Strategic Initiatives: Best Practices

Transforming Ideas into Action

The Strategic Initiatives team is dedicated to bringing vision and action together through collaborative, well-structured initiatives and projects designed to drive meaningful outcomes across the Division. We believe that the success of any initiative lies in close collaboration with our stakeholders and a shared commitment to best practices. Our approach focuses on creating a seamless process that brings your ideas to life efficiently and effectively. Here's what you can expect when working with the Strategic Initiatives team.

We are excited to work with you to turn your initiatives into impactful realities, guided by best practices and a spirit of partnership!

Our Best Practices

Our team follows a set of core best practices to ensure projects are impactful, sustainable, and aligned with the organization’s overarching goals:

  • Clear Communication: From project initiation through completion, we ensure open channels of communication, setting clear expectations for all parties.
  • Strategic Planning: We work with you to establish actionable plans that align with broader organizational objectives, keeping focus and direction at the forefront.
  • Resource Alignment: We identify the tools, technology, and resources required for each initiative, making sure both teams are equipped to execute with excellence.
  • Continuous Feedback Loop: Through regular check-ins and progress reviews, we adapt and fine-tune initiatives in real-time to maintain alignment and momentum.

Collaborative Execution

Every project we embark on requires active participation from both the requesting unit and our Strategic Initiatives Team. We work closely to:

  • Co-Define Objectives and Metrics: Together, we clarify the purpose and specific goals of each project, identifying measurable outcomes that reflect its success.
  • Leverage Expertise from All Sides: We bring strategic insights while you provide essential knowledge of your department’s unique needs, ensuring initiatives are both visionary and practical.
  • Commit to Shared Responsibility: Successful initiatives and projects demand accountability from all participants. Both our team and yours play an active role in meeting deadlines, managing tasks, and maintaining high standards of quality.

What happens after I submit the request form?

  • You will receive a response from the Strategic Initiatives team within three (3) business days.
  • An intake meeting will be scheduled within 7-10 business days, based on your availability (we’ll reach out if more time is needed).

  • A recap and action items will be sent within one business day following the meeting.

  • The Strategic Initiatives team will classify your request as a ticket, an initiative, or a project and provide next steps for each determination.

Image shows the life cycle of the stakeholder journey from form submission through work completion

What happens if a request is confirmed to be a Ticket?

  • The Strategic Initiatives team creates the ServiceNow ticket on behalf of the original requester.

  • Key fields are updated based on discovery conversations, including impact and urgency.
  • A completion email is sent to the requester along with verification of ServiceNow submission. Note that there is an average response time of one business day for non-urgent (not business critical) tickets.

What happens if a request becomes an Initiative?

  • The Initiative is added to the Analyst's portfolio.

  • Initiative plan created and shared in Wrike.
  • An Initiative dashboard for tracking completion and task statuses is created and shared with key stakeholders.
  • Status report frequency and check-in meeting cadences will be set during Initiative planning; this may range from monthly to weekly depending on Initiative scope.
  • Recap emails with action items are sent within two business days following all meetings.

What happens if a request becomes a Project?

  • Project is added to the pending prioritization queue to be reviewed during an upcoming cycle (Fall or Spring).
  • Discovery phase will be completed by Analyst team as thoroughly as possible before the prioritization window, including a preliminary framework and draft of the project Charter.
  • Recap emails with action items sent within two business days following each meeting.
  • Updates will be provided as the prioritization timeline nears and when it begins. Note that this is dependent on project submission timing and calendar availability.
  • Project request will be presented to SAIT Leadership and SIS Steering Committee for feedback. Additional groups will be included as needed for scoping as relevant (see full committee list).

What can I expect once my Project becomes active?

  • Your key contact in Strategic Initiatives will change from your assigned Analyst to the Project Manager during the hand-off meeting.
  • Charter draft reviewed with intent to finalize during the kickoff meeting.
  • Charter to be approved by the owner within 4-6 weeks of kickoff as this is a critical dependency for project work to begin.
  • A project plan template including defined phases, customized deliverables, and estimated timelines will be provided to key stakeholders.
  • A project dashboard for tracking completion and task statuses is created and shared with key stakeholders.
  • The project plan will be updated with real-time statuses at least once per week; additionally, a monthly project report will be sent recapping key deliverables, milestones, and upcoming checkpoints.
  • Regular meeting check-in cadence (monthly, bi-monthly, etc.) confirmed with the project owner and led by the Project Manager throughout the duration of the project.
  • Recap emails with action items sent within three business days after each meeting.