Change doesn't just happen because you implement a new piece of software or business practice. Often those who need to know that a change is coming so they can adapt need planning from those orchestrating the change. Below are the 3 key phases of Organizational Change Management. Change is an evolution, not a one-time event. Help your staff through this process by:

• Prepare for Change: Assess readiness, define strategy, and build a change team.
• Manage Change: Develop plans, engage stakeholders, and implement communication & training.
• Reinforce Change: Monitor adoption, celebrate wins, and adjust based on feedback.

For real change to result in adapting behaviors, there are core components that should be considered and utilized to help your employees adjust to the new way of doing business. These include:

• Leadership Alignment: Ensure leaders are visibly committed and aligned.
• Stakeholder Engagement: Identify and involve key stakeholders early.
• Communication Plan: Clear, consistent, and targeted messaging.
• Training & Support: Equip people with the skills and knowledge needed.
• Resistance Management: Identify sources of resistance and address them proactively.
• Measurement & Feedback: Track progress and adapt as needed.

As you look to plan for adopting these recommendations, take into consideration how each package of changes can be most effectively planning by thinking through each of the above components. How would these impact your Change Action Plan?

Below are links to each college's Change Assessment Worksheet. Inside your worksheet are instructions for how to assess and track your change management activities, along with information about who has been granted access to engage in change activities in your worksheet.

Is your college work email not connected to a Google Account? Watch this quick video on how to link your work email to a Google Account to open up the editor access granted: 

College Change Assessment Google Sheet Links:

• Bates Technical College
• Bellevue College
• Bellingham Technical College
• Big Bend Community College
• Cascadia College
• Centralia College
• Clark College
• Clover Park Technical College
• Columbia Basin College
• Edmonds College
• Everett Community College
• Grays Harbor College
• Green River College
• Highline College
• Lake Washington Institute of Technology
• Lower Columbia College
• Olympic College
• Peninsula College
• Pierce College District
• Renton Technical College
• SBCTC
• Seattle District
• Shoreline Community College
• Skagit Valley College
• South Puget Sound Community College
• Spokane District
• Tacoma Community College
• Walla Walla Community College
• Wenatchee Valley College
• Whatcom Community College
• Yakima Valley College

Each stakeholder group will desire clear and complete information to be shared with them throughout the change process. Below is the place where templates to help kick-start your campus communication plans will be placed as they are developed:

Stakeholder: College Leaders

• Overview of your change action plan with high level timeline, highlighting what support you will need from leaders to enact the change. Include a statement of the recommendations reviewed and the ones that your college already does as a part of your regular business practice which will not require alignment activities.

Stakeholder: Travel Administrators

• Overview of your change action plan with high level timeline, highlighting what the Travel Administrators will be asked to do as an integral part of ensure a successful change on your campus.

Stakeholder: Travelers

• Overview of what changes your employees can expect to see, including any new training materials, policies or other helpful tips help travelers feel successful as business practices change on your campus.

4 Recommendations are aimed at resolving data issues before they arise are listed below:

• Recommendation 1.1: Missing or Incomplete Name Data - (Short Term Problem - ETA resolution end of January)
• Recommendation 1.2 & 1.3: Missing "Default" indicator so the system knows which traveler profile to source.
• Recommendation 1.6: Expense Defaults
• Recommendation 1.8: Missing "ACH" indicator. 

Creating a one-time SQL update can help clean up your current Traveler Profile data, but the real opportunity is building lasting processes that capture this information as employees onboard, well before they begin submitting travel requests. This sets you up for smoother operations and fewer data gaps moving forward.

Recommendation 1.1: Patience and Communication Will Resolve The Display Name Concern:

• The Display Name value on their Traveler Profile is loading as blank due to an Oracle defect and configuration updates needed. In the short-term, this will require correction before employee's can successfully submit their requests. This defect and all impacted traveler profiles will be resolved in Production by early February 2026.
  • No long term maintenance is required as this was identified as a bug and is being fixed for all new traveler profiles loaded into FSCM and retroactively will address all existing profiles in the system upon deployment
• The only organizational change management responsibility would be to communicate to staff to reassure to them that this concern will be resolved and all existing profiles will be updated in a single, enterprise-wide system update.

