All Projects

Following is a list of all APR projects, both current and completed. Projects are list in alpha order. For more details, click on a project name.

Projects managed as part of the Administrative Excellence initiative are designated as (AE) in the overview column.

Project Overview Business Owner Status
AIMS Customer Support - Incident Resolution Process (completed 7/30/2015) Improved resolution of incidents reported to AIMS Help Desk. Administrative Information Management Systems (AIMS)

Completed

Access to IT Systems (completed 1/24/2014) Instituted controls for solutions implemented in November 2008 as part of the IT Access for Transferring Employees project DoIT

Completed

Award Closeout (completed 3/1/2011) Improved the process time for deactivating an award from six months to four months Research and Sponsored Programs

Completed

Award Setup (completed 1/1/2010) Reduced grant award set-up time from 113 days to 20 days (82% reduction). Research and Sponsored Programs

Completed

Campus Response to Chemical Exposures (completed 6/1/2012) Improved coordination, response time, and quality of service for chemical exposure investigations. UW Health Services

Completed

Collaborative Research Approvals (completed 11/1/2010) Implemented a new collaborative approval process, reducing the time for signatures from 4 days to 1 day. Research and Sponsored Programs

Completed

Compensation and Titling - Base Pay Adjustment Process (completed 7/31/2017) Define recommendations for streamlining and standardizing the base pay adjustment process, aligning IT systems and closing knowledge and competency gaps. Office of Human Resources

Complete

Corrective Non-Salary Cost Transfer (completed 5/1/2010) Implemented a new process for non-salary cost transfers. Accounting Services

Completed

Cost Sharing and Commitments (completed 6/1/2011) Created an electronic workflow approval tool to support cost-sharing policy and guidelines. Research and Sponsored Programs

Completed

Cost Transfers (completed 4/1/2011) Developed an electronic workflow tool to reduce errors and the processing time of cost transfers. Research and Sponsored Programs

Completed

Data Center Aggregation (completed 1/30/2014) Assessed the "current state" of campus data centers and proposed solutions to mitigate risks and costs (Administrative Excellence initiative). Office of the Chief Information Officer

This project has been completed and transitioned to the business owner for implementation.

Departmental Cashiering (completed 6/28/2014) Improved the speed and accuracy of depositing revenue on campus. Accounting Services

Completed

Developing Grant Sub-Agreements (completed 5/3/2010) Reduced this process from 12 steps to 6 steps and reduced the average process time from 378 days to 56 days. Research and Sponsored Programs

Completed

Engagement, Inclusion, and Diversity (EID) Survey Process Review (completed 3/12/2015) Shortened the time required to administer and analyze the VCFA EID survey. Office of Human Resources

Completed

Email and Calendaring (completed 3/1/2014) Implemented one, enterprise-wide system (Microsoft Office 365) for campus email and calendaring (Administrative Excellence initiative) DoIT

Completed; transitioned to business owner. Following a university-commissioned third-party risk assessment of the project, DoIT has retained an external project manager to oversee the continued implementation of Office 365. The project sponsors reaffirmed the importance of the original project goals.

Enterprise IT Decision Making - Current State (completed 8/27/2012) Performed a comprehensive assessment of the processes for decision making regarding information technology investment (Administrative Excellence initiative). None assigned

Completed

Enterprise IT Decision Making - Future State (completed 2/1/2013) Created implementation and operationalization plans for decision making parameters identified by Current State team (Administrative Excellence initiative) Office of the Chief Information Officer

Completed

Enterprise IT Decision Making - Implementation (completed 4/1/2014) Operationalized recommendations of the IT Decision Making - Future State team (Administrative Excellence initiative) Office of the Chief Information Officer

Completed; transitioned to business owner

FP&M Work Order Process Phase II (completed 7/1/2016) Proposed recommendations to redesign the processes for work orders, small project delivery, and billing in FP&M Physical Plant (follow-up to FP&M Voice of Customer project) Facilities Planning & Management (FP&M)

Completed

FP&M Work Order Process Voice of Customer (completed 5/8/2015) Collected and reviewed customer input in order to establish baselines and prioritize areas for improvement related to intake and tracking of work orders. Facilities Planning & Management (FP&M)

