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Thursday, October 19, 2023

Update from Stacey

I struggle to balance my desire to be a well-informed citizen with the weight of the national and international news. Most present on my mind recently, probably like many of you, has been the escalating war in Israel and Gaza. After reading the University-wide messages, I want to emphasize a few points.

We need to remember that we have members of our community directly impacted by this news and to provide flexibility and kindness. Staff, faculty, and students may have loved ones in that region, and they greet the news or their text messages with increasing dread. This prevents people from being able to pay the same level of attention to their work or studies. I encourage folks to take advantage of the many mental health resources we have available through the University.

President Ettinger also noted in his message that “our differences can heighten during times of crisis and conflict,” and that you are encouraged to report any bias incidents on campus to the Bias Response and Referral Network.

Finally, I was in conversation with someone whose daughter was stuck in Israel after her outbound flights to the U.S. were canceled. Thankfully, she was supported by Project Dynamo, along with several other U.S. citizens, and safely landed in the U.S. this weekend. As we think about making donations as part of the Community Fund Drive, I’m planning to contribute to the Tina Rovic Falkner Memorial Scholarship and make a donation to Project Dynamo as well.

ASR’s Best in Show: Community Fund Drive 2023

The Community Fund Drive is the University of Minnesota’s annual charitable giving campaign where employees can donate through payroll deduction or make a one-time donation. There are many ways to give, including donating to charities, nonprofits, and on-campus fundraising events.

ASR is participating in the fund drive by hosting ASR’s Best in Show! Yes, you read that right. We’re hosting a pet (or not-a-pet) contest! There are two ways to participate:
  • Submitting a picture of you pet(s)
  • Voting for your favorite pets with a cash donation
To submit your pet(s), complete the ASR’s Best in Show submission form. Each pet can compete in up to 3 different categories, ranging from the “best dressed” to the “best toe-beans”! The form will be available for submissions until November 2.

Voting will take place in person on Thursday, November 9 from 9 a.m. to 10:30 a.m. in Williamson 130J and 333D Bruininks Hall. You can cast your vote in each category by donating cash (and cash only). Winners will be determined by the total dollar amount of the “votes.” The donations will go toward the Twin Cities Student Success Fund. So come on in and vote for your favorite pet!

If you’re unable to come in person, you can still make donations to the Community Fund Drive online. If you want your donations to count towards the Best in Show votes, send a screenshot of your donation to asrcentral@umn.edu and include which photo(s) you would like to put the money towards.

Employee Engagement Survey

As a reminder, the Employee Engagement Survey became available on Monday, October 16 and will close on November 3. The link to the survey was sent from UofMNSurvey@qualtrics-survey.com and should be available to take in your inbox. The survey is the most consistent opportunity for you to share your feedback with ASR and the University. So please set aside 10-15 minutes to take the survey. 

When you take the survey, some of the questions will refer to terms such as your “department” or “college leadership.” Since ASR is not structured like a college, please use the following definitions when filling out the survey:
  • Campus – Twin Cities
  • College leadership – ASR directors
  • Department – Your ASR department (OCM, OTR, OSF, ASR IT, One Stop, OSI)
  • Manager – Your direct supervisor (person who does your performance review)

Project Request and Prioritization process

We are pleased to announce the launch of the ASR project request and prioritization process! Moving forward, all projects must be submitted via the Project Request for consideration. The guidelines for submission and process details can be found on the ASR Staff Site. Anyone is welcome to submit a project request, but we recommend that your leadership is aligned with the proposed project before submitting the request.

Project requests will be prioritized by the ASR Directors on a quarterly basis. However, it is encouraged to submit a project request as soon as you have the details. This will provide ample time to gather information and provide early visibility into potential projects.

Upcoming quarter dates and deadlines:
  • Deadline for project requests is December 15, 2023
  • Project prioritization meeting is scheduled for January 10, 2024
  • Quarterly planning period begins on February 5, 2024
An overview of the new project request and prioritization process will be presented at next week’s All-Staff Meeting with time set aside for questions. In the meantime, feel free to reach out to osi-projects@umn.edu with any questions or concerns.

Operations & Strategic Initiatives

Operations
  • Annual review of our Williamson Hall building emergency plan and ASR’s Continuity of Operations plan is happening.
  • The annual space survey was completed last week. Each year departments are asked to look at the space they are responsible for and ensure that everything is accounted for accurately. 

