1. OCM Steering Committee
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OCM Steering Committee
8:30-9:30 a.m.
Monday, Sept. 18, 2017
President’s Conference Room, 226 Tigert Hall

2. 8:30 a.m. Welcome and Introductions
8:35 a.m COMPASS Update, Schedule Changes, Looking Back (Release 1), Looking Forward (Release 2)
8:45 a.m Academic Advising Synopsis and Demo (Toby Shorey)
9:15 a.m Discussion and Input from Committee Members
9:30 a.m Adjourn

3. Introductions: OCM Steering Committee
Chair, Debra Amirin, COMPASS Change Management Coordinator and Team Lead
Kim Pace, Assistant Vice President for Student Affairs
Shay Potts, Instructional Designer, HR Training and Organizational Development
Tammy Aagard, Associate Vice President for Enrollment Management
Tobin Shorey, Director, Curriculum Monitoring and Analysis, Undergraduate Affairs
Aigi Adesogan, Assistant Vice President, Enrollment Management
Dr. Judy Traveis, Assistant Dean, Graduate School
Angie Brown, Assistant Director, HR Training and Development
Nancy Waldron, Associate Dean for Student Affairs & Graduate Education, College of Education
Tracy Gale, UFIT Communications Manager
Alyson Widmer, Senior Director of Applications, UF Health
David Gruber, UFIT Senior Director, Enterprise Systems
Rachel Inman, Associate Dean for Students, Levin College of Law
Terry Wooding, Associate Controller, University Bursar, Finance and Accounting
Ben Markus, COMPASS Communications Specialist
Nicole Yucht, Assistant Vice President, UF Communications
Jeanna Mastrodicasa, Associate Vice President for Agriculture and Natural Resources
Deborah Mayhew, Director, Student Development, Herbert Wertheim College of Engineering
Smith Meyers, Student Government President

4. Our Destination: The Connected Campus
Students
Parents
Alumni
Faculty & Staff Corporations
Prospects
Donors
ONE.UF and myUFL
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

5. 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

6. COMPASS Releases
Follows student academic lifecycle. Functionality 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), SHCC Immunizations, Residency Processing
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

7. Looking Back: Release 1: Aug. 7, 2017
Primed systems for future upgrades, including customized CRM and “360 degree” record of applicants and their interactions with UF
Centralized data, replaced prospecting and recruiting systems, streamlined and consolidated processes managed in different systems
Created graduate, professional and UF Online applications with CollegeNET for Fall 2018 admissions
SIS receiving applications (graduate, transfer, and certificate) for students admitted to Fall 2018 term and external organizations from where they are applying

8. What’s Next: Release 2, Nov. 6, 2017
Course Catalog (Student Records area), Institutional Student Information Record (ISIR) Loads (Financial Aid), Transfer Credit Evaluation (Admissions)
Core offices engaged
Training needed for staff who evaluate student transfer data

9. Looking Forward: Release 3, Jan. 16, 2018
ISIR Processing (Financial Aid)
Career, Program Plan Stack (Student Records)
SHCC Immunizations (Campus Community, Student Health)
Residency Processing (Admissions, Student Records)
Core offices engaged
Training needed for staff who manage student majors, minors and certificates; graduate coordinators and staff; and those who need to view student records

10. Looking Forward: Releases 4-7
Release 4, March 5, 2018: Degree Audit, Registration Prep, Award Aid, Schedule of Classes (will not impact Summer or Fall 2018 course correction)
Release 5, March 26, 2018: Registration, Enrollment Verification
Release 6, Aug. 6, 2018: Tuition Calculation, Student Billing, Admissions Processing
Release 7, Aug. 20, 2018: Grades, Transcripts, Aid Disbursement, Graduation, Master Data Management Person Hub (Registry data)
2019 and beyond…Evolving functionality in Admissions, CRM, Reporting and Analytics

11. Change Cycle 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.

12. New Training Page on Website
Online chart updated as project progresses
Resources available a month prior to releases in a Student Information System toolkit on the HR “Just-in-Time” training website (alongside HR and Financial toolkits)

13. Graduate/Professional
Jenn Hubbs, Margann Enholm, Vickie Thomas

14. Impact on Professional Schools
Benefits: Enhancements and new capabilities in the learning ecosystem, master data management and governance, reporting and analytics, and ONE.UF and myUFL portals. Future calendar assimilation
Admissions:
Professional schools will continue to use their own systems to manage their specialized needs and do their own application processing and decision making
September 2017: We will open new professional supplemental apps. Moving from current legacy applications to CollegeNet Applyweb vendor application
Professional supplemental applications will load into our CRM processing tool starting August 2018
Admissions is piloting with the law school for a direct feed of their LSAC applications. This process allows for a direct feed of application and decisions to the Office of Admissions. We hope to be able to eventually make this option available to other professional programs, though this is dependent on the willingness of the individual vendor to collect the required material and application fees necessary to replace the supplemental application

15. What this means for the Graduate School
Benefits: Similar to undergraduate and professional (learning ecosystem, master data management and governance, reporting and analytics, and ONE.UF and myUFL portals)
Graduate Information Management System (GIMS):
Redesigning GIMS for more seamless, near-real-time integration with new SIS. Graduate School and UFIT evaluating best permanent home for GIMS functions
Starting January 2018, degree program changes entered and stored via new SIS rather than GIMS, providing everyone same view of what degree program(s) a student is pursuing
Milestones move into new SIS in March 2018
For now, students will still submit theses and dissertations via GIMS, and changes to graduate committees will still be entered in GIMS

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

17. Academic Advisement Overview
Conversion of 300+ degree, minor, and certificate audits
Effective catalog years 2011-present
First drafts of CALS and CLAS audits
Create standard format for audits
Currently working on COTA and COE

18. 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

19. 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

20. 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
IA Universal Tracking will be done in the new system
Degree Certification, Excess Hours occurs in current system

21. 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

22. New Concepts
Student Groups
Milestones

23. 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

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

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