College of Public Health and Health Professions 2:30 p. m College of Public Health and Health Professions 2:30 p.m. Monday, July 10, 2017 HPNP Building, Fourth Floor, D04102

2:30 p.m. Introductions 2:35 p.m. COMPASS in Progress, Schedule Changes and Overview of Release 1 2:55 p.m. Spotlight: Admissions, Student Records, Academic Advising 3:15 p.m. Discussion 3:30 p.m. Conclude

Our Destination: The Connected Campus Students Parents Alumni Faculty & Staff Corporations Prospects Donors ONE.UF System of Engagement Community Recruitment Student Success Advancement System of Intelligence Record Analytics Master Data Management and Data Governance SIS Housing HCM Financial Aid LMS Degree Audit GL Meal Plans Payroll Image courtesy of SalesForce

Will update, standardize and upgrade information processes and systems Campus-wide Modernization Program to Advance Student Services Will update, standardize and upgrade information processes and systems Improve user experience for students, faculty and staff Offer innovations and abilities in areas such as constituent relationship management, learning ecosystem, master data management and governance, reporting and analytics, and ONE.UF and myUFL portals

COMPASS Website Information on COMPASS elements, teams, schedule Presentation request form Training page to include timing, type, duration and intensity per user role

COMPASS Releases Follows student lifecycle. Functionality releases across myUFL, ONE.UF, Enterprise Reporting & Analytics, and CRM. Note the schedule of classes has moved to Release 4 (March 5, 2018) and Master Data Management (personal data) to Release 7 (Aug. 20, 2018). Release Functionality   Go-Live Date 1 Graduate/Professional Supplemental/UF Online Application, Academic Structure, Biographical/Demographic Data, Constituent Relationship Management (CRM) Phase 2 Prospecting and Recruiting College of Engineering Pilot Aug. 7, 2017 2 Course Catalog, Institutional Student Information Record (ISIR) Loads, Transfer Credit Evaluation Nov. 6, 2017 3 ISIR Processing, Career/Program/Plan Stack (Major/Minor), Service Indicators (Holds) Jan. 16, 2018 4 Degree Audit, Registration Prep, Award Aid, Schedule of Classes (will not impact Summer or Fall 2018 course correction) March 5, 2018 5 Registration, Enrollment Verification March 26, 2018 6 Tuition Calculation, Student Billing, Admissions Processing Aug. 6, 2018 7 Grades, Transcripts, Aid Disbursement, Graduation, Master Data Management Person Hub (Registry data) Aug. 20, 2018

Release 1: Aug. 7, 2017 New business process functionality (admissions, student records and maintenance of registry and biographical/demographic data) No training needed except for core office staff in preceding areas Release 1 will prime UF systems for future upgrades and improvements Details in Release 1 article

Admissions Brittany Hypes, Juan Yip, Greg Patterson, Mike Miller, Jeff Rivell, Shannon Parish, Rick Bryant

Release 1: Admissions, SIS, CRM Customized CRM and“360 degree” record of applicants and their interactions with UF Replaces systems for managing prospecting and recruiting activities, streamlines processes, centralizes data, consolidates processing for prospective students Created graduate, professional and UF Online applications with CollegeNET for Fall 2018 admissions. Applicants can check or edit applications through mobile devices SIS will receive student applications (graduate, transfer, and certificate) for those admitted to Fall 2018 term and the external organizations from where students are applying

Release 1: Testing Release 1 Functional Unit Testing (FUT) on Campus Solutions and UF-specific customizations completed Admissions, Campus Community and Student Records Teams moved on to Systems Integration Testing (SIT), start of formal testing period for end-to-end business process functionality First SIT cycle completed, second ending, leading into two-week User Integrations Testing (UIT) period in July Testing continues throughout releases to ensure excellence in performance, accessibility and security

Training No training for Release 1 except for core office staff (already informed and being trained by COMPASS teams) Training resources available prior to later releases in SIS toolkit accompanying online HR and Financials toolkits and in Student Information Section Notifications through COMPASS Update and website New Training page under development

ONE.UF Video and articles on COMPASS website New public landing page launched June 10th with information on current and upcoming features, revamped search engine, and cleaner, updated student and staff workspaces oriented toward their specific needs and roles Students can use mobile devices to register for classes, check final grades and view degree audits Continues to evolve as self-service mechanism for UF community, with functionality rolled out as it is developed

