COMPASS in Progress

COMPASS in Progress

We are pleased to announce that the COMPASS homepage now showcases our new video on COMPASS, featuring President Kent Fuchs, Associate Vice President Tammy Aagard, Associate CIO Dave Gruber, Admissions Officer Shannon Parrish and three outstanding UF Student Government leaders. The video and other information and resources on our website offer details on this joint program between Enrollment Management and Information Technology, which will update, standardize and upgrade information processes and systems; improve the user experience for students, faculty and staff; and offer innovations and abilities in areas such as constituent relationship management (Gator360), learning ecosystem, master data management and governance, reporting and analytics, and the ONE.UF and myUFL portals, all in support of a truly connected campus.

Release 2 is just days away, and COMPASS teams have been working hard to ensure another smooth and successful transition to new processes and functionality. The Nov. 6th release is focused on moving the Course Catalog (Student Records area), Institutional Student Information Record (ISIR) Loads (Financial Aid area), and loading 2018 applications as well as a new undergraduate Transfer Credit Evaluation process (Admissions area). Training for Release 2 outside the core offices is needed only for staff who evaluate student transfer data. (Read more about this release and other items of interest in the bullets below.)

The third release of functionality through COMPASS will be Jan. 16, 2018, and will offer ISIR Processing (Financial Aid area), Student Program Plan (Student Records), SHCC Immunizations (Campus Community, Student Health), and Residency Processing (Admissions, Student Records). Core offices are already engaged in this process. Training for Release 3 will open in mid-December, and will be needed for staff who manage student majors, minors and certificates; and those who need to view student records.

Training resources, including just-in-time training such as instruction guides and simulations, as well as online and instructor-led courses were and will be offered as needed prior to each release. Training information can be found on the Student Information System toolkit that resides alongside the HR and Financials toolkits.  Course offerings are and will be made available through myTraining.  An easy-to-read guide to training requirements, types, intensity and availability is available for all releases on the COMPASS website, which also offers detailed information on the project and its elements and archived articles in the News and Profiles section.

To ensure you receive the most recent information, make sure you and your colleagues are subscribed to COMPASS Update. You can also request a personalized presentation for your college, unit or area via our Presentation Request Form.  While presentations are not training, they can allow staff in your area to focus on aspects of upcoming releases with the greatest impact to them and have their questions and concerns addressed personally by COMPASS subject matter experts.

Other highlights include:

  • Academic Advising: A standard format for audits has been created and implemented, with customizations still being made as the audit process continues with a variety of colleges. Internal training and testing for Academic Advising will take place next month, and user training for academic advising access will take place in February 2018.
  • Admissions: Release 2 will include loading 2018 applications and decision updates, electronic transcripts (FASTER data) and the student transfer credit evaluation. These changes impact the core Admissions office staff and departmental reviewers who evaluate student transfer courses. By the time this article reaches you, everyone responsible for the new student transfer credit articulation process should have completed their training in preparation for Release 2 on Nov. 6, 2017. (The online course can be accessed at http://hr.ufl.edu/learnandgrow/toolkits-resource-center/student-information-systems/course-transfer-evaluation/. Click on Search, enter Course Transfer Evaluation, then click on the course to view details and launch the course. The instruction guides are available in the HR toolkits and on the Human Resource Services website, under “Learn and Grow.” General information on the new Student Transfer Credit Articulation process is also available in a PowerPoint on the COMPASS website in the Multimedia section (navigate to Student Information System/Admissions/Transfer Credit Evaluation Presentation).
  • 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. When Release 2 goes live Nov. 6, 2017, admitted student bio demo data will be populated into Campus Community.
  • COMPASS Support: 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. IT issues will continue to be handled using myIT for service requests and incidents.
  • Enterprise Analytics: Staff across campus have been enjoying the opportunity to explore the new version of Cognos Analytics, which allows you to swiftly and easily upload, manage and analyze data and create customized reports and dashboards. The software is free to faculty and staff, and you can access and explore it on your own or through in-person sessions or labs. 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
  • Financial Aid: For Release 2, the COMPASS Financial Aid Team is preparing the Student Information System to receive Institutional Student Information Records (ISIRs). The Office for Student Financial Affairs uses ISIR data to administer financial aid to students, as well as to meet federal, state, and institutional reporting requirements.
  • Gator360: COMPASS is pleased to announce that UF’s new Constituent Relationship Management (CRM) strategy has been branded as Gator360 in recognition of how the integrated, enterprise-wide software solutions will provide UF with a “360 degree” record of applicants and students and their interactions with UF. The current implementation focuses on the Admissions process, but Gator360 is expected to continue to expand, eventually including alumni, supporters, and all those connected to the Gator Nation. (There will be no cost to units.) When combined with the potent software and analytical tools under development in the learning ecosystem area, Gator360 is expected to contribute greatly to student academic success as well as to the university’s many other goals and objectives.
  • 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. New features to date include new workspaces for students, staff and applicants, including an admissions application status check, and an improved landing page, menu, and search engine. New features and abilities related to academic programs (majors/minors) and action items (to-dos) will be released in January 2018; action items (holds), financial aid, registration prep, registration, schedule of courses, and a faculty workspace in March 2018; an upgraded degree audit in May 2018; and student financials (bursar), updated admissions workspace, and grades and transcripts in August 2018.
  • Security: For Release 2, there will be additional new security roles for core offices. There will also be one new end-user role for access to transfer credit evaluation functionality. A new security setup page will be added to the Access Request System (ARS), but setups are only needed for core office roles at this time. There will be a self-paced instruction guide for existing DSA’s, and an online course for new DSA’s will be updated. (The online course is optional for current DSA’s.)
  • Student Records: The impact of Release 2 will focus on the course catalog (not the published document), which will be maintained in both environments until at least Release 5. Release 3 on Jan. 16, 2018, will bring functionality in the new system to student majors, minors, certificates, and degree programs. Course Catalog Training can be accessed online at http://hr.ufl.edu/learnandgrow/toolkits-resource-center/student-information-systems/course-catalog-view-only/.
    • Student Program Plan Training: The Student Records Team has been working hard to create training for staff who manage student majors, minors and certificates (programs), graduate coordinators, and others who need to view student records with new terminology and processes to come in Release 3. On Jan. 16, 2018, campus will see the Student Program Plan (formerly called the Career/Program/Plan Stack) in the myUFL Student Information System (Campus Solutions) as the official indicator of students' academic program(s), including the history of majors, minors, tracks and certificates pursued.
    • At the undergraduate level, advisors will update majors in the new system beginning Jan. 16, 2018. In-person and online training will be available beginning Dec. 15, 2017, and it is critical that staff involved in these processes participate in at least one of the training opportunities. Existing security will be a guideline for granting permissions to the new functionality. The Office of the University Registrar will manage a process to replicate these major changes in the current system to support Spring and Summer 2018 processes that will continue to occur in the legacy system through August 2018. Additions or changes to minors, certificate programs and dual majors or degrees will continue to be done via the existing paper forms. These should be submitted to the Office of the University Registrar for processing, as is the current procedure. 
    • At the graduate level, changes to graduate student majors, degrees, concentrations, minors, and degree attributes (such as thesis/non-thesis) will be made via myUFL starting Jan. 16, 2018. Online training, in-person training, and instruction guides will be available Dec. 15, 2017, and those with existing permissions in GIMS (Graduate Information Management System) will be automatically granted equivalent access in myUFL. Training opportunities will be publicized through COMPASS communication channels and Graduate School emails to current GIMS users. Between January and August of 2018, these changes to graduate student degree programs will be loaded to GIMS within 24 hours and then transferred on to the mainframe via the existing daily export process in order to support Spring and Summer 2018 processing. GIMS will still be used to maintain graduate student milestones, committees, theses/dissertations, and other information currently maintained in this system. Some additional functions - qualifying examination and final examination entry - will move to myUFL on March 5, 2018, with online training and instruction guides available Feb. 5, 2018. These changes will support the use of a graduate student degree audit, which will be available to graduate students in Fall 2018 and show Graduate School requirements from the beginning of a student's graduate career at UF.
  • Training: Training for users outside core offices related to Release 2 will be needed for staff who evaluate student transfer credit. 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 resides 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.
  • Websites: As COMPASS teams work to streamline and modernize the delivery and presentation of data at UF, we would like to ask for your assistance. Many of UF’s thousands of websites include important information, and as we transition to the new student records system, much of that information will no longer be accurate. Please review your websites, paying close attention to the use of codes from the current system or links to services that may no longer be available as the new SIS comes online. Contact us if you are unsure how to modify these pages to bring them in line with enhanced functionality rolling out with COMPASS.



COMPASS Release Schedule

Release

Functionality

Go-Live Date

1

Graduate, professional & UF Online applications with CollegeNET for Fall 2018 admissions. SIS receiving graduate, transfer & certificate applications for students admitted for Fall 2018 and their associated external organizations. Primed systems for future upgrades, including customized CRM (Gator360). Centralizing data, replacing prospecting and recruiting systems, streamlining & consolidating processes

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, Service Indicators (Holds)

March 5, 2018

5

Registration, Enrollment Verification (Fall Term)

March 26, 2018

5a

Room and Event Management

May 14, 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