Restructuring Project Steering Committee Meeting · 2019. 6. 24. · Meeting Summary UW Colleges...
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UW Colleges and UW-Extension Restructuring Steering Committee Meeting Summary – June 24, 2019 1 Overview The objective of the June 24, 2019, Steering Committee meeting was to receive updates on 2019 Combined Roadmap planning, Higher Learning Commission (HLC), and New Freshman Applications and Admissions. Project Management Office (PMO) Jo Carter, Project Portfolio Manager, gave an update on the 2019 Combined Project Roadmap. As of June 24, 2019, 49 percent of the milestones have been completed. • June milestones included Phase IV cutover (SIS), transition of all official personnel files to receiving institutions, and establishing/transferring Tcard/Pcards for FY 20 • The PMO will start the third round of Gates meetings with RIs on June 25. Through the first two rounds of meetings no restructuring concerns have been raised. • The Restructuring Project moves to HLC Phase 2 on July 1, 2019 • Beginning July 1, 2019, issue escalation and resolution at the campus level is preferred when possible and surfaced to UW Colleges contacts or PMO when required Higher Learning Commission (HLC) Carleen Vande Zande, Associate Vice President for Academic Programs and Educational Innovation, stressed the importance of Receiving Institutions (RI) tracking restructuring activity to consistently and systematically meet HLC criteria for branch campus operations. She said RIs should provide documentation of the integration of branch campuses into RIs HLC expectations/ reports. She indicated that during Phase 2 of the restructuring the regional and centralized student and administrative services of the UW Colleges will be integrated into the branch campus and RIs by their regional planning teams. During Phase 2 the RIs will undertake operational planning to determine if they will keep the branch campus designation or move toward an additional location model. Changes to the branch campus designation will be a local institutional decision; any changes to the campus designation will be reported to the HLC at the time of the decision. New Freshman Applications & Admissions Sue Buth, Director of Policy Analysis and Research, provided a summary of new freshman applications and admissions for the Fall 2019 cycle. Admission applications have declined slightly and admission rates have slightly increased, resulting in admission numbers remaining flat (excluding UW-Madison). Admissions at branch campuses have declined, with uneven admission across the campuses. Next Steps The PMO will start the third round of ongoing meetings with RIs to discuss points of concern between campus plans and combined roadmap and escalate issues of concern to campuses. The next Steering Committee meeting is on Friday, July 19, 2019.
Transcript of Restructuring Project Steering Committee Meeting · 2019. 6. 24. · Meeting Summary UW Colleges...
UW Colleges and UW-Extension Restructuring Steering Committee Meeting Summary – June 24, 2019
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Overview The objective of the June 24, 2019, Steering Committee meeting was to receive updates on 2019 Combined Roadmap planning, Higher Learning Commission (HLC), and New Freshman Applications and Admissions.
Project Management Office (PMO) Jo Carter, Project Portfolio Manager, gave an update on the 2019 Combined Project Roadmap. As of June 24, 2019, 49 percent of the milestones have been completed.
• June milestones included Phase IV cutover (SIS), transition of all official personnel files to receiving institutions, and establishing/transferring Tcard/Pcards for FY 20
• The PMO will start the third round of Gates meetings with RIs on June 25. Through the first two rounds of meetings no restructuring concerns have been raised.
• The Restructuring Project moves to HLC Phase 2 on July 1, 2019
• Beginning July 1, 2019, issue escalation and resolution at the campus level is preferred when possible and surfaced to UW Colleges contacts or PMO when required
Higher Learning Commission (HLC) Carleen Vande Zande, Associate Vice President for Academic Programs and Educational Innovation, stressed the importance of Receiving Institutions (RI) tracking restructuring activity to consistently and systematically meet HLC criteria for branch campus operations. She said RIs should provide documentation of the integration of branch campuses into RIs HLC expectations/ reports. She indicated that during Phase 2 of the restructuring the regional and centralized student and administrative services of the UW Colleges will be integrated into the branch campus and RIs by their regional planning teams. During Phase 2 the RIs will undertake operational planning to determine if they will keep the branch campus designation or move toward an additional location model. Changes to the branch campus designation will be a local institutional decision; any changes to the campus designation will be reported to the HLC at the time of the decision.
