(1) QUT is committed to meeting the challenges of the future. The University values its staff highly and is committed to open discussions about how best to meet the changing needs of the environment. (2) Effective management of workplace change is seen as a process by which change is introduced which achieves an improvement in service and/or efficiency, in a way that preserves or enhances a positive workplace. (3) The need for change in the University may result from external and/or internal influences such as government policy, funding arrangements and/or student demand. Workplace change should ideally be planned and supported by the University planning processes. However, often change can be relatively unexpected and may need to occur within more urgent timeframes. This Policy recognises the fact that poorly implemented change has a strong negative effect on efficiency and staff morale, and can result in substantial avoidable costs. (4) This Policy outlines key principles, procedures and practices that the University seeks to apply to ensure the effective management of workplace change consistent with sound management practice, relevant commitments outlined in University enterprise agreements, and related policies and procedures. (5) This Policy addresses how approved change proposals are progressed at QUT (Steps in Developing a Workplace Change Management Proposal). The change management principles outlined in this Policy apply to all workplace change projects. However, the scale and nature of the change project inform how these principles are applied and the application of relevant procedures. (6) Key elements and principles guiding the development and implementation of a workplace change project are as follows. (7) A project sponsor will lead each workplace change project within the University. The selection of the project sponsor will reflect the scale of the change project. The project sponsor will either be a member of the Senior Staff Group, or a senior member of staff of the relevant school or department. (8) For further details, see section 6. (9) Any change requiring a formal Change Management Plan requires consultation with the Vice-President (People) and Chief People Officer or nominee. This consultation will include the planning and implementation stages of the change project. Project Sponsors undertaking change projects that do not require a formal Change Management Plan will also benefit from consultation with the Vice-President (People) and Chief People Officer or nominee. (10) For further details, see section 7. (11) A Change Management Plan is developed to guide the successful completion of the change project. The Change Management Plan is developed following approval of a proposal for change through one of the processes outlined in section 11. (12) The level of detail in the Change Management Plan and the extent and timing of consultation will vary according to the scale and nature of the change project. Significant Workplace Change Projects will require comprehensive Change Management Plans. Change Management Plans that predominantly impact on the divisions are submitted for approval to the Vice-Chancellor and President, whereas those that predominantly impact on the faculties are submitted to the Vice-Chancellor and President through the Provost for approval. (13) Other Change Management Plans that impact at the school or department level only are submitted to the relevant Executive Dean of faculty/Head of Division, or Head of School/department for approval. The level of detail and formality of these Change Management Plans is also dependent on the scale and nature of the change project. (14) For further details, see section 8. (15) Consultation will occur with all staff affected by a change project and, where requested by an affected staff member(s), with their representative(s). A representative is a person chosen by the affected staff member(s) to assist or represent them. At the choice of the staff member this person may be a union officer or official. A representative will not be a person who is currently practising as a solicitor or barrister. (16) It is important to remember that workplace change in one organisational area may impact upon staff in other areas. The Change Management Plan outlines the consultation process that will take place. This Plan details the formal and informal mechanisms that will be utilised to keep staff informed and involved during the change process. (17) The timing and level of consultation will depend upon the nature and scope of the change proposal. Consultation may occur at a number of steps in the change management process, from the development of a change proposal through to the review of the change project. (18) In situations where change may have significant consequences (section 5) the University is committed through the enterprise agreements to timely consultation on a number of matters with affected staff and the relevant Union(s). (19) The University will provide support such as personal counselling and career planning to staff affected by the change project. The University is committed wherever possible to retaining staff and offering future opportunities to affected staff. These opportunities may include: (20) In the event that the University cannot avoid redundancies, redeployment and voluntary redundancy may be considered, with involuntary redundancy being undertaken as a last resort. (21) Planning and implementation of the change project will consider the health and safety of staff consistent with the University's Health, Safety and Environment Policy. (22) The change project will be developed and