SCT Banner YES Implementation Team Meeting Notes MEETING LOGISTICS Item Description Date June 25, 2007 Time 8:30 a.m. Location MESHEL HALL – Computer Center Conference Room ATTENDEES Facilitator(s) Eileen Greaf and Carol Chen Note Taker Cheryl Beil Participants Mary Lou Castner, Donna Esterly, Becky Geltz, Jeanne Herman, Dona Madacsi, Rick Marsico, Cindy Miller, Doug Sewell (for Troy Cross), James Stanger, Donna Wainio and Beth Yeatts Not Present Catherine Cala, Troy Cross, Betty Jo Licata, Bob Tupaj and Sue Davis AGENDA ITEMS CORRECTIONS Notes Impl Mtg – 6/05/07 Corrected Prior Action Item #1 to read, “Jason and Troy did the 7.3.1 Banner upgrade last week;...” Email any other corrections to Cheryl Beil. REVIEW PRIOR ACTION ITEMS See update on items #8a and b. TEAM UPDATES 1. Student a. Regis/Record Carol requested additional consultation with Lee Cipolla the week of 7/31 but Keith Miles has not yet confirmed the dates; will follow up. Five staff members traveled to Pittsburgh 6/18 to meet with Jim Kerr to review: 1) strategy and structure of Student system and how to bring in the history, the quarter/semester info, SGACIA record of general student info; and 2) the conversion processes for each table – meeting was very productive. Held Student team meeting 6/21; working to finalize all decision docs to present to Impl Team for review. Jeanne is working with Vernon Haynes (appointee designated to lead a faculty/advisor work team) to set up a meeting to review some pertinent issues, including refund policy and advisement screen. Working hard to complete catalog and load in PROD in order for Beth to test complete billing/payment process; the new STEM and CLASS colleges are slowing catalog building process somewhat for Banner plus M-204. Decision documents are in process for the Dean’s list and self-service related to transcripts and enrollment verification; will define if tech support and programming changes will be required. Rick M. reported that he is reviewing software to do a stress test for student registration; trying to schedule a conference call after 7/4. Jeanne reported an issue that involves Registration, FinAid, Student Accounts and Institutional Research; will meet separately with each area this week to discuss admission type, student type, etc., since each area is using them differently. b. Admissions Carol discussed issue with Sue Davis re: staff deleting the SGASTDN records in PROD when (Carol Chen for making changes to admission decision records. She reported to UDC for further assistance. S. Davis) Consultant Bob Francisconi built pop selections for Admissions in TEST only; Sue Davis will need to manually create these Pop Selections in PROD if Jason does not have time to retrieve these pop sels and reload to PROD. b.Student Mock registration went well, but further testing is delayed until a decision is final on the refund Accounts policy. Will need to test the fix for a graduated refund when available; still need to determine what instance will be used. UDC will be delivering the fix, but will require that Student upgrades 7.3.2 and 7.3.3 be installed first. After decision document for refund policy is presented to the Advisory Comm today, hope to be able to present it to YSU Board on 6/29 for approval; Beth Y. and James S. were invited to attend Advisory Comm meeting today. Beth will compile a list of other Banner Ohio schools that have changed their policy to conform with Banner functionality. Would not be able to handle daily refunds as is currently done without additional staff in A/R. Eileen indicated that the Provost expressed concern that we would go beyond the last day to add a class with the 100% refund, which could impact final class size. Based on the Advisory Comm recommendation, Donna E. will then forward to Executive Comm for review prior to the Board meeting. Will keep VP Anderson apprised of status. Promise to Pay must include a sum certain to be legally binding and acceptable to OBOR. Originally wanted to put promissory note on front end of registration, but total tuition billable is not calculated until student finalizes registration. Doug will build the prompt but must include $$ amount. Beth began work on Pop Selections but Banner does not store amount due since it is a calculated field; will require a view. Maureen is in process of writing a view but is on vacation for 2 weeks; requested assistance from UDC. Beth requested assistance/training in writing Pop Sels and then creating views; Donna W. recommended that we receive additional consulting (1 day consultation/2 days training – needs to be targeted to specific areas). Bob Francisconi’s session was dedicated to Admissions and more consultative than training; Mark McMaster’s brief demo did not offer much insight either. Christian Makasy also confirmed the need for technical assistance. Carol followed up with Beth to itemize the need for technical assistance in order to assign tasks accordingly. 