New Freshman Applications & Admissions Sue Buth, Director of Policy Analysis and Research, provided a summary of new freshman applications and admissions for the Fall 2019 cycle. Admission applications have declined slightly and admission rates have slightly increased, resulting in admission numbers remaining flat (excluding UW-Madison). Admissions at branch campuses have declined, with uneven admission across the campuses.
Next Steps The PMO will start the third round of ongoing meetings with RIs to discuss points of concern between campus plans and combined roadmap and escalate issues of concern to campuses. The next Steering Committee meeting is on Friday, July 19, 2019.
UW Colleges and UW-Extension RestructuringSteering Committee Meeting 20
Monday, June 24, 20199:00 a.m. – 10:30 a.m.
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DRAFT
Steering Committee Meeting Agenda
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Topic Time Presenter
Welcome 9:00 – 9:05 Rob Cramer
Project Update 9:05 – 9:20 Jo Carter
HLC – Phase 2 9:20 – 9:40 Carleen Vande Zande
Admissions Update 9:40 – 10:00 Sue Buth
DRAFT
Project Update
Jo Carter, Project Manager
DRAFT
Combined Roadmap
Notable Completed Milestones - June• Phase IV SIS cutover (SIS)• Transition of all official personnel files to receiving institutions (Human Resources)• Establish/transfer Tcards/Pcards for FY20 (Procurement and Finance)
Notable Upcoming Milestones - July• 6/30 and 7/1 are major transition dates for the project
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DRAFT
# 2019 milestones # completed # remaining % Complete
293 142 151 49%
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2019 2020Jan Mar May Jul Sep Nov 2020
End of FY Transitions7/1/2019
End of Summer Term Transitions8/22/2019
Most Roadmap Milestones Complete11/1/2019
Timeline overview
Today
1/1/2019 - 8/1/2019UWX Transitions: UWX > UWSA
1/1/2019 - 9/16/2019MOU Transitions: UWC > RIs
2/1/2019 - 2/28/2020UWCX Closeout
5/20/2019 - 9/22/2019Summer Term
Gates Meetings - Overview
• Three meetings with each receiving institution (RI) to assess readiness for keytransitions• One meeting per month in May, June, and July• Review list of upcoming MOU service transitions• Identify, escalate, and resolve issues related to service transitions and
Restructuring generally
Gates Meetings – Second and Third Rounds
• Second round of meetings is nearly complete• No Restructuring concerns found
• Third round of meetings begin on June 25th
The Project Management Office will complete all second and third round gates meetings with RIs, per the plan presented to the Board of Regents.
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2019 2019
Today
May Jun Jul Aug Sep Oct
Library Support Services7/1/2019
Institutional Research7/1/2019
Records Mgmt(except summer students)
7/1/2019
Records Mgmt (summer students)9/15/2019
Auxiliaries7/1/2019
Business Svcs(except Summer 2019 tuition/fees)7/1/2019
Procurement7/1/2019
Student Housing - remaining transitions7/1/2019
Veterans Services
Oversight of Instruction - SSI
Student Support Services –Central Solution Center closes8/22/2019
Oversight of Instruction - Online8/22/2019
5/7/2019 - 9/15/2019UWC Registrars - Spring/Summer 2019
5/8/2019 - ongoingRI Registrars - Fall 2019
7/1/2019
7/1/2019
CITS9/1/2019
Human Resources7/1/2019
Timeline of remaining MOU transitions
Issue Resolution
Beginning July 1, 2019, issues that arise on campuses should follow this process:
Issue escalation and resolution at the campus level is preferred when possible.
If your campus has an issue escalation plan
• This takesprecedence. Followyour institution’splan.
