| Project | Description | Sponsor / Team Lead | OE Support | Next Milestone Check-in | Project Type | Project Status | Status details | Last Updated |
|---|---|---|---|---|---|---|---|---|
| ABB (Phase 2) | Enhancing access to information, tools and other resources for fiscal administrators and others involved in activities related to ABB and budgets. | Sarah Hall | 01/2017 | Streamline Admin Services |
On Track |
The Deans and SCPB have approved recommendations and are awaiting final approval from the Provost by the end of November. Approved recommendations will take effect FY18 (July 1, 2017). | 11/07 | |
| Administrative Unit - Customer Satisfaction Surveys | Create standard customer survey questions as well as methodology, implementation, and follow-up to assess the customer experience with central administration and identify areas for improvement. | TAP Team | Tyler DuLam, Jason Kalivas | 01/2017 | Assessment |
On Track |
Survey scheduled for January implementation. Working on marketing, testing, and presenting information about the survey to various groups on campus. | 03/06 |
| Attorney General Billing Approval Process | Not started | Karin Nyrop | Tyler DuLam | 01/2017 | Business Process Development |
Not Started |
Not started. | 01/18 |
| Email Retention Process Improvement | Not started | Denzil Suite | TBD | Service Delivery |
Not Started |
Not started. | 03/29 | |
| Faculty/Staff Onboarding Concierge | Discussing a potential on-boarding concierge approach for new faculty and staff | Mary Gresch, Mindy Kornberg | Elise Glassman | 01/2017 | Centralize Policies & Procedures |
On Track |
TAP Team updated late November and awaiting guidance on next steps. | 01/05 |
| Public Records Risk Assessment/Process Improvement | The number of public records requests/amount of data and information requested is overwhelming. Objective is to identify how best to manage the work and risk, determine best practices/processes and reduce need for fiscal investment to keep current. | Mary Gresch | Andrew Faris, Tyler DuLam, Warren Cohen | 01/2017 | Business Process Development |
On Track |
Pending leadership review of recommendation proposal draft. | 01/18 |
| Redeploy Administrative Space for Mission Critical Needs | Optimizing the use of existing facilities and campus development sites to better serve the core academic and research mission of the UW. | Mike McCormick | 04/2017 | Streamline Admin Services |
On Track |
Projects still underway and on track. | 01/09 | |
| TAP Culture of Service | Project to roll out common service standards across UW Central Administration. | TAP Team | Emily Drevecky | 01/2017 | Simplify Processes |
On Track |
44 Ambassadors in 27 Central Administration units participated in orientation. Solutions First incorporated into UW New Employee Orientation and added to Strategic Leadership Program. Website created with tools and ongoing updates. Second Quarterly Ambassadors meeting scheduled for 1/25/17 with focus on Unit Survey. | 03/06 |
| Project | Description | Sponsor / Team Lead | OE Support | Next Milestone Check-in | Project Type | Project Status | Status details | Last Updated |
|---|---|---|---|---|---|---|---|---|
| Central Administration Advisory Board Inventory | Collect/collate Central Administration units’ vetting practices for seeking feedback from those affected by new policies, rules, or processes. | Marisa Nickle | Jason Kalivas | 01/2017 | Assessment |
On Track |
Scope/assessment phase. | 03/06 |
| Combined Sustainability Reporting | Uniform sustainability reporting among Seattle, Bothell, and Tacoma campuses using AASHE STARS as the initial framework. | Claudia Frere-Anderson | 01/2017 | Business Process Development |
On Track |
Due date for Princeton Review update of STARS is March 3, 2017. | 01/18 | |
| Diversity Spend Reporting/Data Capturing Tool | Logic 20/20 is developing a data/spend reporting tool for use by Procurement Services, Business Diversity, and Capital Planning & Development. | Mike McCormick | 01/2017 | Implement New Systems |
On Track |
Reported to the Board of Regents in November the spend with OMWBE-certified and federally-certified diverse businesses. Also reported that the metrics and spend reports will become more robust as the data group within Procurement Services strengthens the data capturing/spend reporting tool. | 01/27 | |
| Finance Transformation (Phase 1) | Define/implement the Finance enterprise resource (ERP) program framework needed to support a successful transformation effort. | Jeff Scott | 01/2017 | Streamline Admin Services |
On Track |
1) Program shifted reporting to new EVP of Finance & Administration. 2) UWFT continues to partner with the HRPM program related to cross functional finance/HRP issues including design and testing of encumbrance functionality. 3) UWFT has kicked off work to eliminate the printed BARs/BSRs and to dramatically reduce the number of users with direct access to FAS. | 01/05 | |
| Financial Aid Modernization | Implementation of electronic document management system of select processes. | Phil Ballinger | Jeff Fillmore | 02/2017 | Implement New Systems |
On Track |
Implementation of electronic document management system of select processes to begin July 1. Ongoing addition of new processes through end of year. | 01/18 |