Reporting and Analytics Enterprise Reporting (Cognos Analytics) beta: use your own data in trial run of reporting toolset, “Enterprise Analytics” Intuitive, easy way to quickly and easily analyze information and create visually exciting reports and dashboards Training videos available for users with appropriate roles Gathering requirements for future releases of operational, managerial, and regulatory reports

Security New security roles with each release End users will be notified of appropriate roles for their jobs and DSAs notified of new roles/setups required Information will be available on Identity Access Management (IAM) website, with links from HR and COMPASS websites

Change Cycle Change management: Inform Engage Prepare Integrate There are many different models of the stages of change and representations for what we experience, the type of feelings and the effects on our cognition. Earlier we saw a roller-coaster like graph to represent change. Here the cycle is captured in a circle. Regardless of the graphic, the experiences are similar: Initially, we’re likely to feel a sense of loss, be cautious or a bit afraid. We often move toward skepticism or resentment. “I don’t like this. Why do I have to do this? We tried this before 10 years ago.” We can become anxious and confused. “I’m not going to know how to do this. I’ll make mistakes. This takes too long. I have to think through every single step.” With some time and patience, we can find that things are becoming more familiar and we start to feel some excitement and energy again. The new way starts making sense, clicking. We become more confident and get our focus back until the new becomes the norm. Or, if things don’t go well, we might fall backwards from discomfort into more feelings of loss and become paralyzed and stuck. We don’t want that.

Student Records Colin Yokomi, Nancy Soletti, Cathy Smith, Mallori Wojcik, Nancy Wiegand, Christina Monesar, Joe Uong, Diana Hull

Student Records, Academic Structure: Release 1 Academic structure framework will interact with admissions application to identify what UF programs exist, allowing students to select those in the application process Colleges, departments, majors, minors, certificates, terms Skeleton to support admissions processing Biographical/Demographic Data

Student Records, Course Catalog: Release 2 Catalog (not the published document) Maintained in both environments until at least release 5

Student Records, Program Plan Stack: Release 3 Student level majors, minors, certificates, degree programs Service indicators (currently holds)

Student Records, Registration Preparation: Release 4 Stepped through process to review degree audit, check service indicators, get registration times

Student Records, Registration: Release 5 Department and student Summer in legacy, fall in Campus Solutions

Student Records, Grades, Transcripts, Degree Certification: Release 7 Nothing for Student Records in Release 6 Grade collection Transcript maintenance and requests Degree certification and posting

Academic Advising: Degree Audits Ross Leisten, Tobin Shorey, Andrea Williams

Academic Advisement Overview Conversion of 300+ degree, minor, and certificate audits Effective catalog years 2011-present Writing CALS and CLAS audits first Create standard format for audits

Academic Advising Release Schedule Release 4: March 5, 2018 Internal Training: November, 2017 Functional User Testing: December 2017 Call for Training Sessions: December 2017 User Training for Academic Advising Access: February 2018

Academic Advising Release Schedule March-April 2018 Audits viewable by advisors in new system Advisors enter exceptions from old system into new system Degree Certification, UT, Excess Hours occurs in current system

Academic Advising Release Schedule May-August 2018 Students will see new degree audit in ONE.UF Advisors will have access to current and new audits Advising Notes will only be written in new system Advisors enter exceptions in old system for Summer graduates ONLY. All other exceptions are entered in the new system Degree Certification, UT, Excess Hours occurs in current system

Academic Advising Release Schedule August-December 2018 Students will see new degree audit in ONE.UF Advisors will access only the new audits Advising Notes will only be written in new system Advisors enter exceptions in the new system Degree Certification, UT, Excess Hours occurs in new system

Sneak Peak of New Degree Audits

New Concepts Student Groups Milestones

What is Toby Doing? CALS & CLAS Nearly Complete Minors & Certificates Building Audits Still Building Out and Testing CALS & CLAS Nearly Complete Minors & Certificates Exceptions Advisor Notes ONE.UF UT Excess Hours What-If Functionality

What’s Next? Hands-on College Demonstrations (Not Training) February Training Continued feedback and engagement with advising community

Questions? Email UF-COMPASS@ufl.edu Online at https://compass.ufl.edu Change Management Lead Debra Amirin, amirin@ufl.edu Change Management Specialist Ben Markus, benmarkus@ufl.edu