Projects

  • Completed the New American Indian Scholars Program workflow in Jadu and it is ready for launch.
  • The Projects team is providing project management coaching for lead staff working on the FAFSA Simplification project through the launch in spring 2024.
  • We continue to partner with the ASR Application Development team to provide ongoing UX & Business Analysis to support their work intake and refinement.
  • The Projects team has taken on the OIT PI Planning coordination efforts for ASR. We have been meeting with all ASR-IT and business unit teams to ensure our collaborative efforts with OIT are submitted to the appropriate OIT agile team for prioritization in the coming quarter. 

Training

  • To coincide with the Coursedog launch, OSI Training created four new training courses that teach Coursedog authors and approvers across the University the basics of the new system.
  • OSI Training is beginning to create an updated online FERPA training.

UX & Content Strategy

  • The team has been supporting the FAFSA Simplification effort mandated by changes at the federal level. There are many changes related to terminology, so a thorough review of forms, emails, and web content is underway. The team is also helping ensure that students and families are aware of the changes and this year’s delayed availability of the FAFSA form. 
  • Following a redesign of the DORS website, an awareness campaign was kicked off so that the campus community is aware of the benefits of using DORS. This effort is based on feedback from users saying they wished more people knew about DORS. 
  • The 2022-2023 annual report process has kicked off. This is an update of a publication initiated for the previous academic year (linked on the ASR website homepage). An area of focus for this year’s project is documenting the sources of data we publish. 
  • We’re also starting a content review of the One Stop website. This annual process ensures that all the content is accurate and trustworthy.

WorkflowGen retirement update

The work to retire ASR WorkflowGen (WFG) processes is well underway. ASR units have been hard at work planning, analyzing, and developing solutions for our WorkflowGen processes. ASR currently still supports 22 active processes in WFG, and we’ve already transitioned/retired 6 processes from our portfolio over the past several months. OIT has provided further details about the necessity for retirement of WorkflowGen from central IT support and planning, which is based on:

  • The lack of IT specialists within business units to build and maintain the complex development of their WFG processes
  • WFG’s reliance on older, unsupported .net technologies 
  • The need for significant OIT technical resources due to WFG’s frequent performance failures 
  • Data security constraints
  • WFG being out of compliance with UMN Accessibility standards for WCAG 2.1 AA
ASR’s work to retire our WFG processes is critical to the success of the overall project, and we appreciate the time and effort that ASR staff is committing to this work. For details about ASR’s processes and progress, see our WorkflowGen Retirement Status Update.

Change of College update and terminology review

In the summer of 2023, representatives from OUE and ASR collaborated to improve change of college (internally known as ICT—Intra Campus Transfer) processes and definitions. The ICT working group asked the ASR UX & Content Strategy team for assistance on this project. So far, the team has helped with:

  • Journey mapping
  • Conducting advisor and transfer advisor interviews
  • Gathering transfer-related Google Analytics information
  • Organizing and managing a UX team content plan
  • Participating in weekly ICT working group meetings
  • Developing a terminology review worksheet and working with Usability Services

Gathering student feedback is crucial when altering a student-facing process. The UX team partnered with Usability Services to conduct a terminology review with over 100 student participants. These results will impact how the ICT working group defines the change of college process for both students and staff. The ICT group aims to share this improved definition and process by early November 2023.

Veterans Appreciation

Please join us to celebrate Veterans Day at the 14th Annual Veterans Appreciation Event (click the link to add the event to your Google calendar)! This event is free and open to the public. We hope you will join us for pizza, entertainment, and a community partner information fair. 

Please also consider filling out a thank you note for a military-affiliated student, colleague, friend, or a loved one. These notes will be projected on a screen during the event. To honor the privacy of others, names and identifying information will be removed from submissions prior to sharing these words of gratitude at the event. Please submit your note by Friday, November 3.

