1. Overview: Organizational Change Management (OCM) Thursday, June 29, 2017 COMPASS at Ayers

2. OCM Ongoing Activities
Created and updating Strategic Communications Plan
Coordinating with teams to refine targeted messaging and determine information dissemination methodologies
Proactively scheduling roadshows and helping to create/update customizable PowerPoint area “modules”
Constituent engagement and messaging

3. Special Projects Monthly issues of COMPASS Update Videos
Fact Sheets, Release Schedules
Targeted messages, articles and ads for specific audiences (communications to deans and associate deans, UF at Work, etc., MyUFL splash page)
Moved COMPASS website to T4 platform with updated and revitalized content and new sections on training and roadshows

4. COMPASS Releases
Follows student lifecycle. Functionality releases 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), Holds
Jan. 16, 2018 4
Degree Audit, Registration Prep, Award Aid, Schedule of Classes
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 (personal data)
Aug. 20, 2018

5. OCM Steering Committee
Chair, Debra Amirin, UFIT Change Management Coordinator
Ronda Mitchell, Training Coordinator, HR Training and Development
Tammy Aagard, , Associate Vice President for Enrollment Management
Kim Pace, Assistant Vice President for Student Affairs
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 Associate CIO, Enterprise Systems
Rachel Inman, Associate Dean for Students, Levin College of Law
Terry Wooding, Associate Controller, University Bursar, Finance and Accounting
Ben Markus, UFIT 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
Student Government President Smith Meyers,

6. 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.

7. Broad Approaches
General audiences: Milestones, need to prepare and train, pending developments
End Users need to know system changes impacting how data is entered and need for and availability of training
IT/Technical staff at every level should be informed, trained and prepared to engage and offer support and address areas of concern

8. Communications Plan Updated version on SharePoint (Shared Documents/Change Management)
Strategies, objectives, and tactics
Messaging
Target audience analysis
Breakout plans for teams and topics
Communication vehicles and channels
Roadshow information and dates (new)
Program timeline
Key dates and action items

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

10. ‘Drumbeat’ Message:
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 the student information system and areas such as constituent relationship management, learning ecosystem, master data management and governance, reporting and analytics, and ONE.UF and myUFL portals

11. 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

12. Key Dates & Action Items
Possibly most important section of the plan
Roadmap for how we prepare, engage and communicate
Updated nearly daily in coordination and consultation with YOU

13. Communications
COMPASS Update: Online and ed monthly to program participants, IT administrators and staff, and a self-submitted address list (sign up on website)
Stakeholder engagement: Committees, COMPASS teams and working groups, presentations and training
Other: UF’s established communication channels (publications, listserves, social media)

14. New COMPASS Website Updated, rebranded and reorganized
Includes request form for topical, area and/or experiential roadshow presentations
Contact form allows for anonymous input or option to be contacted with a response
New sections on training, and communications and support

15. And you may ask yourself, well, how did I get here?
Aka: Website Analytics
Previous website analytics: June 1, 2016 – May 1, 2017 (334 days)
18,199 total pageviews (54.5 per day)
Most popular pages: Home, Timeline, Coalition App., Info Gathering, About
Average time on page: 1:42
May 8: “Flipped switch” from Wordpress -> TerminalFOUR
Current Google Analytics Data Range: May 8 – June 27 (51 days)

16. Ooh, then I suddenly see you Ooh, did I tell you I need you
Ooh, then I suddenly see you Ooh, did I tell you I need you? Every single day of my life / Got to get you into my life!
Pageviews per day: vs last year
Changes in most popular pages
Decrease in bounce rate percentage (55.48 vs last year) and exit percentage (38.77 vs last year)
Roughly the same average time on page: 1:39 vs. 1:42 last year

17. Saint Stephen will remain All he’s lost he shall regain Seashore washed by the suds and the foam Been here so long he’s got to calling it home
Majority of visitors leaving quickly, others staying between 1 and 10 minutes and exploring. Few long visitors.
Majority of visitors arrive via direct link
Visitors are finding site by search
32.4% of visitors are returning – spent average of 5:24 on site

18. Discussion and Input Input on plan? Approach?
Constituent engagement, areas of concern?
COMPASS Change Network/Subscriber list. Are your groups signed up?
Article suggestions?
Contact us: Debra Amirin, Ben Markus,