DART P ROJECT Unit Liaison Kick-off and Orientation October 22, 2010.

DART PROJECTUnit Liaison Kick-off and Orientation

October 22, 2010

LifelongEngagement

DARTDAC Replacement / DART Implementation

WELCOMEWELCOME

Introductions (30 mins)

The Game of DART (20 mins) Unit Liaison Program Overview (20 mins) Roundtable Discussion (35 mins) Recap & Reminders (10 mins)

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DART Team Members Chrissi Rawak

Robin Sober Kelly Doonan-Reed

Lesly Sauceda Hanah Wilkins

DAC Replacement / DART Implementation

INTRODUCTIONSIcebreaker3

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FINDING COMMON GROUND

What do you hope DART will do for you? your team? U-M?

Discuss at your table Identify someone to be the reporter Use the provided sheet to list your ideas Mark the top 3 with a star

Share with the large group Each table share the top 3 items on their list

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VISIONVISION

Our long-term vision is to enhance and sustain the lifelong engagement of University of Michigan alumni, volunteers, donors, and prospective donors, through the disciplined,

respectful, and creative use of data.

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GUIDING PRINCIPLESGUIDING PRINCIPLES

Understanding & Awareness Shared Responsibility Transparency Efficiencies Continuous Improvement Do What is Right

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STRATEGIC INITIATIVES

Data Practices Data Acquisition & Cleansing

Wealth Screening Portfolio Data Analytics DART

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What else are your teams doing that might contribute to achieving this vision?

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EXPECTATIONSEXPECTATIONS

University-wide investment to: Track all information about entities (constituents) seamlessly in one book of

record (enterprise wide system) Enable better information integration with the university’s financial system Enhance online giving to improve the alumni and donor experience Reduce supplemental and shadow systems Meet U-M compliance needs effectively (e.g., financial reporting)

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THE GAME OF DART9

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THE GAME OF DART

Select your category and question: One representative from each table/team will throw the

velcro bean bag at the large felt DART board The corresponding category and question will be posed to

the large group. Each team must find the correct answer among the cards on

their table. The first team to “squeak” and raise the correct card will be awarded points.

In the interest of time, the game will end after 15 min., regardless of the number of remaining category/questions.

The team with the most points at the end of the game is the winner (AND GETS A PRIZE!!!!!)

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DART BOARD

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100

300

1K

BON

US

BONUSBONUS

BONUS 500

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100 POINT QUESTION

What does “DART” stand for (acronym)?

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Donor and Alumni Relationship Tool

Back to the DART board

<<Would like to get a video clip of Jefferson asking this question>>

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300 POINT QUESTION

Which of the following is not a resource on the DART website? Newsletter FAQ Live chat Recorded demonstrations Recent presentations Subscribable news updates (RSS feed) Recent handouts

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• Newsletter• FAQ• Live chat• Recorded demonstrations• Recent presentations• Subscribable news updates (RSS

feed)• Recent handouts


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500 POINT QUESTION 1

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Who are the DART Project Directors and Manager?• Chrissi Rawak

AVP of Talent Management and Development OperationsOffice of University Development

• Deborah MeroDirector, Financial and DevelopmentInformation and Technology Systems

• Larry ChaffeeDART Assistant Director and Project ManagerInformation and Technology Systems


<<Would like to get a video of Debbie asking this question>>

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1000 POINT QUESTION

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What program will be the most critical for preparing all our campus units for the DART transition?

Development Unit Liaison Program


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BONUS POINT QUESTION 1

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How many design teams are on the DART Project?


14 design teams, and over 100 representatives from schools, colleges, and units.

<<Would like to get a video of Karen and Cathy asking this question>>

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BONUS QUESTION (1)

What e-mail addresses can staff use to submit questions about the DART Project?

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•[email protected]

•[email protected]


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BONUS QUESTION (2)

Match the names + faces of the change management team.

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A

B

C

D

E

•Jamie Anderson

•Kelly Doonan-Reed

•Lesly Sauceda

•Robin Sober

•Hanah Wilkins

Kelly

Robin

Lesly

Hanah

Jamie

This team coordinates

training, communications, and other support resources for the DART Project – including the

Development UL Program.

