Campus Information Gathering Sessions – September 13, 2016

Campus Information Gathering Sessions Kickoff Agenda Executive Message COMPASS Overview Continuing COMPASS Engagement Break COMPASS Updates Change Management and Training Wrap Up

Executive Message Dr. Zina Evans, Vice President Enrollment Management Executive Sponsor Elias Eldayrie, Vice President and Chief Information Officer

COMPASS Goals Improve the User Experience for Students, Faculty, and Staff Modernize Student Systems Constituent Relationship Management Student Information System Room Scheduling Self-Service Portal Admissions Systems Learning Ecosystem

COMPASS Goals Implement Common Business Processes Reduce Secondary Systems Implement a Data Management Strategy Establish Student Master Data Management Implement a New Student Data Warehouse Develop New Reporting and Analytic Capabilities Retire the Mainframe

COMPASS Guiding Principles This is a student focused campus-wide program. We all have shared accountability for its success. Apply UF thinking to make decisions that benefit the entire university including students, faculty and staff. Challenge assumptions and the status quo. During requirements and design activities ask: “Why do we do it this way?”

COMPASS Guiding Principles Communication is essential to the success of the program. The team will communicate frequently, clearly, and directly with the university stakeholders keeping them informed about program activities. We will provide multiple opportunities for campus engagement in order to understand and address the needs of the university community.

COMPASS Guiding Principles We will reengineer our processes as needed to improve the user experience. Free the data!

COMPASS Overview Dr. Tammy Aagard, Associate Vice President for Enrollment Management Steering Committee Co-Chair Dave Gruber, Associate CIO & Senior Director, UFIT

Timeline compass.ufl.edu

Engaging with the University Student journey mapping Focus on the student lifecycle Put several things on the parking lot

What we Learned Common themes Rocks in the road/pain points Roadmap Self-funded courses/programs Rocks in the road/pain points Roadmap

Building on what we learned Student lifecycle to academic calendar You’ve helped us to identify roadmap Business process and outcome focused Session topics Institutional advancement Academic management Student management

What to expect next Working sessions CRM/Admissions – Phase II engagement Introductions for the UF team leads

Questions?

Campus Information Gathering Sessions Kickoff Break Time Refreshments are available next door Please return to this room in 15 minutes Campus Information Gathering Sessions Kickoff

Admissions Mike Miller, Admissions Lead wmmiller@admissions.ufl.edu COMPASS Updates Admissions Mike Miller, Admissions Lead wmmiller@admissions.ufl.edu

COMPASS Updates: Admissions Admissions SIS Functional Team Mike Miller (UF Lead), Jeff Rivell (Sierra-Cedar Lead), Brittany Hypes, Shannon Parrish Admissions CollegeNET/CRM Functional Team Rick Bryant, Denise Bouton, Suzie Burns, Ian Hales, Robert Mcgarrah, Morgan Vollrath Technical Team Juan Yip, Jay Schnedl New systems used for admissions process: CollegeNET for our new application platforms Salesforce CRM for application review and decision-making Campus Solutions 9.2 for admitted student records and transfer credit evaluation

CollegeNET Application Platforms What has been accomplished to date: Transitioned the freshman application to the Coalition Application platform Integrated the Coalition Application to the mainframe system Integrated the self-reported academic record with the Coalition Application What will the team be working on in the near future: Transitioning the Graduate/Professional/UF Online apps to CollegeNET Applyweb Integrating the CollegeNET platforms with the Salesforce CRM

Salesforce CRM Develop a system that provides a 360 degree view of UF constituents – “from prospect to endowment.” What has been accomplished to date: Undergraduate recruiting & prospect management is live What will the team be working on in the near future: Integration with CollegeNET Application platforms Develop processing and review systems Recruiting & prospect management for Graduate/Professionals/UF Online Integration with Campus Solutions 9.2 Student Information System

Campus Solutions 9.2 What has been accomplished to date: Requirements gathering for what we need to move applicants to students What will the team be working on in the near future: Working on the integrations of Salesforce to Campus Solutions Testing data loads to ensure smooth transition of data Transfer credit evaluation system development Reporting to support admissions There will be a later CollegeNET/CRM information gathering session, as they move into phase 2 of the implementation

Student Records Diana Hull, Student Records Lead dhull@ufl.edu COMPASS Updates Student Records Diana Hull, Student Records Lead dhull@ufl.edu

