APPOINTMENT AND EMPLOYEE TRANSACTION TEAM

TALKING POINTS FOR STAKEHOLDER MEETINGS

8/29/01

Some team members asked for more specific assistance with the content of stakeholder meetings. Feel free to use whatever makes you feel comfortable.

Making Contact with a Stakeholder

Depending on how well you (the AET team member) know the stakeholder you are contacting, you may need to provide background information about why you are contacting them and what you hope to achieve. This could include:

• Being a member of the AET team – one of the several business process design teams for the SAP-HR/Payroll process.
• The team has been meeting over the summer to better understand the current processes used by staff and begin to develop a future process.
• Before moving forward we need to see if what we gathered about the current state is in line with your experiences and that where we are headed with the future state addresses unique issues in your area and incorporates your vision for the future.
• Would like to schedule time with you or someone else in your group you feel touches this process on a regular basis. (It would be useful to let the stakeholder you contact determine if he or she is the best resource or if he/she would like others in the area involved)

Outline of Points to Make When Conducting the Stakeholder Meeting

• Reviewing the purpose of our team’s work by providing a summary of our Scope will provide context for the stakeholder and help the stakeholder see where our process begins and ends.
• It would be useful to remind stakeholders of the other teams that are also working on business processes (Position Classification and Annual Review, Position Management, New Hire to Orientation and Graduate Aid). You may also want to point out that the teams through the team leads are collaborating and working together.
• Restating the reason you are meeting with them is useful:
• Want to make sure we captured the current state – although we don’t want to spend the majority of time in this area
• Want to make sure get feedback on your needs and vision as we build our recommendations for the future state.
• Creating the discussion with the stakeholders should include: (all these maps are on the team’s website)
• Covering the current processes for Academic Staff (called Faculty Map and Other Academic Map on the AET website)
• Are there activities you do that are not represented in our current assessment
• Are there any further bottlenecks or concerns you would add?
• Informing stakeholders that an interim process for improving the way non-academic actions are handled is about to be introduced through their HRO (called Non-Academic Interim Map on website)
• You may want to show them the “interim map” and walk through a high level overview but reiterate that the HRO will be in touch shortly if not already done
• Share our desired future state as we summarized in our team meeting – accuracy, quick turnaround time, ability to track transactions, thorough training, common interface with pertinent data entered only once, manager and employee confirmation
• Share the initial thinking on the future map (called Staff Map on the website). Reinforce this is a beginning and our 1^st draft which is being used as a springboard to get reaction and other needs. Gather feedback by asking questions such as:
• Could this process meet your needs?
• What do you do that is unique and not represented in this process?
• Do these changes we are collectively proposing make work simpler for you?
• What else goes through your mind as we talk about this?
• We want to probe on authorizations -----
• Does the Sr. Officer in your group need to approve certain actions or does he/she need to know it is occurring?
• What do they need to know and describe what that would look like.
• If they need to approve certain actions but not others, this would be useful to know.
• We also want to probe on confirmations-----
• What would a confirmation look like for a manager?
• Would seeing the status of an action in the system be sufficient notice for you?
• What other improvements would you like to see in the future?
• It’s likely you will get feedback related to other teams. Although we want to stay focused on our teams work, we should reinforce we will get that information to other team leaders.

Heather and Diane will create a form for feedback so we can gather all stakeholder information in a consistent manner. We will let everyone know when that is available.

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