Accomplishments

Below is a list of Administration Innovation and Planning’s accomplishments since July 1, 2023.

Many of the accomplishments listed below are significant milestones reached on projects that are still in progress. These accomplishments do not necessarily indicate that projects are completed.

Workday Implementation

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Ancillary Systems Partial Replace Recommendations

In partnership with ATP and DoIT, AIP completed analysis and delivered recommendations to ancillary system owners around specific functionality in identified ancillary systems that could be performed in Workday or not.

ATP Resources Pool

With Madison Budget Office, established a budget to support additional and temporary capacity to support implementation of Workday within campus units through June 30, 2025.

ATP Leadership “One Team”

In conjunction with the timeline revision for the Workday implementation, AIP solidified the roles of three individuals to be leads of process readiness, people readiness, and tech readiness at UW-Madison.

UW-Madison Workday Readiness Project Plan

With AIP identified as the “home” for Workday readiness at UW-Madison, AIP developed a comprehensive project plan for all of UW-Madison to track implementation activities, and enable monitoring of activities and ability to raise risks and issues as appropriate.

Workday Process Variation Definition and Guardrails

To support a successful implementation of Workday and alignment with guiding principles articulated by ATP – specifically standardization, AIP drafted a definition of a process variation and identified guardrails to understand appropriate use of requests for process variations.

HR Core Team & AIP Collaboration

In partnership with OHR and identified HR Core Leads for the implementation of Workday, deliver a charter document describing the partnership and specific roles and responsibilities to identify and perform actions identified for the implementation of Workday (e.g. business process review, operating model/service delivery design, training) in the HR space.

Finance Tiger Team & AIP Collaboration

In partnership with Business Services and identified Tiger Team Leads for the implementation of Workday, deliver a kick-off meeting describing the partnership and specific roles and responsibilities to identify and perform actions identified for the implementation of Workday (e.g. business process review, operating model/service delivery design, training) in the Finance space.

Process Improvement

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Administrative Services Unit I-9 Improvements

AIP partnered with the Administrative Services Unit (ASU) to analyze I-9 processing done within the ASU and identify opportunities for reduction of compliance risk and error rates and to increase efficiency.

Project Closure Summary

Dormakaba Time Clock RFP

AIP led the RFP process which resulted in the selection of and contract with Dormakaba, a certified Workday partner to standardize on one time clock solution for UW-Madison.

Operating Models

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Expenses Operating Model Recommendation

In collaboration with Operating Model Focus Group (subset of Administrative Council), delivered the recommendation of an opt-in 1-year pilot for divisions to utilize Business Services as a central pool for expense audit function. Alternatives explored. Included Deloitte.

Operating Model Guiding Principles

In collaboration with Operating Model Focus Group (subset of Administrative Council), develop and deliver a set of guiding principles to guide operating model evaluation, design, recommendation, and implementation in academic schools and colleges. Included Deloitte.

Continuous Improvement

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Continuous Improvement Capability Recommendations

AIP conducted internal and external interviews, and identified the key elements of a mature continuous improvement capability for UW-Madison.

Change Management

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Organizational Change Management Summit

With support from Deloitte Consulting, AIP facilitated an Organizational Change Management (OCM) Summit with VCFA Directors to understand essential elements of change leadership and began to identify next steps to drive this information and associated actions deeper into the university.

Building the AIP Team

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AIP Team Values and Intended Impact Statement

AIP conducted two all-team in-person sessions (one in July 2023 and one in August 2023) to discuss AIP team values and identity, ways of working, and developed an intended impact statement.

AIP Web Presence

With the Office of Finance and Administration’s communications team, established a simple web presence to begin to tell the AIP story.

Secure space for AIP team

With Space Management, identified leased space near campus that will be a physical presence for AIP team collaboration to meet goals around increasing a sense of belonging to UW-Madison. This requires some final confirmations which are still outstanding.

Ongoing Engagements

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Workday Readiness for UW-Madison

Broad set of activities around people, process, and technology readiness for the implementation of Workday in July 2025.

Dormakaba Implementation

AIP remains in the lead role for the Dormakaba implementation; this will coincide with the Workday go-live in July 2025.

HR Core Team & AIP Collaboration

Identify and perform actions identified for the implementation of Workday (e.g. business process review, operating model/service delivery design, training) in the HR space.

Continuous Improvement Capability

Begin working toward the formative steps on continuous improvement journey within the VCFA area inclusive of leadership actions, planning for training, and identifying pilot opportunities.

Data Automation Pilots

Continue exploration of pilots for data automation in FP&M (quarterly report), MBO (size of the envelope), and SMPH (expenses).

Scheduling Software discovery

Partnering with OHR on discovery of currently usage and interest in scheduling software across UW-Madison, with a goal of identifying a single solution to address this need.

Welcome Center (HR) Design and Recommendation

Partnering with OHR on a service model for onboarding employees into UW-Madison. Also includes Deloitte.

Artificial Intelligence and Robotic Process Automation Exploration

Identify and pursue opportunities to employ RPA and AI in administrative activity (and focus on Workday). Includes Deloitte.