1 / 16

THESIS Project Update

THESIS Project Update. Presented by: Laurie Pruett and Jan Loomis, Project Managers December 15, 2005. Agenda. Accomplishments to Date Next Steps Campus One Stop Organization Structure - Draft Central Processing Center Organization Structure – Draft. Accomplishments.

danyl
Download Presentation

THESIS Project Update

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. THESIS Project Update Presented by: Laurie Pruett and Jan Loomis, Project Managers December 15, 2005

  2. Agenda • Accomplishments to Date • Next Steps • Campus One Stop Organization Structure - Draft • Central Processing Center Organization Structure – Draft

  3. Accomplishments • Initial “kick-off” meeting with Jan, Cindy, Laurie – October 3, 2005 • Reviewed progress to date • Initial discussions about how we match our schedule to that of Project Enterprise, especially with admissions • Different approach to admissions go-live (phased) discussed and developed • Plan developed for doing campus visits • Developed questions for the visit, shared with sponsors, and edited based upon sponsors’ feedback • Visit logistics and emails announcing visit developed and finalized

  4. Accomplishments • Initial communications meetings held with Eddie Meisner and Jane Russo • Reviewed Communication Plan Outline and Matrix • Initial meeting with Sponsors and Steering Committee 10/5/05

  5. Accomplishments • Met with all 7 campus one-stop teams • Provided teams with an overview of project status • Set high-level expectations • Suggested next steps • Backwards planning at a high-level • FAQ’s • Visited physical facilities available for one-stops on each campus • Met with campus leadership • UMF • UMM • UMFK • USM • UMPI

  6. Accomplishments • Developed One-Stop Team Leader Workshop • All campuses participated with the exception of UMFK • Workshop delivered on 11/30/05 • Status at each campus shared • Updated website with templates, tools, models, and presentation on NACUBO conference • Brainstormed with team the tasks necessary to plan and implement a one-stop • Discussed approaches for addressing various tasks • Reached agreement to have a monthly status conference call with One-Stop Team Leaders

  7. AccomplishmentsOne Stop (continued) • Agreed to schedule a joint meeting with sponsors and Campus Team Leads (January ‘06) • Discussed HR issues with Frank Gerry • Advance time required by HR (sooner is better) • Job descriptions/classifications • We have people doing those things now in current positions/titles • Team leads felt that it was important to properly compensate one-stop cross-trained job holders • THESIS is on a parallel track with HR discussions with the bargaining units (for now)

  8. Accomplishments • Identified key milestones where we expect to bring leaders together for another workshop: • HR Plan • Job descriptions • Workforce management • Other HR issues • Physical facility plan/design and equipment needs • Involve David Wilson in discussions • Explore grant possibilities for one stop renovations • Business Process Re-design Plan • Technology Resources • Training Plan • Transition Plan

  9. Accomplishments • Convened the Centralized Processing Team on 12/1 • Communicated Team Mission and Objectives, Roles and Responsibilities • Updated the Group on the Status of Campus One Stop Planning • Received Document Management System Update from John Grover • Image Now from Perceptive Software • Two implementations planned • Financial aid (no workflow) by end of February • Admissions (with workflow) by end of July • Need to decide which offices will accept documents for imaging • Need to formulate document retention and destruction policies • Discussed possible location of Center in Neville Hall (UNET building) on the Orono campus • Space is available and “free” • Space is near UNET technical support for Document Management System

  10. Accomplishments • Conducted Facilitated Discussion • Identified Center MVPs (Most Viable Processes) • Receipt, processing, imaging, & indexing of • Admissions (including graduate school & international students) • Financial aid documents • Immunization • Loan collections & receivables • Transcript receipt/requests • Immigration certification process • Mail House/Fulfillment functions • Archiving • Web-based admissions application help desk • Help desk for all technology functions • Enrollment verification • Student & 3rd Party billing and payments • Degree verification • Building/maintaining degree audit • Portal support • E-Portfolio support • University College Academic Logistics

  11. Identified MVPs project risks/challenges • Synthesized and prioritized MVPs • Immunization • Admissions applications • Financial Aid documents • Loans and Collections • Archiving (imaging historical documents) • Discussed Process • Laurie and Jan to develop “Strawman” plans based on input • Plans to be reviewed by Team • Plans revised by Jan, Laurie and SME team • Revised plans reviewed by team

  12. Next Steps • Monthly phone or polycom meetings with One-Stop Team Leaders • Provide links on THESIS website to established one stop centers at other universities to serve as models for campus one stop planning teams • Send representative to visit University of Delaware’s one-stop center • Develop baseline data on current state of level of service to students to be used to assess the effectiveness of campus one stop organizations • Monthly polycom meetings with Centralized Processing Center Team • Develop “strawman” models for Center based upon team identified and prioritized MVP’s – also includes org design and governance • Divide center team into workgroups • Communications Team • Work groups on each MVP • Work groups meet as often as necessary and report monthly to the full Centralized Processing Team • Jan and Laurie meeting with key project stakeholders week of 12/11/05 • Joanne, Elsa on center model issues • Cindy Mitchell, Alison Cox, John Grover, Ralph Caruso on Project Enterprise/Document Management/THESIS project coordination issues • David Wilson, Ralph Caruso on Center facilities issues

  13. University President Executive Team One Stop Manager • One Stop Staff and Processes: • Records/Registration • Financial Aid • Student Finance • Other campus identified processes Draft – Campus One Stop Center Structure Design Working manager reports to one or more execs with responsibility for the functional area(s) Manager oversees operation of the center, supervises staff, establishes work schedules, develops plans for expansion, serves as liaison to the Central Processing Center.

  14. Draft - Central Processing Center Organization Structure Center Director is responsible for operation of center, supervision of staff, identification of new services and negotiation of service level agreements with Advisory Board Planning teams will develop HR, Facility, Training, and Business Process Re-design Plan and a Transition Guide for each MVP MVPs

  15. Draft – Central Processing Center Planning Timeline

  16. Questions and Answers

More Related