Page 1
Cameron University Banner Project
Meeting Agenda and Notes
May 29, 2016
Implementation Leadership Team Meeting
Committee/Meeting Name
Wednesday, October 22
8:30 am
Date
Time Convened
Time Terminated 10:00 am
Location CETES 206
Recorder Sherry Hendrix
Sherry Hendrix, Linda Phillips, Ninette Carter, Chris Crandon, Kenneth Gilliam, Corlis McPhaul, Donald Hall, Jennifer
Members Present
Bowen, Aubree Helvey, Tom Sutherlin
Debbie Goode,
Members Absent
Visitor
Topics
Approve Minutes from
10-15-08
Team Reports
Discussion, Information
 Advancement
AD-Working on inventory of paper files. Approximately
8,000 records to be cleaned. AD Team meeting to discuss
setting policy procedures. Also meeting with Athletic
representatives to discuss Banner.
 Data Standards and Reporting
Tom reported a draft of a DS manual is being produced to be
reviewed at the next meeting.
 HR/Payroll
Ken reported they have an overview sessions schedule next
week and are continuing to work on data cleansing.
 Financial Aid
FA had a Loading Records session Tuesday, October 21 and
due to SGHE server being down that session will need to be
rescheduled.
Action Taken, Decisions, Recommendations
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Topics
Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
 Finance
Ninette reported the COA is scheduled to be completed this
week.
May 29, 2016
Action Taken, Decisions, Recommendations
 Student
Linda reviewed the document sent by SGHE on
modification written by Banner for UCO in 2001 related to
Retention GPA and Entry-Level Placement policy. She
reported the Retention GPA was not addressed in the
document, but it did address the Entry-Level Placement
Policy. Linda has been in contact with TCC, UCO, OCU
and OU on this subject. Sherry will address this with
Banner PM.
Linda asked the team if changing Major and Minor codes
from numeric to alpha would be a problem.
Also agreed by the team was not to roll HEGIS codes into
Banner.
Major issues for Linda are:
 No retention GPA in Banner
 No provision for forgiveness policy
 No provision entry-level placement policy--IF UCO’s
modification doesn’t work correctly.
 How to address old Cameron course work that was
transcript in BOX as transfer work.
 How to convert vital transcript information listed in the
comment field in BOX
 Technical
Debbie was not at the meeting due to training, but asked
All agreed there would be no problem changing this
in Banner. Item will be added to Action Item
spreadsheet
All agreed not to roll HEGIS codes to Banner. Item
will be added to Action Item spreadsheet
These items will be added to the “task list” as a high
priority and Sherry will review this with Banner’s PM
and Account Manager.
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Topics
Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
Sherry to report the technical staff attending SETA came
back with valuable information in several areas
May 29, 2016
Action Taken, Decisions, Recommendations
The tech team will be working on data validation checking
and will need the assistance of the functional team to get this
addressed.
Data Standards
Data Mapping Info
Banner software will be available for end users around the
first of November. The Tech team will be setting up
security in Banner as it is currently set up in legacy system.
Recommendations on separate document to be handed out at
the meeting.
Data mapping agenda is listed in the Win Implementation
Tech Guide at:
Navigate to: http://www.cameron.edu/banner/technical
In the grayed Documentation box on the right side of the
screen, click on ‘Technical Team Docs’
Scroll down page to From Consultant heading and it is the
first Word doc: WIN – Technical – Implementation –
Guide – v2.3.doc
Schedule
Schedule:
 FIN Mapping, Bd Rm, October 27, 1:00-5:00
 ST & A/R Mapping, Bd Rm, October 27-31 and
November 3-7, 8:00-12:00 NOTE: November 7 session
is in Library Computer Room
 HR Mapping, CETES 207, November 3-6, 1:30-4:30
 AD Mapping, Bd Rm, November 7, 8:30-4:30
 FA Mapping, Bd Rm, November 10-11, 9:00-12:00
After discussion, the ILT team unanimously approved
the Data Standards recommendations except for
Telephone types. More discussion is needed from DS
team.
Ninette and Donald will be out of the office
November 5-7.
Chris, Carol and Aubree will be out of the office
week of October 27.
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Topics
Webex Invitation e-mail
Revised Project Plan
Third-Party Application
Request
Banner Project Shared
Calendar
Clean Data in Box
Banner Canned Reports
Action Items and Task
List
Shadow Systems/Reports
and Third Party Software
Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
Webex Invitation E-mail:
I’ll be sending the Webex invitation e-mail to Debbie and
the functional lead.
No revised copy to date
Spreadsheet on separate document to be handed out at the
meeting.
