OCM Steering Committee Meeting 8:30 a. m OCM Steering Committee Meeting 8:30 a.m. Monday, May 15 President’s Conference Room, 226 Tigert

8:30 a.m. Welcome and Introductions 8:40 a.m. COMPASS in Progress (Nigel Chong-You) 8:55 a.m. OCM Communications Plan Update (Debra Amirin) 9:05 a.m. Review of New COMPASS Website (Ben Markus) 9:15 a.m. Discussion and Input from Committee Members 9:30 a.m. Adjourn

Steering Committee Members Chair, Debra Amirin, amirin@ufl.edu, UFIT Change Management Coordinator Student Government President Smith Meyers, president@sg.ufl.edu Ronda Mitchell, rmitchell@ufl.edu, Training Coordinator, HR Training and Development Tammy Aagard, taagard@ufl.edu , Associate Vice President for Enrollment Management Rhonda Moraca, rsmoraca@ufl.edu, Assistant Dean, Graduate School Aigi Adesogan, aigi@ufl.edu, Assistant Vice President, Enrollment Management Kim Pace, kpace@ufl.edu, Assistant Vice President for Student Affairs Angie Brown, aabrown@ufl.edu, Assistant Director, HR Training and Development Tobin Shorey, tshorey@ufl.edu, Director, Curriculum Monitoring and Analysis, Undergraduate Affairs Nigel Chong-You, nigelc@ufl.edu, UFIT Associate Director, Business Relations Dr. Judy Traveis, JudyT@coe.ufl.edu , Academic Program Specialist, II, School of Teaching and Learning, College of Education (Incoming Assistant Dean, Graduate School) Tracy Gale, tgale@ufl.edu, UFIT Communications Manager Nancy Waldron, Waldron@coe.ufl.edu, Associate Dean for Student Affairs & Graduate Education, College of Education David Gruber, dagrube@ufl.edu, UFIT CIO, Enterprise Systems Rachel Inman, inman@law.ufl.edu, Associate Dean for Students, Levin College of Law Alyson Widmer, widmea@shands.ufl.edu, Senior Director of Applications, UF Health Ben Markus, benmarkus@ufl.edu, UFIT Communications Specialist Terry Wooding, twooding@ufl.edu, Associate Controller, University Bursar, Finance and Accounting Jeanna Mastrodicasa, jmastro@ufl.edu, Associate Vice President for Agriculture and Natural Resources Nicole Yucht, nyucht@ufl.edu, Assistant Vice President, UF Communications Deborah Mayhew, dmayh@eng.ufl.edu, Director, Student Development, Herbert Wertheim College of Engineering

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

What have we been up to? Developing, refining and testing Determining security roles and training needs Transferring and verifying data Change management CRM SIS One.UF EMS Canvas MDM Reporting

Reporting and Analytics Enterprise Reporting (Cognos Analytics) beta available Intuitive, easy way to view and analyze information Now gathering requirements for future releases of operational, managerial, and regulatory reports

Admissions Expanded capabilities to include customized Constituent Relationship Management (CRM) system providing a “360 degree” record of applicants and their interactions with UF 2018-19 CollegeNET vendor applications to support CRM as processing platform in Aug. 6, 2018, release

ONE.UF This major student information portal continues to evolve as a self-service mechanism for UF community Functionality will roll out with related SIS releases Video introducing ONE.UF available on COMPASS website This summer, new public splash page, workspace layout and menu

Master Data Management (MDM) & Student Data Governance MDM will streamline data sharing and facilitate computing in multiple systems, platforms and applications Student Data Governance will focus on data security and risk management, access, quality, reporting, and sharing by domain; includes policies, standards, organizational bodies, and roles and responsibilities

Data Interfaces Over 100 data interfaces to be built between new SIS and other systems to support and enhance functionality Systems the new SIS will interface with include: Symplicity The Learning Management System (Canvas) Campus Clarity CRM (Salesforce) And many more!

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

Constituent Relationship Management (CRM) Streamline and centralize processes and data and track activities and interactions   Undergrad prospecting and recruiting available since 2016 Engineering pilot underway for grad & professional

Training and Change Management Guides, online toolkits, and group and/or online courses on new and enhanced systems and procedures Many changes phased in; users may live in “more than one world” for a limited time Change management (inform, engage, prepare and integrate) vital

Also Underway Degree audit functions Classroom scheduling tool for use in Fall 2018 Graduate and professional programs working together to identify and address common needs

Coming Up: COMPASS Release Schedule Functionality Go-Live Date 1 Admissions Release, Graduate/Professional Supplemental/UF Online Application, Academic Structure, Biographical/Demographic Data, Phase 2 Prospecting and Recruiting (Enterprise Analytics Beta, Undergraduate Coalition Application, Undergraduate Prospecting/Recruiting made available in 2016; CRM College of Engineering Pilot Underway) Aug. 7, 2017 2 Academic Room Scheduling, Course Schedule and Catalog, ISIR Loads, Transfer Credit Evaluation Nov. 6, 2017 3 Financial Aid Release, Career/Program/Plan Stack, ISIR Processing Jan. 16, 2018 4 Degree Audit, Academic Advising Release, Award Aid, Registration March 5, 2018 5 Registration, Enrollment Verification March 26, 2018 6 Tuition Calculation, Student Billing, Admissions Processing Aug. 6, 2018 7 Grades, Transcripts, Student Accounts Release, Aid Disbursement, Graduation Aug. 20, 2018

Communications Plan Update New roadshow section Breakout plans for key teams and topics Implementation underway Website integration

New COMPASS Website Updated, rebranded and reorganized Includes request form for topical, area and/or experiential roadshow presentations Contact form allows for anonymous input or option to be contacted with a response New sections on training, and communications and support

Discussion and Input Input on plan? Approach? Roadshow timing and types? Constituent engagement, areas of concern? COMPASS Change Network/Subscriber list; Are your groups signed up? Article suggestions? Video/multimedia topics and format?

Questions? Email UF-COMPASS@ufl.edu Online at https://compass.ufl.edu