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Cameron University Banner Project
Meeting Agenda and Notes
May 29, 2016
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Implementation Leadership Team Meeting
Committee/Meeting Name
Wednesday, June 3, 2009
8:30 am
Date
Time Convened
Time Terminated
Location Admin Board Room
Recorder Sherry Hendrix
Sherry Hendrix, Jennifer Bowen, Chris Crandon, Debbie Goode, Donald Hall, Jamie Glover
Members Present
Linda Phillips, Ken Gilliam, Ninette Carter, Tom Sutherlin, Aubree Helvey
Members Absent
Visitor
Topics
Approve Minutes from 527-09
Team Reports
Discussion, Information
A. Advancement
a. Update on training
i. AD team continues to work on data
clean up and rewriting scripts in
preparation for Conv2.
b. Banner General Person - Trumping Issue
i. Jennifer explained a problem Angie is
having on how address and phone are
being pulled for general person
records per e-mail at the end of the
minutes.
ii. Debbie will also take this information
back to the I.T. Team
c. Status on team testing and manual
development
i. Jennifer has sent her desk manual to
her team for review.
B. Data Standards and Reporting
a. Data Standard manual status
i. Tom was not present; therefore the
status of the DS manual was not
10:00 am
Action Taken, Decisions, Recommendations
Action: Approved
A. Decision: All agreed Advancement could drop box
update if greater then Alumni last update.
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Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
available.
C. HR/Payroll
a. Update on training
i. Ken and his team are in Payroll testing
today.
b. Status on team testing and manual
development
c. Update on end user training
D. Financial Aid
a. Update on FA training.
i. Chris reported she brought in all the
counselors to test on process.
ii. They are completing their time logs.
iii. FA team is working on SAP policy
which will go to Dr. McArthur for
approval. Sherry suggested she also
send that by Glen.
b. Status on team testing and manual
development
i. FA team is practicing every Thursday.
E. Finance
a. Update on FI training.
b. Status on team testing and manual
development
i. The Finance team has started structured
training.
c. Update on end user training
F. Account Receivable
a. Donald has been working on AR detail codes
in preparation for training which begins in
June.
G. Student
May 29, 2016
Action Taken, Decisions, Recommendations
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Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
a. Update on training
i. Linda’s team is in training the rest of
the week, but she sent a written report
below:
ii. We had a very productive student team
meeting last Friday and will continue
to have those once a month. Renee is
almost finished with notes from the
meeting and will have those posted
soon.
iii. I have some time scheduled to meet
with Jennifer Holland's area to see
what issues they have and find out
where they are on testing.
iv. Admission continues to go to the S.
Shepler once a week for testing.
v. Registrar's Office staff continues to test
and is working on desk manuals.
Everyone is also making sure their
time logs are up-to-date.
vi. I continue to spend a considerable
amount of time on data cleanup and
working on validation tables.
vii. A dependable student worker in my
area is going to begin checking the
course catalog in Banner, one class at
a time.
viii. I would like to discuss the common
matching information Julie has
composed with Brenda Dally. She is
the most experienced functional
user in dealing with common
matching. She has also had the most
May 29, 2016
Action Taken, Decisions, Recommendations
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Topics
Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
experience in cleaning up duplicate
records.
b. CU will be using Banner’s Online
Application.
c. Status on team testing and manual
development
d. Update on end user training
H. Technical
a. Team update
i. Update critical programs for go live –
any programs you need developed by
I.T. for go live must be identified and
sent to Sherry to be included in the
Project Timeline with required dates.
1. The team questioned what
spreadsheet they need to refer
to for this. They indicated the
spreadsheet Tom sent was a
little confusing. Sherry said
she would send the most
current spreadsheet she has
that lists programs that need to
be interfaced with Banner to
Debbie for her review and
then she will send it to the
team.
ii. A person needs to be designated to enter
shared data in Banner. To date it has been
Julie. Duncan and Kelly Simon.
1. The team determined this
needed to be an I.T. person
and Debbie will put this on
her I.T. team agenda for
May 29, 2016
Action Taken, Decisions, Recommendations
G. Decision: Per e-mail from Jamie Glover:
We will be using the Banner app. We will continue
to use the Xap application however it will not be
necessary at this point to make it integrate with the
Banner system. Any applications that come through
the OKCollegeStart.org portal will be entered
manually once we go live in Banner. If at a later date
we determine that the volume of applications coming
through the OKCollegestart.org portal are sufficient
to merit a program being written to justify the
programming we will consider it at that time.
