Implementation Minutes
Implementation Leadership Team Meeting
Date: August 27, 2008
Meeting Information
Facilitator
Sherry Hendrix
Note Taker
Sherry Hendrix
Sherry Hendrix, Aubree Helvey, Linda Phillips, Chris Crandon,
Kenneth Gilliam, Corlis McPhaul, Debbie Goode, Donald Hall,
Jennifer Bowen
Ninette Carter
Attendees
Absent
Minutes from 8-6-08 Kick-Off
Relevant
Training/Discussion
Highlights:
Minutes were approved from the August 8, 2008 Kick-off
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Discovery Session Schedule
Relevant
Training/Discussion
Highlights:






Technical Team, September 3-4 in Admin Board Room
Finance Team, September 9-11 in Admin Board Room
Financial Aid, September 15-17 in Howell Hall room 107
Advancement Team, September 16-18 in CETES 206
HR/Payroll Team, September 16-18 in Admin Board Room
Student Team and Data Standards and Reporting Team –
Tentatively scheduled for October 8-10, location TBD
o Student A/R Team , August 21-Completed
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
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Implementation Minutes
Action Items / Assignments
Description
Owner
Deadline
Team Reports
Relevant
Training/Discussion
Highlights:
AD Team has completed the Discovery document and has a
Cognos (reporting tool) demo scheduled Thursday, August 27.
DS/R Team completed the Discovery document. Met with the
team and reviewed the team’s tasks for implementation. DS/R
team will wait to meet again until after the Technical Discovery
Session on September 3-4 so questions can be answered for
further guidance. DS/R will be included in the Student Discovery
session tentatively scheduled for October 8-10.
HR/Payroll Team: The Banner team lead has sent several
additional Discovery spreadsheets and those should be completed
by the end of August. They have been meeting regularly with their
team to keep them up-to-date on the implementation process.
FA Team will be finishing the Discovery documents today; will be
sending Debbie a list of all third-party software and reviewing fund
codes and other documents for data cleansing.
Chris attended the AR Discovery and said the session was very
helpful and provided direction on next- steps for her team.
Finance Team, Ninette was absent, but Donald reported that he
believes the Discovery documents are complete. There was a lot
of general information delivered, but not much interactions amount
the CU team members and Banner Lead. One major challenge
will be the Chart of Accounts. All and all the Kick-off session
provided what they needed to help complete the Discovery
documents and prepare for implementation.
ST Team has completed the Discovery documents and a wish list
of other functionalities they need for day-to-day business
processing which are not provided in the Win implementation.
August 26, CU representatives had a conference call with Banner
representatives to talk about SEVIS (international students).
Basically, it was a sales pitch to see if we wanted to purchase a
third-party software called fsaATLAS for managing the 262 CU
international students. They will be sending more information
including cost and a comparison of Banner SEVIS Connection
(delivered in Banner) and fsaATLAS.
2
Implementation Minutes
The Student A/R team completed the AR Discovery session and
all agreed it was very good. In addition, there was a segment of
the session that included FA and the Banner FA lead participated
in the session which was very helpful. There were several Aha
moments and excitement of what Banner will provide.
Technical Team has a combined Kick-off and Discovery session
scheduled for September 3-4 and they have sent the Banner team
lead a list of questions that will be reviewed. They have been
meeting weekly for quite some time in preparation for preimplementation processes; Greg Duncan and Chase Bailey
(DBA’s) will be attending a Oracle workshop in OKC to review
GRID; Chase will be attending Banner Oracle training in
September and November and there will be four technical staff
attending SETA in October. Other topics being addressed by the
Technical team are:
Validation Codes
Data cleansing
Gathering third party software’s
Gathering data for reports (not actual reports, but data needed for
reporting). Working closely with the DS/R team on this.
Continued discussion on how reporting will be handled during
implementation, i.e., from legacy or Banner, what areas need what
at what time
How the Help Desk will be used after implementation
GAPs Identified:
Decisions Made:
Decisions Required:
An “Issues in Progress” spreadsheet will be developed for issues
that need to be escalated to the ILT, CU administration or Banner
Leads. This spreadsheet will be on the Banner Project website
and will start putting issues there after the Discovery sessions and
documents are complete.
Action Items / Assignments
Other Issues and
Concerns:
Description
Owner
Deadline
Develop an Issue in Progress spreadsheet
Sherry
Hendrix
October 2008
Banner Project Website
Relevant
Training/Discussion
Highlights:
http://www.cameron.edu/banner
The purpose of the Banner website is to create a central location
for all Banner information. A handout of instructions on how to
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Implementation Minutes
upload information to the website was provided to Team Chairs
along with a demo. Team Chairs were requested to upload all
agendas/minutes and were encouraged to enter events on their
team calendar.
Banner Leads from SGHE will also be putting information on this
site under password protected areas.
A reminder to the Team Chairs to be very careful about data, we
must follow the privacy and FERPA laws.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Access to Banner
Relevant
Training/Discussion
Highlights:
A copy of directions on how to request access to Banner was
reviewed by the Chairs. CU employees will have to complete the
Banner Basic Navigation training before given a Banner ID and
Password. Once the navigation training has been completed a
copy of the certificate will be sent to the Team Chair who will then
send that to Sherry to be entered in a database.
