UW System Restructuring Project Update, August 27, 2018

UW Colleges and UW-Extension Restructuring Weekly Project Update

Week of August 27, 2018

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Key Updates

Project Milestones

Upcoming (or unconfirmed as complete):

  • Communication Roadmap milestones for August
    • New student welcome notification
    • New leadership team welcome by Chancellors
    • Communication of tuition structure and fees
    • Announcement of new faculty governance structure (August – September)
    • Completion of student recruitment/marketing plan and materials (August – September)
    • Distribution of faculty orientation details for branch campus faculty (August – November)
    • Confirmation of Campus name changes (August – December)
    • Confirmation of new FAFSA schools codes (August – December)
  • 7/31: System – Distribute final 2018 budget transfer
  • 7/31: Procurement – Initial deep dive into UW Colleges/UW-Extension contracts completed
  • 8/15: RIs – Finalize UDDS structure for FY20; structure validated by CBO and entered in SFS
  • 8/28: Registrars – Diploma lists begin to be sent from PRISM to RIs
  • 8/30: Finance – UDDS Placement
  • 8/31: SIS – Bio-demo testing complete
  • 9/1: Fall 2019 admissions begin
  • 9/12: Finance – Transfer outstanding PR/GPR debt to RIs
  • 9/28: Regions: Faculty finalize curriculum decisions for 2019-20
  • 9/30: Procurement: ID contracts that need to be amended to reflect new metrics

Functional and Regional Team Updates

Project Management Office (PMO)


  • Continued intensive project management support to UW-Oshkosh, UW-Green Bay, UW-Stevens Point, and UW-Eau Claire
  • Completed and disseminated to Client Service Leads service transition dashboard with RI updates


  • Continue to support Regional Team restructuring activities
  • Continue to support CSLs with expedited transitions
  • Developing coursework and enrollment analysis for some of the RIs
  • Continue to build timeline for UWCS close-out

Project Communications Office (PCO)

  • Updated Student FAQs page to clarify where branch campus students can get transcripts. Branch campus students can request their transcripts and other records on the UW Colleges Transcript webpage
  • Updated the Functional Communications Roadmap, Employee Communications Roadmap, and Student Communications Roadmap (attached).
  • Collecting style guides from RIs and use of new names and logos
  • UWSA updating webpages on UWSA website with new campus names


  • UW System Restructuring has created a Faculty and Staff Blog to keep faculty and staff informed of restructuring taking place across the state. Please share the link to the blog with faculty and staff on your campus.
  • New information about the financial aid application process has been added to the Students FAQ page on the UWSA Restructuring website.
  • Counselor FAQs and Parents FAQs pages have been added to the UWSA Restructuring website.


  • Work with UWCS to redirect site with a plan to do so on September 7
  • Updating RI and branch campus communications and marketing contact list

Service Area Transitions


  • Conduct and Compliance
  • Facilities
  • Law Enforcement, Emergency Planning
  • Risk Management

UW-Eau Claire: UW-Barron Country – Bi-weekly updates

UW-Green Bay: UW-Marinette, UW-Manitowoc, UW-Sheboygan


  • Reviewed Huron’s data analysis tool; reviewed MOU service transition schedule with Huron

UW-Madison: UW-Extension Cooperative Extension, Public Media, and Conference Centers – Bi-weekly updates

Top Concerns:

  • Follow-up on UW-Extension budget negotiations
  • Status of submitted System policy draft changes

UW-Milwaukee: UW-Washington County, UW-Waukesha – Bi-weekly updates

UW System Administration: UW-Extension Continuing Education, Outreach and E-Learning; Division of Business and Entrepreneurship; Instructional Communications Systems (ICS); Wisconsin Humanities Council; Wisconsin Institute for Public Policy and Service (WIPPS) – monthly updates


  • Met with Provost leadership to discuss Course Exchange, decision made that Admissions, Bursar, Registrar, and Financial Aid will be provided by RI;
  • Charters finalized as well as memo. highlighting workgroup structures, Assembly of Online operational data


  • Second meeting of Finance Admin. Group
  • Kick-Off Meeting for 19-20 Course Exchange work group
  • Communication went out to Online students
  • Confirm all RI participants
  • Develop RI Advisory Council
  • Create Academic Planning Timeline at RIs

UW-Oshkosh: UW-Fox Valley, UW-Fond du Lac


  • Conducted August 21 Oshkosh steering committee meeting
  • Conducted MOU service transition reviews with three of four Campus Relationship leads
  • Reviewed tuition and enrollment model with UW System OPAR
  • Completed another three Roadmap follow-up meetings with Oshkosh Working Groups


  • Opening meetings at Fox Valley and Fond du Lac campuses
  • Creation of a template for employee-facing Oshkosh Communications Roadmap
  • Final Roadmap follow-up meetings with Oshkosh Working Groups
  • Review of MOU service transitions with Enrollment Management Campus Relationship Lead at Oshkosh

UW-Platteville: UW-Richland, UW-Baraboo/Sauk – Bi-weekly updates


  • Client service leads reviewed MOU service transition schedule with Huron

UW-Stevens Point: UW-Marathon County, UW-Marshfield


  • Reviewed MOU dashboard with RIs and campus functional team leaders


  • Schedule meetings for the deans of all four colleges for the week of Sep. 4

UW-Whitewater: UW-Rock County – Monthly updates

Bursars – On Hiatus

Facilities and Property – No update since 8/20



  • Biennial budget proposal to BOR


  • Expected to sunset in July 2019

Financial Aid – No update since 7/2

HLC – No update since 8/20

Human Resources – sunsetting

Libraries – No update since 8/20

Procurement – No update since 8/20

Registrars – No update since 8/20

Student Information Systems (SIS)


  • Huron/SCI Data Conversion Team worked with UW Colleges Central IT to migrate data conversion processes and security authorizations into the Production environment prior to the code freeze; this migration allows for an on-time implementation of the Mock 3 data conversion in PRISM production


  • Kick-Off Meeting for new SIS Governance Model on 8/30/2018
  • UW Colleges PRISM production will be in a code freeze from August 27 through September 19; this means that no PeopleSoft changes are to be implemented in PRISM production during this timeframe; the purpose of this code freeze is to allow UW Colleges functional offices to be able to run start of semester processes effectively without potential interruption of services that may be caused by new or modified code in PRISM

Student Visa Functional Team (SVFT)


  • Waiting for Department of Homeland Security to approve I-17s.