Recommendation 1.2 & 1.3: Establish a Periodic Practice of Verifying Employee Traveler Profiles Missing the "Default" Indicator:

• Establish a schedule for executing the query QFS_EX_NO_DEFAULT_PROFILE to identify employees missing a "default" profile.
• Determine the responsible party for executing the query per the schedule and performing the necessary updates.
• Document clean-up process, especially co-employed (job at another college) staff, to determine the appropriate profile to be set as the "default."

Recommendation 1.6: Predefining Expense Default Values for a Smoother Travel Request Experience

To reduce the data entry burden on travelers for each manually entered travel authorization or expense report detail line it is highly recommended that each traveler have specific defaults predefined in their traveler profile. These 'defaults' ensure that the traveler using a fluid form will not need to click into each line to set the Billing Type field to "Billable." By setting the Transportation ID field to "POV/Auto" further reduces the number of entries that a traveler has to enter for mileage. 

• Create a One-Time Update request to update all Billing Type values to "Billable" for employees at their college by submitting a service desk ticket.
• Create a One-Time Update request to update all Transportation ID values to "POV/Auto" for employees at their college by submitting a service desk ticket.
• Determine the process steps for ensuring these values are updated for all travelers, either at onboarding or prior to their initial travel request.
• Determine the responsible party for executing the query and performing the long term maintenance periodic reviews to ensure no travelers are missing the required values.
• Document update process for anyone overseeing or taking over the work in future.

Recommendation 1.8: Develop a Now & Later Plan to Update Payment Method to "ACH":

• Run the query QFS_EX_EMPL_TRAV_DEFAULTS_CF to identify employees with a Payment Method set to a value other than ACH.
  • Warning: Employees whose Payment Method is set to ACH, but have not bank account number in their profile can cause the EX Paycycle process to fail for that Business Unit.
  • Warning: Employees whose Payment Method is set to ACH, but have the Prenote field set to a value other than "Confirmed" in their profile will prevent that employee from receiving their reimbursement electronically. For those employees, their reimbursement will be generated in the form of a check.
• Create a One-Time Update request to update all Payment Method values to ACH for employees at their college by submitting a service desk ticket.
• Determine the process steps for ensuring the value is updated for all travelers, either at onboarding or pre-initial travel request.
• Determine the responsible party for executing the query and performing the long term maintenance periodic reviews to ensure no travelers are missing the required values.
• Document update process for anyone overseeing or taking over the work in future. 

      Future Possible Change to Automate Payment Method = ACH:

• There is an Installation Table entry that could possibly be changed with a Global Configuration Enhancement Request to automatically load any new employees with the Payment Method as ACH. This value is currently set to: System Check.
  • Any new employee record added will be loaded into FSCM to create an employee Traveler Profile with a Payment Method of ACH if they have a Bank Account Number in the Request Direct Deposit page in HCM.
    • If the Request Direct Deposit page does not have a Bank Account Number, the Traveler Profile will load with a Payment Method of System Check. If the bank account is later added to HCM, the next time the load process is run, the Payment Method will update automatically to ACH and the Bank Account Number will be loaded to the Traveler Profile.

PowerPoint Presentation Available for Editing to Use in Local College Communications:

The slide deck below was used to discuss these changes at the January 26, 2026 Mini Training. Colleges may download and edit this deck to utilize in communications on their campus. The presentation includes sample "Current State" and "Our New Approach" slides that colleges can edit reflect their actual current state and change action plan.