14th Annual Veterans Appreciation Event
Thursday, November 9, 2023
11:30 a.m.-1:30 p.m.
Coffman Memorial Union, Great Hall
No RSVP Required

Diversity, Equity, and Inclusion Committee

History of Israel Palestine conflict resources

For those who, like us, are interested in gaining a better understanding of the historical context of the Middle East and the present-day situation, we are sharing the following resources. This is nowhere near a comprehensive list, but it is a place to start:

Campus-Specific Resources

“My Role in Equity & Diversity” Workshop offered October 25
The Office of Equity and Diversity is partnering with the Wellbeing Program to offer their foundational workshop “My Role in Equity & Diversity” next Wednesday, October 25 via Zoom. If you were unable to register for this workshop this fall, this could be a great opportunity to attend and receive 250 wellbeing points!

Join our ASR DEI Community of Practice
Subscribe to our DEI Google Group to discuss the latest news, connect with the committee, and keep up-to-date with DEI initiatives. More resources and information about the DEI committee can be found on the ASR Intranet.

Staff recognition

Shout out to Paul Enestvedt and Moses Ngombe! They’ve put in a great effort on the buildout of the Admissions subject area of the Enterprise Data Warehouse, which paved the way for the new UM Analytics dashboard for Undergraduate Admissions. This replaces the New Student Enrollment Dashboard: Freshmen (NHS) report and supports admissions staff tracking progress towards enrollment goals throughout the admissions cycle. We also want to thank the rest of the Student Data Analytics (SDA) team for covering additional work as this dashboard was prioritized.

ASR Staff Engagement October 19 Survey

This week’s ASR Staff Engagement Survey continues our fall theme. Thank you for continuing to share your stories and experiences!

Last survey, Honeycrisp apples received the most votes when asked for your favorite type of apple (48.3%) with Pink Lady following behind (10.3%). Most say that they like pumpkin spice but only in moderation (48.3%). When asked about your fall decorating plans, there was a fairly even split between those who are not planning to decorate (44.8%), and those that already have decorated (37.9%).

Finally, we asked about your favorite establishment to buy a hot drink. Caribou and Dunn Brothers were mentioned most along with several local establishments highlighted below. Thanks all for your continued participation! It is very much appreciated.

October 5, 2023 survey results

What is your favorite type of apple?
  • Honeycrisp (48.3%)
  • Pink Lady (10.3%)
  • Haralson (6.9%)
  • Granny Smith (3.4%)
  • Golden Delicious (3.4%)
How do you feel about pumpkin spice?
  • I love it! (24.1%)
  • I like it, but only in moderation (48.3%)
  • I don’t like it (24.1%)
  • I’m not sure (3.4%)
Are you planning to decorate with Fall and/or Halloween décor this year?
  • Yes, I already have! (37.9%)
  • Yes, I plan to decorate (6.9%)
  • I’m not sure (10.3%)
  • No, I’m not planning to decorate (44.8%)
What’s your favorite establishment to buy a hot drink?
  • Oliver’s
  • Corner Coffee! Locations in NE Mpls, North Loop, North Mpls, & Uptown
  • Claddagh Coffee (St. Paul)
  • The Finnish Bistro - cafe/coffee shop on Como
  • Caydence Records & Coffee
  • My own home
  • Scooters!

Thursday, October 5, 2023

Update from Stacey

I’ve recently returned from a Big Ten meeting, where a group of Office of the Registrar staff and myself met with our colleagues. We gathered at the hard to get to, but very scenic, Penn State campus. These annual meetings bring us together with peer institutions’ staff, so we can set strategy for Campus Solutions or other student information systems, select vendors (which span from chatbots to degree audit to CRM tools), and share many of the same struggles and achievements.

I find these meetings generally energizing. They are a good opportunity to remember how good we have it. One of our strengths is our organizational structure, which brings together the expertise of our different units. I continue to see other institutions who are resistant to sharing knowledge with their financial aid or One Stop peers, and I am so grateful for what we have. Thank you all for your work and support of the University of Minnesota as a whole!

On another note, I want to encourage each of you to respond to the University’s employee engagement survey, which HR will launch on October 16. The University uses the survey to collect data and measure employee engagement across the system. In the two years since the last survey, several of our units focused on employee engagement work around helping staff know each other better. Particularly in our hybrid work environment, we need to be attentive to developing and maintaining relationships.

The Office of the Registrar uses an employee slide deck with photos and information to help staff understand the individual’s work and personal interests. The Office of Classroom Management focuses on team-building and getting to know each other through potlucks, newsletters, and cross-functional projects. One Stop and Office of the Registrar also collaborate by introducing staff across these units to each other.

