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Campus Information Gathering Sessions – September 13, 2016 Campus Information Gathering Sessions – September 13, 2016

Campus Information Gathering Sessions – September 13, 2016 - PowerPoint Presentation

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Campus Information Gathering Sessions – September 13, 2016 - PPT Presentation

Campus Information Gathering Sessions Kickoff Agenda Executive Message COMPASS Overview Continuing COMPASS Engagement Break COMPASS Updates Change Management and Training Wrap Up Executive Message ID: 719929

student compass change management compass student management change lead overview team training graduate amp academic data updates aid ufl

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Slide1

Campus Information Gathering Sessions – September 13, 2016Slide2

Campus Information Gathering Sessions

Kickoff Agenda

Executive Message

COMPASS Overview

Continuing COMPASS Engagement

Break

COMPASS Updates

Change Management and Training

Wrap UpSlide3

Executive Message

Dr. Zina Evans

, Vice President Enrollment ManagementExecutive Sponsor

Elias Eldayrie

, Vice President and Chief Information Officer

Executive SponsorSlide4

Improve the User Experience for Students, Faculty, and Staff

Modernize Student Systems

Constituent Relationship ManagementStudent Information System

Room Scheduling

Self-Service Portal

Admissions Systems

Learning Ecosystem

COMPASS GoalsSlide5

Implement Common Business Processes

Reduce Secondary Systems

Implement a Data Management StrategyEstablish Student Master Data Management

Implement a New Student Data Warehouse

Develop New Reporting and Analytic Capabilities

Retire the Mainframe

COMPASS GoalsSlide6

This is a student focused campus-wide program. We all have shared accountability for its success.

Apply UF thinking to make decisions that benefit the entire university including students, faculty and staff.

Challenge assumptions and the status quo. During requirements and design activities ask: “Why do we do it this way?”

COMPASS Guiding PrinciplesSlide7

Communication is essential to the success of the program. The team will communicate frequently, clearly, and directly with the university stakeholders keeping them informed about program activities.

We will provide multiple opportunities for campus engagement in order to understand and address the needs of the university community.

COMPASS Guiding PrinciplesSlide8

We will reengineer our processes as needed to improve the user experience.

Free the data!

COMPASS Guiding PrinciplesSlide9

COMPASS Overview

Dr. Tammy Aagard

, Associate Vice President for

Enrollment Management

Steering Committee Co-Chair

Dave Gruber

, Associate CIO & Senior Director, UFIT

Steering Committee Co-Chair Slide10

Timeline

compass.ufl.eduSlide11

Engaging with the University

Student journey mapping

Focus on the student lifecyclePut several things on the parking lotSlide12

What we Learned

Common themes

Self-funded courses/programsRocks in the road/pain pointsRoadmap Slide13

Building on what we learned

Student lifecycle to academic calendar

You’ve helped us to identify roadmapBusiness process and outcome focusedSession topicsInstitutional advancement

Academic management

Student managementSlide14

What to expect next

Working sessions

CRM/Admissions – Phase II engagement

Introductions for the UF team leadsSlide15

Questions?Slide16

Break Time

Refreshments are available next doorPlease return to this room in 15 minutes

Campus Information Gathering Sessions KickoffSlide17

COMPASS Updates

Admissions

Mike Miller, Admissions Lead

wmmiller@admissions.ufl.eduSlide18

COMPASS Updates: Admissions

Admissions SIS Functional Team

Mike Miller (UF Lead), Jeff Rivell (Sierra-Cedar Lead), Brittany Hypes, Shannon ParrishAdmissions

CollegeNET

/CRM Functional Team

Rick Bryant, Denise Bouton, Suzie Burns, Ian Hales, Robert Mcgarrah, Morgan Vollrath

Technical TeamJuan Yip, Jay SchnedlNew systems used for admissions process:CollegeNET for our new application platforms

Salesforce CRM for application review and decision-makingCampus Solutions 9.2 for admitted student records and transfer credit evaluationSlide19

CollegeNET

Application Platforms

What has been accomplished to date:Transitioned the freshman application to the Coalition Application platform

Integrated the Coalition Application to the mainframe system

Integrated the self-reported academic record with the Coalition Application

What will the team be working on in the near future:

Transitioning the Graduate/Professional/UF Online apps to CollegeNET ApplywebIntegrating the

CollegeNET platforms with the Salesforce CRMSlide20

Salesforce CRM

Develop a system that provides a 360 degree view of UF constituents – “from prospect to endowment.”

