COMPASS in Progress

COMPASS in Progress

Two major releases of functionality and significant enhancements to ONE.UF for faculty, staff and students made March a busy and challenging month for COMPASS team members and users across campus.

Release 4 on March 5th focused on enhanced processes and services within the new Student Information System (SIS) on the degree audit, student milestones, student registration preparation and schedule of courses, honors application status, service indicators/holds, and financial aid packaging. More than 19 million student enrollment records were converted from legacy mainframe data, and nearly all current and historical student records at UF were moved over to the new system through this enormous effort. Release 5 on March 26th focused on enhanced processes and services within the new SIS on registration, enrollment verification (Fall Term), SEVIS report, and faculty class rolls (also available in ONE.UF). Read more in our articles on Release 4 and 5 and ONE.UF.

Teams are now following up on details from earlier releases and testing for Release 5a, which will focus on course scheduling and room management. The student-facing portion of the new degree audit, which is available now via myUFL for undergraduate advisors who wish to use it, and the degree what-if report through ONE.UF has been moved from May 14, 2018, to a new release, 5b, on July 9, 2018, to give staff more time to adjust to new systems and processes. (Editor's note: these dates may have changed)  

The University of Florida has seen and will see enhancements in many areas through COMPASS, and the program is essential to our university’s quest to connect the campus and improve the user experience for our students, faculty and staff. Please know how very much we appreciate your cooperation and patience.

Other COMPASS highlights include:

