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TAP Improve Service Delivery
Project Sponsor / Team Lead OE Support Next Milestone Check-in Project Type Project Status Status details Last Updated
Administrative Unit - Customer Satisfaction Surveys 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 Karin Nyrop Tyler DuLam 01/2017 Business Process Development
Not Started
Not started. 01/18
Faculty/Staff Onboarding Concierge 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 Mary Gresch Andrew Faris, Tyler DuLam, Warren Cohen 01/2017 Business Process Development
On Track
Pending leadership review of recommendation proposal draft. 01/18
TAP Culture of Service 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
Other Work Supported by OE
Project Sponsor / Team Lead OE Support Next Milestone Check-in Project Type Project Status Status details Last Updated
Capital Planning & Development - Capital Projects Org Dev Work Mike McCormick Warren Cohen 01/2017 OE Organizational Design, Structure
On Track
Continuing to provide ongoing executive and departmental strategic support. 12/12
Capital Planning & Development - PM/Web Efficiency Mike McCormick Jeff Fillmore, Jason Kalivas 02/2017 OE Process Improvement, Lean
At Risk
Process mapping has begun and will continue through February to identify how the tool should be used. 03/06
College of Education - Academic Restructure (Phase 2) Mia Tuan Jeff Fillmore, Jeanne Semura 01/2017 OE Organizational Assessments
On Track
Design phase. 03/06
Department of Pharmacy Strategic Hiring Plan Steve White Emily Drevecky, Jeff Fillmore 01/2017 OE Strategic Planning
On Track
Work team list received from sponsor and now developing workshops to inform creation of hiring matrix. 03/06
Global Health Research Administration Jared Baeten Emily Drevecky, Jeff Fillmore 01/2017 OE Strategic Planning
On Track
Scheduled to deliver final report on 1/18/17. 03/06
Jackson School Assessment Reşat Kasaba Emily Drevecky, Tyler DuLam 01/2017 OE Organizational Assessments
On Track
Design phase. Conducting stakeholder interviews. 03/06
KUOW Public Radio - Build Performance Culture Caryn Mathes Jeanne Semura 01/2017 OE Organizational Design, Structure
On Track
Met with leadership 12/14/16. Drafting activity scope. 03/06
KUOW Public Radio - Digital Media Editorial Efficiencies Jenna Montgomery Jeanne Semura 01/2017 OE Process Improvement, Lean
On Track
Initial scoping meeting held with manager 12/15/16. Drafting activity scope with goal to improve efficiency of editorial staff story production for new online service. Interested in creating visual Agile and Kanban work tracking and communication systems. 03/06
Planning & Budgeting Database (PNDBD) move to new systems Sarah Hall Jeff Fillmore 02/2017 OE Process Improvement, Lean
On Track
Phase 1: Complete. User acceptance testing completed in June and switch-over from PNBDB to AIDB on July 1. Phase 2: Underway. 01/05
School of Dentistry Process Improvement Joel Berg Warren Cohen, Jason Kalivas 01/2017 OE Business Process Improvement
On Track
Attended 12/15/16 Faculty Retreat. Beginning interview/data collection in January 2017. 03/06
School of Dentistry Shared Services Assessment Joel Berg Emily Drevecky, Jason Kalivas 01/2017 OE Process Improvement, Lean
On Track
Kick-off meeting held 11/22/16. Design sessions began week of 12/12/16. 03/06
UW Bothell Contract Management Ruth Johnston Elise Glassman 01/2017 OE Project Management
On Track
Working on updating service agreements. 03/06
UW Bothell Facilities Lean Process Ruth Johnston Jeff Fillmore, Warren Cohen 01/2017 OE Process Improvement, Lean
On Track
Providing support for team efforts as needed following delivery of two-day lean process workshop in November 2016. 03/06
TAP Use Data for Decision Making, Technology
Project Sponsor / Team Lead OE Support Next Milestone Check-in Project Type Project Status Status details Last Updated
Central Administration Advisory Board Inventory Marisa Nickle Jason Kalivas 01/2017 Assessment
On Track
Scope/assessment phase. 03/06
