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WPAF Electronic Working Personnel Action Files

Description

The Working Personnel Action Files (WPAF) is the portion of the Personnel Action File used during the performance review of a faculty unit employee for Retention, Tenure and Promotion (RTP). Currently a paper-based process, electronic WPAFs offer the possibility for easier file management and improved organization, and resolve problems of file access and management by various levels of review. 


Requesting Department
Academic Personnel Services

Primary Customers
Faculty
Academic Personnel Services

Team
Josh Smith
Phil Rouse
Colleen Mullery
Melissa Koval

Project status
On Time

Status Update

3/27/14: The project team met and determined that an RFQ should be issued to comply with procurement guidelines. The RFQ was drafted, reviewed, and finalized and has now been “direct sent” to Kent State University and Digital Measures, as well as placed on the public Bidsync site. The deadline for vendor questions is 4/7/14, with an HSU response to any questions being released 4/9/14. The deadline for RFQ responses is 4/15/14, and the estimated date to award the bid is 5/16/14.

2/24/14: Kent State users confirmed a high level of satisfaction with Folio Web functionality, ease of use, and support., as well as the physical security of the servers and general institutional support.

HSU teams and stakeholders have agreed that Folio Web is the best option; however, Digital Measures is now developing a workflow solution - functionality that was not available in the original reviews and demonstrations - putting that solution back into contention. Initial assessment indicates that their workflow solution will support our processes, so this would appear to also be a viable solution.

In the meantime, we have received a statement of full support from the Kent State Provost to provide leadership, human resources, and financial support for potential Folio Web growth in the near future. 

The project team, sponsor, and HSU CIO will meet to discuss the results of all analyses, inquiries, and potential courses of action, with the goal of making a project decision in early March.

1/27/14: The functional process requirements and criteria matrix results have narrowed the selection list to two solutions; Folio Web and Nolij. We talked with Kent State about how well Folio Web would meet our preferred approaches to technical, security, and user support concerns and set these responses alongside our own Nolij experience. Answers were mostly in the affirmative, with a few items remaining to be verified.

We are currently talking with Kent State faculty, staff, dean, and administrator Folio Web users as to what they like and don't like about the product. We are looking to talk with ITS leadership regarding their ability to support future growth with Folio Web. The results of these conversations will be shared with the functional team, project sponsor, and ITS Leadership team.

The project lead met with the project sponsor to discuss policy issues to consider as we move closer to implementation.The project team will also be developing a best practice guidance document for HSU faculty which will guide them through the process of collecting and organizing their WPAF evidence documents in the most effective format.

11/25/13: The project team has reviewed the process needs and requirements that emerged from interviews with process owners and participants, including APS, faculty, review committees, technical resources, deans, the Provost, and the President. The project lead has attended demonstrations of several potential solutions: Moodle (from CSU San Marcos), Nolij (from Utah State), FolioWeb (from Kent State), and Digital Measures (from the vendor), as well as tools and implementations being used on campus now.

The matrix of process criteria and requirements will be completed shortly for review by the project sponsor and team. Once a solution has been selected, the project timeline and resource requirements will be prepared.

10/16/13: This initiative was approved by the University Senate and subsequently approved by the President and VPs as one of the four core areas of process improvement priorities for 2013-14.

 


Dates
Jun 25 2013 - Aug 1 2014

Go Live Date
Jul 31 2014


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