COMPASS Overview: Student Records Student Records SIS Functional Team Diana Hull (UF Lead), Nancy Wiegand (Sierra-Cedar Lead), Christina Persaud, Cathy Smith, Joe Uong, Mallori Wojcik, Colin Yokomi Go live for Fall 2018 activities Release 1 – Academic Structure, Course Catalog (August 2017) Release 2 – Schedule of Classes & Room Scheduling (November 2017) Release 3 – Student Career/Program/Plan (January 2018) Release 4 – Student enrollment history (March 2018) Release 5 – Registration (April 2018) Release 6 – None Release 7 – Grades, degree certification, transcripts (April 2018)

COMPASS Overview: Student Records Master Data Management (MDM) Your involvement will be ongoing! Testing will include individuals from colleges and departments Data and reporting will be simplified (session next week) Training Will happen before we go live with individual functions We have help!

COMPASS Overview: Student Records Session 2 – This afternoon (Sept 13, 2016, 1-4pm) Academic Structure Academic Programs Colleges and Departments Terms and Intra-Terms Student Classification and Status

COMPASS Overview: Student Records Session 3 – Tomorrow morning (Sept 14, 2016, 9am-12pm) Course Catalog and Schedule Course and class attributes, designations Room scheduling Self-funded courses Schedule of courses

COMPASS Overview: Student Records Session 4 – Tomorrow afternoon (Sept 14, 2016, 1-4pm) Student Attributes and Registration Student groups Holds Milestones Registration

Financial Aid Mike Dugger, Financial Aid Lead macmike@ufl.edu COMPASS Updates Financial Aid Mike Dugger, Financial Aid Lead macmike@ufl.edu

COMPASS Updates: Financial Aid Financial Aid SIS Functional Team Mike Dugger (UF Lead), Paula Kurtz (Sierra-Cedar Lead), Tina Lamb, Max Mauney, Kimberly Schmitt Business Process Focused: Many are core office processes and others have touch points with external partners Stay tuned for future engagement opportunities

COMPASS Updates: Financial Aid Red indicates external partnerships High Level Processes: ISIRs Verification Ability to Benefit NSLDS Aggregates Student Groups/Cohorts Special Programs (e.g. Study Abroad, Transient/Consortium, Bridge) Budgets/Cost of Attendance External Awards (Distributed Scholarship Management, Waivers, Third Party Payments) Athletic Aid Processing Payroll Data (Work Study, Student OPS, Grad Assistantships, Fellowship Stipends)

COMPASS Updates: Financial Aid Red indicates external partnerships High Level Processes (continued): Scholarships (External from UF Donor Awards) State Scholarships Pell Grants Awarding/Packaging (Institutional Grants, Financial Aid Need-Based Scholarships, Need- Based Work, Federal Direct Loans, etc.) Repackaging (for Packaged Aid) Disbursement (meets configurable rules/dates before eligible for disbursement) Funds Management and Reconciliation R2T4 (Return to Title IV) Loans (Federal Direct, Federal PLUS, Perkins, Alternative/Private, Institutional Long- Term, Institutional Short-Term) Satisfactory Academic Progress (Financial Aid criteria that match or exceed academic standards)

COMPASS Updates: Financial Aid Red indicates external partnerships High Level Processes (continued): Student Self-Service Items needing attention: TO DO's Cost of Attendance Expected Family Contribution Loan Indebtedness Award Information Loan Acceptance External Aid Reporting Data Warehousing and Reporting

COMPASS Updates Student Financials Dorothy Etienne, Student Financials Lead etienned@ufl.edu

COMPASS Overview: Student Financials Student Financials SIS Functional Team Dorothy Etienne (UF Lead), Mary Friedlieb (Sierra-Cedar Lead), Tricia Riskowitz, Joy Theobald University Bursar (UB) what we do: Assess tuition and fees Disburse financial aid Process student/parent PLUS loan borrower refunds Post tuition & fee waivers

COMPASS Overview: Student Financials UB what we do (continued): Bill the FL Prepaid Program and other third party sponsors for students’ tuition and fees, mandatory health insurance (if applicable) Central billing office for UF departments for charges posted to students’ accounts Responsible for the collection of student loans and non-loan debts Ensure student loan borrowers complete loan exit counseling requirement

COMPASS Overview: Student Financials UB implemented Campus Solutions Student Financials (SF) in 2008: Provided more flexibility in assessing different tuition and fee rates Online access to account details & self-service features for students and parents Greater online access for staff Easier and faster access to data via queries and reports

COMPASS Overview: Student Financials 9.2 Campus Solutions SF - Re-implementation: Some screens will have a new look for students and staff Navigations to some of the screens will be different Access for departments to view SF screens as needed - no changes Material and Supply, Equipment Use, and Distance Learning Fees - as of today, no known process changes Self-Funded Tuition programs – as of today, no known process changes During the course of the project, SF will follow up with departmental staff as appropriate should any changes affect any current processes – STAY TUNED for ad hoc meeting invites and TESTING invites!