Financial Aid Modernization 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 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
Institutional Memberships 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
TAP Phase 4 TAP Team Tyler DuLam, Jason Kalivas 01/2017 Assessment
Not Started
03/06
TAP Restructure, Gained Efficiencies
Project Sponsor / Team Lead OE Support Next Milestone Check-in Project Type Project Status Status details Last Updated
Centralize Servers/Virtualize Servers Climate Action Plan Policy Committee Elise Glassman 02/2017 Centralize Policies & Procedures
Behind Schedule
Have not yet received reporting on migrated servers. 01/05
Planning & Management
Project Sponsor / Team Lead OE Support Next Milestone Check-in Project Type Project Status Status details Last Updated
Climate Action Plan Policies Ruth Johnston Elise Glassman 01/2017 OE Project Management
On Track
Renewable energy sub-team presented to President's Cabinet in Autumn 2016. 12/13
Implementation of 9 Recommendations: Cost of Construction Mike McCormick Ruth Johnston, Tyler DuLam 01/2017 OE Project Management
On Track
All measures moving forward; expectations completed. 09/26
OE - Internal Work
Project Sponsor / Team Lead OE Support Next Milestone Check-in Project Type Project Status Status details Last Updated
OE Branding & Templates Emily Drevecky Lauren Witt, Tyler DuLam 01/2017 OE Administrative Efforts
On Track
Templates/branding standardized with graphic design student assistant. 01/26
OE Events - Showcase, Forum, Training Emily Drevecky Lauren Witt 01/2017 OE Administrative Efforts
On Track
OE Showcase scheduled for 3/14/17. OE Forum held 11/9/16: https://pm.uw.edu/2y2d/oe/happenings 01/26
OE Services & Tools Emily Drevecky Lauren Witt 01/2017 OE Administrative Efforts
On Track
Maintaining repository of resources and tools. 01/26
OE Website Emily Drevecky Elise Glassman, Tyler DuLam 01/2017 OE Administrative Efforts
On Track
New tools being added. Communications plan in progress. 01/26
OneDrive Emily Drevecky Elise Glassman, Tyler DuLam 01/2017 OE Administrative Efforts
At Risk
Working with UW IT on SharePoint training. 01/26
TAP Support - Other
Project Sponsor / Team Lead OE Support Next Milestone Check-in Project Type Project Status Status details Last Updated
TAP Communications 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 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 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

Completed Projects

Project Sponsor / Team Lead OE Support Project Type Project Status Status details
Dentistry Process Improvement Bridget Doyle Elise Glassman, Jeff Fillmore OE Process Improvement, Lean
Complete
Data Planning and Presentation (Board of Regents Metrics) Mike McCormick, Paul Jenny Tyler DuLam Assessment
Complete
A website with a variety of Capital Planning metrics is available and in use as part of the current capital planning process. Information is being transferred to a more permanent server.
COP Efficiency Report Review Ruth Johnston Jeff Fillmore, Lauren Witt, Tyler DuLam OE Strategic Planning
Complete
Reviewed for synergies.
Professional Staff Organization/TAP presentation Ruth Johnston Lauren Witt OE Leadership, Development & Coaching
Complete
Ruth Johnston scheduled to speak about TAP and Building a Culture of Service on November 1.
Streamline Internal Communications Mary Gresch Karen Copp, Renee Lamberjack Streamline Admin Services
Complete
UMAC working on deployment strategy.
Procurement Services PSIG Support Mark Conley Elise Glassman OE Project Management
Complete
Support Procurement Services in transitioning PS Interest Group to new leadership, support.
Administrators' Information Flow and Feedback Process (Administrators' Council) Ruth Johnston Ruth Johnston Simplify Processes
Complete
Discussion of TAP and other projects; information flow now established
Faculty Enrichment Ruth Johnston Elise Glassman, Jeff Fillmore Service Delivery
Complete
Explored potential needs and ideas. Monthly workgroup meetings held through the end of 2016.