implemented in a manner consistent with the University's Equal Opportunity and Diversity Policy. (23) The approval processes for workplace change projects are illustrated in Steps in Developing a Workplace Change Management Proposal. (24) This Policy identifies two broad categories of change to which the policy principles apply. The scope and nature of the change project inform the amount of detail required in the Change Management Plan (section 10), the selection of the project sponsor (section 6), and determine the final approval process. Change projects are defined as either Significant Workplace Change Projects or Other Workplace Change Projects. The Vice-President (People) and Chief People Officer or nominee can assist in determining the scale of the change project. (25) Some workplace change projects may result in change with significant consequences. Significant consequences include but are not limited to: (26) Consistent with University enterprise agreements, the University is required to consult with affected staff and, where requested by an affected staff member(s), with their representative(s) as defined in section 3, where the University decides that such significant change is required. (27) Change Management Plans for these projects will be comprehensive outlining all relevant details and will be submitted to the Vice-Chancellor and President for approval. (28) Other Workplace Change Projects do not result in change with significant consequences, as described above, and therefore are not covered by the consultative requirements of the University's enterprise agreements. Yet such change is important to the work area and still requires consultation. The level of consultation for these projects varies according to the scale and nature of the change project. (29) These change projects may require Change Management Plans outlining all relevant details, or may be informal plans. Informal Change Management Plans may use as a checklist the elements of the Change Management Plan to ensure they have been considered and appropriate action taken. (30) These change projects require submissions for approval to be made to the relevant Executive Dean of faculty/Head of Division, or to the Head of School/department. The project sponsor will generally be a member of the Senior Staff Group of the relevant faculty or division, or a senior staff member of the relevant school or department. (31) The selection of the project sponsor reflects the scale and nature of the change project, and the approval process of the change project. For Significant Workplace Change Projects the project sponsor will be a member of the Senior Staff Group. For Other Workplace Change Projects the sponsor will generally be a senior staff member of the relevant school or department. (32) The project sponsor is responsible for the following: (33) The Vice-President (People) and Chief People Officer or nominee will provide assistance in preparing the Change Management Plan regardless of the level of detail or degree of formality of the plan. Advice should be sought on managing change, consultation with staff and the relevant Union(s), recruitment and selection, redeployment, and voluntary and involuntary redundancy arrangements to ensure consistency with current industrial provisions. (34) The level of detail and formality of the Change Management Plan will vary according to the scale and nature of the change project. The Change Management Plan will include elements as outlined in section 12. (35) Where the change project involves significant job redesign, the Change Management Plan will include a review of position classification levels. The manner in which a new position will be advertised will be detailed in the Change Management Plan. If job loss is expected to result from the project, an implementation plan in accordance with relevant enterprise agreements is required. See section 10 and section 12 for further details. (36) Workplace change may result in changes in areas other than staffing. The impact of the workplace changes on funding arrangements, technological systems and processes, facilities and accommodation may need to be considered as part of the management of the change project (guidance on relevant consultation and approval processes are found in the University’s committee charters and Facilities Management and Campus Services policies). (37) In implementing the Change Management Plan a number of factors will need to be addressed including: (38) The impact of change on the workload of staff will need to be addressed in accordance with the relevant provisions of the enterprise agreements. (39) The training and development needs of staff affected by the change project will need to be considered during implementation. Assistance in the identification and provision of training and development activities is available from internal providers including Human Resources, Equity, Digital Business Solutions and Learning and Teaching Unit. (40) The University may make support services available to staff to assist in the implementation of workplace change, such as personal counselling and career planning. The Vice-President (People) and Chief People Officer or nominee can provide assistance in identifying appropriate support providers. (41) A number of areas responsible for University administrative systems may need to be informed following the successful implementation of workplace change. Finance Business Solutions and Human Resources should be advised of changes resulting in the creation or disestablishment of an organisational area, the creation of new cost centre codes, transfer of existing budgets