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Cameron University Banner Project
Meeting Agenda and Notes
Topics
iii.
iv.
v.
vi.
Discussion, Information
Monday.
Data Handling document: Please update
the Banner Data Handling document on
w:workgrps\its_share\Banner\Banner
Data Handling Doc
1. There was some discussion on
the difference between this
document and the spreadsheet
that identifies programs.
Debbie explained this is the
document that identifies when
the program or report needs to
come from legacy or Banner.
The other document just
identifies programs and
reports.
Information on Nolij Transfer
1. Debbie is working with a
representative from Nolij
Transfer to make sure this
product will provide what we
need. We would like this
implemented by CRP.
Main focus is round 2 data conversion.
Please post any data issues to
w:\workgrps\its_share\Banner\ and
convey to tech lead – please don’t take
anything for granted.
Chase has finished updating the +4 zip
code in address_dtl and pe_addr_dtl in
ifas on the test system. Once Kelly and
Rick are satisfied with the changes to
these 2 tables, he will move it over to
May 29, 2016
Action Taken, Decisions, Recommendations
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Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
production. This is to accommodate
OSF’s 5/1/09 requirement for all claim
submissions.
vii. FICE to IPEDS Conversion
1. A lot of schools are moving to
CEEB exclusively. This is a
shared table and we’ll need to
meet with everyone with a
stake in the matter and make a
decision after conversion 2.
It’s a massive undertaking
either way. It’s either a lot of
data cleanup if we try to do it
before Banner and it’s a
massive change if done after
banner.
i. Common Matching: Functional leads need
to discuss whether the current global setup
is working okay.
1. Julie has been researching
more into common matching
with the tables she has access
to. There are more tables that
she needs access to that will
allow us to make a lot more
changes and do some other
setup (like check for
transposed names and
transposed month/day in the
birth date).
ii. The topic of Common Matching was
brought up per e-mail from Julie
Duncan listed at the end of the
May 29, 2016
Action Taken, Decisions, Recommendations
H. Decision: Common Matching - The ILT agreed to
allow Julie Duncan, Kelli Simon and Dawne
Massy access to the forms below:
GTVCMSC – Common Matching Source Code
Validation Form
GORCMSC – Common Matching Source Code
Rules Form
GORCMDD – Common Matching Data
Dictionary Form
GOTCMME – Common Matching Entry Table
GORNAME – Name Translation Rules Form
GORNPNM – Non-Person Name Translation
Rules Form
GOICMSS – Common Matching Source Search
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Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
minutes. There are issues with
several names that do not fall within
the DS manual. Ex: Selman,
Mohamed S. E. K. and Rivas, J. C. It
was suggested we take the last name
and the next name or initial as the
first name and anything after that
would be put as the middle initials or
name.
iii. Chris said there was a Common
Matching spreadsheet that SGHE
provided on our Banner website under
FA. Sherry will send that to Julie for
review.
iv. Per Debbie, we need to make sure the
FA Common Matching that Chris
mentioned matched the global
Common Matching.
v. Common Matching will be put back on
the agenda for next week.
vi. Faculty/Staff Dir – can this be online?
1. Online directory – HR will need to
research this and get with McArthur
to make a decision.
a. The team discussed
whether we needed an
online version or hard
copy or both.
b. Also discussed when
directory information
is pulled from Banner
can we choose what
extension number we
May 29, 2016
Action Taken, Decisions, Recommendations
Form
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Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
want it read or will it
list the actual
extension number of
the person? We want
to be able to choose
what number we want
listed in the directory
c. Jamie agreed to take this
to Executive Council
for discussion.
2. Fac/Staff Labels?
3. OU Nursing – Dawne will collect the
information on the difficulties of
doing this in Banner and have Linda
to send to Ninette. Ninette will
discuss with her OU contact about
having OU do this.
4. Ninette is checking with her contact
at OU to see if they can help us with
the billing for this.
5. Workflows – 1) Purchasing 2) Entry
of new employee or modification of
existing employee from HR to User
Mgmt 3) Early Alert 4) Financial Aid
wishes
6. Dawne has completed mapping ST
metadata SGHE said was not in
scope.
7. New computer order is in process.
CU technical support is building
imaging.
I. Luminis
a. Luminis Team update
May 29, 2016
Action Taken, Decisions, Recommendations
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Topics
Identify Gaps
Project Timeline
Business on Hold
Ongoing Business
Other Business
Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
i. Jamie’s team has consulting in July and
one of their homework assignments is
to determine what CU wants to do
with student e-mail. This topic has
been discussed for over a year. Jamie
suggested we develop discussion
items to help determine what we
really want. We will put this on the
agenda for next week.
