SCT Banner YES Implementation Team
Meeting Notes
MEETING LOGISTICS
Item / DescriptionDate / July 24, 2006
Time / 8:30 a.m.
Location
/ MESHEL HALL – Computer Center Conference RoomATTENDEES
Facilitator(s) / Eileen Greaf and Carol ChenNote Taker / Cheryl Beil
Participants / Mary Lou Castner, Donna Esterly, Becky Geltz, Betty Jo Licata, Dona Madacsi, Rick Marsico, Doug Sewell (for Troy Cross), Kirk Tremayne and Donna Wainio
Not Present
/ Catherine Cala, Troy Cross, Jeanne Herman, Cindy Miller, James Stanger and Bob TupajAGENDA ITEMS
CORRECTIONS
/Notes
Impl Mtg – 7/17/06 / MyYSU Team Update should be revised to read “Photos were changed on the opening pageHome Tab of the portal…” and also “Plans are being made to invite students who went through SOAR, plus new students, to view the portal to receive instructions for accessing MyYSU on August 15.” Technical Team Update should read “The IAH IAA Financial Aid web based form needs to be interfaced with Banner…” Email other revisions to Cheryl Beil.REVIEW PRIOR ACTION ITEMS
/ See updates below on prior items #5, 6 and 10.TEAM UPDATES
1. MyYSU (Carol Chen for Bob Tupaj) / Carol reported that email migration is on schedule (stored on existing server). John D indicated that we received the new storage server with fiber channel; will migrate accounts from current server to new unit over the weekend. Email security issues are being reviewed for a proposed solution. Bob is researching what other schools have developed in terms of a channels policy; will develop one to include with policy guidelines for announcements, groups, calendar and email. He posted a service request to UDC on 7/18 for current documentation on syncing Luminis calendar with supported PDAs, mobile devices, and personal information managers. Bob emailed MyYSU team to determine interest in their areas to attend MyYSU training with Donna W for setting up channels; currently 7 people are signed up. Eileen reported on a problem opening Excel attachments from home; receive message after downloading that user does not have security to open document. Donna W explained that access to announcements allows authorized users to post either campus or target announcements; however, current policy permits only Coreena Casey to post campus announcements on portal while ~15 additional areas have been granted permission to post targeted announcements by selecting specific role(s). Will continue to simultaneously post as campus announcement and send as CUE-mail to entire campus until portal is announced.2. Student (Carol Chen for Jeanne Herman) / Carol reported on pop selection/letter generation training with Bob Francesone. He created over a dozen Admission letters in TEST instance; Bob did not recommend export/import so Adm users must learn how to recreate in PROD. Testing for Admissions GoLive is waiting for second navigation training with Donna W. Stressed the need for a testing plan to coordinate resources and reserve training room. Cindy Bella/Bob DeFrances need to sign off on A/R detail codes; Sue Beiling is working on non-student receivables detail codes so FinAid can enter funds to test funds management piece. Eileen will check on status.
3. General Person (Dona Madacsi for Jeanne Herman) / Dona M reported that the Phase III Sync was tested last week but was not yet approved since Cameron was on vacation; will put into PROD this week. Regarding EMAS records and duplicate PIDMs – Marayamah took into consideration common matching and Salem is including when loading records in CONV. Sue D does not plan to clean up any duplicate records in EMAS so Marayamah will review data before converting data in TEST.