These are just a few examples, but are important highlights. What helps you get to know each other? What would you like to see at the ASR level? Think about this as you respond to the survey, or send me an email with a suggestion if you prefer.

ASR Quarterly Planning & Prioritization

ASR Quarterly Planning Periods

To align a bit more closely with the OIT PI calendar, we will use the following planning periods for ASR Quarterly Planning:
  • P1 - August, September, October
  • P2 - November, December, January
  • P3 - February, March, April
  • P4 - May, June, July
ASR Prioritized Projects for P2 2024

We received a total of 16 project requests during the new project intake soft-launch. 5 of these projects were prioritized for the upcoming planning period starting in November 2023.

Projects prioritized for the next period:
  • UM Reports Deprecation - Remaining Reports Analysis
  • Move uAchieve to the Cloud - P2 2024 Analysis
  • Scheduling System RFP Analysis
  • ASR Work Management Tool Assessment
  • Upgrade to Carousel Cloud Analysis
The remaining project requests will be held in the "Project Backlog" for reconsideration in the next Quarterly Planning Period.

All staff may refer to the ASR Project Plan Preview for a high-level view of all ASR projects. Further communication about the next project intake window will be shared with all ASR staff over the next few weeks. Please contact the ASR Operations and Strategic Initiatives Projects Team with any questions at osi-projects@umn.edu.

One Stop Student Services

The 2023-2024 academic year has kicked off with its usual excitement and fervor for students wanting to work with One Stop. We are immensely grateful to the staff who worked tirelessly throughout this time. The One Stop team headed into "Fall Start" almost fully staffed and completely trained. This is the first time in quite a number of years! One Stop is extremely thankful for all the support from our partner offices across ASR. Thank you!

University Veterans Services
  • Handling the certification of Veteran Education Benefits for over 600 veteran and military-connected students. 
  • Navigating a new certification platform and changes to VA processing procedures.
  • Planning our annual Veterans Appreciation Event on November 9, 2023. 
  • Attending the Big Ten Academic Alliance Military and Veteran Conference at the University of Iowa. 

Financial Wellness Committee
  • Hosting workshops and attending campus events, including a workshop hosted with the Multicultural Center for Academic Excellence during Welcome Week. 
  • Managing an increase in requests for 1:1 financial wellness appointments because the pandemic pause on federal loan repayments is ending, and most borrowers are set to resume repayment this month.

Graduate Student Services and Progress
  • Meeting with cohorts of newly hired Graduate Program Coordinators to help them learn about important resources for their work, system access, and GPAS basics. 

Chatbot
  • Launched the One Stop Student Services chatbot officially on October 2, 2023, which replaces One Stop’s live agent chat with conversational AI technology provided by Ivy.ai. This new service allows One Stop to shift resources to other communication methods where they are better suited to answer student-specific questions.

Student Account Assistance
  • Kicked off Third-Party Billing policy changes to better align with the policies and processes of our peers from the Big Ten and AAU. 
  • Moved the late payment policy for sponsors from 90 days to 45 days, which will notify students earlier in the process if there are issues with a sponsored payment, and allow them additional time to secure alternative funding if necessary before the term ends.
  • Implemented an authorization acceptance policy with a deadline of the last day of the term. This will alleviate issues with repackaging financial aid and issuing refunds and the potential for prior year adjustments to 1098-T forms. 

Billing dates
  • Shifted the billing due dates to allow students and families more time to arrange their finances. The turnaround time proves to be quite short in the Fall term for students requesting funds from their college savings plans (i.e., 529 plans), applying for private loans, arranging funds to come from international banks due to holidays, etc. 

Homecoming
  • Happy Homecoming! A big thank you to all that supported One Stop and ASR’s participation in the homecoming parade. It’s a cherished tradition! GO GOPHERS!

Chrome River tips & tricks

When submitting an expense report, receipts are required for all non-meal per diem expenses $25+. It is important to attach complete receipts as every supplier formats them differently. Scanned or PDF receipts should not be missing pages, and pictures of receipts should not be cropped because it could exclude transaction information.

