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Cameron University Banner Project
Meeting Agenda and Notes
May 29, 2016
Implementation Leadership Team Meeting
Committee/Meeting Name
Wednesday, October 1
8:30 am
Date
Time Convened
Time Terminated 10:00 am
Location Admin Board Room
Recorder Sherry Hendrix
Sherry Hendrix, Linda Phillips, Ninette Carter, Chris Crandon, Kenneth Gilliam, Corlis McPhaul, Donald Hall, Jennifer
Members Present
Bowen, Debbie Goode
Linda Phillips
Members Absent
Kelli Peterson
Visitor
Topics
Approve Minutes from 924-08 Kick-off
Team Reports
Discussion, Information
Teams needs to be reviewing Implementation Guides and
information from the Discovery session
 Advancement- Need Discovery Notes
 Data Standards and Reporting
 HR/Payroll – Need Discovery Notes
 Financial Aid
 Finance
 Student
 Technical
Action Taken, Decisions, Recommendations
Approved
The Data Standards and Reporting Team is scheduled
to meet Tuesday, October 7.
HR is working with OSEEGIB (CU’s health care
provider) on the electronic capability of an automated
export process that would automate enrollment,
address changes, etc. HR is hoping when people
enroll or update information via the web it will roll
directly to OSEEGIB’s system without any entry from
CU.
FA reported due to Federal Regulations they need to
keep specific information on students for three year.
Chris stated they need to either migrate certain data or
keep our legacy system up for at least three years.
Debbie said it was the intent of ITS to leave the
legacy system up for three years if not longer. The
Technical Team will be discussing the length of time
needed to keep the legacy system running, but she
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Topics
Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
May 29, 2016
Action Taken, Decisions, Recommendations
assured Chris the legacy would be up for three years.
Ninette reported the Finance Team has not had a
chance to start of the Chart of Accounts, but plans on
beginning Monday, October 6.
Debbie reported the Technical Team has been very
busy with a variety of activities. The team competed
Win Organizational and Technical Assessment.
Debbie said it was very informative and the
consultant was excellent and helpful on a variety of
Banner subjects.
Go Live Date
Discussion on Go-Live Outline send via e-mail on 9-29-08
Banner databases and seed install is complete and ITS
will be working on a date to push Banner application
out to end users. Chris told Debbie they will need
Banner by October 23 which is their first Educational
System training.
Debbie was concerned about FA’s go-live date due to
SBI’s last scheduled FA update which is December
2009. Debbie and Chris agreed this would work.
Ninette was concerned about how we are going to
handle the A/R go-live date since our legacy system
doesn’t have a clean split between Finance and A/R
and the Banner system does. Sherry will talk to Mike
about this and Ninette will discuss this with her
Banner Team Lead.
Sherry recommended to all team chairs to visit with
their Banner Team Lead for any questions or concerns
they might have. This item will be put back on the
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Topics
FA Policy and Procedure
Request
Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
1. It is the recommendation of the Banner financial aid
consultant and the Office of Financial Assistance that
A/R should post all tuition waivers that are based on
how many hours the student is enrolled as exemptions.
Admissions sets the criteria and chooses the students to
award. These awards must be done as exemptions so
that the awards will automatically adjust as to the tuition
charges when a student drops or adds classes. Otherwise
it is a manual process of adjusting the awards when the
student drops or adds a class.
May 29, 2016
Action Taken, Decisions, Recommendations
agenda for next week.
After discussion a motion was made by Donald Hall
and seconded by Jennifer Bowen to approve number 1
as stated under D8iscusion, Information.
OHLAP is another scholarship that is based on the actual
hours that a student enrolls in and Cameron has to bill the
state of Oklahoma. According to Anna, the best way to
do the OHLAP scholarship is to post them as contracts.
They would still automatically adjust as the student’s
hours adjust and they would automatically show as a
resource in Financial Aid. Posting them as contracts
allows for billing outside the university and allows
automatic adjustments when the student’s hours fluctuate.
Training Schedule
2. It is the recommendation of the Banner financial aid
consultant and the Office of Financial Assistance that all
Cameron Gold Scholarships be changed to a flat amount
Chris recommended number 2 be taken off the request
for approval. She will figure out how to resolve this
without changing policy.
3. The Office of Financial Assistance (FA) is proposing a
change to our Satisfactory Academic Progress policy
(SAP) to accommodate the Banner software system’s
ability to perform SAP automatically rather than
manually.
