UW System Restructuring Project Update, September 24, 2018

UW Colleges and UW-Extension Restructuring Weekly Project Update

Week of September 24, 2018

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Project Milestones

Communication Roadmap Milestones for September

  • 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 new FAFSA schools codes (August – December)

Upcoming (or unconfirmed as complete)

  • 7/31: System – Distribute final 2018 budget transfer
  • 7/31: Finance – UW-Extension Funding Crosswalk for BOR
  • 7/31: Procurement – Initial deep dive into UW Colleges/UW-Extension contracts completed
  • 8/30: Finance – UDDS Placement
  • 8/31: SIS – Bio-demo testing complete
  • 9/12: Finance – Transfer outstanding PR/GPR debt to RIs
  • 9/28: Regions – Faculty finalize curriculum decisions for 19-20
  • 9/28: Finance – Identify a funding stream for leased properties
  • 9/30: Regions – Complete orientation of all new regional hires and transitioning employees
  • 10/1: SIS – Data Migration Phase 1 completed
  • 10/1: Regions – First run of MILER MAAD extracts on all campuses for AY 2018-19
  • 10/1: Libraries – Identify system-wide purchase recommendations for College perpetual access resources
  • 10/1: Libraries – Examine opportunities for efficiencies in ILL borrowing and lending
  • 10/1: Regions – Receiving Institutions create crosswalk between old and new UDDS by employee

Service Transitions

Upcoming:

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

Functional and Regional Team Updates

Project Management Office (PMO)

Completed:

  • Completed analysis of coursework and enrollment data at UW-Green Bay, UW-Stevens Point, and branch campuses
  • Developed presentation and deliverables for Academic Portfolio work
  • Finalized transition plan of PMO and MOU responsibilities from Huron to UWSA
  • Worked with Campus Relationship Leads at RIs to update the status of the services in their portfolios
  • Distributed Steering Committee meeting presentation

Upcoming:

  • Continue to transition PMO responsibilities to UWSA
  • Continue to support CRLs with expedited transitions
  • Finalize statements of work for continued support at select RIs

Project Communications Office (PCO)

Completed:

  • Met with members of the Course Exchange work group to discuss communications, process, and FAQs
  • Hosted call about program approval process and timeline

Upcoming:

  • Develop plan for restructuring podcast
  • Develop employee transition communications
  • Develop Business Officer Magazine outline

UW-Eau Claire: UW-Barron Country

No Updates this Week

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

Completed:

  • Academic portfolio analysis

Upcoming:

  • Huron to present final analysis of academic portfolio

UW-Madison: UW-Extension Cooperative Extension, Public Media, and Conference Centers

Upcoming:

  • Timelines for the 7/1/19 transition of Public Media and Co-Op Extension should be finalized in October
  • Faculty Senate will meet to begin considering tenure issues on 10/1

UW-Milwaukee: UW-Washington County, UW-Waukesha

No Updates this Week

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

No Updates this Week

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

Completed:

  • Preparations for the September 25 Lake Winnebago Restructuring Steering Committee meeting
  • Employee-facing communications roadmap
  • Recorded 44 recommendations for decision review by Regional Team lead and Chancellor
  • Reviewed Huron statement of work with System Project Management Office
  • Began planning for expedited transition of Risk Management and Safety

Upcoming:

  • September 25 Lake Winnebago Restructuring Steering Committee meeting
  • Dissemination of final employee-facing communications roadmap
  • Exploration of amendment of Foundations section of MOU with UW System
  • Revision and resubmission the Huron SOW

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

Completed:

  • Signed MOU

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

Completed:

  • Cost-to-educate analysis

Upcoming:

  • Presentation of cost-to-educate analysis

UW-Whitewater: UW-Rock County – Monthly updates

No Updates this Week

Libraries

Completed:

  • Set up access to branch campus ILLiad instances for RIs
  • Reviewed ALMA/PRIMO configuration options for branch campuses

Upcoming:

  • Funding requests for restructuring-related software updates
  • Continue ALMA/PRIMO transition discussions
  • ID license issues requiring review by procurement staff (October 1)
  • OCLC meeting October 1
  • Ex Libris meeting in November to test data migration

Procurement

Completed:

  • Prepared draft process for amending software/SAAS licenses impacted by Restructuring
  • Reviewed direct pay data from UW Colleges Controller

Upcoming:

  • P-card spend analysis and review
  • Analysis of all UWSA/C/X contracts for legal issues related to transferring contracts to RIs
  • Establishment of approach for contract review

Student Information Systems (SIS)

Completed:

  • Finalized dates for Mock 3 and Go-Live PRISM Data Conversion in agreement with PRISM Core Team recommendations
  • Held all-day retreat for Student Support work group addressing AY19-20 Course Exchange
  • Developed a proposed strategy for UWC ImageNow data conversion

Upcoming:

  • Mock 3 data conversion for UW-Green Bay, UW-Oshkosh, and UW-Stevens Point during week of 9/24

Other Functional Teams

*Functional teams not listed did not have updates this week.