COMPASS Updates Academic Advising Toby Shorey, Academic Advisement Lead tshorey@ufl.edu

COMPASS Overview: Academic Advising Academic Advising Functional Team Toby Shorey (UF Lead), Ross Leisten (Sierra-Cedar Lead) Session 5 – Next Tuesday morning (Sept 20, 2016, 9am-12pm) Academic Advising Review how systems are used to track student progress Small Group Discussions Order of requirements on audits College-Specific Policies and Procedures

COMPASS Updates: Academic Advising Expected Outcomes: Collect input from college advisors and personnel in addition to what was provided in the college-specific discovery sessions Think broadly about degree audit structure needs Connect college advisors with COMPASS Academic Advising workgroup

COMPASS Updates Graduate and Professional Schools Jenn Hubbs, Graduate Lead hubbsj@ufl.edu

COMPASS Overview: Graduate and Professional Schools Graduate and Professional Schools Functional Team Jenn Hubbs (UF Lead), LB Robbins (Sierra-Cedar Lead), Gann Enholm Graduate & Professional team – spans the whole COMPASS program Journey Mapping/Business Process Analysis with all 16 Colleges Incorporated into all functional areas Every day of the project: “How will this work for Graduate & Professional students?” (We are not an afterthought!)

COMPASS Overview: Graduate and Professional Schools Professional School Directions: Changing in parallel with undergraduate and graduate Identifying where new COMPASS software can provide centralized tools that support professional education even where it differs from undergraduate education Like other programs – will benefit from easier reporting tools

COMPASS Overview: Graduate and Professional Schools Graduate School Directions: Moving towards having everyone working in the same system Working to diminish delays due to syncing data overnight Prototyping GIMS (Graduate Information Management System) functions in COMPASS software Finding the best home for every function Moving in the direction of degree audits for graduate students

Questions?

Kathy McKee, OCM Lead kemckee@ufl.edu Change Management Kathy McKee, OCM Lead kemckee@ufl.edu Hi, I’m Kathy McKee. I serve as the lead for COMPASS change management. UF has a strong history of successfully managing large changes within the organization. In our everyday lives, we regularly encounter big and small changes, some we view as positive and some as not so positive. Large-scale, planned change efforts like the one we’ve embarked on with COMPASS are intended to improve the organization by altering how work is done. I’d like for you to keep that in mind and, as Socrates says, focus on building the new.

Organizational Change Management OCM Team Kathy McKee (UF Lead), Tracy Gale, Communications Specialist OCM Committee Tammy Aagard, Aigi Adesogan, Luis Andino, Mark Burison, Owen Callahan, Sharon Eyman, Jim Freymann, Tracy Gale, David Gruber, Ruth Harris, Harrison Magoutas, Deborah Mayhew, Rhonda Moraca, Kim Pace, LB Robbins, Tobin Shorey, Faculty Representatives (to be named) We have great resources to draw upon in our change management efforts. The change management team includes Tracy Gale of UFIT, a communications specialist (currently in recruitment stage), and a consultant with Sierra-Cedar. We also rely on a working committee of experts and stakeholders from across UF to help us. In the coming months, we will be reaching out to colleges and units to help us build a network of change champions. I expect that many of you may become part of that network.

Let’s Discuss What is it? What do we mean by “organizational change management”? And why bother? How will we go about it? How will it affect you? So let’s talk about change management. What is it? Why do we bother with it? How will we go about it? And, how will it affect you?

What Is Organizational Change Management? Change typically impacts: Processes Systems Organization structure Job roles It is not enough to merely prescribe the change and expect it to happen Takes hard work And an understanding of what must actually take place to make the change happen As we have heard this morning, this change isn’t simply happening to UF. We have sought it out in order to improve the organization. As a result, we all can expect the change to affect processes, systems, organizational structure, and job roles. For the change to be successful, we can’t simply say, “Make it so.” It will require hard work: on the part of the various program teams and stakeholders across campus. We know it is important for everyone to understand what must occur to make the change happen.

Project Management vs. Change Management Application of knowledge, skills, tools, and techniques to activities to meet project requirements Initiating, planning, executing, monitoring and controlling, and closing Change management: Process, tools, and techniques to manage the people side of change to achieve the required outcome Tools to help individuals make successful personal transitions resulting in the adoption and realization of change Briefly, let’s contrast project management and change management.