Debbie is working on getting mouse pads made to be distributed
to all who complete the navigation training.
GAPs Identified:
Comments were made on when this training had to be completed.
Sherry reported it just needed to be completed before employees
requested access to Banner. It was mention that we don’t want to
encourage completion of the Navigation training until employees
are scheduled to start working in Banner. All agreed to relay this
information to their team members.
Decisions Made:
Navigation Certificate will be sent to Team Chairs then sent to
Sherry Hendrix during implementation. This process will be
reevaluated after implementation is complete.
Decisions Required:
Other Issues and
Concerns:
Mouse Pads will be ordered for distribution to those who complete
the software.
Action Items / Assignments
Description
Owner
Deadline
Order mouse pads
Debbie
ASAP
4
Implementation Minutes
Goode
Distribution of information for completing Banner Basic
Navigation
Sherry
Hendrix
Will upload on
the website
Banner Trip Notes from Kick-off
Relevant
Training/Discussion
Highlights:
Banner Trip Notes were received and e-mailed to Team Chairs. In
the future all Banner documents will be put on the website instead
of e-mailed. Minutes have also been uploaded to the website.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Implementation Guide
Relevant
Training/Discussion
Highlights:
Per Banner PM, the Implementation Guide will be sent within the
next two weeks which will be placed on the Banner Project
Website
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Uploaded to the website
Sherry
Hendrix
When
received
Updated Project Plan
Relevant
Training/Discussion
Highlights:
Banner PM is schedule to send the updated version by Friday,
August 29.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
5
Implementation Minutes
Action Items / Assignments
Description
Owner
Deadline
Updated Project Plan uploaded to website
Sherry
Hendrix
September 2
Overtime Pay for Classified and Backfill
Relevant
Training/Discussion
Highlights:
No one at this point needs overtime pay or backfill. Team Chairs
will let Sherry know when this action is needed.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Laptops
Relevant
Training/Discussion
Highlights:
Laptops recommended for the following teams:
 HR-Payroll (2)
 Financial Aid
 Advancement
 Student
 Technical (2)
It was encouraged for Chairs to work from their new laptops when
working from their house to help with VPN speed and virus
protection.
GAPs Identified:
Decisions Made:
An additional laptop for HR/Payroll will be requested since there
are two Chairs for this team.
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Request an additional laptop for HR since there are two
Chairs
Sherry
Hendrix
8-28-08
6
Implementation Minutes
VPN for Team Chairs
Relevant
Training/Discussion
Highlights:
GAPs Identified:

Debbie Goode explained that VPN is a mechanism used to
access your office computer from home.
 If any of the Chairs have dial-up service, VPN will be too slow
for them to be productive. DSL is recommended for using
VPN.
 Users must have Windows XP on their desktops for VPN to
work
 Home connectivity needs to be DSL
 ITS will provide instructions
VPN will not be possible for Kenneth Gilliam because his office
computer is not running Windows XP. Sherry will request
Kenneth’s computer be upgraded.
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Requested Kenneth Gilliam’s office computer be
upgraded to Windows XP
Sherry
Hendrix
8-28-08
SETA
Relevant
Training/Discussion
Highlights:
SETA Conference in Dallas October 5-7. The following people will
be attending:
Julie Duncan
Greg Duncan
Dawne Massey
Kelly Simon
No other Chair would like to attend
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
7
Deadline
Implementation Minutes
Documenting Time Spent Implementing Banner
Relevant
Training/Discussion
Highlights:
Glen will call internal audit and find out if this is required for
Banner implementation. Until we hear back from Glen, continue
documenting time spent working on Banner Implementation.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Third Party Software
Need a list from each team of third party software currently being
Relevant
Training/Discussion used.
Highlights:
Technical Team:
 SunGard Bi-Tech – current student, financial and HR/Payroll
system
 TMA – Facilities management system
 RESS – Calendaring/reservation system for facilities on
campus
 Alumni – developed in-house system for alumni office
 Property Inventory System – developed in-house for physical
inventory items
 Millennium Library System – iii Library software
 Blackboard – course management system – hosted by
Blackboard
 Blackboard Transaction system - Campus ID card, security
system for card swipes in student housing and some buildings
 Blackboard Connect Ed Emergency Notification System
 XAP – not really a software application – but an online
application for admission sponsored by Oklahoma State
Regents for Higher Education and we accept credit card
payment through ok.gov
 Mobilis – document imaging for Registrar’s office
 Turn It In – plagiarism software
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Other teams need to start making a list of all third party software.
In addition, teams need to start tracking shadow systems used for
8
Implementation Minutes
reporting and day-to-day business.
Action Items / Assignments
Description
Owner
Deadline
Make a list of third party software and shadow systems
Functional
teams
Continuous
process
Other Business
Relevant
Training/Discussion
Highlights:
Meeting next week will be in CETES 206
Debbie asked if the hardware purchased for Banner
implementation needed to be certified by SGHE. It has been
certified by SUN. Sherry reported that the hardware specs were
sent and reviewed by SGHE and verbally told they were OK, but
Sherry will ask if it needs to be official certified.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Find out if SGHE needs to certify CU hardware for
Banner
Sherry
Hendrix
9-2-08
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