OCM Steering Committee 8:30 a. m

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Presentation transcript:

OCM Steering Committee 8:30 a. m OCM Steering Committee 8:30 a.m. Monday, March 20 President’s Conference Room, 226 Tigert

Agenda 8:30 a.m. Welcome and Introductions 8:35 Review of the Committee’s Role 8:40 Overview of COMPASS and its Progress to Date 8:55 Presentation of OCM Strategic Communications Plan 9:10 a.m. Discussion and Q&A 9:25 a.m. Determine best location and time for May meeting 9:30 a.m. Adjourn

Steering Committee Members Chair, Debra Amirin, amirin@ufl.edu, UFIT Change Management Coordinator Deborah Mayhew, dmayh@eng.ufl.edu, Director, Student Development, College of Engineering Tammy Aagard, taagard@ufl.edu , Associate Vice President for Enrollment Management Student Government President Smith Meyers, senatepresident@sg.ufl.edu Aigi Adesogan, aigi@ufl.edu, Assistant Vice President, Enrollment Management Ronda Mitchell, rmitchell@ufl.edu, Training Coordinator, HR Training and Development Angie Brown, aabrown@ufl.edu, Assistant Director, HR Training and Development Rhonda Moraca, rsmoraca@ufl.edu, Assistant Dean, Graduate School Kim Pace, kpace@ufl.edu, Assistant Vice President for Student Affairs Nigel Chong-You, nigelc@ufl.edu, UFIT Associate Director, Business Relations Tobin Shorey, tshorey@ufl.edu, Director, Curriculum Monitoring and Analysis, Undergraduate Affairs 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, FA-University Bursar-Admin Jeanna Mastrodicasa, jmastro@ufl.edu, Associate VP for Ag and Natural Resources Nicole Yucht, nyucht@ufl.edu, Assistant Vice President, UF Communications

Role of the Committee Provide support, advocacy and enablement for COMPASS Organizational Change Management Oversee our progress and offer strategic oversight, insights and advice Your involvement, voice and feedback are key! What will work? What won’t? You can also help develop and implement the change by providing information to others and bringing concerns forward early

COMPASS in Progress Nigel Chong-You Associate Director; Business Relations; Enterprise Systems; UFIT Lead, COMPASS Change Management

Student Information System myUFL ONE.UF UF will be implementing PeopleSoft’s Campus Solutions 9.2 to replace the current homegrown student system. myUFL Under COMPASS, myUFL will serve as the entry point for staff and faculty accessing student information. ONE.UF As we continue to further modernize our student system, ONE.UF will become the mobile-ready “one-stop shop” for student self-service.

Constituent Relationship Management (CRM) The CRM system will be designed to track student relationships and make records about those relationships and contacts quickly and easily accessible. Learning Ecosystem The Learning Ecosystem tools and services are considered part of COMPASS when they can be accessed by ONE.UF.

Student Data Governance Promotes a unified understanding among stakeholders of student data definitions and visibility to how student data flows through systems. It will also provide for a central point of contact for compliance events. Steve Pritz, University Registrar chairs the Student Data Governance Group Master Data Management Master Data Management (MDM) refers to both the methodology and tools utilized to streamline data sharing throughout the institution and provide the end user community with a “trusted single version of the truth” for critical data points of the institution. Reporting and Analytics UF will develop a comprehensive and centralized enterprise reporting solution that enhances UF’s data vending and data analytics capabilities.

Accomplishments and On-going Work What’s been done? Interactive Design and Prototyping (IDP) sessions completed – over 180 sessions that involved campus partners Functional Design Documents written to address gaps in functionality between baseline functionality in SIS and UF processes Initial Campus Solutions environments have been built

Accomplishments and On-going Work What’s going on now? Conversion, data mapping, and migration to new instances has begun Configuration and development are being done in development instances of Campus Solution 9.2 application Modifications are being migrated to test environment for functional user testing Business Process Guides are being written to inform training New Security Roles are being defined