If your campus does NOT have an issue escalation plan
• Escalate throughnormal campusoperatingprocedures.
If an issue cannot be resolved at the campus level
• Escalate to thedesignated point ofcontact (see nextslide).
If you are unsure how to escalate an issue
• Contact your RI’sdesignated liaison inthe ProjectManagement Office.
Points of ContactFunctional Area Point of Contact
Academic AffairsEnrollment Mgmt/Student Support Svcs
Jackie Joseph-Silverstein [email protected]
Administration & Finance Steve Kuhn [email protected]
Human Resources Jason Beier [email protected]
Information Technology Ty Letto [email protected]
Procurement Rhonda Loger [email protected]
Shared Financial System (SFS) [email protected]
Human Resource System (HRS) UW Service Center Affinity [email protected] (Madison, Milwaukee)[email protected] (Eau Claire, Oshkosh, Platteville, Stevens Point, Whitewater)[email protected] (Green Bay)
Project Management Office LiaisonsLiaison Receiving Institutions
Ron Schwartz [email protected]
UW-Eau ClaireUW-Green BayUW System AdministrationUW-Whitewater
Jason Barrett [email protected]
UW-Platteville UW-Stevens PointUW-Madison
Kelly Gauthier [email protected]
UW-MilwaukeeUW-Oshkosh
Higher Learning Commission (HLC) – Phase 2Carleen Vande Zande, Associate Vice President for
Academic Programs and Educational Innovation
DRAFT
HLC - Expectations
• Meet our planning goals or have a plan to achieve them in a reasonable time
• Consistently and systematically meet criteria for branch campus operations
HLC – Possible Reporting and Rationale
• Status update on July 1 expectations for Steering Committee• Background for RI's upcoming HLC reviews• U.S. Department of Education review background• Board of Regents reporting• RI can see big picture of project and set own goals
HLC – Documents Provided
• Integration of branch campuses into RIs HLC expectations/reports
• Original phased planning document
HLC – Phase 2
“During Phase 2 of the restructuring (July 1, 2019 – June 30, 2020) the regional and centralized student and administrative services of the UW Colleges will be integrated into the branch campus and receiving institutions by their regional planning teams. During Phase 2 the receiving institutions will undertake operational planning to determine if they will keep the branch campus designation or move toward an additional location model. Changes to the branch campus designation will be a local institutional decision; any changes to the campus designation will be reported to the HLC at the time of the decision.”
New Freshman Applications & Admissions Fall 2019 Cycle
Sue Buth, Director of Policy Analysis and Research
UW 4-Year CampusesCampuses dig deeper into shrinking pool• Applications decline somewhat
• Excluding Madison, 4-year applications are down 2.2%compared to 2018 (1,184 applications) and 5.5% compared to2017 (3,098 applications).
• When Madison is included, 4-year applications are effectivelyflat compared to 2018.
UW 4-Year CampusesCampuses dig deeper into shrinking pool• Applications decline somewhat
• Excluding Madison, 4-year applications are down 2.2%compared to 2018 (1,184 applications), 5.5% compared to2017 (3,098 applications).
• When Madison is included, 4-year applications are effectivelyflat compared to 2018.
• Admissions rates rise in response• Excluding Madison, admissions rates have increased from 87%
in the Fall 2017 cycle to 91% in Fall 2019.
UW 4-Year CampusesCampuses dig deeper into shrinking pool• Applications decline somewhat
• Excluding Madison, 4-year applications are down 2.2%compared to 2018 (1,184 applications), 5.5% compared to2017 (3,098 applications).
• When Madison is included, 4-year applications are effectivelyflat compared to 2018.
• Admissions rates rise in response• Excluding Madison, admissions rates have increased from 87%
in the Fall 2017 cycle to 91% in Fall 2019.• Admission numbers remain flat
• The combined result is that, again excluding Madison, 4-yearadmissions are effectively flat, up only a modest 0.9% (367admits) year-to-year as of June. With Madison, admissions areup 3%, or 2,129 admits.
