Introducing COMPASS in Progress

COMPASS (Campus-wide Modernization Program to Advance Student Services) will enable UF to update, standardize and improve the processes and information systems used to manage and deliver services to students. COMPASS elements will also offer exciting innovations and abilities in the areas of constituent relationship management, learning ecosystem, student data governance, master data management, reporting and analytics, and the ONE.UF and myUFL portals. “COMPASS in Progress” will be a regular section in this newsletter, and we hope it will give you a glimpse each month of what has been accomplished, what is underway, and what you can expect in the near future.

University of Florida professionals from units across campus have been working alongside consultants from Sierra-Cedar in area-oriented teams since the inception of COMPASS in 2015 to envision, develop, test and implement innovative, customized data management structures and deliver agile, accurate and effective systems. Highlights of their efforts by area include: 

Academic Advising: This group is working on design documents to ensure essential degree audit-related functions like universal tracking are accommodated in the new system, testing enhancements like graphical indicators for requirement and degree completion to ensure audits are easy to read, writing undergraduate degree audits college-by-college with plans to invite college advising staff to view progress upon completion of each college, and writing and testing audits for minors and certificates.

Admissions: The team is working through COMPASS to lay the foundation for greatly expanded services and abilities for admissions professionals campus-wide in Release 1 (Aug. 7, 2017). Included with the development of the new student system will be CollegeNet vendor applications for the 2018-19 application cycle. The new applications are being implemented to support future development of a constituent relationship management (CRM) system as the application processing platform scheduled to arrive in Release 6 (Aug. 6, 2018).

Campus Community: Student Records, Student Financials, Admissions and Financial Aid teams all rely on student biographical/demographic information and service indicators provided by Campus Community, as do on-campus units like the University of Florida International Center and the Student Health Care Center. The Campus Community Team also ensures that UF maintains and evaluates proper SEVIS (Student and Exchange Visitor Information System) reporting and immunization compliance. The team will email information on changes to how biographical/demographic information is entered and accessed to all key users, and is developing an instructional guide in conjunction with training professionals. Campus Community helped lead the earlier effort to map the UF “student journey,” all the steps a student takes—and interactions UF makes with that student—prior to application; through admission, acceptance and matriculation; during enrollment; and through graduation. This effort allowed COMPASS to analyze business processes behind UF’s central units and 16 colleges, maximize the potential of new tools, and better integrate business processes with modern and unified systems.

• Organizational Change Management (OCM): The OCM team is working to utilize and support change management best practices ̶̶̶ active, visible, executive sponsorship; strong project leadership and governance; early, comprehensive change management planning; effective, strategic communications; and stakeholder engagement ̶̶̶ to help University of Florida employees and students embrace and adopt changes and smoothly transition to new systems in COMPASS, its elements and related projects. They encourage you to email them your feedback and suggestions to help ensure all members of the campus community are informed, engaged and prepared for new systems and methodologies.

• Constituent Relationship Management (CRM): A CRM system is being designed to track and record often overlapping student relationships and interactions with UF and make the records easily and swiftly accessible. The new CRM will replace existing systems for managing prospecting and recruiting activities, streamline processes now managed in different systems, centralize data, and consolidate processing for prospective students throughout the prospect to admission cycle.  Undergraduate prospecting and recruiting services were made available in August 2016, and the Wertheim College of Engineering is in the process of piloting graduate and professional prospecting and recruiting services.

• Financial Aid: The team has been working to identify policy and procedural changes to improve the efficiency of financial aid delivery. They have begun development of detailed guides and training courses to ensure core staff are comfortable with and prepared to use the new system. The team will be providing improved system functionality to campus partners in Release 4 (March 5, 2018). College scholarship coordinators and selectors, as well as other consumers of financial aid data, will receive communications to alert them of changes and training opportunities. Contact information for the Financial Aid Team can be found here.

• Graduate/Professional: The team worked with Office of the University Registrar representatives to reconcile GIMS and SIS data for conversion. They are now working on student degree program participation details; designing degree audits for Graduate School requirements and identifying graduate departments with existing SASS degree audits to be converted into the SIS; meeting with IT professionals and associate deans from professional programs to identify common needs and how they can best be addressed; and testing customized functionality.

• Infrastructure: This team has been working on setup and configuration of new student system environments; application updates and patches; and scheduling database upgrades.