What has been accomplished to date:

Undergraduate recruiting & prospect management is live

What will the team be working on in the near future:

Integration with

CollegeNET Application platformsDevelop processing and review systemsRecruiting & prospect management for Graduate/Professionals/UF Online

Integration with Campus Solutions 9.2 Student Information SystemSlide21

Campus Solutions 9.2

What has been accomplished to date:

Requirements gathering for what we need to move applicants to students

What will the team be working on in the near future:

Working on the integrations of Salesforce to Campus Solutions

Testing data loads to ensure smooth transition of data

Transfer credit evaluation system developmentReporting to support admissionsThere will be a later

CollegeNET/CRM information gathering session, as they move into phase 2 of the implementationSlide22

COMPASS Updates

Student Records

Diana Hull

, Student Records Lead

dhull@ufl.eduSlide23

COMPASS Overview: Student Records

Student Records SIS Functional Team

Diana Hull (UF Lead), Nancy Wiegand (Sierra-Cedar Lead), Christina Persaud, Cathy Smith, Joe Uong, Mallori Wojcik, Colin YokomiGo live for Fall 2018 activities

Release 1 – Academic Structure, Course Catalog

(August 2017)

Release 2 – Schedule of Classes & Room Scheduling

(November 2017)Release 3 – Student Career/Program/Plan (January 2018)Release 4 – Student enrollment history (March 2018)

Release 5 – Registration (April 2018)

Release 6 – None

Release 7 – Grades, degree certification, transcripts

(April 2018)Slide24

COMPASS Overview: Student Records

Master Data Management (MDM)

Your involvement will be ongoing!Testing will include individuals from colleges and departmentsData and reporting will be simplified (session next week)

Training

Will happen before we go live with individual functions

We have help!Slide25

COMPASS Overview: Student Records

Session 2 – This afternoon

(Sept 13, 2016, 1-4pm)Slide26

COMPASS Overview: Student Records

Session 3 – Tomorrow morning

(Sept 14, 2016, 9am-12pm)Slide27

COMPASS Overview: Student Records

Session 4 – Tomorrow afternoon

(Sept 14, 2016, 1-4pm)Slide28

COMPASS Updates

Financial Aid

Mike Dugger

, Financial Aid Lead

macmike@ufl.eduSlide29

COMPASS Updates: Financial Aid

Financial Aid SIS Functional Team

Mike Dugger (UF Lead), Paula Kurtz (Sierra-Cedar Lead), Tina Lamb, Max Mauney, Kimberly Schmitt

Business Process Focused:

Many are core office processes and others have touch points with external partners

Stay tuned for future engagement opportunitiesSlide30

COMPASS Updates: Financial Aid

High Level Processes:

ISIRsVerificationAbility to Benefit

NSLDS Aggregates

Student Groups/Cohorts

Special Programs (e.g.

Study Abroad, Transient/Consortium, Bridge)Budgets/Cost of Attendance

External Awards (Distributed Scholarship Management, Waivers, Third Party Payments)

Athletic Aid Processing

Payroll Data (Work Study, Student OPS, Grad Assistantships,

Fellowship Stipends

)

Red

indicates external partnerships Slide31

COMPASS Updates: Financial Aid

High Level Processes (continued):

Scholarships (External from UF Donor Awards)State Scholarships

Pell Grants

Awarding/Packaging (Institutional Grants, Financial Aid Need-Based Scholarships, Need-Based Work, Federal Direct Loans, etc.)

