Page 1 Cameron University Banner Project
Meeting Agenda and Notes
April 10, 2020
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Committee/Meeting Name Implementation Leadership Team Meeting
Date Wednesday, December 10, 2008
Location Admin Board Room
Time Convened 8:30 am
Recorder
Time Terminated
Sherry Hendrix
10:00 am
Members Present Sherry Hendrix, Linda Phillips, Ninette Carter, Chris Crandon, Kenneth Gilliam, Donald Hall, Tom Sutherlin, Debbie
Goode, Jennifer Bowen, Aubree Helvey
Members Absent
Visitor
Topics
Approve Minutes from
12-3-08
TESTING & Manuals
Discussion, Information Action Taken, Decisions, Recommendations
Action: Approved
Team Reports
We MUST test, test, test between each training session. I recommend taking the user workbooks and following that for testing. Also, it’s best to test within the same week as training.
Advancement o KCCU will be included in Advancement o AD has completed data mapping and Overview session.

Data Standards and Reporting o Tom talked about tracking decisions made when mapping data from legacy to Banner. Debbie described the mapping spreadsheets that list comments and actions. We agreed to would put detailed information in the comments field of those spreadsheets for historical purposes of tracking decisions. In addition, when decisions are made that affect other areas, these must be communicated. The mapping spreadsheets are listed on the Banner Website under Technical.

Page 2
Topics
Cameron University Banner Project
Meeting Agenda and Notes
April 10, 2020

HR/Payroll
Discussion, Information o Complete data mapping and continuing to work on position spreadsheets.

Financial Aid o Question posed to the team: If some of the person demographics are missing in Banner, do we want to load that information from FAFSA? o The team requested Chris ask her Banner rep the following:

Can they run an exception report

Chris did not have an answer to this question, but will find out and get back with the team

Can we populate one field, e.g., SS#

Yes

Make sure this will only populate fields that are empty

Yes o Tech team would like the marital status code to be overwritten by FAFSA. Any thoughts to the contrary?

Finance o Foundation COA is scheduled to be completed by the end of this week. o Banner provided a recommendation for two FI bridges to help address AR July go live date which are student refund process and mass

Student journal entry. o Major issues for Linda:

No retention GPA in Banner

No provision for forgiveness policy in
Banner
Action Taken, Decisions, Recommendations
Action: Have not received information from Banner on this.
Decision: the only fields FAFSA populate are SS#, address, e-mail and telephone.
Action: Debbie recommended purchasing both bridges. Ninette will visit with Glen and send a recommendation to Sherry.

Page 3
Topics
Cameron University Banner Project
Meeting Agenda and Notes
April 10, 2020
Discussion, Information

Banner has no provision for entry-level placement policy--IF UCO’s modification doesn’t work correctly. o Sherry is trying to schedule this meeting before we leave on Holiday break.

Technical o Status of conversion

In the process of writing script in preparation for data extracts. o There are two locations for storing for rank and tenure, in ST and HR. Due to the fact storing the codes in HR is not covered under WIN scope of services, it makes sense to include these two codes in ST – SIBFACD. Is this reasonable? If so, whose responsibility should it be to maintain the codes? o Time frame for external internet system to be down

The final date for this is not confirmed, but
Debbie will send that as soon as possible.
o Debbie need prioritized list of PC’s replacement from ST team.

Linda will send that to Debbie this afternoon. o Memo of Understanding for OU Nursing Billing needs to be revised to meet Banner’s processes.

Glen has asked to research with Banner
Leads on options to handle this in
Banner.

Debbie sent Laurene and Sandra about options of taking care of this in Banner.
No response to date. o Status on setting up Security

Debbie said security and individual
Action Taken, Decisions, Recommendations
Action: Per Tom: we need to maintain this in HR the
HR System

Page 4
Topics
Summit
Cameron University Banner Project
Meeting Agenda and Notes
April 10, 2020
Discussion, Information passwords will be complete in February.
There were concerns about security not being set up from the time we run conversion (January) to February 6.
Debbie will visit with her technical staff about this and report next weeks. o Third-party interfaces:

Early Alert – our homegrown system that
Greg developed
 Blackboard’s Course Management System

Question was raised if there was a
Banner charge or this. Sherry contacted Banner and this interface is already in the contract.
 Blackboard’s Commerce System – ID card. Rick will be developing this.

