1. Campus Information Gathering Sessions – September 13, 2016

2. Campus Information Gathering Sessions Kickoff Agenda
Executive Message
COMPASS Overview
Continuing COMPASS Engagement
Break
COMPASS Updates
Change Management and Training
Wrap Up

3. Executive Message Dr. Zina Evans, Vice President Enrollment Management
Executive Sponsor
Elias Eldayrie, Vice President and Chief Information Officer

4. COMPASS Goals
Improve the User Experience for Students, Faculty, and Staff
Modernize Student Systems
Constituent Relationship Management
Student Information System
Room Scheduling
Self-Service Portal
Admissions Systems
Learning Ecosystem

5. COMPASS Goals Implement Common Business Processes
Reduce Secondary Systems
Implement a Data Management Strategy
Establish Student Master Data Management
Implement a New Student Data Warehouse
Develop New Reporting and Analytic Capabilities
Retire the Mainframe

6. COMPASS Guiding Principles
This is a student focused campus-wide program. We all have shared accountability for its success.
Apply UF thinking to make decisions that benefit the entire university including students, faculty and staff.
Challenge assumptions and the status quo. During requirements and design activities ask: “Why do we do it this way?”

7. COMPASS Guiding Principles
Communication is essential to the success of the program. The team will communicate frequently, clearly, and directly with the university stakeholders keeping them informed about program activities.
We will provide multiple opportunities for campus engagement in order to understand and address the needs of the university community.

8. COMPASS Guiding Principles
We will reengineer our processes as needed to improve the user experience.
Free the data!

9. COMPASS Overview Dr. Tammy Aagard, Associate Vice President for
Enrollment Management
Steering Committee Co-Chair
Dave Gruber, Associate CIO & Senior Director, UFIT

10. Timeline
compass.ufl.edu

11. Engaging with the University
Student journey mapping
Focus on the student lifecycle
Put several things on the
parking lot

12. What we Learned Common themes Rocks in the road/pain points Roadmap
Self-funded courses/programs
Rocks in the road/pain points
Roadmap

13. Building on what we learned
Student lifecycle to academic calendar
You’ve helped us to identify roadmap
Business process and outcome focused
Session topics
Institutional advancement
Academic management
Student management

14. What to expect next Working sessions
CRM/Admissions – Phase II engagement
Introductions for the UF team leads

15. Questions?

16. Campus Information Gathering Sessions Kickoff
Break Time Refreshments are available next door Please return to this room in 15 minutes
Campus Information Gathering Sessions Kickoff

17. Admissions Mike Miller, Admissions Lead wmmiller@admissions.ufl.edu
COMPASS Updates
Admissions
Mike Miller, Admissions Lead

18. COMPASS Updates: Admissions
Admissions SIS Functional Team
Mike Miller (UF Lead), Jeff Rivell (Sierra-Cedar Lead), Brittany Hypes, Shannon Parrish
Admissions CollegeNET/CRM Functional Team
Rick Bryant, Denise Bouton, Suzie Burns, Ian Hales, Robert Mcgarrah, Morgan Vollrath
Technical Team
Juan Yip, Jay Schnedl
New systems used for admissions process:
CollegeNET for our new application platforms
Salesforce CRM for application review and decision-making
Campus Solutions 9.2 for admitted student records and transfer credit evaluation

19. CollegeNET Application Platforms
What has been accomplished to date:
Transitioned the freshman application to the Coalition Application platform
Integrated the Coalition Application to the mainframe system
Integrated the self-reported academic record with the Coalition Application
What will the team be working on in the near future:
Transitioning the Graduate/Professional/UF Online apps to CollegeNET Applyweb
Integrating the CollegeNET platforms with the Salesforce CRM

20. Salesforce CRM
Develop a system that provides a 360 degree view of UF constituents – “from prospect to endowment.”
What has been accomplished to date:
Undergraduate recruiting & prospect management is live
What will the team be working on in the near future:
Integration with CollegeNET Application platforms
Develop processing and review systems
Recruiting & prospect management for Graduate/Professionals/UF Online
Integration with Campus Solutions 9.2 Student Information System

21. Campus Solutions 9.2 What has been accomplished to date:
Requirements gathering for what we need to move applicants to students
What will the team be working on in the near future:
Working on the integrations of Salesforce to Campus Solutions
Testing data loads to ensure smooth transition of data
Transfer credit evaluation system development
Reporting to support admissions
There will be a later CollegeNET/CRM information gathering session, as they move into phase 2 of the implementation

22. Student Records Diana Hull, Student Records Lead dhull@ufl.edu
COMPASS Updates
Student Records
Diana Hull, Student Records Lead

