SCT Banner YES Implementation Team

Meeting Notes

MEETING LOGISTICS

Item / Description
Date / September 6, 2005
Time / 8:30 a.m.

Location

/ MESHEL HALL – Computer Center Conference Room

ATTENDEES

Facilitator(s) / Dona Madacsi
Note Taker / Cheryl Beil
Participants / Marianne Anderson, Ron Cole, Troy Cross, Donna Esterly, Emily Fabrizio, Becky Geltz,
Jeanne Herman, Cleo Nastopoulos, Dona Madacsi, Rick Marsico, Tom Masters, Mary Jo Repasky, James Stanger, and Bob Tupaj.

Not Present

/ Catherine Cala, Eileen Greaf, Dennis Konik, Betty Jo Licata, Mary Noble, and Donna Wainio

AGENDA ITEMS

Review of Prior Mtg. Notes

/

Notes

Impl. Meeting – 8/15/05 / Revisions to notes should be emailed to Cheryl Beil.

TEAM STATUS UPDATES

1.  1. Finance Team
(Marianne Anderson) / Discovered that all role classes were able to update FOAIDEN table; met with Rick M/ Kirk to discuss; posted issue on Action Web. Problem is a known defect expected to be remedied in Banner 7. Kirk installed fix by setting Call Query to Y in PPRD (was not previously set). Donna W/Marianne tested and found it OK. Does not affect Adv or Stud modules, effect on HR or Fin Aid is unknown. Fin Team meets this week to doc issues to be discussed w/ consultant post GoLive. Banner doc reflects original time stamp and does not refresh when doc is altered. Will post issue to Action Web. Rule groups issue has to be discussed w/consultant, but Fin must first discuss process and determine how we want to set up.
2.  Advancement Team
(Catherine Cala) / Adv GoLive has been rescheduled to Mon 10/3 due to work stoppage. Designation tables were updated last week; Dennis will finish conv in PPRD today. Adv team testing/review/verif 9/7 thru 9/30. Consultant will be on campus last week of Sept. Andy returns for post GoLive review the week of 10/18. Will discuss whether Adv will clone PROD to PPRD after GoLive and determ impact on data for other areas.
3.  Communications Team (Ron Cole for Betty Jo Licata) / Recvd articles for next newsletter. Postponed distribution due to work stoppage. Rescheduled for later in Sept. since Adv GoLive is moved to 10/3. Carol to provide article on Banner 7 GoLive. Ron requested Q&A section for Bit & Byte. Will forward articles submitted to date to Dona for review. Requested that Impl Team consider other possible communication needs at this point in the process.
4.  Technical Team
(Troy Cross) / Use genl maint form to notify team of outstanding issues and to submit reptg requests. GMR submitted by Fin to reduce sleep/wake mode on FGRACTG posting process. Adv used new GMR to request diskettes for 2005-06 Annual Fund drive. Will notify depts as needed of option to submit requests online thru Banner forms site. Doug will complete Ban7 testing. Next Tech Team mtg scheduled for 9/12.
5.  Training Team
(Donna Wainio) / Donna was given access to Ban7 and has begun reviewing changes for navigation and documentation. Work Team will meet 9/7 to discuss differences between V6.0 and V7.0; all team leaders/sys analysts are invited.
6.  Data Standards /Reporting
Teams (Becky Geltz) / No report given. Carol requested feedback from Reporting Team re: moving ODS install date to spring 2006.
7.  Luminis Team
(Bob Tupaj) / Active link for Naming the Portal contest is on YSU homepage beginning today. Ads will be placed in 9/8 and 9/15 editions of Jambar. Will send CUE-mail announcement to staff/ faculty/students and mail campus flyer to faculty/staff. Team meets on 9/7 to discuss Action Items for Norris Garrison and form smaller workgroups (e.g.- review CUE-mail vs. Luminis mail advantages/disadvantages; discuss campus announcements vs. email). Technical workshop here 9/13-15 facilitated by Brian O’Toole of SCT. Luminis server has been ordered w/ remote installation scheduled 9/20-22; will then build content. Several related docs will be posted on Luminis website for reference.
8.  Student Team
(Jeanne Herman) / Stud BPA begins 9/20-22 w/ updates from Student group to follow. Team should begin mtg to discuss implem process/expectations/and priority of team workload as impacts normal workload w/in area to assess addl resources needed. Dona/Eileen/Carol available as needed to commun roles/responsibilities.
9.  Human Resources/Payroll
Team (Mary Jo Repasky) / HR BPA begins 11/1-3. Team should begin mtg to discuss roles/responsibilities during implem and assess addl resource needs. Project mgrs available to attend initial mtgs as needed to commun process.
10.  Financial Aid Team
(James Stanger) / Fin Aid BPA begins 11/8-10. Team should begin mtg to discuss roles/responsibilities during implem and assess addl resource needs. Project mgrs available to attend initial mtgs as needed to commun process.

