1. Type here

2. 1:00 p.m Introductions
1:05 p.m COMPASS Overview, Schedule Changes and Highlights of Release 1
1:15 p.m Spotlight: Master Data Management, Student Records Academic Advising
1:45 p.m Discussion
2:00 p.m Conclude

3. 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

4. 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

5. COMPASS Website Information on COMPASS elements, teams, schedule
Presentation request form
Training page to include timing, type, duration and intensity per user role

8. Data Interfaces
Over 100 data interfaces to be built between new SIS and other systems to support and enhance functionality
Systems the new SIS will interface with include:
Symplicity
The Learning Management System (Canvas)
Campus Clarity
CRM (Salesforce)
And many more!

9. COMPASS Releases
Follows student lifecycle. Functionality releases across myUFL, ONE.UF, Enterprise Reporting & Analytics, and CRM. Note 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 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

10. 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.

11. 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

12. 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 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

13. Release 1: Testing
Release 1 Functional Unit Testing (FUT) on Campus Solutions and UF-specific customizations completed
Admissions, Campus Community and Student Records Teams completed Systems Integration Testing (SIT), start of formal testing period for end-to-end business process functionality. First and second SIT cycles, User Integrations Testing (UIT) period underway
Testing continues throughout releases to ensure excellence in performance, accessibility and security
Also see testing article on COMPASS website

14. 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 as well as new COMPASS training page
Notifications through COMPASS Update and website

15. 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

16. 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

17. 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

18. Master Data Management and Student Data Governance
Greg McEachern and Joyce Kosak

19. Master Data Management (MDM) & Student Data Governance
MDM will streamline data sharing and facilitate computing in multiple systems, platforms and applications
Student Data Governance will focus on data security and risk management, access, quality, reporting, and sharing by domain; includes policies, standards, organizational bodies, and roles and responsibilities

20. Primary Guiding Principles
What is EIM?
EIM- Enterprise Information Management Program- the foundation of this program is composed of four main pillars-
Data Governance
MDM
Data Warehousing
Data Integrations / Vending
Primary Guiding Principles
Develop the future state of data management from the ground up as a ‘green field’ – building on past knowledge but not on existing systems.
Data will be defined in terms that make sense for the institution, not in terms defined by any one system.
Where feasible, enable existing data vending and reporting capabilities to work with the new systems.
This ‘backwards’ compatibility will NOT be holistic or permanent.

21. Data Governance and Quality Principles
Data will be classified into seven distinct domains – person, student, research, human resources, financial, services and resources and advancement.
The domains are managed by the business not IT.
Each domain will have a trustee assigned that makes decisions university-wide about data definitions, policies, standards, access, etc.
Each domain will have sub-domains with data stewards that are typically SME’s and manage daily interactions and the quality of the data.

22. Master Data Management Principles
For data that is identified as master data, the master data hub will become the canonical source for this data
Master data will be governed by a specific trustee. Where conflicts arise, escalation to the data governance council led by the Provost can occur.
Master data will be clearly defined and have detailed policies and standards on how it is to be utilized.

23. Data Warehousing Principles
A primary repository will exist – the ‘data lake’ or ODS
Data can be both structured and unstructured.
The repository should be architected for massive quantities of data but not necessarily for performance.
Any needed security to protect data that requires access control will be applied
Data will be as close to real time as possible
The repository does not have to be one single repository on one platform.
Any UF unit will have an ability to add data to the ‘data lake’ – custodians of the data will be clearly identified
Data will be tagged with information about how current it is and the level of data quality (i.e. how much can it be trusted)
Access to the data lake will be for advanced users - DBAs, data scientists, etc.

24. Data Warehousing Principles
Data Warehouse Vs
Data Lake (ODS)
Structured, processed, typically aggregated
Data
Structured / semi- structured / unstructured, raw
Schema-on-write, pre-modelled
Processing
Schema-on-read
Typically, hierarchically organized
Storage
Object based, no hierarchy
Less Agile, fixed configuration
Agility
Agile, configure as needed
Mature
Security
Not as mature
Administrative and Business Professionals- “Balance the checkbook.”
Users
Data Scientists, Data Analysts- predictive modelling, analytic tools.
Transformed and structured, perceived as time consuming to extend, underutilized, Data Scientists, “just gimme the data.”
-Comments-
Requires active management, needs to be classified and categorized (metadata) … must balance keeping tabs, but not stifling creativity…otherwise the Data Lake becomes a Hoarding ground, Dumping ground, “Data Graveyard.”
What goes into the data lake?
Curated Data Marts
ODBC contents
Legacy DB’s
Website clickstream
Location or Geospatial Data
Social Media
Production / Performance Metrics
Blended data

25. What are we doing today? MDM Person Hub
Moving Directory data into MDM, going live August, 2018
Requires coordinating with 7 Authors and 53 Consumers across campus
Examples of Data Changes
Only one address per address type allowed
Every person must have a phone number or address
Field lengths for Names and Addresses are increasing
One publish flag will exist for a person, rather than by each address, phone, and
No longer store data that is more accurately tracked in other systems, such as ethnicity and nationality
Technology Changes
Instead of accessing the mainframe through APIs, authors and consumers will be asked to move to JSON and subscribing to notifications

26. Student Records
Colin Yokomi, Nancy Soletti, Cathy Smith, Mallori Wojcik, Nancy Wiegand, Christina Monesar, Joe Uong, Diana Hull

27. Student Records, Academic Structure: Release 1
Academic structure framework will interact with admissions application to identify what UF programs exist, allowing students to select those in the application process
Colleges, departments, majors, minors, certificates, terms
Skeleton to support admissions processing
Biographical/Demographic Data

28. Student Records, Course Catalog: Release 2
Catalog (not the published document)
Maintained in both environments until at least release 5

29. Student Records, Program Plan Stack: Release 3
Student level majors, minors, certificates, degree programs
Service indicators (currently holds)

30. Student Records, Registration Preparation: Release 4
Step-by-step process to review degree audit, check service indicators, get registration times
Convert fall 2018 course schedule to Campus Solutions

31. Student Records, Registration: Release 5
Department and student
Summer in legacy, fall in Campus Solutions

32. Student Records, Grades, Transcripts, Degree Certification: Release 7
Nothing for Student Records in Release 6
Grade collection
Transcript maintenance and requests
Degree certification and posting

33. Academic Advising: Degree Audits
Ross Leisten, Tobin Shorey, Andrea Williams

34. Academic Advisement Overview
Conversion of 300+ degree, minor, and certificate audits
Effective catalog years 2011-present
Writing CALS and CLAS audits first
Create standard format for audits

35. 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

36. 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

37. 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
Degree Certification, UT, Excess Hours occurs in current system

38. 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

39. Sneak Peak of New Degree Audits

40. New Concepts
Student Groups
Milestones

41. 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

42. What’s Next? Hands-on College Demonstrations (not training)
February Training
Continued feedback and engagement with advising community

43. Questions? Concerns? Online at compass.ufl.edu
Training questions to