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Key Topics: Supplier Transitions, Capital Investment, Change Management, Rapid Implementation, Long-term Planning
Author: Ann Roebuck, Vice President, Envision Strategies
Featured Panel: Campus dining leaders share transition experiences ranging from rapid holiday transitions to multi-year implementations
As a consultant in higher education dining for over two decades, I've witnessed countless dining program transitions. Each brings its own unique challenges and opportunities. At NACAS C3X 2024 I had the privilege of moderating a panel featuring four remarkable leaders who recently navigated dining service transitions at their institutions. Their stories ranged from an ambitious six-week implementation during winter break to carefully orchestrated multi-month transitions.
Following our dynamic panel discussion, I had the opportunity to reconnect with these leaders to delve deeper into their experiences. What emerged was a comprehensive picture of how different institutions approach major dining transitions while maintaining operational excellence. From Trinity University's methodical approach after a 50-year partnership, to Florida State's rapid yet strategic holiday implementation, their collective wisdom offers a roadmap for institutions considering similar changes.
Contrasting Approaches to Transition Planning
The stark contrast in implementation timelines offered valuable lessons for all. Florida State University executed an impressive six-week transition during winter break, while Trinity University orchestrated a more extended approach following a 50-year relationship with their previous provider.
"Our transition was very tight since we transitioned in a six-week time frame over the Christmas holiday," shares Mitch Kilcrease, Assistant VP at Florida State. "Success came from breaking things into manageable chunks, with clear task ownership and capital investment planning."
Diana Heeren, Senior Associate VP for Finance at Trinity, explained an intentional approach that spanned several months: "One of the main factors for our successful transition was an inclusive project team. Our transition team included key representatives from the new supplier, as well as strategic partners from across campus."
Key Success Factors Across Timelines:
Clear task ownership and accountability
Detailed communication plans
Dedicated project managers
Strategic partner involvement
Early hiring of key positions
External expertise integration
Managing Expectations and Timeline Realities
The complexity of transitions often surprises even the most prepared institutions, regardless of timeline length. Amanda Gerard, Manager at University of New Mexico, reflects, "Initially, we underestimated the amount of lead time required. As we progressed, it became clear that the complexities involved demanded more time than we'd anticipated."
Melissa Ginotti, Associate VP at Montclair State University, advocates for extended planning when possible: "In an ideal world I would have loved a few more months of planning with the new supplier after the contract award and before the transition of operations."
Timeline Considerations:
Allow for extensive stakeholder engagement when possible
Build in buffer time for unexpected challenges
Account for university system processes
Plan for labor market realities
Consider phased implementation approaches
Develop detailed task ownership plans
Navigating The Unexpected
Every transition brings its share of surprises. For Heeren, a significant revelation came during the back-of-house assessment: "The biggest surprise was the condition of the back-of-house operation. My recommendation is to hire an independent third-party to perform an assessment of the dining facilities and a detailed evaluation of all equipment to prevent surprises."
For Montclair State, labor costs presented unexpected challenges. Ginotti reveals: "Unionized labor costs were largely unknown at the time we awarded the contract. We were several months into the transition before we had clarity on renewal terms and their material impact on operations."
Gerard discovered the depth of existing community relationships: "I learned how deeply embedded our outgoing supplier was in the campus community. They had built strong relationships with stakeholders, allowing them to navigate challenges more quickly and avoid delays."
The Critical "Day Two" Planning
While immediate transition plans often focus on operational continuity, Florida State's experience highlights the importance of long-term planning. "Our incoming supplier had a very good plan to operationalize the new contract responsibilities," Kilcrease notes. "However, what was missing was a plan for what to do starting day two: what was our marketing plan, our plan to sell meal plans, and our facility enhancement plan."
Common Planning Gaps:
Post-transition marketing strategies
Long-term meal plan development
Facility enhancement scheduling
Ongoing stakeholder engagement
Future program development
Capital Investment Insights
The management of capital investment proves critical for successful transitions. Ginotti stresses timing considerations: "There is value in allowing your new supplier a full year of running the operation before committing to specific capital improvement projects. That time allows for a full understanding of the program to inform project priorities."
Heeren offers practical advice: "Before agreeing to the capital investment amount, I would recommend reviewing a detailed schedule of the proposed investment, including how funds will be used, when payment will be made, when projects must be completed, and the amortization term."
Capital Investment Considerations:
Contract length impact on amortization
Buyback protection requirements
Project timeline planning
Investment scheduling
Reserve fund requirements
Clear ownership designation
Looking Forward
As institutions continue to navigate dining service transitions, the experiences shared by these leaders demonstrate the importance of thorough planning and strong partnerships. "Engaging Envision the year prior to our RFP for strategic review, during the RFP process, and during the first year of transition was one of our best decisions," Ginotti notes.
Whether managing a rapid holiday implementation or orchestrating a multi-month transition, success relies on clear communication, realistic timelines, and attention to both immediate operations and long-term strategy. The insights from Florida State University, Trinity University, Montclair State University, and University of New Mexico show that while approaches may differ, careful preparation and strong support systems are essential for maintaining operational excellence throughout any transition.
Connect with Envision Strategies to learn more about navigating successful dining transitions.
About Envision Strategies:
Since 1997, Envision Strategies has been recognized as a premier consulting firm specializing in strategic planning and operations consulting for foodservice and hospitality organizations. With the introduction of the e360 Performance Management Program™, a subscription-based platform that provides custom tools and resources needed to measure and self-monitor dining services, Envision Strategies provides a complete lifecycle of consulting and technology to support foodservice operations across many sectors. For more information, please visit www.envstrategies.com.