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
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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?