1. OCM Steering Committee 8:30 a. m
OCM Steering Committee 8:30 a.m. Monday, March 20 President’s Conference Room, 226 Tigert

2. Agenda 8:30 a.m. Welcome and Introductions
8:35 Review of the Committee’s Role
8:40 Overview of COMPASS and its Progress to Date
8:55 Presentation of OCM Strategic Communications Plan
9:10 a.m. Discussion and Q&A
9:25 a.m. Determine best location and time for May meeting
9:30 a.m. Adjourn

3. Steering Committee Members
Chair, Debra Amirin, UFIT Change Management Coordinator
Deborah Mayhew, Director, Student Development, College of Engineering
Tammy Aagard, , Associate Vice President for Enrollment Management
Student Government President Smith Meyers,
Aigi Adesogan, Assistant Vice President, Enrollment Management
Ronda Mitchell, Training Coordinator, HR Training and Development
Angie Brown, Assistant Director, HR Training and Development
Rhonda Moraca, Assistant Dean, Graduate School
Kim Pace, Assistant Vice President for Student Affairs
Nigel Chong-You, UFIT Associate Director, Business Relations
Tobin Shorey, Director, Curriculum Monitoring and Analysis, Undergraduate Affairs
Tracy Gale, UFIT Communications Manager
Nancy Waldron, Associate Dean for Student Affairs & Graduate Education, College of Education
David Gruber, UFIT CIO, Enterprise Systems
Rachel Inman, Associate Dean for Students, Levin College of Law
Alyson Widmer, Senior Director of Applications, UF Health
Ben Markus, UFIT Communications Specialist
Terry Wooding, FA-University Bursar-Admin
Jeanna Mastrodicasa, Associate VP for Ag and Natural Resources
Nicole Yucht, Assistant Vice President, UF Communications

4. Role of the Committee
Provide support, advocacy and enablement for COMPASS Organizational Change Management
Oversee our progress and offer strategic oversight, insights and advice
Your involvement, voice and feedback are key! What will work? What won’t?
You can also help develop and implement the change by providing information to others and bringing concerns forward early

5. COMPASS in Progress
Nigel Chong-You Associate Director; Business Relations; Enterprise Systems; UFIT
Lead, COMPASS Change Management

7. Student Information System myUFL ONE.UF
UF will be implementing PeopleSoft’s Campus Solutions 9.2 to replace the current homegrown student system.
myUFL
Under COMPASS, myUFL will serve as the entry point for staff and faculty accessing student information.
ONE.UF
As we continue to further modernize our student system, ONE.UF will become the mobile-ready “one-stop shop” for student self-service.

8. Constituent Relationship Management (CRM) The CRM system will be designed to track student relationships and make records about those relationships and contacts quickly and easily accessible.
Learning Ecosystem
The Learning Ecosystem tools and services are considered part of COMPASS when they can be accessed by ONE.UF.

9. Student Data Governance
Promotes a unified understanding among stakeholders of student data definitions and visibility to how student data flows through systems. It will also provide for a central point of contact for compliance events.
Steve Pritz, University Registrar chairs the Student Data Governance Group
Master Data Management
Master Data Management (MDM) refers to both the methodology and tools utilized to streamline data sharing throughout the institution and provide the end user community with a “trusted single version of the truth” for critical data points of the institution.
Reporting and Analytics
UF will develop a comprehensive and centralized enterprise reporting solution that enhances UF’s data vending and data analytics capabilities.