2. Financial Aid Mock testing process had some limitations, but learned much about Banner system. Will move forward with testing since Jason installed 7.3.1 upgrade to FinAid. Submitted questions to UDC re: student employment module; will use for Federal Work Study students only. Set up test cases and validation tables and ran some manual disbursements; info from payroll system went into FinAid correctly. Banner can track those earnings and update the award system, which is a significant improvement over the current process. Regular student employment will be handled through HR as usual; student employment module doesn’t tie to HR module for showing departments, pay rates, etc. Tested the bookstore interface in STMP; ran well. Will load into Banner for James to run via a job submission to test disbursement of funds. Conference call with Wright State is set for 6/26 to discuss processes regarding setup of funds and disbursements. Will begin testing with loan guarantor Great Lakes; plan to run fund by fund instead of collectively. 3. General Person Team met regarding address cleansing. Plan is: 1) Marayamah to do a one shot to populate the to/from dates and determine current population of addresses; and 2) Troy would then develop specifications to share with GP team as to how he would programmatically cleanse addresses. Goal is to have a reduced population of addresses for manual correction. Jeanne indicated that both Records and Registration are making all address changes in Banner. She suggested that Rick attempt to capture historical data of SOLAR activity primarily the week before and the first week of school for fall semester for the heaviest activity. Donna W. proposed an agenda item for GP team to discuss what documentation is accepted for changing names and addresses in the shared Banner database. Carol asked Dona M. to address one of open issues in the synch spreadsheet. Are currently only synching the permanent address but will need to write a script to run on a regular basis to also update the mailing addresses if they are the same with PR address; Dona will discuss timetable with Marayamah since changes are being made daily. 4. HR/Payroll Patty Seachman is working on budget roll for FY08; identified a few problems and is working with UDC. She has requested exclusive rights in PPRD for one week in order to reclone if testing is unsuccessful; almost complete. Budget roll is scheduled to be done 6/30; Doug needs to run FGRBAVL after the roll. HR continues to test job roll; will be ready following last full payroll in FY07 and taking into account processing lag time – approximately on 7/5. Received several questions regarding tax withholding for Summer faculty pay (under withholding on some and significantly over withholding on others); are testing a one-time payment for next payroll that does not tax at the higher rate – documentation warns about under-taxation. Staffing for the Employment Processing Center is progressing; committee will begin reviewing applications and interviewing. Center will be set up this week in the former HR training/conference room. Administrative staff met to discuss funding for the start-up costs; will contact Tom Maraffa for status. Discussion in progress re: instance for building Web-Time Entry; timeline for implementation is dependent upon filling open staff positions. Submitted GMR to correct date problem in order to populate Prof/Admin and Classified employee records with personal leave time effective 7/1; Maureen and Dennis have completed and loaded in PROD. Also submitted other GMR’s for Payroll and Gen Acctg. No word yet on decision doc to mask bank routing; Donna E. will follow up with Executive Comm. Bob Harwood returns for consultation week of 7/17; Cindy will suggest agenda items and prioritize so Carol can forward to him. 5. MyYSU Donna W. reported that portal was running extremely slow during SOAR on 6/19 due to the YSU (Donna Wainio & web server being down (portal banner was pointing to the homepage server which delayed portal Carol Chen for login due to timing out). John Dalbec fixed problem quickly and Bob Tupaj has since moved the B. Tupaj) portal banner over to the MyYSU server. Updated the Target Announcements area following HR GoLive which includes some new target areas. Carol reported that WebCT single sign-on is working well in PROD; project calendar was updated to reflect GoLive in June rather than August. Carol stated that Bob proposed publishing the course catalog on the YES website for access by the general public; will schedule a meeting with Bob, Jeanne, Jayne and Donna to discuss further. 