Innovative Interfaces Millennium Library
System

This is still in questions: XAP Application
– funded and mandated by Oklahoma
State Regents for Higher Ed – currently, we exclusively use XAP’s online application.

Debbie is researching information on this. Sherry visited with
Banner PM and he suggested we visit with Sandra. The online application is not in the Win
SOW.
FA: Chris
ST: Linda and Brenda Dally
FI: Ninette
A/R: Donald
Action Taken, Decisions, Recommendations

Page 5 Cameron University Banner Project
Meeting Agenda and Notes
April 10, 2020
Topics
Third-Party Software
Request
CU Population
Selection/Letter
Generation training and
Common Matching
Revised Project Plan
Action Items and Task
List
FA Policy and Procedure
Request
Discussion, Information
AD: Jennifer and Hillary
HR: Ken and HR Director (when hired)
Data Standards: Tom
TECH: Angie, Kurt, Kelly and Dawn
Luminis: Jamie
Discussion on travel arrangements
Hotel: Philadelphia Marriott Inn
Flight: Sherry will call George at Adventure Travel for all flights leaving Lawton on March 21 and returning March 25 and send to the group. We need to make sure that we are not all flying on the same flight.
Registration package & payment: All participants will purchase the Economy package and the registration invoice will be sent to Laura Kane for payment. Ninette has purchased the value package which will allow us to download presentation information.
No request at this time

Scheduled February 11-13 from 1:00-5:00

Participants: IT representatives and power users from all areas

Agenda will be delivered before Holiday break

More information on this in General User Guide in section 6
Discussion on revised Project Plan sent to team 12-8-08
Action items to be added to the Task List
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
Action Taken, Decisions, Recommendations
Recommendation:

We need participation for all areas

Determine who will attend from you area

Verify they can attend on these dates

Send names to Sherry
Changes to be given to Banner:
ST: need to chance the session on May 11 and June 1
Advancement sessions needs to be expanded
Recommendation: Chris is working with ITS staff and Academic Affairs and will present more information on this topic next week.

Page 6
Topics
Other Business
Cameron University Banner Project
Meeting Agenda and Notes
April 10, 2020
Discussion, Information perform SAP automatically rather than manually.

Need minutes from Banner training sessions posted on the website.

General Person - Dual Entry - After General Person
(GP) is converted into PROD, any and all GP records created in your legacy system must also be created in
Banner. This can either be done manually or systematically, depending on the volume of records. If the manual entry is too great in volume, an interface will need to be written to insert the new GP records from your legacy system into Banner much in the same manner as GP records were inserted during conversion.
Your IT staff will need to write an interface utilizing the
GP APIs in order to insert the data into Banner correctly.
SGHE has a great deal of experience creating GP interfaces. If the IT staff feels overwhelmed by creating this complex interface, I would recommend Cameron employ SGHE's assistance.

Conversion Cycles - The first conversion cycle is scheduled to last a full 6 weeks in order to accommodate many passes at the same tables until we (both SGHE and
Cameron as a team) consider them complete. During the first conversion cycle it is normal and completely expected that some extracts will need to be redone. That is why we double the amount of time needed in the first cycle compared to the second and third cycles.
Action Taken, Decisions, Recommendations
Questions from the team: what about all the information tied to the person, e.g., student: enrollment, grades, academic history, etc.? Will that information roll from legacy to Banner when we do the academic history supplemental load data at the end of Summer 2010? I guess what I’m asking is the only thing we need to enter in both systems is just the person demographic? Answer from SGHE: --exactly. This is why we do 2 AH conversions.
The first one is the BIG one, which brings over every term you plan to bring over, up to the last term rolled. The second AH conversion picks up those terms that were either in progress or otherwise not processed in Banner.
The second conversion will pick up all the secondary AH information, but will NOT be updating any GP info, such as their bio/demo data.
The other question is on Conv 3 when we roll academic history, if we have a person with a legacy ID and we entered them also in Banner with a Banner ID how will the information from legacy be recognized for the same person in Banner if the ID’s are different?
--this is where you will need to manually enter the student's legacy ID in
Banner as an alternate ID. If you don't, the system has no way of matching the record, thus the student's records would bomb on the data load.