Create One Entry Point for Space Requests (Triage) Mike McCormick Jeff Fillmore Streamline Admin Services
Complete
SST functioning; Portal open
Recommendations for Bothell Administrative Efficiency Wolf Yeigh Elise Glassman, Jeff Fillmore, Jeanne Semura, Ruth Johnston OE Process Improvement, Lean
Complete
GIS CAD Compliance Mike McCormick Jeff Fillmore, Warren Cohen Restructure / Gained efficiency
Complete
Kick-Off meeting was May 2. LEAN Workshop held May 11 & 13. These meetings are the planning and project process improvement design phase.
Recommendations for Service Standards for Central Administration and Common Approach to Use of Calendar (Outlook) TAP Team Elise Glassman Simplify Processes
Complete
Discussed at March President's Cabinet meeting.
School of Nursing Curriculum Lean Jen Thompson Elise Glassman OE Process Improvement, Lean
Complete
Working on 30/45/90 day check-ins
HR/P Integrated Service Center Ruth Johnston Emily Drevecky Streamline Admin Services
Complete
The Integrated Service Center model design was rolled out in July as part of the HR/P Modernization’s Campus Foundations program for UW HR and Payroll administrators and those individuals on their unit’s Readiness Teams. For those stakeholders not attending the Campus Foundations program, two open sessions are offered in August 15 and 17 to present the model, answer questions, and gather additional feedback.
Recommendations for President/Provost Offices Administrative Effectiveness Jerry Baldasty Jeff Fillmore, Jeanne Semura Streamline Admin Services
Complete
Assessing recommendations and beginning implementation.
School of Public Health Dean's Office Organizational Assessment Shirley Beresford, Stacey Fauchald Emily Drevecky OE Organizational Assessments
Complete
Interviews completed and making recommendations.
ORIS Operational Measures Mary Lidstrom Emily Drevecky, Renee Lamberjack OE Leadership, Development & Coaching
Complete
Environmental Health & Safety - Executive Measures and Reporting Jude Van Buren Emily Drevecky, Renee Lamberjack OE Process Improvement, Lean
Complete
Environmental Health & Safety - Improve Cost Recovery Process Jude Van Buren Emily Drevecky, Renee Lamberjack OE Process Improvement, Lean
Complete
Health Sciences (HSA) Strategy Implementation HSASF Nancy Salts Jeff Fillmore, Warren Cohen OE Organizational Design, Structure
Complete
Implement recommendations
Office of Minority Affairs & Diversity (OMAD) Process Improvement Procurement Jan Kendle Jeff Fillmore OE Process Improvement, Lean
Complete
Piloting changes based on initial report-out. Timeline impacted by leadership onboarding.
Student Life Strategy Planning Retreat Denzil Suite Jeff Fillmore, Ruth Johnston OE Strategic Planning
Complete
Retreat held March 4.
College of Education - Improving Academic Structure (Phase 1) Mia Tuan Jeff Fillmore, Jeanne Semura OE Organizational Assessments
Complete
Phase 2 (Summer) is exploring options for restructuring and developing two recommendations to be voted on at faculty retreat in Autumn.
Nursing Commission/UW School of Nursing (Seattle, Bothell, Tacoma) Azita Emami, Maggie Baker Ruth Johnston, Warren Cohen OE Process Improvement, Lean
Complete
Recommendations submitted to Tri-Council mid-April. Proposal was accepted and is under review by leadership prior to submitting to Nursing Commission.
BODC Leadership Workshop - Howard Teibel Feb 2016 Sandy Archibald Ruth Johnston OE Leadership, Development & Coaching
Complete
Workshop held February 5.
Lean Project Management Tool Ruth Johnston Jeff Fillmore OE Process Improvement, Lean
Complete
Weekly meetings to create facilitator guide based on curriculum content review and peer benchmarking on pause.
Call for Innovations - Deans Margaret OMara Elise Glassman OE Project Management
Complete
Request sent January 13
UW Strategic Alignment - OE Strategic Priority Ruth Johnston Emily Drevecky, Jeff Fillmore OE Administrative Efforts
Complete
Report at August staff meeting.
Leadership Mindset (C2) - OE Strategic Priority Ruth Johnston Jeanne Semura, Warren Cohen OE Administrative Efforts
Complete
Report at August staff meeting.
