ADMINISTRATIVETRANSFORMATION

PROGRAM

ATP Status Update

February 26, 2020

2

Agenda

1. Introduction

2. Program updates from Nick Tincher and Steve Kish

3. What’s next for ATP?

4. Q&A

• Please email your questions to atp@vc.wisc.edu

3

What Is ATP?

4

A reimagining of the administrative

infrastructure at the University of Wisconsin.

People Process

Technology

Benefits

Realization

Change

Management

Continuous

Improvement

+ →

Policy

5

P2P = Procure-to-Pay Automation Project

RAMP = Research Administration Modernization Project

6

Making Progress

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ATP Is Growing…

• We’ve added 12 team

members since

October 2019.

• And more are on the

way.

…And Moving

• Program offices will

move to 700 Regent

St. in the coming

months.

Building the Team

8

ATP Ambassador Program

Gather

FeedbackInform

Promote Change

Readiness

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UW–Madison Ambassador Program

Program Launch: October 2019

Chief Ambassador: Kayla Driscoll

Current Number of Ambassadors: Nearly 50

Campus Units Represented: 23

• Attend biweekly meetings during academic year

• Serve as point of contact between ATP and local

units

• Two-way communication

Roles and Responsibilities

10

Cloud ERP Vendor Demonstrations

Who?

• Oracle Cloud (Jan. 14-17)

• Workday (Jan. 21-24)

• Live demonstrations of

each software system’s

capabilities in HR, finance,

grants, and IT areas

• Responses to preselected

use case scenarios

• Live demonstrations:

Pyle Center in Madison

• Remote participation via

livestream

What?

Where? Why?

• ATP seeks a cloud-based tool

to support UW’s HR, finance,

and research administration

operations

• It’s just the first step toward

administrative transformation

Jan 14-17 & 21-24

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Cloud ERP Vendor DemonstrationsEngaging the UW Community

500+ registrants across

UW System

100+ in-person

attendees

250 livestream

participants

up to

8 evaluation surveys

12

Cloud ERP Vendor DemonstrationsSelection Process and Timeline

Selection Committee

• Subject matter experts from across UW System

• Meeting regularly to discuss how each ERP

candidate supports ATP’s vision for a better UW

What’s Next?

• A recommendation will be made to the sponsors

• Aiming to make a final selection in March

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Benefits Realization

• Improved capacity

• Better data

• Improved service

• Decision support

• Cost containment

• Growth potential

• Risk mitigation

What is benefits realization?

The ATP team will use metrics and

measurable outcomes to track the program’s

success and provide accountability.

Framework: Related benefits are aligned to

various groups affected by ATP, from end

users to the university level.

The Goal: We will introduce efficiencies

through standardized processes.

Identified Goals

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HR Benefit

Recruiting and Hiring

End User Benefit (Capacity) Staff will be able to reduce the overall time to hire, support the

development and growth of their units, and hire the best talent available by using automated recruiting

steps and simplified workflows.

Management Benefit (Capacity) Managers will be able to reduce the time it takes to fill open

positions and increase productivity with engaged staff.

Central Admin Benefit (Service) Human Resources will be able to respond more quickly to

recruitment requests and improve turnaround time on requisition approvals.

University Benefit (Growth Potential) The University will be able to recruit and retain top talent by

being more flexible and responsive to both shifts in business and the workforce.

15

Finance Benefit

Travel & Expense

End User Benefit (Capacity) Streamlined travel and expense processes, enabled by an intuitive

travel and expense management system, along with redesigned and simplified policies will reduce the

complexity and administrative burden associated with managing travel and expenses.

Management Benefit (Capacity) Departmental staff will have more capacity to focus on additional

tasks as a result of less demand for support related to travel and expense management.

Central Admin Benefit (Capacity) Central administrative offices (e.g., A/P, RSP) will be able to better

ensure compliance via increased visibility into data, systematic validation, and simple policies.

University Benefit (Growth Potential) The University will be able to more easily coordinate, manage,

and scale the administrative effort related to travel and expense management.

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Grants Benefit

Post-Award Admin

End User Benefit (Better Data) PIs will be able to better manage project budgets due to more

complete and real-time information, enabled by complete grants management systems.

Management Benefit (Capacity) Grant administrators will spend less time compiling information and

processing cost transfers due to the availability of real-time reporting and their own subject matter

expertise.

Central Admin Benefit (Capacity) Central offices will have more capacity to either review

expenditures, for allowability, allocability and reasonability, to ensure the compliant use of sponsored

funds.

University Benefit (Cost Containment) The University will further optimize resources with better data

to drive resource allocation decisions and modernized systems to support much-needed grants

management functionality.

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Systemwide Benefit Goals

• Process Standardization: Introduce administrative

efficiencies through the implementation of standard

processes

• Alignment: Supports the efficiency goals outlined

by 2020FWD and CORE

• Data and Reporting: Simplify reporting and

eliminate unnecessary reconciliations driven by

ancillary technology systems

• Workflow: Implement automated workflows and

integrate subsystems to eliminate redundant data

entry

• Security: Reduce the unnecessary proliferation of

data in ancillary technology systems

Systemwide Benefits

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• Continued work on the ATP business

case

• Active meetings with stakeholder

groups to fine-tune the document

• The Goal: bring our recommendation

to the Board of Regents in April

• All Regents on the Finance Subcommittee

• Chancellor Executive Group

• Chancellors (systemwide)

• CBOs (systemwide)

• Dean’s Council (Madison)

• Administrative Council (Madison)

• Academic Staff Executive Committee

(ASEC)

• University Committee

• University Staff Central Committee

ATP Business CaseUpcoming Discussions

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Proposed ERP Timeline

June 2019 June 2020 July 2020 January 2023

Preplanning Planning

Phase 1

Implementation

Phase 2

Implementation

June 2019-June 2020 June 2020-Nov 2020 July 2020-July 2023 Jan 2023-July 2025

UW-Madison

and UW System

Administration

Remaining UW

institutions

Preplanning Planning Phase 1 start Phase 2 start

Phase 2 go-liveERP selection Phase 1 go-live

July 2023 July 2025

Continuous improvement

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What’s Next

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Preplanning Efforts – Spring 2020

Cash- to Accrual-Based

AccountingPolicy

Future State Operating

and Support ModelsReporting

Backfill Strategy RAMP

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Procurement Activities

RAMP RFI

System Implementation Partner RFP

Quality Assurance Vendor

1

2

3

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Questions or Feedback?Share your thoughts at

atp.wisconsin.edu/get-involved