OCM Steering Committee Meeting 8:30 a. m OCM Steering Committee Meeting 8:30 a.m. Monday, July 10, 2017 President’s Conference Room, 226 Tigert

8:30 a.m. Welcome and Introductions 8:40 a.m. COMPASS in Progress, Schedule Changes and Overview of Release 1 9:05 a.m. CRM Synopsis and Demo (Luis Andino) 9:15 a.m. Discussion and Input from Committee Members 9:30 a.m. Adjourn

OCM Steering Committee Chair, Debra Amirin, amirin@ufl.edu, COMPASS Change Management Coordinator and Team Lead 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, 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 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 Pageviews up 42% over previous year. Most visited pages: articles and home page Increasing use of request form for presentations 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 change requests) 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

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: Student Records, Identity Management & Reconciliation Academic structure framework will interact with admissions application to identify what UF programs exist, allowing students to select those in the application process Admissions application processing system coding ensures applicant data is received, processed and stored accurately for appropriate term Improving SIS to receive, interpret and store applicant biographical and demographic data for record keeping, constituent relationship management, statistical information and reporting and immunization compliance

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.

Change Management Filming COMPASS video with intro by President Fuchs Implementing and updating communications plan Coordinating with teams to refine targeted messaging and determine information dissemination methodologies Scheduling roadshows and creating/updating customizable PowerPoint area “modules” Constituent engagement and messaging

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 Demo: Luis Andino

Discussion and Input Concerns regarding Release 1? Constituent engagement, issues management? COMPASS Update; Are your groups signed up? How can we best reach your audiences? Article suggestions?

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