Learning Process Analysis

What is working?

•    Strong Conceptualization and Rationale:
The project's foundation is rooted in research evidence of how automation reduces manual errors and increases efficiency in financial aid processing.

•    Stakeholder Buy-in:
Early conversations with leadership and staff have created enthusiasm for reducing repetitive manual tasks, freeing up time for student-focused support.

•    Clear Implementation Plan:
A phased approach has ensured steps towards training, piloting, and full integration, minimizing disruption.

•    Alignment with Organizational Goals:
The innovation supports institutional objectives of improving operational efficiency and student satisfaction.


What could be better?

•    Technical Training Depth:
While the initial training outlines are strong, more hands-on, scenario-based Banner automation trainings will better equip staff to navigate real challenges confidently.

•    Communication Plan Clarity:
The promotion and communication plan needs to be expanded to include more frequent updates to staff on progress, next steps, and quick wins to maintain momentum.

•    Data Tracking Infrastructure:
Robust systems to collect pre- and post-implementation data on efficiency and accuracy need to be finalized to demonstrate impact effectively.


What have I learned?

•    Feedback is Crucial:
Gathering feedback early from staff about current pain points ensured the automation solutions selected would address real needs rather than perceived ones.

•    Importance of Hands-On Application:
Automation training is most effective when it includes authentic scenarios and staff input rather than theoretical demonstrations alone.

•    Planning and Flexibility are Key:
While having a detailed plan is critical, being flexible to adapt to technical constraints or unexpected institutional changes is equally important.

•    Small Wins Build Confidence:
Sharing quick wins, such as successfully automating a single repetitive task, helps build trust and reduce resistance among staff.


Promote & Communicate

To promote and communicate the automation project effectively:

•    Share regular updates via department newsletters and staff meetings, highlighting upcoming trainings, pilot goals, and early successes.

•    Develop brief video walkthroughs demonstrating automated processes to build excitement and reduce uncertainty.

•    Host FAQ sessions for staff to ask questions and share concerns openly.

•    Present pilot results to leadership with quantitative data (time saved, errors reduced) and qualitative feedback (staff satisfaction) to build support for full implementation.


What would I do differently?

•    Begin technical training design earlier, integrating staff in co-design sessions to ensure training is tailored to their workflows.

•    Establish formal feedback loops from the outset rather than after the pilot phase to ensure the project remains responsive to evolving needs.

•    Collaborate more deeply with IT earlier in the planning phase to address data tracking needs before pilot launch.

Applying Lessons to Future Projects

For future innovation projects, I will:

•    Prioritize stakeholder co-creation in training design to ensure relevance and ownership.

•    Build robust data tracking systems before implementation to clearly measure impact.

•    Develop layered communication strategies that maintain excitement, transparency, and clarity throughout each phase.