10. Accomplishments and On-going Work
What’s been done?
Interactive Design and Prototyping (IDP) sessions completed – over 180 sessions that involved campus partners
Functional Design Documents written to address gaps in functionality between baseline functionality in SIS and UF processes
Initial Campus Solutions environments have been built

11. Accomplishments and On-going Work
What’s going on now?
Conversion, data mapping, and migration to new instances has begun
Configuration and development are being done in development instances of Campus Solution 9.2 application
Modifications are being migrated to test environment for functional user testing
Business Process Guides are being written to inform training
New Security Roles are being defined

12. Upcoming Release Schedule
The project will have several releases of functionality across myUFL, ONE.UF, Enterprise Reporting and Analytics, and the CRM.
RELEASE
DESCRIPTION
PLANNED GO-LIVE DATE
SIS Release 1
Academic Structure, Bio/Demo, & Admissions Applications (CRM)
8/7/2017
SIS Release 2
Catalog, Schedule Transfer Credit (new students), & ISIR Loads
11/6/2017
SIS Release 3
Career/Program/Plan & FA Verification
1/16/2018
SIS Release 4
Degree Audit, Academic Advising, & Award Aid
3/5/2018
SIS Release 5
Registration & Enrollment
3/26/2018
SIS Release 6
Tuition Calculation & Student Billing
8/6/2018
SIS Release 7
Post Grades, Generate Transcripts, & Distribute Aid
8/20/2018

13. COMPASS Organizational Change Management Strategic Communications Plan
Section Page
Goal, Strategies, Objectives, and Tactics 2
Messaging
Audience Analysis 5
Communication Vehicles and Channels 13
Program Timeline
Key Dates and Action Items 17

14. Goal, Strategies, Objectives, and Tactics
Goal: Utilize and support change management best practices ̶̶̶ active, visible, executive sponsorship; strong project leadership and governance; early, comprehensive change management planning; effective, strategic communications; and stakeholder engagement ̶̶̶ to help University of Florida employees and students embrace and adopt changes and smoothly transition to new systems in COMPASS, its elements and related projects

15. Broad Approaches
Messages to general audiences should take a positive, big picture view. Examples include significant milestones, the need to prepare and train, and pending developments. Information directed at students is expected to be general, and will include changes in portal look and feel, how they access information, and new options available to them
End Users need to know system changes impacting how data is entered and available; what training is available and when should it be taken; and what resources and other information are online
IT/Technical staff at every level should be informed, trained and prepared in advance to engage and offer support and address areas of concern

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

17. Audience Analysis
Chart with general timeframe, messages, audience, communicator, actions & channels (pg. 5)
Section on target audiences, demographics, desired attitudes and behaviors, areas of concern, and motivators (begins on pg. 7). Includes:
Chart on specific audiences and associated COMPASS teams, communication levels and methods, and associated training
Information on target audiences by teams or areas, with comments on specific communication needs;
Breakdown of audiences by unit and location;
Data on general demographics, desired attitudes and behaviors, areas of concern, and motivators

18. Change Management at UF
COMPASS was initiated in Beginning this August, there will be seven releases corresponding to the student academic cycle. Its elements are expected to be fully integrated into UF systems by 2019
Targeted communications will support aspects of each release
We need to perform classic change management functions (inform, engage, prepare and integrate) for not only each release, but for every important aspect of each release

19. Why?
The amount of effort devoted to change management varies with the level of anticipated and actual disruption
It also depends on our culture, values, and history with past changes

20. Change Cycle
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.

21. Communication Vehicles and Channels
The COMPASS Website serves as a general source of information for those curious about the scope and timing of COMPASS and should provide current information and support materials for communicators and end users
COMPASS Update is distributed monthly to program participants, IT administrators and staff, and a self-submitted address list
Stakeholder engagement through committees, COMPASS teams and working groups, presentations and training
Information dissemination through UF’s established communication channels (publications, listserves, social media)

22. Program Timeline
This timeline is also on our website, and shows a big picture view of how COMPASS and its elements will be phased in coordination with the student academic cycle moving forward.

23. Key Dates & Action Items
Possibly the most important section of the plan
Provides a roadmap for how we prepare, engage and communicate moving forward
Updated nearly daily in coordination and consultation with COMPASS teams, administrators…and YOU

24. Discussion and Q&A Questions? Comments? Suggestions?
What are we leaving out?
Next Steps: Review the plan carefully, send us your thoughts, and alert us to the need for targeted communications and/or special messaging
We will ramp up implementation in May, when we are scheduled to meet again. Preferences on time and location?
Adjourn