4. HR/Payroll (Carol Chen for Cindy Miller) / Carol reported on HR consulting visit with Bob Harwood last week. Very productive except for confusion concerning Position Control data load done during Melinda Wibby visit in June; data loaded directly into PROD. Bob revised validation and rules tables last week which makes June data obsolete. Maureen to notify Carol when ready to run script to remove old June PROD data. Doug reminded team of constraints of using SQL in PROD instance, but scrubbing should not pose a problem since there have been no transactions against the data. Carol reminded Impl Team of the critical impact of data loads in PROD environment and the need for communication. Team is preparing to begin parallel testing in early October for 2 months to simulate the payroll process in Banner as it now runs in M-204. Need to convert all data into PROD by 10/12 in order to run test payroll check on 10/24; Carol will discuss creating a separate PROD instance for Payroll with Rick/Kirk. Must upgrade system to 7.3 before parallel testing begins. Banner Bob ran 4 of the 38 employee classes through the entire process to check accuracy of validation and rules tables. Still have 34 classes to run and verify in TEST and compare against M-204. Team will review migration plan carefully; still need to build security matrix. Eileen reported on the issue created by our unique personnel policy which allows sick time accrual on overtime hours. Banner rounding issue will require either: 1) modification of the system (not viable option); 2) handling overtime calculations manually; or 3) accepting a different accrual for Classified hourly overtime that would add a fractional .4 sick day per year per employee. Kirk proposed as an alternative that we develop a function in job submission that would track fractional sick days earned and also update individual personnel records periodically (preferably every 2 weeks when payroll runs). Tech Team and HR/Payroll core team and functional users will discuss further. Longevity issue still needs a script written. Banner Bob proposed testing Web Time Entry during parallel testing even if it is phased in. Must determine resource staff needed for INB data entry. Cindy will send the fringe benefit issue (inability to encumber fringes) to the UDC for feedback.
5. Financial Aid (Carol Chen for James Stanger) / Carol reported on a meeting with Jamie, Elaine, Tom, Ray, Donna, Rick and Carol to review long list of technical requests. Elaine/Carol held a conference call with Lakeland Community College regarding OIG processing; will send their script to us for consideration. Carol also arranged a conference call on 7/25 with Indiana Univ-Fort Wayne (Joe Wenger) to discuss how they process student loans in Banner. Team will meet Thurs to discuss technical resource requirements. Jamie is waiting for 7.6 upgrade; then DBA must run another program to fix it before FinAid can continue.
6. Finance (Mary Lou Castner) / Progress made on A/R problem but still out of balance ~$20,000; balancing problems include discrepancies in receivables detail codes and duplication of specific type of wire transfers. Postponed running general ledger and rollover from 7/14 to 7/20; additional testing was required which required DBA to clone PROD into PPRD. Were eventually able to roll encumbrance and general ledger on 7/20 but out-of-balance issues occurred subsequent to roll (may be related to A/P processing). Target date is 8/4 to roll remaining budgets over to FY07 and close current year, although probably have at least an additional one week window to accomplish. Kirk indicated that we can set a checkpoint when ready to do remaining rollovers; can also control processing impact at moment of rollover. Backlog exists for Tech staff to process security requests for Banner access, causing delays in end user daily processing. Other factors have included delays in HR/Payroll processing of new staff appointments or use of incorrect data standards. Tech staff requested that we attempt to prioritize security requests.
7. Advancement (Carol Chen for Catherine Cala) / Carol reported that Advancement completed their year-end process last week successfully.
8. Communications (Betty Jo Licata) / Betty Jo will discuss timing of newsletter with Ron. President Sweet may highlight the MyYSU portal during his State of the University address on 8/21. Betty Jo will forward suggestions to Carol/Bob re: MyYSU give-aways to draw attention to the new portal.
9. ODS/EDW (Doug Sewell and Carol Chen) / Doug reported that security is set up for Advancement ODS training; he created roles that give access to Object Access Views plus those listed in the meda-data for ODS. One role gives access in general for every ODS user and one role is for Advancement user access. Also created method to synchronize passwords so that when password changes occur in PROD and PROD is cloned over to REPT at night, it will also make any updates into the ODS password database since there is no INB or other way to prompt users to change their password (just indicates password has expired). This eliminates the forced password expirations in REPT. ODSP is set up and Jim H is working on WebFocus accounts. A note came out on ODS list regarding 3.0. Despite existing issues, it is required to use with Ban 7.3, so we cannot postpone the install until it is stabilized. Doug will do a 3.0 upgrade when we are ready to do Ban 7.3 testing; he will do a simultaneous 3.0 upgrade in PROD. Carol appreciated that Doug monitor the ODS release and newsletter. ODS functional training is scheduled to begin on 8/8/06.