Completed

Financial (Profit and Loss) Report Development Design and produce rough drafts of monthly Profit and Loss (P&L) statements for each division and the overall institution. Business Services, Accounting Services, Administrative Council

 Current

Housing Apartment Turnover (completed 6/28/2014) Reduced the time taken to turn over apartments between tenants. University Housing

Completed

Housing Resident Check-Out Process (completed 11/1/2010) Developed an electronic workflow tool (with DoIT) to reduce the time it takes to process a room check-out, process a room for a new resident, and process the final billing adjustments. University Housing

Completed

Housing Urgent Information/Routing (project was closed on 11/1/2010) Proposed solutions to communicate urgent information to Housing customers within two hours. University Housing

Closed

Housing Web Redesign Process (completed 12/3/2010) Implemented an electronic workflow tool for a new requirements-based process for initiating, selecting, and prioritizing Housing web development projects. University Housing

Completed

Human Resources Appointment Creation (completed 3/17/2010) Proposed a new appointment workflow to the Office of Human Resources in anticipation of the new HRS (software) system. Office of Human Resources

Completed

Human Resources Overload Request Process (completed 6/1/2010) Developed a web-based request process that resulted in 50% of requests for overload being decided on the same day of the request; an improvement, on average, of 25 days. Office of Human Resources

Completed

IT Access for Exiting Employees (completed 3/1/2010) Created an easy-to-use system called TEAR, which notifies HR representatives to request IT access termination for exiting employees (most now have their IT access removed the same day the HR representative receives notification). DoIT

Completed

IT Access for New Employees (NetID) (completed 2/1/2011) Rolled out a new employee NetID activation process to HR representatives that enables faculty and staff to have access to email, calendars, and other UW-Madison services prior to their start dates. DoIT

Completed

IT Access for Transferring Employees (completed 10/1/2010) Reduced the time between a transfer employee’s new appointment and the provision of appropriate IT access. DoIT

Completed

IT System Mainframe Access for New Employees (completed 5/4/2010) Implemented a universal compliance agreement as part of the NetID activation process, setting the stage for removing employee signatures from all other IT authorization forms. DoIT

Completed

Internal Billing (project was closed on 6/1/2012) Provided recommended guidelines and invoice requirements for the internal billing process. Business Services

Closed

Internal Communications (completed 8/1/2014) Proposed a set of improvements to create dependable avenues for university faculty and staff to post, receive, and retrieve work-related information. TBD

Completed

Internal Communications Implementation (completed 7/31/2017) Implement recommendations on campus communications for all employees. Office of Human Resources

Completed

Internal Controls - Capital Equipment Implementation Implement improvements to inventory tracking of capital equipment across campus. Business Services

Phase 1 - Completed

Phase 2 - Current

Internal Controls - Capital Equipment Physical Inventory Tracking & Asset Valuation (completed 1/29/2015) Prepared recommendations for improving the inventory management process for capital equipment. Business Services

Completed - Recommendations Approved; moving to Implementation

Internal Controls - Cash Handling, Receipts & Deposits (completed 6/21/2016) Proposed a comprehensive institutional process for the receipt, control, and custodianship of cash and related records. Business Services

Completed

Internal Controls - Financial Information Management and Financial Reporting Establish accounting practices and activities to ensure integrity of data across all campus financial processes. Business Services

Report completed. Project team continuing.

Internal Controls - Internal Billing (completed 7/21/2016) Designed and recommended a comprehensive institutional process for internal billing (billing between UW-Madison units). Business Services

Completed

Internal Controls - Inventory Provided recommendations for a comprehensive, institutional process for inventory control. Business Services

Completed

Internal Controls - Procure-to-Pay Procurement and vendor payment processes; align with internal controls framework and deliver cost savings where possible. Business Services

Completed

Internal Controls - Purchasing Card Compliance Implementation (Procure-to-Pay sub-process) Refine and develop better controls and related monitoring around purchasing cards used by UW-Madison employees. Controller and Director of Accounting Services

 Current

Internal Controls - Revenue Define a comprehensive, institutional process for control of revenue and related accounts receivable records. Business Services

Completed

Internal Controls - Transfer of Outstanding Student Accounts to DOR (completed July 26, 2017) Establish a process to transfer outstanding student account balances to the Wisconsin Department of Revenue (DOR) for collection. Bursar's Office