 Technical Migration Planning October 2-3 and 7-9
Chris is working with ITS staff on number 3 and will
report on this next week.
The team reviewed the Technical Migration Planning
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Topics
Training Dates on Banner
Project Website
Clean Data in Box
Banner Project Website
and SGHE Website
Banner Basic Navigation
Training
Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
locations listed on the agenda
o ST Migration October 2, 3:00-4:30
o ST Migration October 7, 3:00-4:30
o AD Migration October 8, 2:00-3:00
o HR/Payroll Migration October 9, 1:30-2:30
o FIN Migration October 9, 2:45-3:30
 ST Discovery October 8-10, Admin Bd Rm
 FA Overview 1 & 2 October 9-10, Library 1:00-4:00
(remote)
 General training dates on Banner website
 Computer rooms to be used: Library Computer Lab,
Burch 104 Lab and S. Shepler 407. Non-computer
rooms to be used: Admin Board Room, Hall Howell
107, CETES 207 (possibly CETES 110). These rooms
meet the required equipment for training.
Progress report on clean data for migration--deadline 9-3008
 CU Banner Website: http://www.cameron.edu/banner
 SGHE website: http://www.sungardhe.com
 Questions, comments or concerns
 Basic Banner Navigation needs to be completed ASAP.
 Basic Banner Navigation has been posted on the website
and employees must have a password to get into the
training. All certificates will be sent to the Team Chair
May 29, 2016
Action Taken, Decisions, Recommendations
agenda and determined when they needed to be
involved. Dates, times and locations are listed on the
Agenda.
Debbie reported the ITS staff was waiting on
information from ST to complete clean-up and Kelli
Peterson (standing in for Linda) stated they were
working on this and will get it to ITS as soon as
possible.
The team discussed maintaining specific team events
on the Banner Project website or maintaining events
via Outlook. It was determined by the team that they
would maintain and communicate events via Outlook
and would not be using the calendar on the website.
Sherry will continue to maintain the General Calendar
on the website.
All members on the ILT have completed the Basic
Banner Navigation training.
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Topics
Overtime Pay for
Classified and Backfill
Documenting Time spent
implementing Banner
Printing Banner Manuals
Shadow Systems/Reports
and Third Party Software
Items in Progress
Other Business
Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
and then to Sherry to be put in a database for tracking.
May 29, 2016
Action Taken, Decisions, Recommendations
Holding on this until we hear from the Auditors
Ninette requested Sherry ask Glen the status of this.
 Process and account number for requesting Banner
printing
 10119-AA, Sherry Hendrix, Linda Philips, Aubree
Helvey
 10159-SS, Sherry Hendrix, Linda Philips, Chris Crandon,
Ninette Carter
 10169 Admin, Sherry Hendrix, Debbie Goode, Donald
Hall, Kenneth Gilliam, Corlis McPhaul Jennifer Bowen
 We need to continue collecting third party software,
shadow systems, reports and/or important data needed
for reporting.
 Functional teams have a User Guide with canned reports
listed in the back. Please review these reports as we
begin to establish what we will need for reporting.
Still in progress: An “Issues in Progress” spreadsheet will be
developed to be used for issues that need to be escalated to
the ILT, CU administration or Banner. This spreadsheet will
be on the Banner Project website and will start putting issues
there after the Discovery sessions are complete.
 Migration Assessment and Planning Agenda
 Update Resources Matrix-team members spreadsheet
Debbie produced a list of third-party software and
reports. Sherry will enter these in a spreadsheet to be
placed on the Banner website so team chairs can add
information to the spreadsheet.
 Documentation: User Guides, Application
Implementation Guide and General Implementation
Guide
The Issues in Progress spreadsheet is still in
development.
 This topic was reviewed
 Sherry requested team chairs to update and return
Resource Matrix spreadsheet with any additions,
deletions or corrections.
 It was recommended that team chairs start
reviewing these manuals with their teams
especially the reports listed in the back of the User
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Topics
Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
 Chris asked about specs for end user PC’s.
 Sherry asked chairs when visiting with their Banner
Team Lead to mention getting their training schedule to
me ASAP.
May 29, 2016
Action Taken, Decisions, Recommendations
Guide.
 Sherry will send the minimum specs for PC’s to
the team chairs.