23. COMPASS Overview: Student Records
Student Records SIS Functional Team
Diana Hull (UF Lead), Nancy Wiegand (Sierra-Cedar Lead), Christina Persaud, Cathy Smith, Joe Uong, Mallori Wojcik, Colin Yokomi
Go live for Fall 2018 activities
Release 1 – Academic Structure, Course Catalog (August 2017)
Release 2 – Schedule of Classes & Room Scheduling (November 2017)
Release 3 – Student Career/Program/Plan (January 2018)
Release 4 – Student enrollment history (March 2018)
Release 5 – Registration (April 2018)
Release 6 – None
Release 7 – Grades, degree certification, transcripts (April 2018)

24. COMPASS Overview: Student Records
Master Data Management (MDM)
Your involvement will be ongoing!
Testing will include individuals from colleges and departments
Data and reporting will be simplified (session next week)
Training
Will happen before we go live with individual functions
We have help!

25. COMPASS Overview: Student Records
Session 2 – This afternoon (Sept 13, 2016, 1-4pm)
Academic Structure
Academic Programs
Colleges and Departments
Terms and Intra-Terms
Student Classification and Status

26. COMPASS Overview: Student Records
Session 3 – Tomorrow morning (Sept 14, 2016, 9am-12pm)
Course Catalog and Schedule
Course and class attributes, designations
Room scheduling
Self-funded courses
Schedule of courses

27. COMPASS Overview: Student Records
Session 4 – Tomorrow afternoon (Sept 14, 2016, 1-4pm)
Student Attributes and Registration
Student groups
Holds
Milestones
Registration

28. Financial Aid Mike Dugger, Financial Aid Lead macmike@ufl.edu
COMPASS Updates
Financial Aid
Mike Dugger, Financial Aid Lead

29. COMPASS Updates: Financial Aid
Financial Aid SIS Functional Team
Mike Dugger (UF Lead), Paula Kurtz (Sierra-Cedar Lead), Tina Lamb, Max Mauney, Kimberly Schmitt
Business Process Focused:
Many are core office processes and others have touch points with external partners
Stay tuned for future engagement opportunities

30. COMPASS Updates: Financial Aid
Red indicates external partnerships
High Level Processes:
ISIRs
Verification
Ability to Benefit
NSLDS Aggregates
Student Groups/Cohorts
Special Programs (e.g. Study Abroad, Transient/Consortium, Bridge)
Budgets/Cost of Attendance
External Awards (Distributed Scholarship Management, Waivers, Third Party Payments)
Athletic Aid Processing
Payroll Data (Work Study, Student OPS, Grad Assistantships, Fellowship Stipends)

31. COMPASS Updates: Financial Aid
Red indicates external partnerships
High Level Processes (continued):
Scholarships (External from UF Donor Awards)
State Scholarships
Pell Grants
Awarding/Packaging (Institutional Grants, Financial Aid Need-Based Scholarships, Need- Based Work, Federal Direct Loans, etc.)
Repackaging (for Packaged Aid)
Disbursement (meets configurable rules/dates before eligible for disbursement)
Funds Management and Reconciliation
R2T4 (Return to Title IV)
Loans (Federal Direct, Federal PLUS, Perkins, Alternative/Private, Institutional Long- Term, Institutional Short-Term)
Satisfactory Academic Progress (Financial Aid criteria that match or exceed academic standards)

32. COMPASS Updates: Financial Aid
Red indicates external partnerships
High Level Processes (continued):
Student Self-Service
Items needing attention:
TO DO's
Cost of Attendance
Expected Family Contribution
Loan Indebtedness
Award Information
Loan Acceptance
External Aid Reporting
Data Warehousing and Reporting

33. COMPASS Updates Student Financials
Dorothy Etienne, Student Financials Lead

34. COMPASS Overview: Student Financials
Student Financials SIS Functional Team
Dorothy Etienne (UF Lead), Mary Friedlieb (Sierra-Cedar Lead), Tricia Riskowitz, Joy Theobald
University Bursar (UB) what we do:
Assess tuition and fees
Disburse financial aid
Process student/parent PLUS loan borrower refunds
Post tuition & fee waivers

35. COMPASS Overview: Student Financials
UB what we do (continued):
Bill the FL Prepaid Program and other third party sponsors for students’ tuition and fees, mandatory health insurance (if applicable)
Central billing office for UF departments for charges posted to students’ accounts
Responsible for the collection of student loans and non-loan debts
Ensure student loan borrowers complete loan exit counseling requirement

36. COMPASS Overview: Student Financials
UB implemented Campus Solutions Student Financials (SF) in 2008:
Provided more flexibility in assessing different tuition and fee rates
Online access to account details & self-service features for students and parents
Greater online access for staff
Easier and faster access to data via queries and reports

37. COMPASS Overview: Student Financials
9.2 Campus Solutions SF - Re-implementation:
Some screens will have a new look for students and staff
Navigations to some of the screens will be different
Access for departments to view SF screens as needed - no changes
Material and Supply, Equipment Use, and Distance Learning Fees - as of today, no known process changes
Self-Funded Tuition programs – as of today, no known process changes
During the course of the project, SF will follow up with departmental staff as appropriate should any changes affect any current processes – STAY TUNED for ad hoc meeting invites and TESTING invites!