All areas should be tracking gaps as they are identified and
send them to Sherry.
Sessions scheduled in Burch for this Fall will have to end at
2:00 on Tuesdays due to a class in there.
A. FA Policy and Procedure Request
a. 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.
B. GPA ST modifications to Banner
A. Cognos working owner: This is on hold until
administration determines who needs to be the
ODS/Cognos working owner.
B. Team leads need to completed Milestone Certificate and
Acceptance form to date for sessions that have been
completed
C. Review paper or electronic forms you are currently using,
i.e., do they need to be discarded, edited, reprinted, etc.
D. Banner time logs for FY 09 need to be sent to Sherry for
all participants who have been working in Banner by
Wednesday, July 1.
May 29, 2016
Action Taken, Decisions, Recommendations
I. Recommendation: Put student e-mail discussion
on the agenda for next week.
A. Recommendation: Chris is working with ITS
staff and Academic Affairs and will present more
information on this topic at a later date.
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Cameron University Banner Project
Meeting Agenda and Notes
May 29, 2016
Advancement Team Report
Due to the large numbers involved, I would recommend dropping box update if greater than alumni last update.
Jennifer Bowen
Director of Alumni Relations
Cameron University
From: Sherry Hendrix
Sent: Monday, June 01, 2009 3:54 PM
To: Jennifer Bowen
Subject: RE: Banner General Person- Trumping Issue
Jennifer, what would be your recommendation to remedy this?
From: Jennifer Bowen
Sent: Monday, June 01, 2009 3:41 PM
To: Angela Melton; Debbie Goode; Julie Duncan
Cc: Sherry Hendrix
Subject: Banner General Person- Trumping Issue
Hello everyone!
As Angie has been pulling clean-up scripts for us, we have run into an issue with how address and phone are being pulled for the general person records. As it
stands, this information is being pulled using the following trumping order:
Active Employee
Active Student
Alumni
Box last update if greater than alumni last update
In doing our clean up I am running across a major situation with utilizing the Box last update if greater than alumni last update. We need to discuss whether or
not utilizing the last update is a good option. With the way it stands, alumni/foundation/athletics/KCCU will be loosing a large number of good records in exchange
for bad information.
I have completely analyzed the address differences where the alumni system address will be trumped by box and have found (this excludes situations with
employees and active students);
5353 total instances
4427 instances, Box date is greater than alumni due to conversion in 2002
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Cameron University Banner Project
Meeting Agenda and Notes
May 29, 2016
148 instances where box is greater due to returned mail, removal of any address, deceased and mentor
77 instances where box is greater than alumni and person is active member of CUAA
64 instances of alumni status unknown and alumni is checking to see if box is correct
5 deceased individuals
350 instances where I cannot break down any futher accuracy without more research (I removed instances where difference was due to standardization issues
and we have started research).
I am also seeing the same results on phone number differences. A preliminary assesment shows:
9970 Instances
7511 instances with last update who CONVERT and date of 13-SEP-02
I think we all need to discuss how to proceed. The difference in addresses with convert alone represents loosing almost 15% of the addresses in alumni. Phone
will represent an even larger percentage. If you would like to look at this data, please let me know and I can drop it into a shared location, but since this contains
personal information, I would prefer not to.
Sherry,
Here’s what I’ve gleaned from the tables that we do have access to. There are some other tables that allow us to make a lot more changes and do some other setup (like check for
transposed names and transposed month/day in the birthdate). I sent email requesting access to those forms.
Here are the rules that are currently set up. Yesterday we mentioned that this should be discussed at the ILT:
Rule 1 – checked first
Rule 2 – checked second. I’m not exactly sure how this works. It’s adding a check for city name and saying SSN must exist on both the new record and compared records.
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Meeting Agenda and Notes
May 29, 2016
From the help:
Using multiple rules allows you to compare different sets of data. The rules are processed according to priority order (priority 1 is executed first). Each rule is processed
completely before the next rule is executed. You should arrange your priority order so that the strictest rule is the last one executed.
In the student team meeting, they expressed a desire to have it match on the last name completely but only check the first three characters of the first name.