and/or the establishment of new budgets. (42) Finance Business Solutions should be also be advised of the establishment of project accounts and/or the transferring of account balances and other finance systems issues. (43) Human Resources and Digital Business Solutions should be advised of any changes to the human resources information systems. (44) Governance and Performance should be notified of any changes to financial and human resources delegations. (45) Workplace change may be driven by factors internal and external to the University. Change that is likely to impact on staff will normally be initiated through the operation of one of the following mechanisms. (46) The sources of Corporate Proposals are as follows: (47) In addition to the external reviews, faculties/divisions can initiate internal reviews of their work areas in response to changing needs, new technologies or other environmental changes to improve efficiencies and/or service levels. These reviews can be conducted internally by the faculty/division, or undertaken by parties external to their faculty/division or the University. (48) Notwithstanding the use of internal or external reviews, individual units or a number of units jointly may make proposals to amend the organisational structure of academic areas. These proposals are made to University Academic Board for recommending to Council. Similarly individual units or a number of units jointly may make proposals to amend the structure of non-academic areas. These proposals are made to the Vice-Chancellor and President. (49) Heads of School/department/independent section are responsible for ensuring the school/department/independent section is adequately servicing the needs of the faculty or division, and is responsible for advising the Executive Dean of faculty/Head of Division as appropriate on all matters associated with the operation of the school/department/independent section. Change proposals initiated by Heads of School/department/independent section need to be approved by the respective Executive Dean of faculty/Head of Division before being forwarded to the Vice-Chancellor and President or Council for approval. This would include approval of the change proposal, and any subsequent Change Management Plans. (50) The allocation and coordination of resources to the faculties is undertaken by the Provost (Organisational structure policy). (51) The determination and allocation of resources within faculties and between schools in a faculty is undertaken by the Executive Dean of faculty in consultation with the Heads of School (Organisational Structure Policy). (52) The creation and dissolution of sections, departments and divisions is the responsibility of the Vice-Chancellor and President (Organisational Structure Policy). (53) Details of authorities to create positions and appoint staff are provided in the Register of Authorities and Delegations (QUT staff access only). (54) Workforce planning is designed to assist managers to plan workforce needs to achieve strategic planning objectives. As such the workforce plan is an important vehicle for initiating incremental change in staffing structures. (55) The identification of the need for new ongoing positions generally occurs as part of the strategic planning process. Faculties and divisions prepare annual workforce planning submissions to the Human Resources. These submissions outline workforce needs as anticipated by the faculty/divisional strategic plan. Following submission, the Vice-Chancellor and President approves for each faculty and division a staffing structure comprising both academic and professional staff ongoing positions, on the advice of the Vice-President (People) and Chief People Officer (University Integrated Planning Framework and Workforce Planning Policy). (56) The Change Management Plan will include the following elements: (57) identify impact on the workload of staff. (58) Define the: (59) Detail the: (60) Detail the:Workplace Change Management Policy
Section 1 - Objectives
Section 2 - Application
Section 3 - Principles
Project Sponsor
Consultation with Human Resources
Change Management Plan
Staff and Union Consultation
Staff Support
Health, Safety and Environment
Equal Opportunity
Section 4 - Procedures and Practices
Section 5 - The Scale of Workplace Change
Significant Workplace Change Projects
Other Workplace Change Projects
Section 6 - Project Sponsor
Top of PageSection 7 - Consultation with Human Resources
Section 8 - Change Management Plan
Section 9 - Other Considerations
Section 10 - Implementation of Change Management Plan
Workload Considerations
Training and Development Needs
Staff Support
Updating Administrative Systems
Section 11 - Sources of Workplace Change Proposals
Corporate Proposals
Faculty and Divisional Proposals
School and Department Proposals
Authorities to Determine and Allocate Staff Resources
Role of Workforce Planning
Section 12 - Elements of Change Management Plan
Project Title/Date
Approach Rationale
Objectives
Current Staffing Structure
Proposed Staffing Structure and Funding
Impact on Workloads
Key Steps, Responsibilities and Timeframes
Communication/Consultation Strategy
Proposed Transition Arrangements
Evaluation Methodology
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Faculty/Division Reviews: Faculties/divisions are usually reviewed externally every 7 years. The purpose of these reviews is to promote continuous improvement and assure the quality of University programs and services. Finance and Planning Committee discharges Council's responsibility for the overall implementation of these reviews (University Integrated Planning Framework).