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Preparing for PEAK

November 2024

Through PEAK, all University academic and administrative units are going through a transition to a new service model for Finance, HR and Marketing and Communications services at different times. Phase 1 units went live to the new model in December 2023, and Phase 2 units are scheduled to go-live in December 2024 and early 2025. 

Timing update: We anticipate formal planning will commence in early 2025 for Phase 3. 

The PEAK implementation process is a change that will bring challenges and opportunities. The PEAK Project Office is here to support your unit in navigating through the transition. Please ask us questions directly. The more we know your questions, concerns, and unit needs, the better. We are committed to integrating input and lessons learned along the way. Lessons learned through Phases 1 and 2 continue to inform how we adjust the approach to PEAK implementation over time. We expect this to continue and appreciate your partnership.

What future phase units can expect from the PEAK Project Office

As the PEAK Project Office Team prepares for future phase transitions, we prioritize:  

  • Open dialogue with key stakeholders to best understand the needs of the units and employees.
  • Leaning in on lessons learned and adapting our processes to reflect what we’ve learned from previous implementation phases.
  • Engagement with Senior Leader(s) prior to the beginning of the Implementation to discuss the process and support senior leaders building out their Transition Teams.
  • Regular updates on timing and learnings for unit Human Resources, Finance and Marcom leaders through their existing functional meetings and channels. 
  • Learn more about the PEAK Project Office Team.

What can be done to prepare for PEAK implementation?

Service Transition Prep:

  • Become familiar with the new service models: Finance, Human Resources (HR), and Marketing and Communications (Marcom). Identify and document current state end-to-end Finance, HR, and Marcom processes that will be impacted by work moving to central teams.
    • This will support the early implementation process and workforce realignment, and help make the best use of the new service model.
    • Utilize and involve unit employees who are doing the work and are subject matter experts.
  • Update position descriptions to ensure current duties and responsibilities are identified and documented. This will help with role clarity and accurate identification of staff who support unit Finance, Human Resources and Marketing Communications work.

Communications and Change Management Prep:

  • Begin to identify those within your unit who understand in-scope processes and how to advance change work in your unit. People with this expertise can contribute greatly through PEAK implementation. 
    • For example, selecting a transition team of leaders that will help your unit work through implementation including key roles around functional (Finance, HR, Marcom) expertise as well as unit-based project leadership, communications and change management.
  • Start identifying key stakeholders who will need to be informed at various points in the PEAK implementation process. Consider not only those who work most directly with the areas in scope for PEAK (HR, Finance, Marcom) or those in formal leadership roles.
    • Begin to consider what they may need/want to know, how they experience change, and how to best communicate with each group (existing meetings or channels, frequency, messenger). 
  • Identify issues that are especially influential or salient for your college or unit, including across the areas of teaching, research, and service (where relevant). 

How employees can prepare for PEAK

  • There is no action or prep that employees need to do before their PEAK Phase begins. 
  • If you have job duties that fall within the scope of Finance, HR, or Marcom, you may be asked to provide input on your day-to-day duties and responsibilities and the time allocated to those tasks as part of the PEAK process. We will provide guidance about this to those included when time. 
  • Learn about the People and Work Transition process through PEAK, to understand how people who support work moving from units to the central teams may see their roles change.  
  • Please note that the implementation process from Phase 1 and Phase 2 will likely be different for your unit as we continue to update and refine our processes. For example, in the past phases a responsibility tracker process was used, but the specifics of the tool used to facilitate this process was revised for Phase 2.