COMPASS in Progress

COMPASS in Progress

Years of planning and intensive efforts by project-oriented teams across the University of Florida campus led to the first major release of functionality Aug. 7, 2017, through COMPASS (Campus-wide Modernization Program to Advance Student Services). Meticulous preparation and planning, careful, comprehensive testing, and close communication with core office staff are credited with the success of this release, which offers new functionality for admissions, student records and registry data maintenance. (Also refer to our Release 1 story.) Note: There is no training needed for Release 1 with the exception of that required for core office staff, all of whom have already been trained by the appropriate COMPASS team.

We remind you that our website offers detailed information on the project and its elements, as well as archived articles in the News and Profiles section. To ensure you always receive the most recent information, make sure you are subscribed to COMPASS Update. You can also request a personalized presentation for your college, unit or area via our Presentation Request Form.  COMPASS highlights this month include:

  • Academic Advising: This COMPASS Team has been focused on creating a standard format for audits and the conversion of more than 300 degree, minor and certificate audits, effective catalog years 2011-present. Internal training and testing for this component will take place in late 2017.
  • Admissions/CRM: Release 1 for Admissions replaces systems for managing prospecting and recruiting activities, streamlines processes, centralizes data, and consolidates processing for prospective students. The Student Information System will receive student applications (graduate, transfer, and certificate) for the Fall 2018 term and the external organizations from where students are applying. While impacts for UF Admissions professionals are “under the cover” changes and invisible for most users, subsequent releases in late 2017 and 2018 may impact graduate and undergraduate coordinators and staff, and students (graduate, undergraduate, re-admits, professional, post baccalaureate, certificate, MBA, UF Online) and transfer applicants.
  • Campus Community/Bio Demo: Many areas and units on campus rely on student biographical/demographic information and service indicators provided by Campus Community, and this team also ensures that UF maintains and evaluates proper immunization compliance. In Release 1, biographical/demographic information contained in the Campus Solutions “person record” is populated with active registry records. This is the foundation of the person record in Campus Solutions, and will be kept in sync with the registry as updates occur. In addition to registry data (name, birth date, gender, addresses, phone, etc.), the person record is augmented with student specific data such as citizenship, FERPA, ethnicity and visa. When Release 2 goes live Nov. 6, 2017, admissions applicant bio demo data will be populated into Campus Community.
  • CollegeNET Applications: UF advisors, coordinators and staff should be aware that the Office of Admissions will begin the process this fall of implementing vendor-supported applications via CollegeNET, a recognized leader in the field of online applications. The new applications will replace homebuilt online applications as well as paper-based readmissions and post-bac applications. The impact to departments will be minimal since applications will still be processed in the same manner, and the only change for this upcoming cycle will be a better experience for applicants. For details, see the CollegeNET article in this newsletter.
  • COMPASS Support: Since Release 1 functionality will be “invisible” to most campus users outside core offices, issues are expected to be minimal and easily addressed. Questions or concerns regarding functional issues should be directed to the related home/core office. If that office needs assistance, they should then contact their associated COMPASS team member(s). COMPASS teams and core office staff are being trained to handle any and all new changes incorporated within COMPASS. UFIT issues will continue to be handled using myIT for service requests and incidents.
  • Enterprise Analytics: The new version of Cognos Analytics allows you to swiftly and easily upload, manage and analyze data and create customized reports and dashboards, and is available free to faculty and staff. Ultimately, the system will tie in to UF’s common “data lake,” but you can log in now and experiment with your own data sets in the Beta environment at https://qat-reporting.it.ufl.edu/ibmcognos/bi/?perspective=UF+Welcome. Current reporting users should have access. If you do not, ask your DSA to request the UF_ER_ANALYTICS_USER role for you. Email any questions, suggestions and feedback to Reporting-Services@ufl.edu. Learn more
  • Graduate Student Data: One of the priorities of the COMPASS project has been to reconcile and centralize graduate student data. Currently, changes to the type of degree a graduate student is pursuing, a graduate student’s minors or concentrations, or a graduate student’s degree attributes (for instance, thesis or non-thesis) have been entered in the Graduate Information Management System (GIMS), with results brought over to the Student Information System nightly or upon the student’s graduation. Starting January 2018, these changes will be entered and stored via the new central Student Information System (SIS) rather than GIMS, allowing everyone to have the same view of what degree program(s) a student is pursuing. Milestones (qualifying and final exams) will also move into the new SIS in March 2018. For now, students will still submit theses and dissertations via GIMS, and changes to graduate committees will still be entered in GIMS. All parts of GIMS are being redesigned for a more seamless, near-real-time integration with the new SIS, and the Graduate School and UFIT are working together to evaluate the best permanent home for all functions currently performed in GIMS.
  • ONE.UF: This major information portal continues to evolve as a self-service mechanism for the university community, with functionality being rolled out as it is developed instead of being tied to the standard COMPASS release schedule. Features released June 10th included new workspaces for students and staff, and an improved landing page, menu, and search engine. On the schedule now are features and abilities in the following: applicant workspace and admissions application status check, Aug. 14, 2017; academic programs (majors/minors) and action items (to-dos), January 2018; action items (holds), financial aid, registration prep and a faculty workspace, March 2018; an upgraded degree audit, May 2018; and student financials (bursar), updated admissions workspace, and grades & transcripts, August 2018.
  • Security: New security roles for Release 1 are for enrollment management core offices, and will impact only DSA’s for that division. The first end-user roles will be available in Release 2 on Nov. 6, 2017, and details will be communicated as that release nears.
  • Student Records/Academic Structure: In Release 1, the academic structure framework will interact with
    the admissions application to identify what UF programs exist, allowing students to select those in the application process. The framework organizes colleges, departments, majors, minors, certificates, and terms; creates a skeleton to support admissions processing; and guides the management of biographical/demographic data. For this area, Release 2 on Nov. 6, 2017, will focus on the course catalog (not the published document), which will be maintained in both environments until at least Release 5.
  • Training: There was no training needed for Release 1 with the exception of that required for core office staff, who were personally trained by the appropriate COMPASS team. Moving forward, training resources, including guides, online toolkits, and group and/or online courses, will be offered as needed prior to releases late this year and in 2018 (see schedule below) in a Student Information System toolkit that will eventually reside alongside HR and Financials toolkits as well as in a Student Information Section.  An easy-to-read guide to training requirements, types, intensity and availability is available on the COMPASS website and in the Training article in this issue of COMPASS Update.

COMPASS Release Schedule

 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, Student Program Plan (Major/Minor), SHCC Immunizations, Residency Processing

 

Jan. 16, 2018

4

Degree Audit, Registration Prep, Award Aid, Schedule of Classes, Holds

 

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