Project Management vs. Change Management Project managers: Identify milestones, activities to be completed Outline resources needed, how they work together Define the scope of the project/program Change managers: Identify, craft key messages to be communicated Work to build strong and active coalitions Make the case for why the change is needed to employees throughout the organization, even before the specific details of the solution are complete

Why Bother? Change management depends on the amount of disruption created in employees’ day-to-day work It also depends on the organization’s culture, value system, and history with past changes As humans, we also respond somewhat predictably to change By understanding and communicating with this “change cycle” in mind, we can lessen the negative impact, make better decisions, and speed up adoption—to build the new You may still be wondering why we bother with change management and why I’m talking about it. Well, COMPASS is huge so the changes will be many and they will be large enough to create significant disruptions. UF has had some experiences with institution-wide changes prior to this and we have learned lessons that can guide us to more successful outcomes. We also bother with this because a good bit of research has taught us how humans are likely to respond to change. By understanding and communicating with this cycle in mind, we can lessen the negative effects, make better decisions, speed up the adoption of new processes and systems, and ensure better integration going forward.

Change Cycle Here’s a representation of the predictable change cycle that humans experience. No matter what the change, we generally can expect to move through these stages. And, the cycle applies whether we see the change as a positive or a negative change. Think about starting a new job, getting married, selling your house, moving offices– do you get the picture? Initially we feel fear or act cautiously. We may be skeptical or resent having to go through the change. As we’re dealing with these emotions and responding to new information, we may lose productivity, feel anxious or confused. With adequate information, time, trust, and support, we typically can move past our discomfort and move into discovery and understanding where our energy and positive anticipation grow and we become more confident, pragmatic and productive. For change management, it is especially important for us that folks receive what they need to move from Stage 3 to Stage 4, and not fall back to the beginning of the cycle.

How Do We Manage Change at UF? Phase 1—Inform Phase 2—Engage Phase 3—Prepare Phase 4—Integrate Our plans and activities will have a recursive quality: Because COMPASS will span 3 to 5 years With releases following the student life span We will likely have various phases occurring at the same time in support of different releases Our Approach: Phase 1 Inform – We build our infrastructure for communication, outreach and training, establish key messages, and begin introductory communications about the program. Website, newsletter, campus articles, governing committee, intro sessions. Phase 2 Engage – Providing opportunities for campus to engage in, learn more about the program, and provide input. Phase 3 Prepare – Focus campus’s attention on new systems and processes, provide more formalized opportunities to learn what’s coming, and prepare folks for the new way of doing things. Training happens. Phase 4 Integrate – Ensure new processes and systems are successfully integrated and that affected employees are utilizing them. Continue to communicate.

How Will This Affect You? Well, you are human Being mindful of the change cycle can be helpful—for example: Are you in Stage 3 discomfort? Is a colleague in denial? Etc. You also can help the change management team by providing information to your colleagues and bringing concerns forward early

Stay in the Loop COMPASS website compass.ufl.edu Update e-newsletter Contact COMPASS uf-compass@ufl.edu Ways to stay in the loop: Website Newsletter (we’ll add you to our listserv if you aren’t already receiving it) Send us email or contact program team member Participate in change network

Shay Potts, Training Lead sdavis05@ufl.edu

Training Training Team Shay Potts (Lead), Ronda Mitchell, additional training staff Utilizing the expertise and resources of Human Resource Services Training & Organizational Development

Training Strategy We are conducting a review of business processes alongside core offices to determine the best training plan Training will be available prior to each release Each release will have its own training plan, components, and delivery timeline Possible training resources Online courses Just-in-time training toolkits Instruction Guides Simulations Informational sessions Open labs Questions: training@ufl.edu

Wrap Up Dave Gruber, Associate CIO & Senior Director, UFIT Steering Committee Co-Chair

COMPASS Overview: Data Needs & Reporting Session 6 – Next Wednesday (Sept 21, 2016, 9am-4pm) Data Needs & Reporting Introduction to Data Needs Small Group Discussions Identification of Unique Business Requirements

Summary of Information Gathering Sessions 2 3 4 5 6 Academic Structure Courses & Schedules Student Attributes & Registration Academic Advising Data Needs & Reporting Tues Sept 13 2016 Wed Sept 14 2016 Tues Sept 20 2016 Wed Sept 21 2016 1-4pm 9am-12pm 9am-4pm Reitz Union The Chamber Emerson Hall Presidents Ballroom

Questions?