Repackaging (for Packaged Aid)

Disbursement (meets configurable rules/dates before eligible for disbursement)Funds Management and ReconciliationR2T4 (Return to Title IV)

Loans (Federal Direct, Federal PLUS, Perkins, Alternative/Private, Institutional Long-Term

,

Institutional Short-Term

)

Satisfactory Academic Progress (Financial Aid criteria that

match or exceed academic standards

)

Red

indicates external partnerships Slide32

COMPASS Updates: Financial Aid

High Level Processes (continued):

Student Self-ServiceItems needing attention:

TO DO's

Cost of Attendance

Expected Family Contribution

Loan IndebtednessAward InformationLoan AcceptanceExternal Aid Reporting

Data Warehousing and Reporting

Red

indicates external partnerships Slide33

COMPASS Updates

Student Financials

Dorothy Etienne, Student Financials Lead

etienned@ufl.eduSlide34

COMPASS Overview: Student Financials

Student Financials SIS Functional Team

Dorothy Etienne (UF Lead), Mary Friedlieb (Sierra-Cedar Lead), Tricia Riskowitz, Joy TheobaldUniversity Bursar (UB) what we do:

Assess tuition and fees

Disburse financial aid

Process student/parent PLUS loan borrower refunds

Post tuition & fee waiversSlide35

COMPASS Overview: Student Financials

UB what we do (continued):

Bill the FL Prepaid Program and other third party sponsors for students’ tuition and fees, mandatory health insurance (if applicable)

Central billing office for UF departments for charges posted to students’ accounts

Responsible for the collection of student loans and non-loan debts

Ensure student loan borrowers complete loan exit counseling requirementSlide36

COMPASS Overview: Student Financials

UB implemented Campus Solutions Student Financials (SF) in 2008:

Provided more flexibility in assessing different tuition and fee rates

Online access to account details & self-service features for students and parents

Greater online access for staff

Easier and faster access to data via queries and reportsSlide37

COMPASS Overview: Student Financials

9.2 Campus Solutions SF - Re-implementation:

Some screens will have a new look for students and staffNavigations to some of the screens will be different

Access for departments to view SF screens as needed - no changes

Material and Supply, Equipment Use, and Distance Learning Fees - as of today, no known process changes

Self-Funded Tuition programs – as of today, no known process changes

During the course of the project, SF will follow up with departmental staff as appropriate should any changes affect any current processes – STAY TUNED for ad hoc meeting invites and TESTING invites!Slide38

COMPASS Updates

Academic Advising

Toby Shorey, Academic Advisement Lead

tshorey@ufl.eduSlide39

COMPASS Overview: Academic Advising

Academic Advising Functional Team

Toby Shorey (UF Lead), Ross Leisten (Sierra-Cedar Lead)Session 5 – Next Tuesday morning (Sept 20, 2016, 9am-12pm)Slide40

COMPASS Updates: Academic Advising

Expected Outcomes:

Collect input from college advisors and personnel in addition to what was provided in the college-specific discovery sessions

Think broadly about degree audit structure needs

Connect college advisors with COMPASS Academic Advising workgroupSlide41

COMPASS Updates

Graduate and Professional Schools

Jenn Hubbs, Graduate Lead

hubbsj@ufl.eduSlide42

COMPASS Overview:

Graduate and Professional Schools

Graduate and Professional Schools Functional TeamJenn Hubbs (UF Lead), LB Robbins (Sierra-Cedar Lead), Gann Enholm

Graduate & Professional team – spans the whole COMPASS program

Journey Mapping/Business Process Analysis with all 16 Colleges

Incorporated into all functional areas

Every day of the project: “How will this work for Graduate & Professional students?” (We are not an afterthought!)Slide43

COMPASS Overview:

Graduate and Professional Schools

Professional School Directions:Changing in parallel with undergraduate and graduate

Identifying where new COMPASS software can provide centralized tools that support professional education even where it differs from undergraduate education

Like other programs – will benefit from easier reporting toolsSlide44

COMPASS Overview:

Graduate and Professional Schools

Graduate School Directions:Moving towards having everyone working in the same system

Working to diminish delays due to syncing data overnight

Prototyping GIMS (Graduate Information Management System) functions in COMPASS software

Finding the best home for every function

Moving in the direction of degree audits for graduate studentsSlide45

Questions?Slide46

Change Management

Kathy McKee

, OCM Lead

kemckee@ufl.eduSlide47

Organizational Change Management

OCM Team

Kathy McKee (UF Lead), Tracy Gale, Communications SpecialistOCM Committee

Tammy Aagard, Aigi Adesogan, Luis Andino, Mark Burison, Owen Callahan, Sharon Eyman, Jim Freymann, Tracy Gale, David Gruber, Ruth Harris, Harrison Magoutas, Deborah Mayhew, Rhonda Moraca, Kim Pace, LB Robbins, Tobin Shorey, Faculty Representatives (to be named)Slide48

Let’s Discuss

What is it? What do we mean by “organizational change management”?

