoradoSlide2
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
“Change is inevitable – except from a vending machine.”
~ Robert C. GallagherSlide3
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel MarketplaceSlide4
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel MarketplaceSlide5
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
University of Colorado
Denver campus
Anschutz Medical
campus
Colorado Springs campus
Boulder campusSlide6
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Procurement
Service Center
Strategic Goals:
Streamline the procure-to-pay process
Lead in the use of technology
Enhance services provided to our customersSlide7
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Changes
1. April 2009
Concur Expense System
2. Aug 2010
Moved Offices
3. Dec 2010
Revised P-Card Program
4. Jan 2011
Changes to Procurement Rules
5. April 2011
New Travel Program
6. June 2011
Revised Travel Card Program
7. July 2011
Revised Fiscal Procedures
8. Aug 2011
eProcurement PlatformSlide8
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
ChangesSlide9
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Change Is
Hard
“Faced with the choice between changing one’s mind and proving there is no need to do so, almost everyone gets busy on the proof.”
~ John Kenneth GalbraithSlide10
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Change Destroyers
People leading the change think that announcing change is the same as integrating change
People’s concerns with change do not surface or are not addressed
People being asked to implement change are not involved in the planning
Source: Kenneth BlanchardSlide11
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Change Enablers
Vision
Communication
Management Support and Sponsor
Communication
Understanding of Workplace Culture
CommunicationSlide12
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Change Enablers
Commitment
Communication
Plan
Communication
Training
Communication
Flexibility
CommunicationSlide13
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Leadership TeamSlide14
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Lessons Learned
Vision Statement
Present a clear picture of the change and reasons why, including benefits of change
Have your elevator speech ready
Time saver
Cost savings
Vastly improved reporting
Greater efficiencies
Excellent ROISlide15
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Lessons Learned
Know Audience
Executive
Own Staff
Suppliers
End UsersSlide16
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Lessons Learned
ExecutiveFind sponsorGet support from peersBrief multiple timesKeep at high levelEmphasis benefits to them Slide17
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Lessons Learned
Your staffTiming is crucialRight amount of informationInvite questions and suggestionsListen to questions; respect suggestionsKeep updated Slide18
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Lessons Learned
SuppliersBring in strategic suppliers earlySolicit their adviceLearn from their historyKeep updatedSlide19
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Lessons Learned
End UsersFind allies among key departmentsUse them to garner executive supportPoint out benefitsAsk their opinionInvolve as pilot groupSlide20
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
“If you wait to do everything until
you’re sure it’s right, you’ll
probably never do much of anything.”
~ Win BordenSlide21
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Strategies
Electronic NewsletterPSC Communicator“Coming soon” announcementsImportant datesGo live dates Ongoing informationHow to get helpWho to contactSlide22
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Strategies
End User InvolvementSelect strategicallyPart of RFP teamPilot groupAsk for and consider their adviceUse their experience as selling point to rest of universitySlide23
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Strategies
TrainingOwn staffProvide overview(s) early in processClassroom and/or onlineDetermine ‘go to’ expertsProvide written documentation and/or step-by-step guidesSlide24
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Strategies
TrainingEnd UsersIdentify audience“JIT” trainingClassroom and/or onlineDetermine level of detailHelp Desk for follow up questionsSlide25
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Townhall
MeetingsFace-to-face time with end usersInvaluable throughout change processPrepare agendaMultiple times & locationsLeave time after for questions/concerns StrategiesSlide26
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Strategies
FAQs and TipsInclude in newsletterIncorporate in training documentationFor own staff, ensure everyone who needs to know, gets the informationPost internally for future referenceSlide27
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Strategies
SuppliersOngoing communication crucialDesignated contactsBusiness reviewsPhone conferencesKeep advised of changes as appropriateSlide28
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Strategies
Stay FlexibleBe prepared to revise plansListen and adaptConsult with leadership teamEmbrace changeSlide29
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Strategies
Positive attitudeUpbeatUse humorSlide30Slide31
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Take Aways
Develop the VisionInvolve the right peopleListen and learnProvide trainingStay EngagedCommunicate, communicate, communicateSlide32
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Change brings
opportunity. ~Nido Qubein
If you take the attitude of embracing change and finding the good in it, your life will be easier and happier.
~anonymous