38. COMPASS Updates Academic Advising
Toby Shorey, Academic Advisement Lead

39. COMPASS Overview: Academic Advising
Academic Advising Functional Team
Toby Shorey (UF Lead), Ross Leisten (Sierra-Cedar Lead)
Session 5 – Next Tuesday morning (Sept 20, 2016, 9am-12pm)
Academic Advising
Review how systems are used to track student progress
Small Group Discussions
Order of requirements on audits
College-Specific Policies and Procedures

40. COMPASS Updates: Academic Advising
Expected Outcomes:
Collect input from college advisors and personnel in addition to what was provided in the college-specific discovery sessions
Think broadly about degree audit structure needs
Connect college advisors with COMPASS Academic Advising workgroup

41. COMPASS Updates Graduate and Professional Schools
Jenn Hubbs, Graduate Lead

42. COMPASS Overview: Graduate and Professional Schools
Graduate and Professional Schools Functional Team
Jenn Hubbs (UF Lead), LB Robbins (Sierra-Cedar Lead), Gann Enholm
Graduate & Professional team – spans the whole COMPASS program
Journey Mapping/Business Process Analysis with all 16 Colleges
Incorporated into all functional areas
Every day of the project: “How will this work for Graduate & Professional students?” (We are not an afterthought!)

43. COMPASS Overview: Graduate and Professional Schools
Professional School Directions:
Changing in parallel with undergraduate and graduate
Identifying where new COMPASS software can provide centralized tools that support professional education even where it differs from undergraduate education
Like other programs – will benefit from easier reporting tools

44. COMPASS Overview: Graduate and Professional Schools
Graduate School Directions:
Moving towards having everyone working in the same system
Working to diminish delays due to syncing data overnight
Prototyping GIMS (Graduate Information Management System) functions in COMPASS software
Finding the best home for every function
Moving in the direction of degree audits for graduate students

45. Questions?

46. Kathy McKee, OCM Lead kemckee@ufl.edu
Change Management
Kathy McKee, OCM Lead
Hi, I’m Kathy McKee. I serve as the lead for COMPASS change management.
UF has a strong history of successfully managing large changes within the organization. In our everyday lives, we regularly encounter big and small changes, some we view as positive and some as not so positive. Large-scale, planned change efforts like the one we’ve embarked on with COMPASS are intended to improve the organization by altering how work is done. I’d like for you to keep that in mind and, as Socrates says, focus on building the new.

47. Organizational Change Management
OCM Team
Kathy McKee (UF Lead), Tracy Gale, Communications Specialist
OCM Committee
Tammy Aagard, Aigi Adesogan, Luis Andino, Mark Burison, Owen Callahan, Sharon Eyman, Jim Freymann, Tracy Gale, David Gruber, Ruth Harris, Harrison Magoutas, Deborah Mayhew, Rhonda Moraca, Kim Pace, LB Robbins, Tobin Shorey, Faculty Representatives (to be named)
We have great resources to draw upon in our change management efforts. The change management team includes Tracy Gale of UFIT, a communications specialist (currently in recruitment stage), and a consultant with Sierra-Cedar. We also rely on a working committee of experts and stakeholders from across UF to help us.
In the coming months, we will be reaching out to colleges and units to help us build a network of change champions. I expect that many of you may become part of that network.

48. Let’s Discuss
What is it? What do we mean by “organizational change management”?
And why bother?
How will we go about it?
How will it affect you?
So let’s talk about change management.
What is it?
Why do we bother with it?
How will we go about it?
And, how will it affect you?

49. What Is Organizational Change Management?
Change typically impacts:
Processes
Systems
Organization structure
Job roles
It is not enough to merely prescribe the change and expect it to happen
Takes hard work
And an understanding of what must actually take place to make the change happen
As we have heard this morning, this change isn’t simply happening to UF. We have sought it out in order to improve the organization. As a result, we all can expect the change to affect processes, systems, organizational structure, and job roles.
For the change to be successful, we can’t simply say, “Make it so.”
It will require hard work: on the part of the various program teams and stakeholders across campus.
We know it is important for everyone to understand what must occur to make the change happen.

50. Project Management vs. Change Management
Application of knowledge, skills, tools, and techniques to activities to meet project requirements
Initiating, planning, executing, monitoring and controlling, and closing
Change management:
Process, tools, and techniques to manage the people side of change to achieve the required outcome
Tools to help individuals make successful personal transitions resulting in the adoption and realization of change
Briefly, let’s contrast project management and change management.