And why bother?How will we go about it?How will it affect you?Slide49

What Is Organizational Change Management?

Change typically impacts:

ProcessesSystemsOrganization structureJob roles

It is not enough to merely prescribe the change and expect it to happen

Takes hard work

And an understanding of what must actually take place to make the change happenSlide50

Project Management vs.

Change Management

Project management: Application of knowledge, skills, tools, and techniques to activities to meet project requirementsInitiating, planning, executing, monitoring and controlling, and closing

Change management:

Process, tools, and techniques to manage the 

people

side of change to achieve the required outcomeTools to help individuals make successful personal transitions resulting in the adoption and realization of changeSlide51

Project Management vs.

Change Management

Project managers:Identify milestones, activities to be completedOutline resources needed, how they work together

Define the scope of the project/program

Change managers:

Identify, craft

key messages to be communicatedWork to build strong and active coalitionsMake the case

for why the change is needed to employees throughout the organization, even before the specific details of the solution are completeSlide52

Why Bother?

Change management depends on the amount of disruption created in employees’ day-to-day work

It also depends on the organization’s culture, value system, and history with past changes

As humans, we also respond somewhat predictably to change

By understanding and communicating with this “change cycle” in mind, we can

lessen the negative impact, make better decisions, and speed up adoption

—to build the newSlide53

Change CycleSlide54

Phase 1—Inform

Phase 2—EngagePhase 3—Prepare

Phase 4—IntegrateOur plans and activities will have a recursive quality:Because COMPASS will span 3 to 5 years

With releases following the student life span

We will likely have various phases occurring at the same time in support of different releases

How Do We Manage Change at UF?Slide55

How Will This Affect You?

Well, you are

humanBeing mindful of the

change cycle

can be helpful—for example:

Are you in Stage 3 discomfort?

Is a colleague in denial?Etc.You also can help the change management team by providing information to your colleagues and bringing concerns forward earlySlide56

Stay in the Loop

COMPASS website

compass.ufl.edu

Update e-newsletter

Contact COMPASS

uf-compass@ufl.edu

Slide57

Training

Shay Potts

, Training Leadsdavis05@ufl.eduSlide58

Training

Training Team

Shay Potts (Lead), Ronda Mitchell, additional training staffUtilizing the expertise and resources of Human Resource Services Training & Organizational DevelopmentSlide59

Training Strategy

We are conducting a review of business processes alongside core offices to determine the best training plan

Training will be available prior to each release

Each release will have its own training plan, components, and delivery timeline

Possible training resources

Online courses

Just-in-time training toolkits

Instruction Guides

Simulations

Informational sessions

Open labs

Questions: training@ufl.eduSlide60

Wrap Up

Dave Gruber

, Associate CIO & Senior Director, UFITSteering Committee Co-Chair Slide61

COMPASS Overview: Data Needs & Reporting

Session 6 – Next Wednesday

(Sept 21, 2016, 9am-4pm)Slide62

Summary of Information Gathering Sessions

2

3

4

5

6

Academic Structure

Courses & Schedules

Student Attributes & Registration

Academic Advising

Data Needs & Reporting

Tues

Sept 13 2016

Wed Sept 14 2016

Wed Sept 14 2016

Tues

Sept 20 2016

Wed Sept 21 2016

1-4pm

9am-12pm

1-4pm

9am-12pm

9am-4pm

Reitz Union

The Chamber

Emerson Hall Presidents Ballroom

Emerson Hall Presidents Ballroom

Reitz Union

The Chamber

Reitz Union

The ChamberSlide63

Questions?