Meet the ASR Data Engineering team

Although the ASR Data Engineering team has been up and running for a while, we haven’t taken the time to introduce ourselves, tell people what we’ve been working on, or how to connect with us for work requests. The ASR Data Engineering team finds, gathers, and monitors data from our various data sources for use by ASR staff, applications, and vendors.

Team Members:
  • Ian Whitney— dedicated team member
  • David Norman— informal team member splitting time with SR-IT

Examples of recent projects:
  • For the Classroom Scheduling and Distribution Summary report, we worked with Student Data Analytics to deliver the report data.
  • With the launch of Coursedog we wrote a pipeline that extracts new Course, Program, and Proposal data every 10 minutes to support all existing integrations with the now-retired PCAS and ECAS systems.
  • For the uAchieve encoding staff, we delivered an automated, weekly report that uses Coursedog data to tell them what needs to be updated in uAchieve.
  • For the Application Development team, we created a tool that lets them automatically monitor the health of their databases and creates TDX tickets when a problem needs to be fixed.

Stay Connected
To help folks learn about what we’ve accomplished and what work is planned, we will be emailing a monthly Data Engineering Status Update to directors and stakeholders.

Do you have data that you currently have to retrieve manually? A report that you need to generate by hand? Need to get data from one system to another? Would you like to receive the monthly status updates? Contact us or submit a work request by emailing asr-data-eng@umn.edu.

Diversity, Equity, and Inclusion Committee

Free October opportunities you might have missed

A Dream Beyond One’s Self
October 5 - Nov 26, Coffman Memorial Union, Second Floor Gallery

For many first-generation students, attending college not only accomplishes their dream but their families' dreams as well. A Dream Beyond One's Self shows how these students are a testament of strength and perseverance, serving as role models to themselves, their families, and their communities.

Step By Step: An Intro to Stepping Workshop with Step Afrika!
October 9, 6:30 - 7:30pm, Prodeo Academy

This assembly-sized introductory workshop is 60 minutes of highly energetic, percussive unity in motion. Participants can enjoy learning step choreography and discovering how dance brings people together. The program introduces the ties between stepping, college life, and academic achievement while discovering the rhythm, physicality, and history of stepping. All are welcome! Space is limited, and registration is required.

Centering TRUTH Report Recommendations in the University’s Work
October 10, 3:00 - 4:00pm via Zoom

This year's Decolonization Roundtable discussions will focus on recommendations from the TRUTH Project (Towards Recognition and Tribal - University Healing) Report. Our first session will focus on how we can engage in the Community Input process in the search for a University president. How can we use our collective voice to help keep TRUTH recommendations central in the search process?

Additional Events

Join our ASR DEI Community of Practice
Subscribe to our DEI Google Group to discuss the latest news, connect with the committee, and keep up-to-date with DEI initiatives. More resources and information about the DEI committee can be found on the ASR Intranet.

ASR Staff Engagement October 5 Survey

As we embark into October, this week’s ASR Staff Engagement Survey is fall themed. Thank you for continuing to share your stories and experiences.

Last survey, we asked about your plans and understanding regarding employee benefits. Most are not planning to explore different benefit options during open enrollment this year (60%). When asked about your understanding of the Minnesota State Retirement System (MSRS), most say they do not have a strong understanding of how it works (76.7%). In addition, most are planning to participate in the Wellbeing program this year (83.3%).

Finally, we asked about your favorite state to visit outside of Minnesota. New York was mentioned the most, followed closely by other states such as Arizona, Colorado, Virginia, and Washington. Thanks all for your continued participation! It is very much appreciated. The results from the last survey are available below.

September 21, 2023 survey results

Are you planning to explore different benefit options during open enrollment in November?
  • Yes (23.3%)
  • No (60%)
  • Not sure (16.7%)
Do you feel that you have a strong understanding of how the Minnesota Retirement System works?
  • Yes (23.3%)
  • No (76.7%)
Check out General Employees Retirement Plan, which includes a retirement benefit calculator, and MSRS Upcoming Webinars to learn more about MSRS.

Are you planning to participate in the Wellbeing program this year?
  • Yes (83.3%)
  • No (10%)
  • Not sure (6.7%)
What is your favorite state to visit outside of Minnesota?
  • New York & Florida
  • New York!
  • Arizona
  • Colorado
  • California