Rolling Out Kuali Build

• Internal Rollout for Staff
• External Rollout for Students and other Form Submitters
• Specific Note for Submitters
• Best Tips for Internal and External Users

Internal Rollout for Staff

1. Internal Announcement

   • Announce the rollout of Kuali Build to all staff members through email, intranet, and staff meetings. Highlight the benefits and how it will streamline and improve their processes and standard operating procedures (SOP's). 

2. Engage Department Leaders

   • Hold meetings with department leaders to discuss the implementation plan, gather feedback, and address any concerns. Their support is crucial for a smooth rollout.

3. Phase Out Old Processes

   • Develop a clear plan for phasing out old paper/PDF forms and back-and-forth emails. Set deadlines for when the old forms will no longer be accepted and communicate these deadlines well in advance.

4. Training and Resources

   • Utilize the Kuali Build knowledge base and training guides. Use the training videos, how to's and everything else for your Training Resources. Provide comprehensive training for staff, including live sessions, recorded tutorials, and detailed user guides. Ensure they know where to find help and resources. It is recommended to have a Build contact and power user who will be able to train future App Admins and users. Creating a training process such as a Build Form where they can learn how to build a form and process, or a training process where they can learn to build their own Apps. 

5. Pilot Testing with Staff

   • Conduct a pilot test with a few departments. Use their feedback to make necessary adjustments before the full rollout.

6. Support and Feedback

   • Establish a support system with dedicated personnel to help staff with any issues. Collect feedback regularly to improve the system and training materials.

External Rollout for Students and other Form Submitters

1. Student Announcement

   • Communicate the upcoming changes to students through multiple channels such as email, the university website, social media, and campus newsletters. Clearly explain the benefits and how it will make form submissions easier and more efficient. We've seen other institutions create a dedicated Kuali Build landing page for people to better understand Kuali Build.

2. Educational Campaign

   • Create an educational campaign to inform students about the new system. This could include FAQs on the university website, an email, etc. 

3. Phased Implementation

   • Introduce the new system gradually. For example, start with a few types of forms and then expand to include more as the system stabilizes and users become accustomed.

4. Transition Plan

   • Provide a clear timeline for transitioning from old forms to the new digital system. Ensure that there is an overlap period where both old and new systems are available to ease the transition.

5. Help Desk and Support

   • Set up a help desk or support service specifically for students to assist with any issues they encounter while using the new system. Ensure this support is easily accessible. We have seen some customers add a note to a confirmation email notification built in their workflow that the user can reach out to a school support email for questions, or a note on each form with a support email in case they have questions. Eliminate the situation with any type of user confusion.

6. Feedback Channels

   • Encourage students to provide feedback on their experience with the new system. Use surveys or feedback forms to gather their input and make improvements as needed.

Specific Note for Submitters

Access to Forms

Students will access the forms via hyperlinks on the university website. They don’t need extensive knowledge about Kuali Build unless they wish to access the actual platform, which is not always recommended.

Status Updates

It is recommended that those building new forms and workflows in Kuali Build include status updates for submitters. This feature reduces the need for students to log in to the system to check the status of their submissions and forms. Status updates can be sent via email or displayed on a dedicated status page. However, you can always have users access Kuali Build via their SSO if that's your preference.

Best Tips for Internal and External Users

For Staff

Engage and Involve Early

Engage staff early in the process and involve them in testing and feedback. This helps in creating a sense of ownership and eases the transition.

Comprehensive Training

Offer extensive training and make sure staff have access to all necessary resources. Encourage a culture of continuous learning and adaptation.

Clear Communication

Communicate clearly and frequently about the changes, timelines, and benefits. Make sure everyone is on the same page and knows where to find information and help.

For Students

User-Friendly Resources

Create easy-to-understand guides and tutorials. Use student-friendly language and formats like videos and infographics.

Promote Benefits

Focus on the benefits of the new system in your communications. Highlight how it will save time and make processes easier for students.

By following these strategies, you can ensure a smooth and successful rollout of Kuali Build for both internal staff and students, leading to a more efficient and user-friendly experience for all.