• Master Data Management (MDM): MDM will streamline the sharing of “master data,” typically persistent, non-transactional data utilized by multiple systems that define primary business entities, throughout UF and facilitate computing in multiple system architectures, platforms and applications.

• ONE.UF and myUFL portals: These information “portals” are expected to change how they look and feel to users, with most changes in the early releases expected to be intuitive and easily understood. New functionality will include the ability for prospective students to check their admissions status online and a vast improvement in the consistent and swift evaluation of transfer credits. A video introducing ONE.UF is available, and a second video will be ready for preview to showcase the many changes coming next year. There will be significant changes in the area of student financials in Releases 4 (March 5, 2018) and 6 (Aug. 6, 2018). Staff who use the system to enter and analyze data may benefit from specialized information and will be notified well in advance.

• Reporting and Analytics: A beta version of Enterprise Reporting (formerly Cognos Analytics) is now available, and offers an intuitive, easy-to-use way to view and analyze information. You can take this exciting new reporting tool for a test drive now using your own data. Learn more The team also has developed Release 1 Reports and data models; conducted design sessions with college data consumers; and integrated Salesforce with prospect data and myUFL Student Information Systems. They are now working on requirement gathering for future releases of operational, managerial, and regulatory reports.

• Security: A dedicated security team is working with all COMPASS workgroups to ensure faculty, staff, and students will have appropriate roles and access they need to new and/or enhanced systems. Students should not notice any changes, and affected faculty and staff will be notified well in advance if they need training or to apply for access.

• Student Data Governance: This body of work at the student data domain level is part of an institutional effort to establish a strong data governance program at UF that will include data policies and standards, organizational bodies, and roles and responsibilities inherent to data management. Common topics of a robust data management program include data security and risk management, data access, data quality, reporting, and sharing by data domain. As the operating model for data governance matures, data trustees (and affiliated delegates), stewards, and custodians will be identified and recruited from the UF community.

• Student Financials: The team is developing functional design documents and business process guides in addition to conducting cross-functional meetings with Financial Aid and Student Records Teams to better understand how decisions made for other modules impact Student Financials and vice versa. Learning more of the basics of other modules has allowed them to make better decisions with setup and processes. They also met with the Training Team to outline core office and end-user training needs, and are discussing student access to Student Financials/University Bursar data with the ONE.UF Team. They have validated data converted from Campus Solutions 9.0 to the 9.2 testing environment for accuracy, and are testing processes as they become available.

• Student Records: Staff have been working with the ONE.UF team to conceptualize the student experience in the new environment and have organized UF’s colleges, departments, majors, minors, certificates and degrees in its “Academic Structure.” They are working with campus experts to create security and training plans for the Student Information System and on configuration of Event Management System (EMS) software for academic and event classroom scheduling for use in Fall 2018. EMS will facilitate the university community’s ability to request and reserve classroom space for non-academic functions on a campus-wide basis.

• Testing: Work has begun to ensure excellence in performance, accessibility, and security across the various COMPASS projects such as the Student Information System (SIS), and will progress from stand-alone unit testing to fully integrated end-to-end testing by business process. Some converted data and modifications are ready for developers and core functional team members to validate that individual components work as expected.

• Training: Human Resource Services staff are working with COMPASS teams to develop guides, online toolkits, and group and/or online courses to train users for non-core-office functionality in new and enhanced systems. A comprehensive training plan for users within and outside core offices has been developed for admissions, student records, academic advising, graduate and professional schools, constituent relationship management, financial aid, student financials and campus community areas. Enterprise Analytics is supported now and MDM will be supported in Release 4 (March 5, 2018). Training resources will become accessible per release in a Student Information System toolkit that will eventually reside alongside HR and Financials toolkits located here. Online and instructor-led course information and registration will also be provided in a Student Information Section. We will notify you in this newsletter and on the COMPASS website as this becomes available.

Release Schedule:

Release Functionality Go-Live Date
1 Academic Structure, Biographical/Demographic Data, Prospecting and Recruiting (College of Engineering), Application for Admissions Aug. 7, 2017
2 Schedule of Courses, Transfer Credit Evaluation, Course Catalog, ISIR Loads Nov. 6, 2017
3 Career/Program/Plan Stack, ISIR Processing Jan. 16, 2018
4 Degree Audit, Academic Advising, Award Aid 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 Aug. 20, 2018