UPDATES

1.  General Person Team / Shared Validation Tables
(Jeanne Herman) / No update presented. Work interruption prevented progress on team assignments re: determ GP team core members, drafting standardized stmt to request SS# and DOB, and making recomm of person/dept responsible for maint of school campus addresses.
2.  Synchronization (Marayamah Hassan) / Team met last week; significant progress has been made. Coding for M-204 Phase I update is complete; users will do thorough testing before migrating data to Banner PROD. In process of setting up sync job stream initially thru the cron and then thru Appworx before end of Sept. Cleo/Maureen plan another extract to move new-person recs added in M-204 since 6/15 over to Banner. Will proceed w/ Phase II moving data from Banner back to M-204. Dupl PIDM issue was assigned to Marianne to research; a triplicate PIDM was resolved by Cleo/Kathy Kish last week. Continued training in searching for a record can minimize problem.
3.  Reporting: ODS/EDW schedule (Carol Chen) / Carol has researched feasibility of Oct install/trng date for ODS and impact on Tech Team but will not reschedule until receives feedback from team leaders. Proposed moving install to spring 2006 due to heavy workload this fall and winter. Conference call w/Wright State on 8/17 was beneficial. WS selected COGNOS which provides better architecture in relation to the data warehouse infrastructure. Jim Hanek coord conf call(s) with IBI referenced Banner users. If WebFocus is selected, we will have to dev Object Access Views to run queries. Fin & Adv using MS Access. Noted that most schools continue to use MS Access in addition to a report writer. Will continue to investigate best tool to run on top of ODS. Becky will discuss further w/ Reporting Team and report back. Fin Team would be unable to train on ODS due to Dec implem of Ban7. Initial installation delay resulted from SCT Summit trip after learning few institutions have any experience. Also should monitor release date for SCT’s newest version of ODS/EDW.
4.  Banner 7.0 (Carol Chen) / Sandy installed version 7.0 in TRN7 and PPR7; both Donna W. and Carol now have access. Heavy testing must be completed before 12/5 GoLive. If ODS install is rescheduled, project calendar can be modified to include Ban7 trng sooner.
NEW BUSINESS
1. OBUG Conference–10/24/05
Miami University – Athens,OH / Received email re: 1-day conference. Banner budget will cover travel costs. Review agenda to determine appropriate staff to attend; notify Dona if interested.
2. SCT Summit – Orlando, FL / Next summit is April 2006 in Orlando, FL.

ACTION ITEMS

New Action Items / Issues /

Owner

/

Due Date

/

Status

1.  OBUG Conference – 10/24/05 /

Project Mgrs

/

Oct 3, 2006

/

Notify Dona if planning to attend.

2.  Assess ODS/EDW installation date /

Carol Chen

/

In process

/

Send comments to Carol re: effect of rescheduling ODS installation/trng

Prior Items / Issues

/

Owner

/

Due Date

/

Current Status

1.  General Person Core Team /

Jeanne Herman

/

ASAP

/

Confirm core team members; ad hoc staff will address specific issues.