However, in your discussion, consider the following names which are currently in box:
Ames, Toni Ann
Millan, Maria Josefa
Snider, Mary Jane
Fenderson, M. Frances
Mako, F. Joseph
The student side said they would prefer to be looking through more possibilities than to have to fix a duplicate because the person didn’t show up. My concern is that if someone
put in Fenderson, Mary F. that it would not pick up Fenderson, M. Frances because it would be matching on the first three characters of the first name. But, if you only say check
the first character, you’re going to be scrolling through a lot of people.
Also, we can check the last four characters of the ssn by doing -4 instead of 9 in the length field.
I’m also not positive that ANYTHING has been set up for non-person matching. Everything I’ve seen so far has only said person. Maybe the other tables that I can’t get to will
have something more about non-person. Has finance or advancement mentioned that they could enter businesses/vendors and it’s not picking up any duplicates?
Julie
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Meeting Agenda and Notes
May 29, 2016
From: Sherry Hendrix
Sent: Monday, May 11, 2009 4:20 PM
To: Dawne Massey; Julie Duncan; Kelly Simon
Cc: Chase Bailey; Debbie Goode
Subject: FW: user setup default for common matching
Dawne, Julie and Kelly,
RE: Common Matching
I’ve asked Chase to set you all up with GORCMRL, GORCUMS and GOAMTCH for your review and recommendation if this needs to be opened up to the team leads. Let me
know what you think. Thanks.
Sherry Hendrix, CU Banner Project Manager
Office: (580) 581-2256
Cell: (405) 830-8379
Cameron University
2800 West Gore Boulevard
Lawton, Oklahoma 73505-6377
http://www.cameron.edu
From: Chase Bailey
Sent: Monday, May 11, 2009 4:06 PM
To: Sherry Hendrix
Cc: Debbie Goode; Greg Duncan
Subject: RE: user setup default for common matching
Sounds good to me.
Created class usr_g_common_matching and added 2 objects below to it.
Assigned the class to Kelly, Julie, and dawne.
Chase
From: Sherry Hendrix
Sent: Monday, May 11, 2009 3:59 PM
To: Chase Bailey
Cc: Debbie Goode
Subject: RE: user setup default for common matching
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I don’t know if we want all of them to have it or not right now. I think we might want to give access to Kelly, Julie and Dawne to “investigate” and then see what they think.
How does that sound?
Sherry Hendrix, CU Banner Project Manager
Office: (580) 581-2256
Cell: (405) 830-8379
Cameron University
2800 West Gore Boulevard
Lawton, Oklahoma 73505-6377
http://www.cameron.edu
From: Chase Bailey
Sent: Monday, May 11, 2009 3:56 PM
To: Sherry Hendrix
Cc: Debbie Goode
Subject: RE: user setup default for common matching
No I don’t, but I’m not familiar with those forms.
I guess it depends on how we are setting up common matching rules.
If we gave the team leads access to the 2 forms below I assume they would be able to setup Common Matching rules? Do we want them all to be able to do this???
Chase
From: Sherry Hendrix
Sent: Monday, May 11, 2009 3:18 PM
To: Chase Bailey
Cc: Debbie Goode
Subject: FW: user setup default for common matching
Chase, I was going to send an e-mail to the team leads to see if they wanted access to GORCMRL and GORCUMS, but I wanted to double check with you first to see if you have
a problem with opening up this access?
Sherry Hendrix, CU Banner Project Manager
Office: (580) 581-2256
Cell: (405) 830-8379
Cameron University
2800 West Gore Boulevard
Lawton, Oklahoma 73505-6377
http://www.cameron.edu
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Meeting Agenda and Notes
May 29, 2016
From: Julie Duncan
Sent: Friday, March 06, 2009 11:13 AM
To: Sherry Hendrix; Debbie Goode
Subject: user setup default for common matching
In the student consulting session, one of the first questions asked was if there was a way to have common matching choices list person instead of non-person first because people
were accidentally selecting non-person and not finding any matches. There actually is a form to set the default of this by user. You can set it so that a person has a default of
‘person’ when they come into the common matching form and then allow them to change it to non-person if they need to. I don’t know who makes the decision on if that’s
something that should be included in user set up or not. It’s possible that this step might help in preventing at least a few duplicates because the person accidentally did the wrong
search. Advancement and/or Finance might be an exception of not setting up a default so that they have to think of whether they’re entering a person or non-person
(business/vendor). Note that is by user not module.
Here’s the info from the common matching handbook if it’s something we’re interested in doing:
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Julie A. Duncan
Information Designer
Information Technology Services
Cameron University
Cameron University Banner Project
Meeting Agenda and Notes
May 29, 2016