| Geographic Information Systems (GIS) Implementation Phase 3 - Testing | GIS Team organized under Steve Kennard and relocated to UW Tower. | Mike McCormick | Jeff Fillmore | 01/2017 | Streamline Admin Services |
On Track |
CAD Kaizen successfully completed. Space Information Management Roadmap proposal presented to Executive Team on November 15. Permission granted to determine next steps/conduct more detailed feasibility study. Wide release for Invision (One GIS) on track for January. | 12/13 |
| Human Resources/Payroll Workday Go Live | Project to manage change and prepare UW stakeholders for successful implementation and adoption of HR/P. | Aaron Powell | 11/2016 | Implement New Systems |
On Track |
Unanimous business owner sign-off (and Health Care Authority sign-off) obtained on more than 20 key business process designs. Configuration to be complete and Regression and Integration Testing (RIT) to begin late fall. | 10/31 | |
| Institutional Memberships | Develop a standard understanding of institutional memberships owned and used across central administration, and institute a plan to minimize waste and overlap by redeploying memberships of university-wide use and interest to sit in the Executive Office. | TAP Team | Jason Kalivas | 01/2017 | Assessment |
On Track |
Institutional Memberships compiled and approved; next steps discussed at 11/15/16 meeting. Memberships now bucketed based on leadership criteria. | 03/06 |
| Learning Management System | Not started | Mary Lidstrom | TBD | Implement New Systems |
Not Started |
Not started. | 03/29 | |
| MyResearch: eIACUC (Hoverboard) | Implementation of an eIACUC solution (HoverBoard) for managing the functions of the Institutional Animal Care and Use Committee which includes animal use protocol review and approval, semi-annual site visits and annual regulatory agency updates. | Mary Lidstrom | 01/2017 | Implement New Systems |
On Track |
SUMMARY: The HoverBoard solution is fully operational and in production for researchers. Any new protocols or 3 Year renewals now are created, submitted and reviewed through HoverBoard. The project is now in the final phase (Protocol Migration). PROTOCOL MIGRATION: The Office of Animal Welfare is conducting "Bulk Migration" for all protocols to ease the transition for researchers and the IACUC into HoverBoard. To date, 392 protocols have been migrated (85% complete). TECHNICAL DEVELOPMENT: Iteration 10, a scheduled post-production release, will be implemented on January 6 to address several minor bug fixes and system updates. POST-IMPLEMENTATION: The HoverBoard implementation project will complete December 31, 2016. Vendor support from Huron will formally transition to the post implementation Client Service team. | 01/06 | |
| MyResearch: eIRB (Zipline) | A collection of projects that support the deployment of an updated electronic IRB submission process and system for UW Campus and the UW Human Subjects Division. | Mary Lidstrom | 01/2017 | Implement New Systems |
On Track |
Production Patch 2 is scheduled for January 6 at 6 p.m. The project team has identified and prioritized work for this release which includes issue resolution (bug fixes), refined help text, and minor enhancements. | 01/06 | |
| MyResearch: Portal (Training and Award Status) | Enable researchers by integrating the various research management related systems across the University, and providing transparency to process and compliance requirements in a single solution on a near-real time basis. | Mary Lidstrom | 01/2017 | Implement New Systems |
On Track |
Autumn 2016 scope released December 22: 1) Funding Status updates to include Sponsor Award ID, enabling researchers to communicate with sponsors more easily. 2) Improved Training Transcript matching, allowing for more complete training transcripts for more researchers. 3) Additional fields and filters added to the Funding Status API that enables GCA's Budget Set Up automation and process improvement. WINTER QUARTER 2017 RELEASE GOALS: 1) Global Search, enabling Researchers to search across the entire MyResearch Portal in order to find information more quickly. 2) Funding Status updates to include grants.gov tracking numbers and statuses, enabling searching sponsor systems more easily. 3) Protoypes and user research: a) MyResearch Notifications: enabling Researchers by sending alerts and other notifications of important deadlines and other information, helping them stay aware of and manage administrative details during the project lifecycle; and b) Training Transcript upgrades to include the ability to add training records and attach completion certificates, making it easier to respond to just-in-time requests for documentation of required training. | 01/06 | |
| MyResearch: SAGE Suite Strategic Enhancements | Strategically target SAGE suite updates that provide gains in efficiency for research teams through streamlining of processes and data collection, integrations with other key systems, and investing in architectural improvements that will allow us to better meet the emerging needs of proposals and awards management in the future. | Mary Lidstrom | 01/2017 | Implement New Systems |
On Track |