2.  Communicate downtime for Banner 7 GoLive on 12/5 /

Project Mgrs

/

TBD

/

Include in Sept Newsletter & CUE-mail to notify campus of 12/2 sys downtime

3.  Banner Action Item Form /

Team Leaders

/

ASAP

/

Review draft form; recomm to C.Chen. Adv developed their own form.

4.  Develop procedure to request SS# and Date of Birth /

Gen Person Comm.

/

ASAP

/

Formalize statement/procedure for areas to req SS# and to include in trng docmt.

5.  Develop report to identify faculty / staff and respective Banner ID’s;
create timeline for notification /

Carol Chen

/

On hold

/

HR sys will have faculty/staff indicator; Gen Person only identifies vendors now. Eileen will determine urgency to obtain list of ID’s and notify employees.

6.  School campus addresses /

Gen Person Comm.

/

ASAP

/

HR system has form to capture address; determine how to handle in interim.Will recom responsible person/dept for maint

7.  Document procedures to resolve duplicate PIDM’s /

Jeanne Herman

/

Ongoing

/

Continue focus on procedures to resolve/prevent dupls. Will determine Banner 7 capabilities to address issue.

8.  Area contact lists for Banner business interruption outages /

Team Leaders

/

Ongoing

/

Main campus & Fin area lists are completed; other areas to submit lists to post to website.

9.  General Forms security access /

Rick Marsico

/

ASAP

/

Marianne in process of reviewing list to ID Gen Forms & determ approp access for func staff; will communicate to DBA

10.  Report writing security access /

Tech Team/Finance

/

ASAP

/

Review of OA views needed by Fin. Sandy will group OA views as approp for determining security access.

11.  Guidelines for SQL usage /

Tech Team

/

ASAP

/

Review in next tech meeting.

12.  Policies/Procedures for PROD access by Tech staff/analysts /

Tech Team

/

ASAP

/

Review in next tech meeting.

13.  Determine Advancement reporting needs of other areas /

Catherine Cala

/

ASAP

/

In process.

14.  Updating telephone system with FOAP information /

Dona Madacsi

/

ASAP

/

Both phases near completion for target implementation per Jan Mitchell.

15.  Draft policy to ID/ install Banner patches /

Tech Team

/

ASAP

/

Review responsibilities from Action Web (tech&functional) at next tech mtg

16.  WebFocus bid waiver / negotiations /

Rick Marsico

/

On Hold

/

Pending conference w/ IBI, school references & other research.

17.  Project date/method to convert mini-databases to Banner /

Advancement Team

/

Ongoing

/

Spreadsheet compiled. Impl team will consider how to proceed.

18.  Develop interface for zip code +4 digits /

Technical Team

/

On hold

/

Not critical at this time – mass mailings not pertinent to Fin.

19.  Project Mgmt/Team training

/

Betty Jo Licata

/ TBD /

Additional training for other systems is being explored after Fin GoLive.

20.  Project Management Plan /

Carol Chen

/

Onging

/

Will draft indiv project docs. Used MS Project tool to consolidate tasks; Troy & Rick will review matrix to monitor tech staff assignments.

21.  Determine shared validation tables data content /

Jeanne Herman

/

Ongoing

/

Team continues to review name types and define specific uses.

22.  Submit meeting notes to the Implementation listserve /

Team Leaders

/

Ongoing

/

Team leaders requested to submit mtg notes for posting to YES website.

23.  September newsletter articles /

Team Leaders

/

In process

/

Rescheduled to later in Sept; remaining info on Banner 7 GoLive and Q&A’s

24.  Computer Services request form /

Rick Marsico

/

Complete

/

Posted electronic form to website

Next Meeting – Monday, September 12, 2005 at 8:30 a.m. in Meshel Hall, 4th floor conference room.

YES Implementation Team Meeting Notes Page 2