Managing major change procedure

Intent and objectives

The intent of the Managing major change procedure is to provide a framework for the management of major change projects to facilitate RMIT’s commitment to undertake change in an open and fair way, and which ensures staff are supported and treated appropriately.

Scope

This procedure applies to all RMIT staff

Exclusions

N/a

Procedure steps and actions

Procedure

Responsibility

Timeline

Develop a business case for proposed major change

Advise Human Resources of any proposed major change that will have an impact on staff.

Research and develop a business case around major change, considering business/educational imperatives and risk assessment of change options.

Where appropriate the business case should include:

  • nature of the proposed change and how it aligns with the University’s strategic objective
  • risk assessment of the change options
  • justification or reasons for change
  • proposed implementation actions and timelines
  • organisational chart (current and proposed)
  • human resource impact statement to detail the impact of change on staff, how the services will be affected and how it will impact on the organisation of work and positions
  • communication plan
  • consultation plan

Manager responsible for the change process, in collaboration with Human Resources.

Prior to undertaking major change

Seek approval

The business case needs to be endorsed by the

  • relevant Senior Executive, and
  • Executive Director Human Resources and approved in-principle by the
  • Vice-Chancellor.

Manager responsible for the change process

Notify affected staff

Notify affected staff of possible major change and advise them of their right to be represented.

Manager responsible for the change process.

After business case has been approved in-principle by Vice-Chancellor

Notify union

Notify the relevant union about proposed major change.

Human Resources

As soon as possible after notifying the affected staff

Hold a work unit meeting

Brief the relevant work unit (affected and not affected staff) on the proposed changes.

Manager responsible for the change process, in collaboration with Human Resources (where appropriate).

Consult and seek feedback

Communicate and consult with affected staff and their chosen representative to determine issues.

Identify the preferred way for feedback to be given (for example a website for staff)

Manager responsible for the change process, in collaboration with Human Resources (where appropriate).

Usually five to ten days following notification, depending on the nature of the change

Respond to feedback

Respond to feedback gained during consultation and clarify next steps.

Amend the business case if necessary:

Note: If the consultation leads to the original business case being significantly altered, the revised business case will need to be resubmitted for approval by the Vice-Chancellor.

Manager responsible for the change process, in collaboration with Human Resources (where appropriate).

Within a reasonable timeframe after the consultation period

Announce finalised change strategy and plan to work unit and relevant stakeholders

Manager responsible for the change process, in collaboration with Human Resources (where appropriate).

Implement major change

Implement major change, ensuring formal communication and consultation with affected staff is ongoing throughout.

Manager responsible for the change process, in collaboration with Human Resources (where appropriate).

Monitor and evaluate

Monitor progress throughout the major change project.

On completion of the project, evaluate if the original objectives were met, and the process followed.

Manager responsible for the change process.

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