Administrative Tasks to Clean Up Problematic Traveler Profiles Presentation Materials:

Full Presentation Deck Available on the Learning Opportunities Information Site - Travel and Expense Module Work Sessions 2026

PDF version of the presentation materials attached below:

4 recommendations designed to encourage colleges to reduce the repeated tasks of data entry by storing default values in each employee's Traveler Profile:

• Recommendation 1.4: Default Chartstring
• Recommendation 1.7: Expense Types Defaults
• Recommendation 2.2: Accounting Default
• Recommendation 2.3: Quick-Fill (Usage for Travel Authorizations & Expense Reports)
• Recommendation 4.1: Requiring Receipts Functionality (Streamline Attachments Required)
   

Recommendation 1.4: Predetermine a Proper Budget for Each Traveler

• Work with the Finance Office to determine the college defined approach for selecting the appropriate default chartstring, options are:
  • Chartfield stored in Job Data Primary Earning Distribution used for payroll expenditures.
    • This approach enables colleges to submit a SQL update request to export the desired chartstring from job data and load it to the relevant employee's traveler profile via a Service Desk Ticket.
  • Department's standard chartstring for purchasing expenditures, referred to as Requisition Defaults.
    • QRG: Understanding Requisition Defaults
  • Organize an email request for each department budget authority to specify their desired 'default' travel expenditure chartfield for anyone traveling in their department.
    • This approach will require either manual data entry or submission of a Service Desk Ticket with a properly formatted spreadsheet of EMPLID number and corresponding chartfield values for employee traveler profiles in your Business Unit.

Recommendation 1.7: Predefining Expense Type Default Values for a Smoother Travel Request Experience

To reduce the data entry burden on travelers for each manually entered travel authorization or expense report detail line it is highly recommended that each traveler have specific Expense Type defaults predefined in their traveler profile. These 'defaults' ensure that the traveler using a fluid form will not need to click into each line to set the details behind each unique scenario Expense Type as they will be predefined by the college for all travelers.

• Work with the Travel Administrator and Finance Office to review the resource information on setting Expense Type Defaults for a traveler. Determine which defaults make the most sense to pre-define with a Payment Type and Billing Type that is different from the Expense Default, for example those typically covered by a PCard or Purchase Order.
• Create a One-Time Update request to update all employee Traveler Profiles with the standard set of Expense Type defaults for your college by submitting a service desk ticket.
• Determine the process steps for ensuring these values are updated for all travelers, either at onboarding or prior to their initial travel request.
• Determine the responsible party for executing the query and performing the long term maintenance periodic reviews to ensure no travelers are missing the required values.
• Document update process for anyone overseeing or taking over the work in future.

Recommendation 2.2: Accounting Default

Recommendation 2.3: Encourage Travelers to Utilize the Quick-Fill Feature for Travel Authorizations & Expense Reports

• Develop a Change Action Plan for retraining travelers and travel coordinators to utilize the Quick-Fill feature when completing a Travel Authorization or Expense Report.
  • QRG: Adding Multiple Travel Authorization Expense Lines Using the Quick-Fill Feature
  • QRG: Adding Multiple Expense Lines Using the Quick-Fill Feature

Recommendation 4.1: Changing Required Receipts Configuration to Streamline Required Attachments 

• Assess the documents that your college deems necessary to be attached to each travel request to support any auditor concerns and ensure approvers have all necessary.
  • QRG: FIN: Local Configuration Guide - Travel Expenses > Receipts Required Configuration
• Submitting a Service Desk Ticket to request configuration changes to align with agreed up attachment requirement decisions.
• Update local college policy documentation and traveler guidance materials to ensure travelers are prepared for document attachment expectations.

1 recommendation to revise the wording of existing and establish new Expense Types will require coordination in the traveler's data entry practices and possibly a revision in each college's workflow for specialized approvals.

• Updated Expense Types [Recommendation 2.5]

2 Recommendations focus on the need to shift our Travelers and Travel Administrators to adopting Oracle's Fluid processes for Travel and Expenses, to align with the software provider's intention to sunset many of our current Classic pages. 

Recommendation 5.1: Classic vs. Fluid
Recommendation 5.4: Training
 

2 Recommendations are focused on the Cash Advance process, enabling colleges to control how much can be requested and empowering travelers to request a Cash Advance under the mandated chartstring for proper financial reporting.

• Verify the Cash Advance Level Aligns with College Expectations [Recommendation 1.5]
• Cash Advance Chartstring [Recommendation 3.1]

2 Recommendations are intended to make the auditor experience for efficient and require less support from college staff:

• Enhanced Expense Report for Auditors [Recommendation 4.3]
• Auditor Roles (In a designated auditor login) [Recommendation 5.2]