Frequently asked questions

This is a complicated project with a lot of moving pieces and parts. The following are a few of the questions we’ve heard so far, along with their corresponding answers. However, please reach out to us with additional questions.

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ERP Ancillary Systems Program FAQ

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Where does distributed IT fit? (Distributed IT has many of the ancillary systems described).

Any IT team, including Distributed IT, responsible for supporting an Ancillary System will be engaged to help determine its final disposition. There will be cases where the IT team will be asked to take on some of the work to transition to the new environment. An example includes integrations to new sources of data.

How can distributed IT help prepare their staff (and others in their S/C/Ds who don’t work for them but consume their systems) for forthcoming changes?

IT Teams can start with providing information about ASP by directing them to the high-level information on our ASP website and ATP’s website.

When can distributed IT expect the next update?

We send updates the 3rd week of every month. If you are interested in staying up to date on this program, and wish to receive our monthly emails, please join the mailing list.

 

What should distributed IT be doing if they are not being communicated with in what they believe to be a timely fashion - who do they talk to?

Send an email to Patrick Hare (ASP Program Manager), Morgan Andersen (ASP Assistant Program Director) or Adam Paulick (ASP Program Director). You can also use the ERP Ancillary Systems Program feedback form.

What is an Ancillary System?

An ancillary system consists of any system or application that uses or provides HR or financial data or utilizes UDDS (Unit-Division-Department-Sub-Department). An example ancillary system might be as simple as a spreadsheet that pulls in financial data.

What do these program acronyms stand for?

  • AIP = Administration, Innovation, and Planning – department within VCFA
  • ASP = Ancillary Systems Program
  • ATP =  Administrative Transformation Program (https://atp.vcfa.wisc.edu/)
  • EAP = UW System’s Enterprise Analytics Platform effort
  • ERP = Enterprise Resource Planning
  • ODMAS = Office of Data Management & Analytics Services (https://data.wisc.edu/)
  • UDDS = Unit, Division, Department, Sub-department

What ancillary systems do you already know about?

The UW–Madison ERP Ancillary Systems Program Metrics (Source: app.smartsheet.com) gives a list of schools, colleges, institutes and divisions that we need to talk with as well as a list of ancillary systems that we currently know about. You may need to request access to view this dashboard.

What other major programs and projects are you working with as this seems to be similar with others?

 We’re working with ATP, AIP, EAP, Badger Analytics (ODMAS) and other programs to try and minimize the impact to campus staff.

Where can I find up-to-date information on ASP's progress?

Visit the Ancillary System Program dashboard (Source: app.smartsheet.com) to read the latest news and insights on this massive initiative.

What are the next steps for ancillary systems that will be replaced, or partially replaced, with Workday?

We are working to build a clear process overview for the lifecycle of systems affected by the Workday implementation. “A day in the life of an ancillary system” materials are scheduled to be available by the end of October 2022.

What are the next steps for ancillary systems that will continue to operate after the Workday implementation, but will require updates to use Workday data?

We are working to build a clear process overview for the lifecycle of systems affected by the Workday implementation. “A day in the life of an ancillary system” materials are scheduled to be available by the end of October 2022.

What transition activities will I be responsible for, including planning, leading, and funding?

Your level of required effort will depend upon the systems you use and their final-state disposition. The ASP team is actively reaching out to system owners as we step through the initial disposition process, coordinating needs and next steps based on your specific scenario(s).

What is ATP's role in this initiative?

To standardize finance, HR, and research administration processes and improve your work experience, the Administrative Transformation Program (ATP) is implementing Workday, a new, integrated technology system, and retiring many of the on-premise systems we use now. If you would like to learn more about ATP, please visit the ATP website (Source: atp.wisconsin.edu). To view a comprehensive list of identified ancillary systems and their final disposition, please visit the Ancillary Systems Disposition (Source: secure.atp.wisconsin.edu) page on ATP’s secure website (NetID login required).

Low/no code FAQ

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What is a low/no code tool and what can they do for me?

Low/no code tools are visual application development tools where those with little to no IT development skills can quickly and easily automate workflows and create applications. This can save time, boost productivity, reduce costs, and increase flexibility for certain applications particularly when IT development skills or staff may not be readily available.

What is this initiative doing?

Phase 1 is understanding campus needs, researching various low/no code tools, and recommending how campus might support such a tool(s). A top priority is finding a safe and secure tool(s) that campus departments want to use that make it easier to comply with regulations and campus policy. Phase 2 will acquire and implement any low/no code tool(s) and set-up support structures.

How can I help or receive updates?

Add your name to our sign-up sheet if you haven’t already done so.

Who is the intended audience of low/no code tools?

There are 2 main audiences for these tools: Those that will automate workflows and create applications, and those constituents and partners that will benefit from using those workflows and applications.

Will we be required to move existing applications to a selected tool?

No. Our intent is to provide tools that folks want to use. This effort will not remove tools already in use.

Must I use the low/no code tool selected? Can I use a different tool? Will my tool go away if different from the one selected?

You do not have to use the selected low/no code tool and no tools will be removed as part of this initiative. We encourage using campus provided tools to better assure your applications and data are safe, secure, compliant with policy, and can leverage other campus IT and data infrastructure. Using tools not provided by campus comes with risks where the benefits need to be compared to the risks and potential impacts.

Who will pay for tool licenses?

Financials will be part of the options and recommendations to campus IT leadership. Some factors on how this will be funded include how licensing works, the licensing costs, and potential service labor costs.

Is the low/no code initiative related to the Ancillary System Program (ASP) initiative?

They are related as this initiative is under the ASP umbrella and ASP deadlines are driving the timeframe. However, this initiative is looking beyond ASP needs for what’s needed in a campus low/no code tool(s).

How are you soliciting input and getting buy-in?

Over 180 people on campus signed-up to get updates or provide input. We have met with many to get that input and will continue to do so along with keeping those interested up-to-date.

What will campus support look like for any selected tool(s)?

We are evaluating and will present options to campus IT leadership.   Please reach out with your ideas on what type of support or services will be most valuable to your organizations.

How will I get training on the selected tool?

We will recommend the skills and training needed to be proficient with the selected tool.

How soon will a tool be available?

A recommendation will go to campus IT leadership by December 2022.  Once approved, time would be needed to align resources, acquire a tool, and thoughtfully enable it for campus use.

Will the tool support sensitive or restricted data (e.g. Student/FERPA, PHI/HIPAA)?

Campus stakeholders have expressed interest in storing sensitive/restricted data. This need will have high visibility as finalist tools are evaluated.

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