UW Branch CampusesHistorical Application Declines Continue into the Fall 2019 Cycle
UW branch campus applications have trended downward since Fall 2013, with particularly sharp declines in Fall 2014, Fall 2016, Fall 2018 and Fall 2019.
UW Branch CampusesExpected Decline in Fall 2019 New Freshman Enrollment
If the Fall 2019 end-of-cycle estimate holds, and Fall 2018 completion and yield rates are maintained, new freshman enrollments are expected to drop.
UW Branch CampusesNew freshman admissions down, but gaining on Fall 2018 levels• Ground is being made up
• Total applications went from being down 27% year-to-year in March, to 20% in April, to 16% in May, to 12% inJune. Completed apps and admissions have trended inthe same way.
• Room for continued growth• Branch applications received as of June generally
account for only 85% of those received by the end ofcycle.
• Students referred from receiving institutions (applicantsdenied at main, but offered branch campus admission).
UW Branch CampusesUneven admissions across branch campuses
Next StepsPlease mark your calendar for the remaining Steering Committee meeting dates:
Friday, July 19Friday, August 9Friday, September 20Friday, October 19
The next Steering Committee Meeting is Friday, July 19, 2019.
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DRAFT
Project Management Office, UW Colleges and UW-Extension Restructuring Project [email protected] Office of Administration, University of Wisconsin System 780 Regent Street, Suite 220, Madison, WI 53715 www.wisconsin.edu/uw-restructure
UW Colleges and UW-Extension Restructuring Project Steering Committee Meeting Schedule
A committee meeting reminder will be emailed from [email protected] on the Friday prior to each meeting, which will include a meeting preview and additional updates as needed. On the Wednesday prior to the meeting, an agenda and meeting materials will be distributed.
Phase I: November 09, 2017 – June 30, 2018 Meeting Date Time Location Room
3 January 19, 2018 9:00 AM - 12:00 PM Pyle Center Room 325/326 4 February 16, 2018 9:00 AM - 12:00 PM Pyle Center Room 325/326 5 March 16, 2018 9:00 AM - 12:00 PM Pyle Center Room 313 6 April 20, 2018 9:00 AM - 12:00 PM Pyle Center Room 325/326 7 May 17, 2018 9:00 AM - 12:00 PM Pyle Center Room 313 8 June 13, 2018 9:00 AM - 12:00 PM Lowell Center Isthmus
Phase II: July 01, 2018 – June 30, 2019 Meeting Date Time Location Room
9 July 20, 2018 9:00 AM - 12:00 PM Lowell Center Isthmus 10 August 17, 2018 9:00 AM - 12:00 PM Lowell Center Isthmus 11 September 21, 2018 9:00 AM - 12:00 PM Dejope Hall Lake Mendota Room 12 October 19, 2018 9:00 AM – 10:00 AM Via WisLine ----------------- 13 November 16, 2018 9:00 AM - 12:00 PM Lowell Center Isthmus 14 December 21, 2018 9:00 AM – 10:00 AM Via WisLine ----------------- 15 January 18, 2019 9:00 AM - 12:00 PM Pyle Center Room 325/326 16 February 15, 2019 9:00 AM - 12:00 PM Via WisLine ----------------- 17 March 15, 2019 9:00 AM – 10:30 AM Via WisLine ----------------- 18 April 19, 2018 9:00 AM - 12:00 PM Via WisLine ----------------- 19 May 17, 2019 9:00 AM - 12:00 PM Via WisLine ----------------- 20 June 24, 2019 9:00 AM - 10:30 PM Via WisLine ----------------- 21 July 19, 2019 9:00 AM - 12:00 PM Lowell Center Isthmus 22 August 9, 2019 9:00 AM - 12:00 PM Lowell Center Isthmus 23 September 20, 2019 9:00 AM - 12:00 PM Lowell Center Isthmus 24 October 15, 2019 9:00 AM - 12:00 PM Pyle Center Room 325/326
Updated 6/19/19
