UF Graduate School COMPASS Update July 26 2016

UF Graduate School & COMPASS Update July 26, 2016

Quick COMPASS Overview 2016 -2018 Following the student life cycle Replacing the mainframe (ISIS, NERDC, E-Referral…) …. plus as many other systems as possible https: //compass. ufl. edu/compass-timeline/

Quick COMPASS Overview COMPASS Team includes: • Change Management Committee (Rhonda) • CRM (Enrollment. RX/Sales. Force) Team (Jenn, Matt) • Admissions Application (College. Net) Team • SIS (Campus Solutions/People. Soft) Team (Gann, Jenn), including implementation consultants from Sierra-Cedar • Reporting Team (Jenn) • Self-Service (ONE. UF) Team • Student Master Data Task Force (Rhonda, Jenn) • …and additional ad-hoc groups needed to support additional pieces

What About GIMS? Our current directive: 1. Work with Student Records to design academic structure to match GIMS degree segments 2. Write up everything GIMS does 3. Learn what the COMPASS software does, especially Campus Solutions 4. Determine what GIMS functions could be done in Campus Solutions or one of the other COMPASS software solutions as delivered 5. Determine what customizations would be necessary to the COMPASS software options to replicate GIMS functions 6. Describe what would happen if we lost functionality in the transition 7. Work with technical team to determine level of effort to customize COMPASS software vs. integrate with GIMS vs. live without 8. Present results to COMPASS project management by mid-August for decisions

Easy Fits (with configuration) • Half-built prospecting functionality in GIMS is a good fit for further development in the CRM • Mirroring the degree segment structure in the new academic structure (program -plan stacks) • Milestones to track exams, committee formation, editorial deadlines • Holds (service indicators) and other integrations with the core SIS

Harder Fits (with extensive configuration) • Automatically assigning milestones based on degree segment • Evaluating overall, major, and minor credit in compliance with Graduate Council policy • Tracking Academic Common Market students • Integration with On. Base (but all units need this!) • The “tracking” part of GSTP, but not the budgeting part • Many of the Department Reports

Gaps (require extensive customization) • The entire Editorial system • Faculty committees (there is a place to store, but no validation/routing) • Fast degree certification (customization planned to replace certify suite, but also need Graduate School-specific at-a-glance functionality) • Certain Graduate School academic requirements for degrees • Allowing academic units to make course substitutions for their level requirements while not impacting Graduate School requirements

What We’re Emphasizing • GIMS has been custom-built over 14+ years to allow a small staff at the Graduate School and a large, high-turnover staff around campus to keep in compliance with Graduate Council & legislative policy • Losing at-a-glance reports (Holds screen, DCI, etc. ) would massively slow our operation and require significant additional staff at the Graduate School • Losing validation for program information (committees, minor eligibility, etc. ) would require a huge amount of additional institutional knowledge and work on the part of 250 ish GIMS users around campus (impractical) • Hours of work to integrate with GIMS vs. hours of work to rebuild GIMS functions vs. annual hours of additional work required if we lose functionality