If you are not able to share my Banner Project Calendar it
may be because you are running Outlook 2003. To see what
version you are running, go to the toolbar in Outlook and
click on Help then click on About Microsoft Office Outlook.
If you are running Outlook 2003, let me know and I’ll send
a work request to have you upgraded to Outlook 2007.
Progress report
Functional leads please review the canned reports which are
listed in the back of your User Guide with your team so we
can begin to determine reporting needs.
An Action Item and Task List spreadsheet has been put on
our Banner Project website under Resources and
Documents. Action Items will be entered by Sherry when
approved by ILT Team.
Task items can be added by functional team leads at any
time.
Data Standards task have not been added at the time of this
meeting.
 We need to continue collecting third party software,
shadow systems, reports and/or important data needed
for reporting.
 Shadow systems document can be found on:
W:\workgrps\its\Banner\Shadow system
May 29, 2016
Action Taken, Decisions, Recommendations
Recommendation was made to purchase FormFusion,
IntelleCheck, CleanAddress and CollegeBoard SAT.
Sherry will check on getting the best price then take it
to Executive Steering Committee for approval.
It has been discovered that you can only share
calendars when running Office 2007. Aubree and
Jennifer requested this be loaded on their system.
Sherry will look into another mechanism for
transmitting calendar events without having to
upgrade.
The team was asked to add task that could not be
resolved by their team to the task list spreadsheet
located on the Banner webpage.
Share this document with your sub-teams and edit,
add and/or delete as necessary.
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Topics
FA Policy and Procedure
Request
Other Business
Data Standards
Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
inventory.xlsx
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.
 Sherry will be out of the office the week on October 27.
 CU Banner Website: http://www.cameron.edu/banner
 SGHE website: http://www.sungardhe.com
 Documenting Time spent implementing Banner- Holding
on this until we hear from the Auditors
 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
1. Name
o Punctuations will be used as it appears in names; for
example, the accent (Ê, Í) used in French names.
o The team decided that mixed case characters will be
used for names in the general person table.
o Payroll’s state reporting requires upper case characters
o More clarification was requested from Banner before
“name types” are determined
 Banner Clarification: The name type field crosses
modules, in the SPAIDEN, General Person form
there is only ONE field to store data per name.
The validation table GTVNTYP, Name Type
allows the client to create several different name
types for use by the staff. Our discussion was
May 29, 2016
Action Taken, Decisions, Recommendations
Chris is working with ITS staff and Academic Affairs
and will present more information on this topic next
week.
After discussion, the ILT team unanimously approved
the Data Standards recommendations which are listed
at the end of this document.
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Topics
Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
specifically related to how the General Person
name could be coded for conversion purposes
only. We discussed using several name types, one
being CONV, so that we would know how the data
was loaded. It is the decision of the college, if any
name type must be added. This would be
discussed with the other module owners prior to
any final decision is rendered. Schools have been
known to track the different last names by name
type, i.e. MNA1, MNA2, MNA3.
 Due to this clarification, no name type needs to be
determined at this point, but later decisions on
name types for the validation code will be address.
2. Address
The USPS postal address standards will be adopted by CU.
CU currently uses home, local business diploma,
faculty/staff directory addresses:
The following address types have been recommended::
 Change home to Permanent.
 Change local address to Current address.
 The business address will continue in Banner.
 Diploma will not be used as an address type in Banner
 The faculty/staff directory address will continue in
Banner
 New address types to be added in Banner
May 29, 2016
Action Taken, Decisions, Recommendations
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Cameron University Banner Project
Meeting Agenda and Notes
Topics
Discussion, Information
o
Temporary address
o
Billing/remittance
o Purchasing
3. Phone types
o
Day
o
Evening
o
Cell
o
Fax
o
Additional phone
4. E-mail types:
o
Personal
o
Cameron
5. Recommendation from IT Steering Committee, but not
approved by DS team yet was the addition of Parent 1
and Parent 2 types in Name, Address, E-mail and Phone
6. Who Trumps Whom
Prefix (salutation) and Suffix
1. HR will trump if active employee
2. Alumni will trump
3. Student defaults if none of above
Name
May 29, 2016
Action Taken, Decisions, Recommendations
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Topics
Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
1. Payroll will trump if active employee
2. Student will trump if active student
3. Alumni will trump if student status is inactive
and employee no long works at CU
4. Defaults to student data if none of the above
Address
1. Payroll will trump if active employee
2. Student & Alumni addresses will trump based on
address change dates
3. Don’t roll incomplete addresses
Telephone – on hold for further review by DS team
1. Payroll and HR do not have telephone
2. Telephone will trump based on student and
alumni change dates
May 29, 2016
Action Taken, Decisions, Recommendations