<<Need to get pictures of each team member>>

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BONUS QUESTION (3)

Everyone will stop using DAC and start using DART at the same time.

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True or FalseTRUE

A copy of DAC will be available for reference after Go Live. However, there will be a clear switch from old to new. There are teams working on data conversion and clean-up now – to make sure that all the correct and appropriate data gets imported into the new system.



UNIT LIAISON PROGRAMOverview20

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STARTING A DEVELOPMENT UL STARTING A DEVELOPMENT UL PROGRAMPROGRAM

Regional campuses

Colleges

Schools Unit Liaison Program

(Meetings, information exchanges,

etc.)Units

Design Teams

Central Office

Groups

Change Mgmt Teams

Key individuals within schools/colleges/units

Facilitate two-way communication between unit’s faculty/administrators/staff and project team

Help inform decisions about how changes are managed within a unit

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EXPECTATIONS FOR UNIT LIAISONSEXPECTATIONS FOR UNIT LIAISONS

Partner with the project team for success and support

Attend Unit Liaison meetings to represent all DART users from your unit

Inform all levels of your unit, including key leadership

Assess the change necessary in your unitReview current business processes, internal operating policies + procedures, system access roles, etc.

Identify necessary changes your unit must make to assure successful transition

Share feedback, special needs, and concerns of your units with the DART team

Identify staff members who will need training

Participate in a DART readiness assessment

Provide stabilization support

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UL ANTICIPATED TASKS & TIME UL ANTICIPATED TASKS & TIME COMMITMENTCOMMITMENT

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8 – two-hour meetings 7-8 – homework assignments:

DART Project team consultants available to assist with homework

Time to complete assignment will vary based on unit size (15 minutes to 2 hours per assignment)

Homework assignments include: Provide progress report on the unit’s

preparation Identify staff to participate in testing Assist staff with system access set-up Connect staff to training resources Provide input on best training

approach for unit Identify business processes (work)

changes for unit Check-in to confirm unit is ready for

Go-Live

PreparationPreparation TrainingTraining Go LiveGo Live StabilizationStabilization

TestingTesting Readiness Assessment

-2 months-12 months +2 months

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PARTNERS FOR SUCCESS

University Leadership

DART Project Team (Training, Resources,

Consultations)

Your Manager

Other Unit

Liaisons


ROUNDTABLE DISCUSSIONReaching closer collaboration with our finance partners25

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LIFE CYCLE OF THE GIFTLIFE CYCLE OF THE GIFT

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Identified Needs Matched to Appropriate Identified Needs Matched to Appropriate GiftsGifts

M-pathways/General Ledger Tracks M-pathways/General Ledger Tracks Fund Availability and UtilizationFund Availability and Utilization

Development Enters GiftDevelopment Enters Gift

Match MadeMatch Made

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COLLABORATION COLLABORATION

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WHAT CAN WE DO TO BE BETTER PARTNERS AND HAVE CLOSER COLLABORATIONS?

Things to consider:Do you currently have a working relationship

with finance staff in your unit?What things are working well? What are some

areas that need improvement?What are some things we can do to address

these challenges?

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CLOSING REMARKS & REMINDERS

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STAY TUNEDSTAY TUNED

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STAY TUNEDSTAY TUNED

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ACTION ITEMS Connect with your Finance Unit Liaison

http://www.mais.umich.edu/groups/liaisonlist.html Introduce yourself, acknowledge that you’ll probably be

working together as the project progresses.

Send us your feedback Online Survey Email: [email protected]

Review some of the existing DART materials Share them with your team, if appropriate

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Look for the PPT and Survey in

your email today.

Watch for the next meeting invitation (early 2011)

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QUESTIONS?

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DART P ROJECT Unit Liaison Kick-off and Orientation October 22, 2010.

Documents

Transcript of DART P ROJECT Unit Liaison Kick-off and Orientation October 22, 2010.