OCM & Communications outreach update

OCM & Communications outreach update

With a successful Release 1 completed and Release 2, on November 6th, around the corner, the UF COMPASS Organizational Change Management (OCM) and Communications Team (Debra Amirin and Benjamin Markus) has been actively engaging students, faculty and staff, beginning an ongoing dialogue about the changes, upgrades and improvements coming their way through the project’s efforts.

COMPASS and its OCM Team are dedicated to ensuring that everyone affected by the project are, if anything, over-prepared for the changes to be implemented, and subject matter experts from the project’s teams continue to offer both in-person and virtual opportunities to share information, answer questions and respond to feedback.

Since the project’s launch in 2015, we have striven to develop new means of outreach, and as we approach functionality go-live dates that impact an increasing amount of the community, we encourage you to stay informed and make use of these outreach resources.

Let’s take a moment to review some of our outreach to date and that which we are working toward:

Roadshow Presentations

As COMPASS’ success lies in the support and active participation of students, faculty and staff, it’s imperative that the UF community has various opportunities to engage with the project teams in person.  In order to facilitate these engagement opportunities, this summer the OCM Team created a Roadshow Presentation Form and have been actively hosting presentations run by project leads and subject matter experts. Roadshow presentations illuminate COMPASS-specific elements (Admissions, Academic Advising, CRM, Reporting & Analytics etc.) and are customizable to the interests and needs of the requester and their constituents.

“Roadshows have been an invaluable resource for the COMPASS Academic Advising Team.  Our team’s success depends in part on suggestions and feedback received from academic advisors across the university. Roadshow presentations allow for face-to-face conversations about our development efforts, the progress being made and how the new system will benefit the advising community.” - Toby Shorey, Academic Advising Team Lead

Because of the varying nature of the topics covered in roadshow presentations, COMPASS offers three styles of presentation for your unit, college or department:

  • Topic-Specific: Choose from a list of COMPASS-specific topics or suggest your own. Presentations are usually 30 minutes long, followed by a 15-minute Q&A, but can vary depending on the time available and the level of detail preferred.
  • Panel: Choose a selection of brief presentations by a variety of speakers, generally followed by a 15-minute Q&A.
  • Experiential: Schedule a brief overview followed by a hands-on learning experience in a UF computer lab.

As of mid-September, project teams and subject matter experts have conducted roadshows to hundreds of staff in the following colleges, core offices, councils and groups: Agricultural and Life Sciences, Arts, Education, Dentistry, Graduate School, Liberal Arts and Sciences, and Public Health and Health Professions; to staff working in Academic Advising, Admissions, Career Resource Center, Information Technology, Institutional Planning and Research, Registrar, Student Records, and University Bursar; and to groups such as the Data Visualization Group, Data Federation, UF Communication Directors (F16), UF Student Government and Undergraduate Advising Council.

ONE.UF Team Lead Jacob Prater presents to members of Student Government

If you or your group is interested in an opportunity to engage with COMPASS about either a specific topic or the implementation in general, please reach out to the OCM Team via the Roadshow Presentation Form.  The project is committed to actively involving the UF community and will continue hosting roadshows throughout the duration of the project.

Website

To facilitate easier site navigation, and the timely dissemination of the most current project information, the COMPASS website was, in May, redesigned and migrated to the TerminalFOUR content management system.  Since then, the site has seen a 96% increase in daily pageview rate, with approximately 5,000 visitors thus far.

The revamped website contains a number of new pages and features aimed at providing the UF community the most comprehensive view of COMPASS and its teams’ efforts to date.  Here are the site’s new or improved and updated pages:

  • About COMPASS: Now offers an overview each of the project’s individual elements, with links to presentations or further information regarding each element
  • Training: Created to disseminate the project’s latest training-related information, Training also contains a brand-new Training Chart, giving an overview of release-specific audiences, and type and duration of training needed
  • Supporting Materials: Houses COMPASS Fact Sheets, one-page informational resources designed for general audiences who may be unfamiliar with the project. Fact Sheets are meant for wide distribution within colleges, departments or units
  • Multimedia: Houses the project’s roadshow presentation archives, as well as other project-related media
  • Glossary: Provides a comprehensive COMPASS terminology resource for the UF community
  • Questions and Feedback: Contains a form for feedback from the UF community, which can be submitted anonymously or with contact information if a response is desired

COMPASS Update

The COMPASS Update newsletter is distributed monthly to inform and prepare the UF community for new systems, procedures, services and functionality related to the implementation.  Articles published via the Update are housed in the News & Profiles section of the project website.  Those with an IT or Enrollment Management role will receive the Update automatically.  Others interested in subscribing to the Update can do so on the website or by emailing uf-compass@ufl.edu with subject line: “Subscribe.”

Gators interested in keeping up with workgroup-specific developments of the project should read COMPASS in Progress, a monthly summary of what has been accomplished, what is underway, and what you can expect from project teams in the near future.

The Update also features profiles on COMPASS team members, spotlights on key project issues or developments and, like the Training Page, will continue to be used as a resource to inform the UF community about the most timely and relevant training-related information.

Training Chart

Within the aforementioned Training page, the COMPASS Training Team has developed a training chart addressing some of the essential and most-asked training-related questions.

  • When will COMPASS training be available?
  • Who needs to be trained?
  • What topics will be covered?
  • What type of training will be used, and how long will the training last?

The chart addresses these questions release-by-release and currently contains pertinent information through Release 3, January 16, 2018.  With consideration to the evolving nature of the implementation, the chart will be updated with later release training information only when that training and the associated processes are deemed finalized.   

Teams and Contacts

As COMPASS encourages open communication with project leaders and subject matter experts, the contact information for those is available within the Teams and Contacts page.  And to help the UF community put faces to project members, this section contains photos of each of the workgroups.

 

The active participation of the UF community and campus partners is vital to the project’s design, development, implementation and integration.  COMPASS will continue to engage with campus and will continue to do so over the course of the implementation.  If you have any questions, concerns or comments, please reach out to COMPASS via any of the aforementioned methods or directly by email at uf-compass@ufl.edu.