6. Finance Finance group is meeting today to review year-end processes/procedures. Year-end roll for general ledger and encumbrances is scheduled for 7/12. Patty Seachman will be doing the budget roll to PROD on 6/30; Doug will run FGRBAVL remotely after the roll. 7. Advancement No report given. 8. Communication No report given. 9. ODS/EDW Doug continues to work on ODS issues. Added an alternate ODS-A machine that will house WebFocus to reduce impact on main ODS server; will then do the WF 7.6 upgrade and test during July. In August, will install upgrade 3.1 directly in TEST (will bypass 3.0 to include structural changes made in Oracle Warehouse Builder) before moving into PROD. Mary Noble has been working on HEI Finance reporting. 10. Training Will work with Targeted Announcement group members since new target groups have been added after HR GoLive; TA group will meet on 7/2 to review. Donna will also train 5-6 new Target Announcers on 6/28. Donna posted her training classes for June/July; has held training sessions in INB and SSB. A Web Focus class is set for 6/29. In Doug’s absence, Donna will forward attendees’ names to Mike Roberts to set up new user accounts/passwords. 11. Technical Jason installed FinAid 7.8.1 in PROD on 6/11; required a refit to one of our baseline modules. (Doug Sewell for Will begin installation of Student self-service 7.3.2 and 7.3.3 to prepare for the A/R patch due out T.Cross) soon. The new self-service server is now in all instances except for PROD; all areas have tested it satisfactorily so will be ready to install in PROD when notified. The new INB server is open for testing; each area team lead should test INB process in the next week or so. TEST has been cloned from PROD; need to retrieve Advancement and Admissions pop selections that were overlooked or manually created by Sue Davis. Doug will run FGRBAVL from a remote location after budget roll this weekend. Banner 8.0 will be released in March 2008 but will require Oracle 10G release 2 before installing; Doug will have Jason notify Troy when the Oracle release may be completed. Banner 8 and Bosscars also required INB and SSB servers to be upgraded; task is complete. Propose having new ODS in the 10G release 2 to begin practicing. Will need to delay installation of Banner 8 until summer 2008 in order to study the major changes, but all areas should begin devising their own test plans now. Impl Team will determine a feasible timeframe. IT staff may be able to plan for staged installations. NEW BUSINESS 1. Lyda Donna E. indicated that Lyda’s report and recommendations will be discussed at the Project Smith’s Managers’ meeting on 6/27. evaluation report ACTION ITEMS New Action Items / Issues Owner Due Date Status None Prior Items / Issues Owner Due Date Current Status 1. SETA Midwest Conference Team August Begin to determine area staff interest; Joe Sept. 23-25, 2007 – Indianapolis, IN Leaders 2007 Blankenship (ex-faculty) may be presenting. 2. MABUG Conference Team September Will be hosted by Virginia Tech; begin to Oct. 8-9, 2007 – Blacksburg, VA Leaders 2007 determine area staff interest. 3. Banner upgrades for various systems Team On-going FinAid notified Carol of 7.8.1 upgrade due out Leaders shortly; since 7.8 has bugs, James will send Req for Ban Maint form to Troy when 7.8.1 is available. SCT notice indicated that Student 7.4 will include all 7.3 upgrades but will impact SSB for advisors. Jason and Troy did the 7.3.1 Ban upgrade last week; affected only the Student system. Some indiv system upgrades require Ban sys to be fully upgraded – would require notice and testing by all areas 4. Implementation plan for Workflow Project Complete Will review timelines in relation to GoLive of and Extender functions in Banner Manager Student & FinAid.; tentatively sched for 2008. s 5. Review single sign-on password issues General ASAP Research best process for single sign-on Person access in portal. 