  • Gator360 Case Management: Student Financial Affairs has handled nearly 25,000 cases using Gator360, UF’s constituent relationship management system, since their office went live with the system in mid-December. Office staff have praised the system’s contributions to their efficiency and responsiveness. For example:
    • Gator360 allowed them to email and respond swiftly to students and families, garnering positive responses through social media and elsewhere. The system also tracked who opened emails and associated action(s), and used that information in conjunction with Campus Solutions to monitor incoming applications. “Less than two minutes after sending a mass email, we had responses to it coming in,” said SFA Associate Director Tina Lamb. “We’ve never been able to know so much about our students or assist them so quickly and precisely.”
    • The office has packaged over $700 million in financial aid for 2018-19, and has also just run their first round of federal verification—a process required by Federal Student Aid to confirm data reported on the FAFSA—using eForms instead of requiring families to fax or personally deliver documents. “We sent notifications to 8,000 students selected for federal verification, and students immediately began using links on their To-Dos (in One.UF),” said Lamb. “We received over 600 completed documents in under 24 hours. That’s a tremendous improvement for our students and for SFA.”
    • The University Bursar is also live, and the two offices are sharing and transferring cases and using Quicktext to provide consistent answers.
  • OUR Daily COMPASS Conference Call: The Office of the University Registrar (OUR) is hosting a daily COMPASS conference call from 4:30-5 p.m. through the end of Advance Registration on April 20th.  OUR and COMPASS Team members will be available to provide updates and answer questions. The format of each call is to provide a quick update on new system features or processes, go over answers to the most frequently asked questions each day, and respond as quickly as possible to concerns.  Answers to questions that need researching will be sent out in a subsequent Registration Update email and discussed during the next day’s conference call.  If you want to participate in the conference and are using an on-campus desk phone, dial 781-0086. If you are using an off-campus phone, dial 352-294-7878 and when prompted, enter the conference ID 7810086#. If you have questions or need assistance in this area, you may also email CompassQuestions@registrar.ufl.edu or call 392-1374.
  • Academic Advising: A new online course, PVO100: Academic Advising in myUFL, is now available, and you can register here. The course covers the basics of using UF’s academic advising systems in myUFL, and is required for those requesting access to degree audits and other advising functions. The online course is a Mediasite recording of the instructor-led class and intended for those who were unable to attend the in-person class. Associated security roles and other information is available in the HR Learn and Grow Toolkit for Academic Advising.  We are also pleased to announce expanded myUFL search capabilities are now available to the advising community. The new search capabilities enable advisors to identify students more quickly by displaying additional information like college, major, admit term, etc. It also allows users to sort the search results by columns and easily navigate to common functions, such as enrolling a student, viewing advising notes, managing service indicators and more.  Advisors can obtain the navigation and check out the potential of this new capabilities via a training simulation. Moving forward, intensified engagement with advisors is planned, including regular town halls. We will send details via the Advisor list serv as these are scheduled.
  • Data Changes: Any UF information systems remaining on the pre-existing Student Admin after August 2018 are scheduled to be migrated off over time, including the Registry. It is important to note that following the final release of functionality to the new Student Information System (SIS) through COMPASS on August 20, 2018, the source of record for pre-fall 2018 enrollment, transcripts, and degree applications will transition from the mainframe to PeopleSoft and the parallel data feeds between the two systems will stop processing. (Existing data will remain there for some time and will also be archived in the data warehouse, but information will no longer be updated, and will become “stale.”) Read more on the Data Management website; in our article, Big Data and UF’s ‘Rise to Five;’ and on the COMPASS website under Data Governance, Master Data Management, Person Data and Student Data. The website also has added resources related to data, including an academic structure data dictionary, in the Supporting Materials section. COMPASS is having a significant impact on data and those who use it, and meetings, town halls and workshops have been scheduled targeted to specific aspects of data management and vending to help ease the transition, including:
    • COMPASS data and reporting leaders James Martinez and Greg McEachern have been actively engaging consumers and assessing specific needs for data/business process continuity with units across campus, and will continue this intensive outreach as the project moves forward. 
    • A town hall focused on ODBC data consumers, data application integrations and data on ESODBC and DB2 has been scheduled for April 17th. An invitation has gone out to those expected to be impacted by changes in these areas. If you did not receive an invitation, and feel you should attend, contact us via COMPASS.
  • Active Directory Changes: If you use enrollment Active Directory (AD) groups, please be aware of a pending change in how the groups are named. “Sections” and section numbers are referenced as “Classes” and class numbers in PeopleSoft, therefore the four byte section data will be replaced by the five byte class number. In addition, term will be increased from five to six digits, and as a result, the corresponding UFAD group name that is created will also change. Currently UFAD groups are named with the “course_section_term” convention.  The new convention will be “course_class number_term.”  For example, if the current UFAD group name is ABE4043_0138_20181, the future UFAD group name will be ABE4034_10013_201801. The AD name change will take place between the end of this semester and beginning of the 2018 summer semester, and will be communicated in advance. If you have questions or need additional information, contact us via COMPASS.
  • Enterprise Analytics: For many data consumers across campus, Cognos Analytics and the Data Lake are recommended and increasingly popular options for accessing new student data structures. Student Data Reporting Workshops (ERA500) are being scheduled beginning in late April, where users will learn about the available student data around enrollment and academic plans. Participants will learn to navigate the Enterprise Analytics interface and recognize key system functionality; locate and run existing reports in Enterprise Analytics; recognize the various types of reporting prompts to customize reporting output; export reports to various file formats (Excel, PDF, etc.); customize existing reports (via filtering, adding/removing columns, etc.) to answer business-related questions; schedule automated reports to be saved in Enterprise Analytics or delivered via email; explain how the data is structured in the student data package; locate query items by using the Data Element Dictionary or Enterprise Analytics search tool; create a simple data dashboard to visualize data trends; and use the student data package and report authoring tool to build a student data report from scratch. You will be able to sign up for the workshops via the myTraining system on the HR website. You are required to take Enterprise Reporting Analytics (ERA100) - an introduction to the reporting dashboard, and Report Authoring (ERA200) - exploring ways to create, enhance, customize, and manage reports and charts using Cognos Analytics – Reporting, prior to attending. Read more about Reporting and Analytics.  
  • CourseLeaf: On May 1, the University of Florida's undergraduate catalog will begin using Leepfrog’s CourseLeaf Catalog, a dynamic and searchable online academic catalog management solution used by more than 200 leading colleges and universities nationwide. CourseLeaf will integrate with existing campus authentication systems and receive data directly from the Student Information System course database to ensure course and program information is accurate and consistent.  Read more in our CourseLeaf article.
  • Faculty Impacts: New functionality and services rolled out for faculty and staff with the March 26th release, including a new Faculty/Staff Workspace in ONE.UF with teaching schedule, class rolls and ability to enter final grades; and access to the grades system in Student Admin for Spring and Summer 2018 terms. Coming in Fall 2018 will be access to a new grades module and improved grades functionality with a grading calendar and grading progress information. Read more in our Faculty Update
  • Feedback: We thank everyone who has taken time out of their busy schedules to reach out to us to offer input and assistance and/or to alert us to areas of concern. Your responses are increasingly valuable as we move through the release cycle and more members of our University of Florida community are significantly impacted. This is a massive, comprehensive, yet nuanced effort, and it will take all of us working together to maximize its many benefits while addressing issues and minimizing the disruption. In response to some concerns, we have enriched our website with additional resources, including an issues and suggestions matrix, and avenues for support, with more tools pending. We updated training materials to be of greater usefulness, and are adding “Tips and Tricks” to toolkit items. Teams are stepping up their engagement efforts, and COMPASS technical teams are implementing solutions for simplifying processes and enhancing the user experience. Project leaders are working to ease the load on heavily impacted staff, such as by shifting some requirements and deadlines. You will be hearing more about all of this as the project progresses.
  • Resources and Support: The COMPASS website offers details on the project and its elements and archived articles in the News and Profiles section. You will receive the most recent information if you are subscribed to COMPASS Update. You can also request a personalized presentation for your college, unit or area via our Presentation Request Form. In addition:
  • Functional issues: Please direct concerns regarding functional issues to the related home/core office. The Office of the University Registrar, for example has a dedicated email for questions, compassquestions@registrar.ufl.edu, and maintains an extensive FAQ. If a functional office needs assistance, they should contact their associated COMPASS team members, who are trained to handle new changes associated with COMPASS.
  • Technical questions: IT issues continue to be handled using myIT for service requests and incidents. If you are experiencing broken links or specific technical issues, please reach out to the UF Computing Help Desk at (352) 392-HELP or helpdesk@ufl.edu.
  • Training: Resources, including instruction guides and simulations, are available on the Student Information System toolkit. Register for online and instructor-led training via the myTraining system, and refer to our easy-to-read guide to training requirements, types, intensity and availability on the COMPASS website. For questions related to training, email training@ufl.edu.
  • Feedback: If you have questions and/or suggestions for improvement or are unsure of who to contact regarding a specific concern, use the COMPASS online submission form.

Future COMPASS Releases

Release

Functionality

Go-Live Date

5a

Course Development, Room and Event Management, Course Development (for Spring 2019 term). ONE.UF: Advising Notes for students.

May 11, 2018

5b

ONE.UF: Degree Audit and Degree What-if Report for students.

July 9, 2018

6

Master Data Management (Personal Data), Veterans Affairs Processing. ONE.UF: Updated Admissions Workspace; Campus Finances.

Aug. 6, 2018

7

Grades, Transcripts, Aid Disbursement, Graduation. ONE.UF: Faculty Grades; Grades & Transcripts.

Aug. 20, 2018

 Editor's note: above dates may have changed