51. Project Management vs. Change Management
Project managers:
Identify milestones, activities to be completed
Outline resources needed, how they work together
Define the scope of the project/program
Change managers:
Identify, craft key messages to be communicated
Work to build strong and active coalitions
Make the case for why the change is needed to employees throughout the organization, even before the specific details of the solution are complete

52. Why Bother?
Change management depends on the amount of disruption created in employees’ day-to-day work
It also depends on the organization’s culture, value system, and history with past changes
As humans, we also respond somewhat predictably to change
By understanding and communicating with this “change cycle” in mind, we can lessen the negative impact, make better decisions, and speed up adoption—to build the new
You may still be wondering why we bother with change management and why I’m talking about it.
Well, COMPASS is huge so the changes will be many and they will be large enough to create significant disruptions.
UF has had some experiences with institution-wide changes prior to this and we have learned lessons that can guide us to more successful outcomes.
We also bother with this because a good bit of research has taught us how humans are likely to respond to change. By understanding and communicating with this cycle in mind, we can lessen the negative effects, make better decisions, speed up the adoption of new processes and systems, and ensure better integration going forward.

53. Change Cycle
Here’s a representation of the predictable change cycle that humans experience. No matter what the change, we generally can expect to move through these stages. And, the cycle applies whether we see the change as a positive or a negative change. Think about starting a new job, getting married, selling your house, moving offices– do you get the picture?
Initially we feel fear or act cautiously. We may be skeptical or resent having to go through the change.
As we’re dealing with these emotions and responding to new information, we may lose productivity, feel anxious or confused.
With adequate information, time, trust, and support, we typically can move past our discomfort and move into discovery and understanding where our energy and positive anticipation grow and we become more confident, pragmatic and productive.
For change management, it is especially important for us that folks receive what they need to move from Stage 3 to Stage 4, and not fall back to the beginning of the cycle.

54. How Do We Manage Change at UF?
Phase 1—Inform
Phase 2—Engage
Phase 3—Prepare
Phase 4—Integrate
Our plans and activities will have a recursive quality:
Because COMPASS will span 3 to 5 years
With releases following the student life span
We will likely have various phases occurring at the same time in support of different releases
Our Approach:
Phase 1 Inform – We build our infrastructure for communication, outreach and training, establish key messages, and begin introductory communications about the program. Website, newsletter, campus articles, governing committee, intro sessions.
Phase 2 Engage – Providing opportunities for campus to engage in, learn more about the program, and provide input.
Phase 3 Prepare – Focus campus’s attention on new systems and processes, provide more formalized opportunities to learn what’s coming, and prepare folks for the new way of doing things. Training happens.
Phase 4 Integrate – Ensure new processes and systems are successfully integrated and that affected employees are utilizing them. Continue to communicate.

55. How Will This Affect You?
Well, you are human
Being mindful of the change cycle can be helpful—for example:
Are you in Stage 3 discomfort?
Is a colleague in denial?
Etc.
You also can help the change management team by providing information to your colleagues and bringing concerns forward early

56. Stay in the Loop COMPASS website compass.ufl.edu Update e-newsletter
Contact COMPASS
Ways to stay in the loop:
Website
Newsletter (we’ll add you to our listserv if you aren’t already receiving it)
Send us or contact program team member
Participate in change network

57. Shay Potts, Training Lead sdavis05@ufl.edu

58. Training Training Team
Shay Potts (Lead), Ronda Mitchell, additional training staff
Utilizing the expertise and resources of Human Resource Services Training & Organizational Development

59. Training Strategy
We are conducting a review of business processes alongside core offices to determine the best training plan
Training will be available prior to each release
Each release will have its own training plan, components, and delivery timeline
Possible training resources
Online courses
Just-in-time training toolkits
Instruction Guides
Simulations
Informational sessions
Open labs
Questions:

60. Wrap Up Dave Gruber, Associate CIO & Senior Director, UFIT
Steering Committee Co-Chair

61. COMPASS Overview: Data Needs & Reporting
Session 6 – Next Wednesday (Sept 21, 2016, 9am-4pm)
Data Needs & Reporting
Introduction to Data Needs
Small Group Discussions
Identification of Unique Business Requirements

62. Summary of Information Gathering Sessions2 3 4 5 6
Academic Structure
Courses & Schedules
Student Attributes & Registration
Academic Advising
Data Needs & Reporting
Tues Sept
Wed Sept
Tues Sept
Wed Sept
1-4pm
9am-12pm
9am-4pm
Reitz Union
The Chamber
Emerson Hall Presidents Ballroom

63. Questions?