Metrics - OE Strategic Priority Ruth Johnston Tyler DuLam OE Administrative Efforts
Complete
Report at August staff meeting.
UW Accomplishments July - Dec 2015 Ruth Johnston Lauren Witt OE Reporting
Complete
Complete.
Develop Planning & Management Org (Phase 1 Budget) Paul Jenny Ruth Johnston OE Organizational Design, Structure
Complete
TAP Summer Survey Analysis Ruth Johnston Renee Lamberjack, Tyler DuLam OE Metrics Development and Measurement
Complete
School of Medicine Peer Survey Ruth Johnston Andrew Faris, Renee Lamberjack, Tyler DuLam OE Metrics Development and Measurement
Complete
Central Admin Peer Org Survey Ruth Johnston Renee Lamberjack, Tyler DuLam OE Organizational Design, Structure
Complete
Global Health Retreat Judy Wasserheit Jeff Fillmore, Jeanne Semura, Ruth Johnston
Complete
Training UWT: Meeting Management Cheryl Greengrove Ruth Johnston OE Training
Complete
Training Arts & Sciences: Meeting Management Linda Nelson Ruth Johnston OE Training
Complete
Center for One Health Research/School of Public Health Ruth Johnston Jeff Fillmore OE Organizational Assessments
Complete
Epidemiology Faculty Retreat Victoria Holt Jeff Fillmore, Warren Cohen OE Strategic Planning
Complete
Assessment meeting held late March. Designed retreat to be held April 29.
Global Health Academic Programs Judy Wasserheit Jeff Fillmore OE Strategic Planning
Complete
Results are more integrated academic programs structure including clarity around accountability/reporting relationships and explicit links to overlapping functions.
KEXP Strategic Plan Ruth Johnston Jeff Fillmore OE Strategic Planning
Complete
Retreat held August 16.
UW Accomplishments Jan-June 2016 Ruth Johnston Lauren Witt OE Reporting
Complete
Summer publication of Campus Accomplishments (all posted to OE website) and Highlights (two page document for leadership).
UW Tacoma Student and Enrollment Services Organizational Assessment Mark Pagano Emily Drevecky, Jeff Fillmore, Ruth Johnston, Warren Cohen OE Organizational Assessments
Complete
Executive Summary and Staff Summary of findings and recommendations delivered to UW Tacoma Chancellor on September 2. OE may continue to provide additional assistance with messaging and communications post-project close, as needed.
UW Tacoma Strategic Planning Mark Pagano Ruth Johnston OE Retreat Facilitation
Complete
Strategic planning retreat held July 26 and 27.
Enrollment Management - Strategic Planning Retreat Phil Ballinger Jeff Fillmore, Ruth Johnston OE Retreat Facilitation
Complete
Retreat held September 9.
School of Public Health - Nutritional Sciences Faculty Retreat Donna Johnson Jeff Fillmore OE Retreat Facilitation
Complete
Faculty retreat held 12/14/16.
Capital Planning & Development - Executive Retreat Mike McCormick Warren Cohen OE Retreat Facilitation
Complete
Retreat held September 9.
College of Education Strategic Planning Mia Tuan Jeff Fillmore, Ruth Johnston OE Strategic Planning
Complete
School of Pharmacy - Leading Change presentation Sean Sullivan Ruth Johnston OE Training
Complete
Scheduled for October 10.
Treasury Office Staff Retreat Chris Malins Warren Cohen OE Retreat Facilitation
Complete
All Staff Retreat held January 19 and 26.
Environmental Health & Safety Metrics Consulting Jude Van Buren Tyler DuLam OE Metrics Development and Measurement
Complete
Metrics and scorecard analysis and recommendations.
PharmD Retreat Peggy Soule Odegard Warren Cohen OE Retreat Facilitation
Complete
Retreat held December 6, 2016.
UW Bothell Facilities Lean Process Workshop Ruth Johnston Jeff Fillmore, Warren Cohen OE Retreat Facilitation
Complete
Retreat held 11/28 and 11/29/16.