OCM Steering Committee Type here OCM Steering Committee 8:30-9:30 a.m. Monday, Sept. 18, 2017 President’s Conference Room, 226 Tigert Hall

8:30 a.m. Welcome and Introductions 8:35 a.m. COMPASS Update, Schedule Changes, Looking Back (Release 1), Looking Forward (Release 2) 8:45 a.m. Academic Advising Synopsis and Demo (Toby Shorey) 9:15 a.m. Discussion and Input from Committee Members 9:30 a.m. Adjourn

Introductions: OCM Steering Committee Chair, Debra Amirin, amirin@ufl.edu, COMPASS Change Management Coordinator and Team Lead Kim Pace, kpace@ufl.edu, Assistant Vice President for Student Affairs Shay Potts, sdavis05@ufl.edu, Instructional Designer, HR Training and Organizational Development Tammy Aagard, taagard@ufl.edu, Associate Vice President for Enrollment Management Tobin Shorey, tshorey@ufl.edu, Director, Curriculum Monitoring and Analysis, Undergraduate Affairs Aigi Adesogan, aigi@ufl.edu, Assistant Vice President, Enrollment Management Dr. Judy Traveis, judiusb@ufl.edu, Assistant Dean, Graduate School Angie Brown, aabrown@ufl.edu, Assistant Director, HR Training and Development Nancy Waldron, waldron@coe.ufl.edu, Associate Dean for Student Affairs & Graduate Education, College of Education Tracy Gale, tgale@ufl.edu, UFIT Communications Manager Alyson Widmer, widmea@shands.ufl.edu, Senior Director of Applications, UF Health David Gruber, dagrube@ufl.edu, UFIT Senior Director, Enterprise Systems Rachel Inman, inman@law.ufl.edu, Associate Dean for Students, Levin College of Law Terry Wooding, twooding@ufl.edu, Associate Controller, University Bursar, Finance and Accounting Ben Markus, benmarkus@ufl.edu, COMPASS Communications Specialist Nicole Yucht, nyucht@ufl.edu, Assistant Vice President, UF Communications Jeanna Mastrodicasa, jmastro@ufl.edu, Associate Vice President for Agriculture and Natural Resources Deborah Mayhew, dmayh@eng.ufl.edu, Director, Student Development, Herbert Wertheim College of Engineering Smith Meyers, president@sg.ufl.edu, Student Government President

Our Destination: The Connected Campus Students Parents Alumni Faculty & Staff Corporations Prospects Donors ONE.UF and myUFL 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

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 Releases Follows student academic lifecycle. Functionality across myUFL, ONE.UF, Enterprise Reporting & Analytics, and CRM 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), SHCC Immunizations, Residency Processing 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

Looking Back: Release 1: Aug. 7, 2017 Primed systems for future upgrades, including customized CRM and “360 degree” record of applicants and their interactions with UF Centralized data, replaced prospecting and recruiting systems, streamlined and consolidated processes managed in different systems Created graduate, professional and UF Online applications with CollegeNET for Fall 2018 admissions SIS receiving applications (graduate, transfer, and certificate) for students admitted to Fall 2018 term and external organizations from where they are applying

What’s Next: Release 2, Nov. 6, 2017 Course Catalog (Student Records area), Institutional Student Information Record (ISIR) Loads (Financial Aid), Transfer Credit Evaluation (Admissions) Core offices engaged Training needed for staff who evaluate student transfer data

Looking Forward: Release 3, Jan. 16, 2018 ISIR Processing (Financial Aid) Career, Program Plan Stack (Student Records) SHCC Immunizations (Campus Community, Student Health) Residency Processing (Admissions, Student Records) Core offices engaged Training needed for staff who manage student majors, minors and certificates; graduate coordinators and staff; and those who need to view student records

Looking Forward: Releases 4-7 Release 4, March 5, 2018: Degree Audit, Registration Prep, Award Aid, Schedule of Classes (will not impact Summer or Fall 2018 course correction) Release 5, March 26, 2018: Registration, Enrollment Verification Release 6, Aug. 6, 2018: Tuition Calculation, Student Billing, Admissions Processing Release 7, Aug. 20, 2018: Grades, Transcripts, Aid Disbursement, Graduation, Master Data Management Person Hub (Registry data) 2019 and beyond…Evolving functionality in Admissions, CRM, Reporting and Analytics

Change Cycle 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.

New Training Page on Website Online chart updated as project progresses Resources available a month prior to releases in a Student Information System toolkit on the HR “Just-in-Time” training website (alongside HR and Financial toolkits)

Graduate/Professional Jenn Hubbs, Margann Enholm, Vickie Thomas

Impact on Professional Schools Benefits: Enhancements and new capabilities in the learning ecosystem, master data management and governance, reporting and analytics, and ONE.UF and myUFL portals. Future calendar assimilation Admissions: Professional schools will continue to use their own systems to manage their specialized needs and do their own application processing and decision making September 2017: We will open new professional supplemental apps. Moving from current legacy applications to CollegeNet Applyweb vendor application Professional supplemental applications will load into our CRM processing tool starting August 2018 Admissions is piloting with the law school for a direct feed of their LSAC applications. This process allows for a direct feed of application and decisions to the Office of Admissions. We hope to be able to eventually make this option available to other professional programs, though this is dependent on the willingness of the individual vendor to collect the required material and application fees necessary to replace the supplemental application

What this means for the Graduate School Benefits: Similar to undergraduate and professional (learning ecosystem, master data management and governance, reporting and analytics, and ONE.UF and myUFL portals) Graduate Information Management System (GIMS): Redesigning GIMS for more seamless, near-real-time integration with new SIS. Graduate School and UFIT evaluating best permanent home for GIMS functions Starting January 2018, degree program changes entered and stored via new SIS rather than GIMS, providing everyone same view of what degree program(s) a student is pursuing Milestones move into new SIS in March 2018 For now, students will still submit theses and dissertations via GIMS, and changes to graduate committees will still be entered in GIMS

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 First drafts of CALS and CLAS audits Create standard format for audits Currently working on COTA and COE

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 IA Universal Tracking will be done in the new system Degree Certification, 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

New Concepts Student Groups Milestones

What is Toby doing? 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? Concerns? Online at compass.ufl.edu Email UF-COMPASS@ufl.edu Training questions to training@ufl.edu