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Campus Projects

New Licenses & Major Service Launches

Qualtrics

WebSurvey@UW will soon be replaced with the Qualtrics Survey Hosting Service. UW System chose Qualtrics because of its advanced set of features and intuitive interface. All UW-Madison faculty, staff and students can create an account for free and access Qualtrics’s training and support. To get started, go to the UW-Madison Qualtrics Survey Hosting Service log-in page and enter your NetID and password. If you are using the survey service for the first time, an account will automatically be created for you. Effective 10/01/2009, all new survey accounts will need to be created at http://survey.wisc.edu. No new WebSurvey accounts will be accepted; however, WebSurvey account renewals will be accepted through 1/01/2010. WebSurvey@UW will cease to exist on 9/30/2010. To learn more, visit the UW-Madison Qualtrics Survey Hosting Service site.

eReimbursement System

Led by the UW Division of Business Services, the eReimbursment System will replace the current paper Travel Expense Report process with an automated web application (PeopleSoft Expense Management Module). The goals of the project are to streamline, simplify, standardize and automate travel expense reporting and travel management for campus users and to expedite reimbursements to travelers. A pilot program is being rolled out to select units in 2008 before campus-wide implementation takes place. Read more.

Human Resources System (HRS)

The current University of Wisconsin Payroll System has served UW employee needs well since approximately 1975. Over 40,000 administrators, faculty, staff and student workers from all University of Wisconsin campuses are paid through this system. The University has extended this operational lifetime of this legacy system through several internal initiatives. However, the system's operational lifetime is nearing its end.

The new Human Resource System (HRS) will use Oracle/PeopleSoft Human Capital Management Suite, and related modules. It will enable UW System employees and HR staff to more easily access and maintain records. HRS will also enable more efficient reporting to the State.

HRS is being built, tested and implemented over the next several years. For more information on the project, including the Charter and key contacts, see: http://cs.uwsa.edu/hrs/

Identity & Access Management (IAM)

Members of the UW community receive varying levels of access to campus resources and services depending on their relationship to the University. Access to some resources and services — such as the library, campus email, calendaring, and the network — is granted when students register at the University or faculty start their work here.

The campus needs a simple way to manage the process of entitling access to campus resources. That’s the job of Identity and Access Management (IAM) — help streamline the process of managing individual identities and people’s access to resources.

For example, IAM:

• Grants a visiting professor access to the network and to course management information
• Provides new hires with an email address before they start work, so they can receive employment information
• Enables campus-to-campus interactions for research collaborations between professors.

The Oracle suite of IAM products is integrated with the current IAM Infrastructure during 2009 laying the ground work for IAM service expansion in 2010. When complete this project will update current IAM technology and enable UW-Madison and UW System institutions to improve their processes for identity and access management. For more information on the project see: http://cs.uwsa.edu/iam/default.aspx

Web Content Management Service

The campus Web Content Management Service Project, using content management software by OpenText (formerly known as RedDot), is in early implementation stages. DoIT technologists are working with the early adopter departments to bring their web sites into production in Spring 2009. A second group of interested departments is waiting to begin moving their sites over the Summer 2009. A broader rollout for fall 2009 is planned so that the system can be more widely used across campus.

Common Scholarship Application Project

The Common Scholarship Application (CSA) project was started in August of 2007. Representatives from the Office of Student Financial Services, the Bursar’s Office, DoIT and the Registrar’s Office, along with most of the schools/colleges on campus are participating on the project, and the effort has served as a model for how to approach cross-campus collaboration. Currently, students applying for scholarships have to do research to figure out where to apply and, if they are successful in doing that, may have to fill out as many as five or more applications. With CSA, student will apply in one place online and be considered for all campus-based scholarships for which they are eligible. The application is expected to be available to campus for the 2009-10 academic year. Contact James Buske for more information.

Student Course Guide

The Office of the Registrar and DoIT, with input from campus partners, are collaborating on a project to develop a Web-based Course Guide that will provide a broad spectrum of course information in a consistent format. The Course Guide will provide faculty with an effective means of communicating information about courses to students, and students and advisors will have the information they need when planning and selecting courses for enrollment at UW-Madison. The Course Guide will be available through the My UW-Madison portal and also to the public. For more information, go to www.registrar.wisc.edu/courseguide.

Pay for Print Management System

In response to the need for new printers in campus InfoLabs, DoIT, who provides coordination for the InfoLabs program, along with a select group of campus partners (i.e., Libraries, College of Engineering, School of Business, Housing), have been exploring a new pay-for-print solution. Through the campus RFP process and a review of multiple vendor products, GoPrint was selected and will be implemented beginning in fall 2008. The new system will move toward unification with Wiscard and/or a cardless interface. The current debit card-based printing system will be phased out over time. This centralized system will track user transactions and automate reimbursements to printing locations.

Improved Security for e-Storefronts

UW-Madison collects charge-card and bank-account numbers from customers as part of payment transactions. A study group has inventoried mechanisms used to accept e-payments and recommended principles for managing contracts and risks. After issuing an RFP for e-payment services, UW awarded a contract to CashNet.

This project has begun converting revenue-producing units relying on UW’s WiscCharge to CashNet services and examining the level of compliance of other processors used on campus with Payment Card Industry (PCI) standards. Business Services is organizing this project, with DoIT, University Housing and the Bursar’s Office as key stakeholders. All e-storefronts using WiscCharge’s ViaKlix service should be converted to CashNet by the end of fiscal year 2009. For more information, contact Don Miner, Brian Busby or Sharon Hughes.

Campus Cashiering

This project is related to the "Improved Security for e-Storefronts" project. Its goal is to make use of a campus cashiering function offered by the newly acquired CashNet e-payment service to improve the process for recording cash and checks received around UW-Madison in the University’s Accounting System (the Shared Financial System – SFS). The current process is labor- and paper-intensive and does not enable revenue-producing units to create their own accounting entries when they receive and deposit cash and checks. UW-Madison departments that have cashiering functions will benefit. Business Services is organizing this effort, which will be completed during calendar year 2009. For more information, contact Don Miner or Sharon Hughes.