TAP Improve Service Delivery
Project Description Sponsor / Team Lead OE Support Next Milestone Check-insort ascending Project Type Project Status Status details Last Updated
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
Attorney General Billing Approval Process Not started Karin Nyrop Tyler DuLam 01/2017 Business Process Development
Not Started
Not started. 01/18
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
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
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
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
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
Email Retention Process Improvement Not started Denzil Suite TBD Service Delivery
Not Started
Not started. 03/29
TAP Use Data for Decision Making, Technology
Project Description Sponsor / Team Lead OE Support Next Milestone Check-insort ascending Project Type Project Status Status details Last Updated
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
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
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: 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: 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
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
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
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
TAP Phase 4 Next steps based on survey results. TAP Team Tyler DuLam, Jason Kalivas 01/2017 Assessment
Not Started
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
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
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
Learning Management System Not started Mary Lidstrom TBD Implement New Systems
Not Started
Not started. 03/29
TAP Restructure, Gained Efficiencies
Project Description Sponsor / Team Lead OE Support Next Milestone Check-insort ascending 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
TAP Support - Other
Project Description Sponsor / Team Lead OE Support Next Milestone Check-insort ascending Project Type Project Status Status details Last Updated
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
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 Build Capacity for New Strategies
Project Description Sponsor / Team Lead OE Support Next Milestone Check-insort ascending 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

Completed Projects

Project Description Sponsor / Team Lead OE Support Next Milestone Check-insort ascending Project Type Project Status Status details Last Updated
Create Administrative Financial Portal Collect all UW financial policies and procedures in one place, drawing on the work of the Financial Management Awareness Toolkit (FMAT), Administrators' Toolkit, OPB, the APSs, and Executive Orders. Cheryl DeBoise 12/2016 Service Delivery
Complete
The Admin Financial Portal is considered a subset of the UW Finance Transformation program deliverables. As this is no longer a separate project, it is marked as complete on the TAP Scorecard, although the work will be continuing through the Business Process Workshops of UW Finance Transformation. 01/05
HR/P Integrated Service Center Deliver a high level of service to customers by collaborating effectively with stakeholders across campus and facilitating employee Human Resources (HR), Academic HR and Payroll (PR) inquiries and transactions Ruth Johnston Emily Drevecky 09/2016 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. 08/18
Recommendations for President/Provost Offices Administrative Effectiveness Assessing the potential for a cross-functional, adaptive team and customer-oriented administrative environment to best serve the needs of the President and Provost Jerry Baldasty Jeff Fillmore, Jeanne Semura 07/2016 Streamline Admin Services
Complete
Assessing recommendations and beginning implementation. 07/05
CPO/FS Cost Reduction and Service Improvement for Remodels, Design, Construction Charles Kennedy, Mike McCormick 07/2016
Complete
This initiative has been completed and specific actions are now being implemented. 08/05
Streamline Internal Communications Task force to improve and coordinate central administration communication and marketing work in central units. Mary Gresch Karen Copp, Renee Lamberjack 06/2016 Streamline Admin Services
Complete
UMAC working on deployment strategy. 04/12
Business Diversity/Spend Reporting This project will create a data capturing/reporting tool that will generate confidence in UWs data/spend reporting Ruth Johnston 05/2016 Business Process Development
Complete
Logic 20/20, the consultant, has completed the project and turned the data/spend reporting tool over to Procurement, BDP, and CP&D. Currently we are learning the tool and will have reports to share mid-July. 06/01
Recommendations for Service Standards for Central Administration and Common Approach to Use of Calendar (Outlook) Developing common measures and expectations for service levels to be used across UW Central Administrative units TAP Team Elise Glassman 04/2016 Simplify Processes
Complete
Discussed at March President's Cabinet meeting. 04/19
Classroom Scheduling Institute new classroom scheduling practices that will provide a variety of benefits to the UW community. Philip Reid 04/2016 Centralize Policies & Procedures
Complete
Recommendations were submitted to the Provost, and we now await word from the Provost on what policies should be implemented. With that information, implementation will begin, which will require significant coordination with the Office of the Registrar. 05/02
Data Planning and Presentation (Board of Regents Metrics) The aim of project is to identify, collect and present a limited set of key UW enterprise wide metrics for the Board of Regents Mike McCormick, Paul Jenny Tyler DuLam 03/2016 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. 04/20
Create One Entry Point for Space Requests (Triage) Optimizing the use of existing facilities and campus development sites to better serve the core academic and research mission of the UW by developing a framework for facilitating review and assignment of space Mike McCormick Jeff Fillmore 02/2016 Streamline Admin Services
Complete
SST functioning; Portal open 05/06
Administrators' Information Flow and Feedback Process (Administrators' Council) Reinvigorating the role of key administrators across all UW campuses to better engage and leverage ideas and feedback on issues and concerns as well as improve the flow of information from Central Administration to faculty and staff Ruth Johnston Ruth Johnston 01/2016 Simplify Processes
Complete
Discussion of TAP and other projects; information flow now established 03/06
Recommendations for Common Approach to Use of Calendar (Outlook) Reducing the administrative time and effort spent scheduling meetings while also reducing errors and calendar mishaps by exploring and establishing agreed upon standard processes, procedures and tools across UW Central Administrative units TAP Team Elise Glassman 12/2015 Simplify Processes
Complete
Recommendations and best practices presented to TAP team; To be rolled over to Service Standards group 01/28
Recommendations for Central Admin Organization None yet TAP Team Ruth Johnston TBD Streamline Admin Services
Complete
Recommendations delivered to President and Provost in February 02/09
Capacity Model Ongoing updates; Paul provides direction. Sarah Hall TBD
Complete
Complete. 04/04