Preparing for a Transition Sarah Moyns, Assistant Director for Transitions and Building Management Jerry Mann, Senior Associate Director University of North Carolina at Charlotte A Step-by-Step Guide for Staff and Students
Cone University Center • Built in 1961, first addition in 1966, second in 1976 • Less than 100,000 square feet
Student Union History • The University of North Carolina set out to create a unique building on campus where students and the campus community can gather on a regular basis. • The goal is to have a bustling building with events, meetings, meals, education and entertainment August 22, 2005
Student Union History • 1999 - Budget earmarked to renovate existing University Center (Cone). Sasaki Associates engaged to assist with design • May 2001 – Sasaki recommends building new structure • 2001 to 2003 – Program review • August 2003 – Designer selection awarded to Sasaki and the FWA Group • November 2003 – Sector study completed and location chosen • April 2004 – Program development completed • August 2004 – Schematic design completed • May 2005 – Design development completed • July 2006 – Construction documents completed • April 18, 2007 - Pavement Breaking
Transition: Where to Begin • Determine the goals and challenges you expect to face • Set a timeline • Select who is involved on your teams • Leaders vs. participants • Establish what methods and resources you will use • Create initiatives to keep the momentum going • Mark the milestones • Plan a completion celebration
Goals • Reasonable • Measurable • Attainable
Challenges • Introduce concept of a “Student Union” to the campus • Engage student population to play a more direct role in governance of the building • Plan for migration from career centered employment model to student centered
Transition Timeline • January 2008 – Core Team Assembled • February – Transition Team Proposal presented to staff • March – Topping Out Ceremony • April – Transition Team Kick Off, begin Student Union Advisory Board work, Students vote on Union Logo • Summer ‘08 – Market student union to incoming students • Aug. – Oct. – Retail Survey • October – Grand Opening initial Proposal Submitted • December – Office cleaning day, auxiliary/food services brought onto Core Team
Transition Timeline • January 2009 – Student Union Advisory Board begins work • February – Grand Opening Team begins planning specifics, Homecoming Parade, Grand Opening t-shirt contest announced • March – Union marketing campaign announced, student employment information sessions/interviews, office cleaning day • April – Student employees hired, staff begins to be hired • May – packing begins, final preps for the move, move meeting and timeline in place • June – building complete
Transition Timeline • April – Student employees hired, staff begins to be hired • May – packing begins, final preps for the move, move meeting and timeline in place • June – building complete • Late June/Early July – Move in • August 24, 2009 – GRAND OPENING!!!!!
Milestones • Transition Team Kick Off • Topping Out Ceremony • Cleaning Day • Advisory Board Established • Staffing Finalized • Grand Opening Date Set • Retail Tenants Determined
Teams • Team Leadership • Student Union Transition Core Team • Comprised of Transition Team Leaders • Student Union Advisory Board Committee • The Team Plan • Find people who are interested in the process • Have team leaders recommend outside staff and students to participate on teams (utilize their expertise) • Begin the process at least 12 months prior to final move • Hold a kick off event/meeting where all team members attend, each member receives a team booklet • Be sure Team Leaders contact all team members right away
Purpose of the Teams • Brings University constituents into the project • Generates multiple angles and viewpoints • Encourages employees to take ownership of the project • Increases familiarity of the project and its processes • Successfully moves into, opens, and manages the building
Teams • Mission/Values • Programming • Grand Opening • Policy • Moving • Technology • Budget • Building Operations • Marketing
Team Functionality • Specific to your goals and transition or change • Campus needs will be different • Eastern Michigan University (EMU) vs UNCC • Determine initial direction when developing teams • Work together
Methods/Resources • Focus Groups • Student Body Elections • Project Management Site • Monthly Newsletter • Blog • Facebook • Union Website • Homecoming • Campus Surveys • Student Union Advisory Board • Orientation • Leadership Conferences • Student Government • Career Fairs
Keeping the Momentum • Newsletters • Involve staff in decisions • Be excited • Take teams on tours • Continually inform the campus about the project • Celebrate the milestones!
Team Completion Celebration • Soon after the Transition/move/change • Luncheon • Welcome • Orientation
Lessons Learned • It is personality management as much as project management • Know your staff and who you can go to • Keep dialog open with everyone • Don’t forget the little everyday items
Lessons Learned • There will be changes • Know when to step back and when to keep going for the sake of the project • JUST DO IT!
Team Member Feedback • I liked being a part of the process –EMU • I really liked being involved I thought that as a student we really wouldn’t have much say in the Union…I am loving the fact that my opinions and suggestions matter. –UNCC • Sometimes decisions have to be made without everyone’s input – EMU • Some groups were focused others were not. Some did not have clear direction up front – EMU/UNCC • Groups working on similar tasks can combine at times – EMU • It is difficult to explain that some things we won’t know until we get in the building – EMU/UNCC
Outcomes • EMU • Building was completed and opened on time • Staff functioning well and service has improved • Campus life reports full capacity at every Friday night movie • Art gallery attendance up 3,000 in first 6 weeks • 95 events held in auditorium in first 60 days • Reservations up 15% • UNCC • TBD
Contact Information Sarah Moyns email@example.com Jerry Mann firstname.lastname@example.org