Upcoming Release Schedule The project will have several releases of functionality across myUFL, ONE.UF, Enterprise Reporting and Analytics, and the CRM. RELEASE DESCRIPTION PLANNED GO-LIVE DATE SIS Release 1 Academic Structure, Bio/Demo, & Admissions Applications (CRM) 8/7/2017 SIS Release 2 Catalog, Schedule Transfer Credit (new students), & ISIR Loads 11/6/2017 SIS Release 3 Career/Program/Plan & FA Verification 1/16/2018 SIS Release 4 Degree Audit, Academic Advising, & Award Aid 3/5/2018 SIS Release 5 Registration & Enrollment 3/26/2018 SIS Release 6 Tuition Calculation & Student Billing 8/6/2018 SIS Release 7 Post Grades, Generate Transcripts, & Distribute Aid 8/20/2018

COMPASS Organizational Change Management Strategic Communications Plan Section Page Goal, Strategies, Objectives, and Tactics 2 Messaging 4 Audience Analysis 5 Communication Vehicles and Channels 13 Program Timeline 16 Key Dates and Action Items 17

Goal, Strategies, Objectives, and Tactics Goal: Utilize and support change management best practices ̶̶̶ active, visible, executive sponsorship; strong project leadership and governance; early, comprehensive change management planning; effective, strategic communications; and stakeholder engagement ̶̶̶ to help University of Florida employees and students embrace and adopt changes and smoothly transition to new systems in COMPASS, its elements and related projects

Broad Approaches Messages to general audiences should take a positive, big picture view. Examples include significant milestones, the need to prepare and train, and pending developments. Information directed at students is expected to be general, and will include changes in portal look and feel, how they access information, and new options available to them End Users need to know system changes impacting how data is entered and available; what training is available and when should it be taken; and what resources and other information are online IT/Technical staff at every level should be informed, trained and prepared in advance to engage and offer support and address areas of concern

Messaging Tell the story: What? Why? How? When? Who is impacted, and what does that mean to “me?” Preparation? Training? Consequences? Reassurance: This is a thoughtful, professional, comprehensive, well-planned effort that is undergoing extensive pre-testing and will result in an effective, quality product Address concerns such as job security, data accessibility, use of customized secondary systems

Audience Analysis Chart with general timeframe, messages, audience, communicator, actions & channels (pg. 5) Section on target audiences, demographics, desired attitudes and behaviors, areas of concern, and motivators (begins on pg. 7). Includes: Chart on specific audiences and associated COMPASS teams, communication levels and methods, and associated training Information on target audiences by teams or areas, with comments on specific communication needs; Breakdown of audiences by unit and location; Data on general demographics, desired attitudes and behaviors, areas of concern, and motivators

Change Management at UF COMPASS was initiated in 2015. Beginning this August, there will be seven releases corresponding to the student academic cycle. Its elements are expected to be fully integrated into UF systems by 2019 Targeted communications will support aspects of each release We need to perform classic change management functions (inform, engage, prepare and integrate) for not only each release, but for every important aspect of each release

Why? The amount of effort devoted to change management varies with the level of anticipated and actual disruption It also depends on our culture, values, and history with past changes

Change Cycle 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.

Communication Vehicles and Channels The COMPASS Website serves as a general source of information for those curious about the scope and timing of COMPASS and should provide current information and support materials for communicators and end users COMPASS Update is distributed monthly to program participants, IT administrators and staff, and a self-submitted address list Stakeholder engagement through committees, COMPASS teams and working groups, presentations and training Information dissemination through UF’s established communication channels (publications, listserves, social media)

Program Timeline This timeline is also on our website, and shows a big picture view of how COMPASS and its elements will be phased in coordination with the student academic cycle moving forward.

Key Dates & Action Items Possibly the most important section of the plan Provides a roadmap for how we prepare, engage and communicate moving forward Updated nearly daily in coordination and consultation with COMPASS teams, administrators…and YOU

Discussion and Q&A Questions? Comments? Suggestions? What are we leaving out? Next Steps: Review the plan carefully, send us your thoughts, and alert us to the need for targeted communications and/or special messaging We will ramp up implementation in May, when we are scheduled to meet again. Preferences on time and location? Adjourn