Completed

Memorial Union Daily Scoop Kaizen Event (completed 7/27/2011) This team helped improve customer service at a popular ice cream shop in the Memorial Union Memorial Union

Completed

Office of Corporate Relations Customer Relationship Workflow Standardization Develop workflow process for the OCR for managing customer relationships. Office of Corporate Relations

Completed

PI Financial Tool (Generation 2) (completed 2/15/2016) Follow-up to the PI Financials project to add salary and other additional data/functionality. RSP

Completed

PI Financials (completed 11/1/2010) This team implemented a tool to assist campus researchers in managing the financial aspects of their grants RSP

Completed

Police Report Approvals (completed 4/1/2010) This team implemented solutions to redefine priority categories for reports and added a new naming convention for reports to move more quickly through an approval process University Police Department

Completed

Policy Framework Develop consistent approach to the administrative policy processes (AE) VCFA

Completed

Recreational Sports - Preventive Maintenance Development Establish a consistent maintenance approach across all facilities. Recreational Sports

Completed -- Inventory complete, moving to Phase II

Recreational Sports Work Order Management (completed 11/15/2013) This team addressed time-to-completion for maintenance work orders in the Rec Sports facilities. Recreational Sports

Completed

Recreational Sports - Preventive Maintenance Development - Phase II, Building the Plans and Selecting PM Program Following completion of inventory, development of plan and selection of software to manage preventive maitenance Recreational Sports

Completed

Resource Allocation Evaluate distribution of resources within university budget process (AE) Senior Leadership

Closed

Space Utilization - Instructional - Classroom Utilization Identification of opportunities to optimize classroom space (AE) Administrative Excellence

Completed

Space Utilization - Instructional - College of Engineering Feasibility Modeling Development and testing of optimization models to assess opportunities for varying space utilization (AE) College of Engineering

Completed

Space Utilization - Instructional - Inventory Data Implementation of a database of instructional space and related attributes FP&M

Completed

Space Utilization - Instructional - Inventory and Attributes Data Completion of a full inventory of instructional space, including a comprehensive list of room attributes (AE) Administrative Excellence

Completed

Space Utilization - Instructional - Utilization Review This team was charged with understanding how instructional space is currently used and developing a plan to more efficiently and effectively use campus space (AE) No business owner identified for this stage.

Completed

Strategic Purchasing - Computer Bundles Focus on specific commodity area to achieve savings while maintaining service levels (AE) Business Services

Completed

Strategic Purchasing - Implementation (3/24/2014) Drive campus-wide savings via strategic sourcing across multiple commodity areas (AE) Business Services

Completed

Strategic Purchasing - MRO Focus on one commodity area to achieve campus-wide savings while maintaining service levels (AE) Business Services

Completed

Strategic Purchasing - Office Supplies Focus on specific commodity to maximize savings while maintaining service levels (AE) Business Services

Completed

Strategic Purchasing - Scientific Supplies Focus on commodity area to achieve campus-wide savings while maintaining service levels (AE) Business Services

Completed

Student/Parent Financial Portal Provide students and parents with one location for viewing university bills and account balances and for making payments. TBD

On hold

Transfer of Gift Funds from UW Foundation to UW-Madison This team reduced the time it takes to transfer gift funds from the UW Foundation to the university UW Foundation / Business Services

Completed

Transportation Services - Construction and Event Communications Minimize disruption for customers by streamlining internal communications Transportation Services

Completed

Transportation Services - Campus Event Preparation (completed 11/19/2013) Review of preparation processes for managing special event parking on campus. Transportation Services

Completed.

Traveler Reimbursement (completed 2/28/2014) Development of user-friendly interface for travel and expense reimbursement processing. Business Services

Completed. The new tool was rolled-out to campus in late January, 2014.

UW Foundation Gift Funds Management This team finalized a requirements document to build a financial reporting tool to reflect balances for UW Projects and allow for accurate transfers from UW Funds to UW Projects UW Foundation

Completed

VCFA IT Study (completed May 22, 2017) Develop a set of data and attributes for the IT activity within each VCFA unit. VCFA Directors

 Completed

Wisconsin State Laboratory of Hygiene - Forensic Toxicology (completed 2/17/2014) Improve sample testing turnaround times and productivity WSLH

Completed