SAGE PLANNING & ROADMAP DEVELOPMENT: The SAGE 2017-18 Roadmap is established, and will be reviewed by executive leadership in early January. The issue of sponsor system proliferation and the impact on researchers continues to be evaluated. An outline of potential responses to mitigate the impact is near completion. SUBAWARDS IN SAGE: Release 3 is preparing for January final release. Its focus will be on delivering additional high value features, addressing outstanding bugs, and making the technical improvements that will further improve maintainability and stabilization of the application. The features currently prioritized include expansion of the contacts and access section to allow greater flexibility and transparency, the addition of new fields to the subrecipient profile to reduce manual tracking by OSP, and adding business rules and validations that improve data quality. SAGE COMPLIANCE PROJECT: A new project to introduce efficiency and integrations to the compliance tracking in SAGE is preparing for kick-off in January. Compliance improvements have been rated as the top priority for SAGE by campus users, and the initial analysis and requirements gathering has included all business units involved or impacted, as well as numerous campus department interviews to fully understand the pain points and opportunities. The project charter is being prepared, and will be reviewed by ORIS, OSP and OR leadership in early January. | 01/06 | |
| Student System Modernization | Not started | Philip Reid | TBD | Implement New Systems |
Not Started |
Not started. Longer-term project to build upon the work of Finance Transformation. | 03/29 | |
| TAP Phase 4 | Next steps based on survey results. | TAP Team | Tyler DuLam, Jason Kalivas | 01/2017 | Assessment |
Not Started |
03/06 |
| Project | Description | Sponsor / Team Lead | OE Support | Next Milestone Check-in | Project Type | Project Status | Status details | Last Updated |
|---|---|---|---|---|---|---|---|---|
| Centralize Servers/Virtualize Servers | Supporting the UW’s efforts to meet its climate goals while increasing security and decreasing infrastructure risk by migrating currently decentralized servers to UW’s centrally managed data centers | Climate Action Plan Policy Committee | Elise Glassman | 02/2017 | Centralize Policies & Procedures |
Behind Schedule |
Have not yet received reporting on migrated servers. | 01/05 |
| Paper Reduction | Communicate the need and create tools for responsible paper use and reduced consumption at UW. | Claudia Christensen, Katy Folk-Way | 01/2017 | Simplify Processes |
On Track |
New committee members have been added to the team to expand awareness, and a PowerPoint highlighting the work of the Paper Reduction Committee will be presented at the November Monthly Administration Meeting (MRAM). The presentation invites attendees/participants to consider recommended methods to reduce paper, including signing up for the University’s Managed Print Program and to offer suggestions for the committee to pursue. | 11/07 |
| Project | Description | Sponsor / Team Lead | OE Support | Next Milestone Check-in | Project Type | Project Status | Status details | Last Updated |
|---|---|---|---|---|---|---|---|---|
| Compliance Services | Create a collaborative system through which the UW's compliance capacity is increased and institutional oversight of compliance activities is established. | Elizabeth Cherry | 01/2017 | Streamline Admin Services |
On Track |
Upcoming compliance assessment reports to Regents include: information compliance in November 2016, financial compliance in January 2017, and civil rights/employment compliance in April 2017. Nine mitigation projects from research, health and safety, global activities, and information compliance areas are currently being implemented. | 11/07 | |
| Innovation Ecosystem Connection | UW needs to connect differently with students and with the community, investors, investors and alumni. The vision is to identify, plan and build critical strategic and programmatic connections internally and externally to UW. | Vikram Jandhyala | 12/2016 | Streamline Admin Services |
On Track |
With a framework built on INNOVATION TRANSFER (CoMotion Labs, Innovation Fund, Entrepreneur-in-Residence); INNOVATION LEARNING (trainings and workshops on pitching, how to fund innovations, marketing strategy, business development); and INNOVATION STRATEGY (Global Innovation Exchange/GIX, Amazon Catalyst), each of these pillars provides essential elements for how CoMotion helps innovators achieve the greatest impact from their discoveries. November newsletter: http://us13.campaign-archive1.com/?u=4eada7077d652208125f5d7b9&id=1b791d0fa4&e=[UNIQID] | 12/09 |
| Project | Description | Sponsor / Team Lead | OE Support | Next Milestone Check-in | Project Type | Project Status | Status details | Last Updated |
|---|---|---|---|---|---|---|---|---|
| TAP Communications | Partnering to develop TAP and Solutions First boilerplate messaging, communications plan | Marisa Nickle | Elise Glassman, Emily Drevecky | 01/2017 | OE Project Management |
On Track |
Team meeting bi-weekly to work on documents. | 03/06 |
| TAP Metrics | Developing metrics based on TAP Team feedback. | TAP Team | Tyler DuLam, Jason Kalivas | 02/2017 | Assessment |
On Track |
Developing further metrics based on TAP Team feedback. Next TAP meeting scheduled for 2/10/17. | 03/06 |
| TAP Website/Toolkit | Content management for TAP website. | TAP Team | Elise Glassman, Tyler DuLam | 01/2017 | OE Project Management |
On Track |
TAP website now links to TAP Scorecard, HR/P ISC, and Solutions First. Updates made as needed. | 03/06 |