COMPASS - University of Florida

Intensive work on COMPASS-SIS underway

Executive sponsors Zina Evans and Elias Eldayrie announced the launch of COMPASS with an administrative memo to the UF community on Feb. 2, 2016. A few weeks later, on Feb. 22-23, the COMPASS-SIS program team assembled at the Harn Museum of Art for its kickoff. During a high-level overview of the program at that gathering, Evans and Eldayrie framed the team’s work in the context of these overall COMPASS goals to:

  • Improve the user experience for students, faculty and staff
  • Modernize student systems
    1. Constituent Relationship Management
    2. Student Information System
    3. Room Scheduling
    4. Self-Service Portal
    5. Admissions Systems
    6. Learning Eco-System
  • Implement common business processes
  • Reduce shadow systems
  • Implement a data management strategy
  • Establish student master data management
  • Implement a new student data warehouse
  • Develop new reporting and analytic capabilities
  • Retire the mainframe

Evans and Eldayrie asked the COMPASS-SIS team to incorporate and remain mindful of several guiding principles:

  • Share accountability for this student-focused, campus-wide program
  • Apply thinking to make decisions that benefit the entire university (students, faculty and staff)
  • Challenge assumptions and the status quo
  • Communicate frequently, clearly and directly with stakeholders about program activities
  • Provide multiple opportunities for campus engagement to understand and address the community’s needs
  • Minimize system customizations
  • Protect allocated program resources from distractions of non-program tasks

In future issues of Update, we will delve into these goals in more depth. We’ll also explain the timeline for COMPASS’s development and phased implementation through fall 2018.

Following the kickoff, the COMPASS-SIS team attended training on Campus Solutions, the Oracle application upon which the team will build the new student information system replacing ISIS. In March, the team began mapping the “student journey” for UF students: undergraduate, graduate and professional paths. What is the student journey? All the steps a student takes—and the interactions UF makes with that student—prior to application; through admission, acceptance and matriculation; during enrollment; and through graduation. In addition to mapping the undergraduate student journey, the team has met or will meet with representatives of the professional schools as follows to complete their respective mappings:

  • Medical student journey mapping started April 20
  • Dental student journey mapping was completed April 26 after two sessions
  • Law student journey mapping will begin May 17
  • Pharmacy student journey mapping was initiated and will continue May 24
  • Physical therapy student journey mapping will begin May 31

The COMPASS-SIS team also picked up the task of meeting with various units around campus to document and analyze their current business processes relating to student information. Begun last fall, this business process analysis provides a foundation for understanding how work is done now and how staff, faculty and students interact with the existing systems. The team has had very fruitful sessions with the UF International Center, UF Business Services Division, and the Dean of Students Office, among others. Student journey mapping and business process analysis are important elements in the “analyze and design” phase of COMPASS-SIS.

Steering committee co-chairs Tammy Aagard and David Gruber have continued the communication and engagement sessions across campus that they began in January. Those meetings included the Advisory Council for Undergraduate Affairs (Jan. 5); the Undergraduate Advising Council (Jan. 21); Annual Academic Advising Conference (Feb. 5); the McKnight Brain Institute (Feb. 11); the Student Advisory Group (March 7); and open forums at the HRS Building (March 10 & 18). A recording of the March 10th forum is available for viewing. Additional information sessions are being scheduled and will be posted on the COMPASS website.