Active Projects

Completed Projects/Initiatives

Project Management sketch

COMMUNITIES OF PRACTICE

It is nice to have a community of peers to be able to bounce work ideas off of to collaborate on problem-solving, to share ideas and best practices. The PMO coordinates two Communities of Practice for project managers, one across the UW System and the other with peer institutions in higher education.

EMPLOYEE VALUE PROPOSITION

The PMO is working with UWSA’s Human Resources to create a single UWSA/UW System brand for talent acquisition, talent retention, and onboarding. The project will communicate positive messages in one unified “voice” on the benefits of working for UWSA/UW System. One of the goals is to improve communication coordination among UWSA and UW System human resources by incorporating systemwide messaging and visual assets into HR communication tools. The target launch date is February 2021. The PMO is providing project execution and communications services.

ENTERPRISE RISK MANAGEMENT IMPLEMENTATION

The Enterprise Risk Management (ERM) Implementation project will introduce a new risk management business process to all UW System institutions. The project involves the development of a campus implementation plan and timeline, creation of a systemwide survey and associated analyses, oversight of campus ERM plans, and integration of campus data for use by the UW System Office of Risk Management. In addition, mitigation plans will be created for key risk areas. An important project goal is to establish an ongoing process that will be updated annually. The PMO is providing comprehensive project initiation, planning, and execution support services.

LARGE/VITAL IT PROJECT REPORT PROCESSING 

The PMO coordinates quarterly reporting of all significant IT projects throughout the UW System.  This is a legal responsibility for the CIO. The PMO works with the CIO office to ensure that it gets the information needed to inform the Board of Regents and other key stakeholders. 

Microsoft 365 logoOPERATIONAL TRANSITION PROJECT 

UW System Office of Technology Services has been charged with the migration and consolidation of UW System Administration, Extended Campus, and UW-Shared Services into one Microsoft 365 tenant (Wisconsin.edu) and directory services environment. This will include migrating workstations, printers, data/files, and servers, along with applications and services. The consolidation of infrastructure services managed by the Office of Technology Services into a single environment will improve efficiency and provide cost savings. The PMO is providing comprehensive project initiation, planning, and execution support services. Additionally, OTS is working to align, with the direction of the IT as a Service project, an effort to coordinate technology services and improve information security. The coordination between the two projects will ensure that required future changes are minimized.

Campus tour photo

PRECOLLEGE PROGRAM DATA AND POLICY

The Precollege Program Data Innovation project will develop a central database of precollege programs offered by UW System institutions. The database will allow UW System to develop metrics on the efficacy of precollege programming across the UW System and assess the needs of participants. The project also includes a compliance focus to develop Regent and System policies to ensure that each institution has the proper protections to provide a safe environment for minors that participate in precollege and youth programs on our campuses. Learn more on the Precollege Project Update page. The PMO is providing comprehensive project initiation, planning, and execution support services, including management and oversight of the application’s software development team.

Shop UW Plus logoPROCURE-TO-PAY AUTOMATION

The Procure-to-Pay (P2P) Automation Project was created to launch ShopUW+, the new systemwide online purchasing and accounts payable system. The P2P project started in the fall of 2019 to support UW System’s $1.5 billion in annual goods and services expenditures. The goal was to create one systemwide platform to make purchasing and accounts payable processes more efficient and transparent.

Phase I – ShopUW+ Launch: Phase I of the project focused on customizing and launching the ShopUW+ platform. The project team successfully launched ShopUW+ on April 16. The project also launched ShopUW+ Essentials as the resource center for using the new platform. Since its launch, more than 60 percent of the requisitions being submitted and payment being issued to the supplier are being done in five days or less, and more than 80 percent of Purchase Orders are approved in one day or less with the new system.

Phase 2 – ShopUW+ Enhancements: Phase 2 of the project started in fiscal year 2022. It focuses on enhancements to the ShopUW+ platform. This includes adding business office-facing modules like Contracts+ management, sourcing coordination, supplier management support, spend analytics, and chemical inventory management. Teams have been formed with leaders from across UW System to focus on new functionality to define the scope of work to implement the changes, design and configure the new functions, refine business requirements, and deploy the functions with needed training. The modules and other business processes will be deployed by the end of 2022.

The project involves leaders across the UW System. It is also a collaborative effort with the Administrative Transformation Program. Learn more at the ShopUW+ Essential Phase 2 Updates page. The PMO is providing project management, change management support, and communication services with the UW-Madison Project Portfolio Management Office.

TITLE AND TOTAL COMPENSATION

The UW System is redesigning its current title and total compensation structures to modernize UW’s title, pay, and benefits programs. The project will create clear, consistent, and relevant job titles and job descriptions; market-informed title and compensation structures; and a framework for long-term career development across the UW-System. All UW System employees were notified of title changes effective November 1. A new UW System Salary Structure was also adopted on November 1. It incorporated the updated job titles to the updated market-informed salary minimums and maximums of the corresponding salary grades. The PMO project team helped host Virtual Town Hall Meetings with more than 1,100 employees participating. Learn more at the TTC website. The PMO is providing project planning and execution, change management communication coordination, and communication services to UWSA Human Resources and UW System institutions (except Madison).