Overview: Organizational Change Management (OCM) Thursday, June 29, 2017 COMPASS at Ayers

OCM Ongoing Activities Created and updating Strategic Communications Plan Coordinating with teams to refine targeted messaging and determine information dissemination methodologies Proactively scheduling roadshows and helping to create/update customizable PowerPoint area “modules” Constituent engagement and messaging

Special Projects Monthly issues of COMPASS Update Videos Fact Sheets, Release Schedules Targeted messages, articles and ads for specific audiences (communications to deans and associate deans, UF at Work, etc., MyUFL splash page) Moved COMPASS website to T4 platform with updated and revitalized content and new sections on training and roadshows

COMPASS Releases Follows student lifecycle. Functionality releases 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), Holds Jan. 16, 2018 4 Degree Audit, Registration Prep, Award Aid, Schedule of Classes 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 (personal data) Aug. 20, 2018

OCM Steering Committee Chair, Debra Amirin, amirin@ufl.edu, UFIT Change Management Coordinator Ronda Mitchell, rmitchell@ufl.edu, Training Coordinator, HR Training and Development Tammy Aagard, taagard@ufl.edu , Associate Vice President for Enrollment Management Kim Pace, kpace@ufl.edu, Assistant Vice President for Student Affairs 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 Associate CIO, 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, UFIT 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 Student Government President Smith Meyers, president@sg.ufl.edu

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.

Broad Approaches General audiences: Milestones, need to prepare and train, pending developments End Users need to know system changes impacting how data is entered and need for and availability of training IT/Technical staff at every level should be informed, trained and prepared to engage and offer support and address areas of concern

Communications Plan Updated version on SharePoint (Shared Documents/Change Management) Strategies, objectives, and tactics Messaging Target audience analysis Breakout plans for teams and topics Communication vehicles and channels Roadshow information and dates (new) Program timeline Key dates and action items

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

‘Drumbeat’ Message: 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 the student information system and areas such as constituent relationship management, learning ecosystem, master data management and governance, reporting and analytics, and ONE.UF and myUFL portals

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

Key Dates & Action Items Possibly most important section of the plan Roadmap for how we prepare, engage and communicate Updated nearly daily in coordination and consultation with YOU

Communications COMPASS Update: Online and emailed monthly to program participants, IT administrators and staff, and a self-submitted address list (sign up on website) Stakeholder engagement: Committees, COMPASS teams and working groups, presentations and training Other: UF’s established communication channels (publications, listserves, social media)

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

And you may ask yourself, well, how did I get here? Aka: Website Analytics Previous website analytics: June 1, 2016 – May 1, 2017 (334 days) 18,199 total pageviews (54.5 per day) Most popular pages: Home, Timeline, Coalition App., Info Gathering, About Average time on page: 1:42 May 8: “Flipped switch” from Wordpress -> TerminalFOUR Current Google Analytics Data Range: May 8 – June 27 (51 days)

Ooh, then I suddenly see you Ooh, did I tell you I need you Ooh, then I suddenly see you Ooh, did I tell you I need you? Every single day of my life / Got to get you into my life! Pageviews per day: 77.37 vs. 54.5 last year Changes in most popular pages Decrease in bounce rate percentage (55.48 vs. 59.54 last year) and exit percentage (38.77 vs. 43.46 last year) Roughly the same average time on page: 1:39 vs. 1:42 last year

Saint Stephen will remain All he’s lost he shall regain Seashore washed by the suds and the foam Been here so long he’s got to calling it home Majority of visitors leaving quickly, others staying between 1 and 10 minutes and exploring. Few long visitors. Majority of visitors arrive via direct link Visitors are finding site by search 32.4% of visitors are returning – spent average of 5:24 on site

Discussion and Input Input on plan? Approach? Constituent engagement, areas of concern? COMPASS Change Network/Subscriber list. Are your groups signed up? Article suggestions? Contact us: Debra Amirin, amirin@ufl.edu; Ben Markus, benmarkus@ufl.edu