AE Projects – Measuring Results and Continuing Implementation

The transition to implementation continues on many projects, as the teams deliver final recommendation and business owners begin to report results. Recent activity includes:

Data Center Aggregation:

This team completed its work and received approval on their Final Report on January 30, 2014. The new service team is moving forward with implementation. Background on the project is available on the project site. Details on the new service were announced to campus in February.

Strategic Purchasing:

  • Remanufactured Toner: In fall 2013, Business Services added a new vendor to the Shop@UW site, EIS Office Solutions. EIS offers remanufactured options for most printers at significantly lower cost than name-brand equivalents.  In the seven months prior to this rollout, campus spent more than $700,000 on new toner cartridges. Had these been remanufactured toner from EIS instead, campus would have saved over $480,000. Details on the product, vendor and purchasing remanufactured toner are available here.
  • Computer Bundles: In the eleven months since adopting the Preferred Product configurations from Dell, campus saved more than $393,000 on laptop and desktop purchases. Visit the Purchasing Services site to review these options.
  • Maintenance, Repair & Operations (MRO) Supplies: A cross-campus standards team has standardized a number of products, improving purchasing efficiencies and lowering product costs. Annual savings on toilet paper alone is estimated at over $54,000. The team is also standardizing on the most environmentally friendly products whenever possible. See the article detailing their work here.

Work products for the different commodity area teams can be accessed from the AE project page.

Instructional Space – Inventory:

This team was formed with the goal of creating a data collection process and space inventory to support an enterprise scheduling system, thereby providing stakeholders a way to identify rooms for instructional use. The inventory included room features and attributes for all spaces used for scheduled instruction. The Steering Committee accepted the team’s final report in May.

A new team was convened to develop implementation plans for a) defining the process for regular data updates and b) making the data available to campus by April 2014. This work is going forward as an Administrative Process Redesign (APR) project.

Instructional Space – Utilization:

Following the work of the AE Classroom Space Utilization project in 2012, this team was convened to specifically address the utilization of instructional spaces. The team was charged with defining and identifying current state capacity and use of instruction space, as well as outlining processes for ongoing measurement and modification. The team completed its final report in May 2013, with recommendations approved by the Steering Committee which included:

  • Form of a new Campus Review Team to oversee processes and policies
  • Implement a new process for reviewing instructional spaces and utilization
  • Review underutilized departmental instructional spaces for other use or potential return to the general assignment pool
  • Study how revisions to class lengths could impact the scheduling of rooms

A feasibility study, including the development of a scheduling optimization tool, is underway in the College of Engineering.

E-mail & Calendaring:

Plans to slow the UW’s Office 365 implementation for a few months were announced to campus in late February. This pause in the project is to give the teams involved the opportunity to respond to a third-party project review directed by campus leadership. The focus of the review was on implementation details and not on project direction.

Office 365 technical and development teams will examine issues raised in the review. They will submit recommendations to the project sponsors. The sponsors’ decisions will be used to revise the timeline for implementation. Details about the review and adjustments will be shared with the campus after the sponsors have made their decisions.


Enterprise IT Decision Making – Future State:

The recommendations of this team, as well as initial plans for implementation, have been presented to numerous campus governance groups. The full business case and implementation charter are available here. The implementation team is currently reviewing draft staffing, governance and workflow documents.


As many of the projects are transitioning to the business owners as part of their final implementation, the AE Advisory Committee held its final meeting on May 2, 2013. Future advisory committees will be attached to each individual project as necessary.



Phase II — Wave One
ProjectLatest update
Strategic Purchasing- MRO
Lead: Paul Broadhead
  • Implementation planning continues
Strategic Purchasing- Scientific Supplies
Lead: Mike Hardiman
  • Implementation planning continues
Strategic Purchasing- Office Supplies
Lead: Tammy Starr
  • Implementation planning continues
Strategic Purchasing - Computer Bundles
Lead: Brian Busby
  • Implementation planning continues
Email & Calendaring
Lead: Rhonda Davis
  • Charter drafted; ready for approval
  • Team members are being populated to the team in preparation for a kick-off meeting in mid-August
  • Project managers have been assigned:  Lynnette Gerstner (DoIt) and Dan Koetke (APR)
Data Center Aggregation
Lead: Ed Van Gemert
  • Team members are being populated to the team
  • Charter drafted; ready for approval
  • Project managers have been assigned:  Brian Goff (DoIt) and Dan Koetke (APR)
Instructional Space Utilization
Lead: Alice Gustafson
  • Charters are drafted for the Instructional Space Utilization Review Process project and Instructional Space Inventory Data project, two of five projects identified in next steps; ready for approval
  • Charters were reviewed with the business owners in FP&M, Space Remodeling Policy Committee, Enrollment Management and the Office of the Registrar
  • Changed the project name from Classroom Space Utilization to Instructional Space Utilization based on feedback
Phase II — Wave Two
ProjectLatest update
Enterprise IT Decision Making Future State
Lead: Steve Hahn
Team meeting on Wednesday, August 1st
  • Revised team schedule and established a timeline for the remainder of the project
  • Held a broad discussion about benchmarking and the method for collecting information from other institutions
Lead: Alice Gustafson & Kurt Dorschel
  • Work continues on revisions to final documents; the role of the Advisory Committee was removed from the policy process
Resource Allocation
  • The charter has been vetted with the Advisory Committee and is ready for review by the Steering Committee
  • Preparing for work on principles
Enterprise IT Decision Making Current State
Lead: Barbara McPherson
Team meeting on Tuesday, July 31st
  • Refined conclusions in final report drafted in preparation for presenting to the Advisory Committee on August 16th