1. OCM Steering Committee Meeting 8:30 a. m
OCM Steering Committee Meeting 8:30 a.m. Monday, July 10, President’s Conference Room, 226 Tigert

2. 8:30 a.m. Welcome and Introductions
8:40 a.m COMPASS in Progress, Schedule Changes and Overview of Release 1
9:05 a.m CRM Synopsis and Demo (Luis Andino)
9:15 a.m Discussion and Input from Committee Members
9:30 a.m Adjourn

3. OCM Steering Committee
Chair, Debra Amirin, COMPASS Change Management Coordinator and Team Lead
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, 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
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. 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

6. COMPASS Website
Pageviews up 42% over previous year. Most visited pages: articles and home page
Increasing use of request form for presentations
Training page to include timing, type, duration and intensity per user role

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

11. 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

12. Release 1: Student Records, Identity Management & Reconciliation
Academic structure framework will interact with admissions application to identify what UF programs exist, allowing students to select those in the application process
Admissions application processing system coding ensures applicant data is received, processed and stored accurately for appropriate term
Improving SIS to receive, interpret and store applicant biographical and demographic data for record keeping, constituent relationship management, statistical information and reporting and immunization compliance

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 moved on to Systems Integration Testing (SIT), start of formal testing period for end-to-end business process functionality
First SIT cycle completed, second ending, leading into two-week User Integrations Testing (UIT) period in July
Testing continues throughout releases to ensure excellence in performance, accessibility and security

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
Notifications through COMPASS Update and website
New training page under development

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. 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.

19. Change Management Filming COMPASS video with intro by President Fuchs
Implementing and updating communications plan
Coordinating with teams to refine targeted messaging and determine information dissemination methodologies
Scheduling roadshows and creating/updating customizable PowerPoint area “modules”
Constituent engagement and messaging

20. Constituent Relationship Management (CRM)
Streamline and centralize processes and data and track activities and interactions  
Undergrad prospecting and recruiting available since 2016
Engineering pilot underway for grad & professional
Demo: Luis Andino

21. Discussion and Input Concerns regarding Release 1?
Constituent engagement, issues management?
COMPASS Update; Are your groups signed up? How can we best reach your audiences?
Article suggestions?

22. Questions? Email UF-COMPASS@ufl.edu Online at https://compass.ufl.edu
Change Management Lead Debra Amirin,
Change Management Specialist Ben Markus,