6. Decision document re: MyYSU email Catherine ASAP Catherine, Bob, Donna and Carol met to addresses for alumni and current Cala discuss status of SS impl for Alumni & graduates Friends plus possibility of using a permanent email addr for alumni. Will meet w/ Deans to discuss email options for grads incldg recom to award permanent emails only to Alumni Assoc members. Will draft decision doc & consider feasibility of conducting a survey of alumni/current grads to determine interest. 7. Review Banner services application Team Complete Mike Roberts finalized Common Form appl Leaders and various sys applications; Gayle Magnuson posted to YES website. Decision must be made re: changing initial PIN to comply with FERPA regulations. Still need to designate the database guardian for HR/Payroll; now split between HR office and Eileen for Payroll. 8. Student System issues – Project In process ● Training tentatively scheduled for 7/24-25; a. Parking fees – 3rd party vendor Manager Carol is awaiting confirmation from Bosscars s Bosscars. b. Classroom/Events Management In process Scheduling – Ad Astra ● Work team sent survey memo from Provost to determine what type equipment is needed for classrooms; deadline for academic areas to respond was 6/22. Work team continues to build classroom preferences to run faculty classroom scheduling simulation program. 9. Evaluate if WYSU should use Banner Advancement In process Working on process for decision re: WYSU Advancement for pledges Team using Banner sys; workgroup compiled list of questions for the 5 stations that responded on UDC. Currently use MEMSYS that can inventory premiums for donation & calculate tax deductibility for donor. 10. Requests for Labels Catherine In process Invited Gen Person team and other selected a. Determine policy for departmental Cala staff to participate in List & Label requests for data lists & labels for workgroup. Ron Williams (mailroom) for Alumni/YSU donors has equipment that can run a report of (centralize or decentralize) bulk mail addresses to determine which ones do not meet new postal regulations that go into effect 8/1/07. Cannot print labels but has machine (inkjet) that can print addresses directly on mailing. Depts could then either print their own labels or use mailroom equipment to address bulk mail pieces; will still maintain policy of 1,000 or fewer pieces. b. Create workgroup to determine C.Cala & In process Must have procedure to update M-204 responsibility for handling other Gen Person and Banner with correct addresses. departmental label requests Team Determine process/procedure for handling all other general label requests from depts and designate responsible area/staff. 11. Engaging faculty w/ Student Donna ASAP Create a pilot training group (incldg academic issues in Ban7 Esterly advisor/fac rep from each college) to identify functional and academic issues. Donna will present info at next Dept. Chairs meeting. 12. Address integrity software Troy Cross & Move to Troy will lead a GP work team to review work Gen Clean Address and Quick Address team Pers software. Clean Address has on modifications to SCT to detect bogus Tea address per U.S. postal standards, but m works in both INB and Student SSB. Quick Address has released a newer edition. Will also research other software available. 13. SCT Quality Assurance Council Project ASAP Recommend YSU gets involved in Council to Manager assure issues are shared/addressed. s 14. a. Develop report to identify fac /staff Carol Chen In process Currently working on process/report to and respective Banner ID’s. identify email address and Banner ID for new employees/students that complies with FERPA regulations. Troy proposed printing the empl directory ID on time cards; 2nd option is to tie to empl portal login. Bob Tupaj/John D. will research. b. Create timeline for notification Gen Person In process GP to determine timeline to notify employees. Team Troy proposed self-service lookup capability (person enters SS# & other relevant info to receive Ban ID). Will re- evaluate to determine if need to assign Ban ID to new students for Sum/Fall or utilize MyYSU logon capability 15. Policy/procedure to create/maint. Project Deferred Will determ policy for departmental databases off-system mini-databases Manager after Banner is fully implemented. s Next Meeting – Monday, July 9, 2007 at 8:30 a.m. in Meshel Hall, 4th floor conference room.