10. Training (Donna Wainio) / Training scheduled this week includes 11 MyYSU training sessions, 2 Banner SSB, and 1 INB. Summary of training stats for 7/1/05 through 6/30/06 shows: 1,203 people attended classes; 96 classes scheduled over 99 sessions; 247 classroom hours; and a 47% survey response rate. Staff continues to register for additional training. Will add more MyYSU training sessions in Aug/Sept. Haven’t heard much negative feedback as a result of migration.
11. Technical (Doug Sewell for Troy Cross) / Doug reiterated the difficulty in meeting deadlines while trying to provide other required tech PROD support. He used the portal through a dial-up connection and found it acceptable but not great; notified Bob Tupaj of results. Began schema to set up IAA process for FinAid to transition from M-204. Will install SSL security certificate on SSB 7/26 between 7-8:00AM. Rick reported that TouchNet contracts were signed by Eileen on 7/21 and delivered. Yeh!
OTHER UPDATES
1. Banner 7.3 and beyond / Kirk reported little progress on 7.3 since his focus was diverted to other priorities. Requested copies of the manual. Product name changes on UDC makes process more difficult. Kirk indicated there are over 60 patches already for 7.3 which implies instability and only a few users. Rick recommended that we research a workaround for the Admissions needs to delay 7.3 install until ODS and 7.3 are stabilized; we could then catch up on security issues. Doug questioned if there are any pre-requisites for 7.3 other than General and proposed that we go with 7.3 only on Student and General and not the other systems at this time. SCT will allow multiple levels as long as we meet pre-reqs for each system level. Still will need ODS upgrades but can schedule 7.3 install on remaining systems at a later date to buy more time. Doug will print pre-reqs list from release guide for Carol to review; she will research options further. BTLT’s proposed timetable for SEED instance upgrade to 7.3 was 7/31; Kirk would then upgrade TEST and TRNG by 8/5. Schedule may need to be adjusted due to Kirk’s involvement with Finance year end rollover issues.NEW BUSINESS
1. Team Leader or
designated rep’s
attendance at
Impl Team mtgs / Eileen stressed the importance of regular attendance by the Team Leaders or their designated reps at Impl Team meetings in order to provide regular reports and participate in discussions to keep the Banner project moving and on schedule. Donna E will email all Team Leads as a reminder.
ACTION ITEMS
New Action Items / Issues /Owner
/Due Date
/Status
1. Develop job submission function totrack/post Classified staff fractional
sick time accrued due to overtime /
Tech Team
/ASAP
/ Discuss purpose and feasibility of function with HR core team and functional users.Prior Items / Issues
/Owner
/Due Date
/Current Status
1. SETA conference – October 2006 /Donna Esterly
/In process
/ Donna E. forwarded initial info on the SETA Virginia Crossing conference to Impl Team; notify her of any interest in attending. Will watch for further details.2. FinAid extract for sub directories /
Tech Team
/ ASAP /Doug S. developed extract to send electronic files to agencies needed for Admissions GoLive in Sept. Have not yet tested since TEST instance was rebuilt and not all Foundation people have been entered.
3. Review Banner services application /Team Leaders
/ ASAP /Email recommendations/comments to Rick M. to update form; include 4 new systems to be implemented – MyYSU input received.
4. Verify Banner version required onall systems before Student GoLive /
Carol Chen
/ ASAP /Reviewing 7.3 release; will determine requirements on all systems by Sept Student GoLive. Will monitor when 7.4 upgrade is required to begin planning for major upgrade.
5. Campus Loan Manager /Carol Chen
/ASAP
/Will try to schedule training mid- to late Sept after Beth Yeatts starts in Student Accts Office on 8/1. Target functional date is 10/31.
6. Next YES newsletter /Team Leads
/July
/Focus on MyYSU portal. Betty Jo to contact Ron re: publication date.