`
Committee/Meeting Name
Date Wednesday, December 2, 2009
Location Admin Board Room
Implementation Leadership Team Meeting
Time Convened 8:30 am
Recorder
Members Present
Members Absent
Visitor
Time Terminated
Sherry Hendrix
10:00 am
Sherry Hendrix, Linda Phillips, Ninette Carter, Donald Hall, Debbie Goode, , Jennifer Bowen, Aubree Helvey, Maurissa Buchwald,
Tom Sutherlin,
Chris Crandon, Ken Gilliam, Jamie Glover
Topics
Approve Minutes from 11-
11-09
Team Reports
Discussion, Information
A. Advancement Team Update a. All is going well with practice and workflows are being developed.
B. Data Standards and Reporting a. Status of members for post go live DS team in progress. b. Debbie Goode assigned IT representatives still need representatives from other areas. i. Tom will send an e-mail out to finalize this. c. Status: Tom will be meeting with individuals on campus responsible for maintaining buildings, rooms and departments in Banner and other types of software, e.g., IT, Registration, TMA and RESS to make sure all software used on campus has the same information. i. Initial meeting complete and working on coordinating information ii. Two more meetings are scheduled d. Updates on department reports for go live. i. Still need to meet with the Business Office. e. Discussion on address types and what the default is drawing from. HR recommendation is: 1. Mailing 2.
Current 3. Permanent. i. There may be some misunderstanding on this topic. Ken will visit with Maurissa and will report on this next week. ii. This has been resolved
Action:
Action Taken, Decisions, Recommendations
Approved

Topics
Discussion, Information f. Tenure and rank and teaching load update i. Tom is working with Donald and Kurt on this. g. Faculty load: faculty load and compensation was discussion and Tom will be working on this with other for an August 2010 go live timeframe.
C. HR/Payroll Team and LMS Updates a. HR is working diligently on Payroll and data clean up in preparation for conversion this week.
D. Financial Aid Team Updates – Chris is off campus, but sent this written report a.
I only have one response from my posting on the list serve so I will wait until next week to report on that in more detail. Hopefully I will have more responses by b. then.
I have emailed Larry Author, auditor at OU (as suggested by Caryn Pacheco, former Cameron FA director) regarding allowing other departments, mainly
Athletics, to post their own scholarships. He said unofficially he likes the idea but wants to get some input from some of his other colleagues. He said he would get back to me this week but so far I haven't heard back from him.
c.
FA continues to test and practice. Robin is doing a super job as are all of the counselors. The big task ahead of us is setting up all of our scholarship and tuition waiver funds. Anna was only required to set up the federal funds, Pell, SEOG, loans, and etc.
d. Chris posted the following to the FA listserv about processing awards in Banner: i. We would like to know how other schools handle it when students wish to drop a class during the 100% refund period and also when a student wants to withdraw from a class after that period. We have a mandatory 10-day
100% drop period (mandated by our state board of regents) where a student receives a
100% tuition and fees refund for what they drop. We require them to pay any money owed back to the Pell Grant program before they are
Action Taken, Decisions, Recommendations

Topics
Discussion, Information allowed to drop. In our current legacy system, when a student goes to drop/withdraw, there is a pop-up message that tells the person doing the drop that this student has federal financial aid and has to come see us before they can
"override" the pop-up and drop the class. (We don't allow students to enroll/drop/add classes themselves. They must go to their advisor or to the Registrar's Office.) I then do a calculation and inform the student that they have to pay so much back before they can drop. I also counsel them how this will affect their SAP.
E. Finance Team Updates a. Last Requisition training is this Friday. b. Ninette sent an e-mail to that stated the Business Office will be processing all invoices received in our office by
December 11 in our current system. This processing date will ensure that vendor payments are processed prior to the holiday break and allow for a clean transition to Banner Finance in January. Invoices received after December 11 will be processed in
Banner Finance in January. c. Approver training will be finalized this week. d. Requisition workflow has been completed and tested.
F. Account Receivable Team Updates a. No update at this time.
G. Student Team Updates a. Linda and her team are preparing for pre-go live support next week.
H. Technical a. ODS: Dawne and Kurt are administrators i. Update: All of Finance and Advancement is now ready to build reports against. Cognos
Business User and Consumer training will take place next Monday and Tuesday in the Library for Advancement, Finance and HR. There will be an open lab Thursday, December 10.
Regular open labs from 8:30 to 12:00 have been scheduled starting January 22 in Burch.
Action Taken, Decisions, Recommendations

Topics
Schedule Changes
Discussion, Information b. Nolij: Kelly is the administrator (Julie is helping with general person) i. Update: Nolij begins today on the
Admissions/Recruiting sync c. E-Vision: Rick and Cheryl are the administrators i. Update: Ninette has sent the record layout information d. Workflow: Greg and Rick are the administrators i. Update: training Tuesday – Thursday e. Luminis: Julie is the administrator i. Update: should be hearing about the load testing soon. f. Integrating Banner access into existing user management system. Chase thinks he’s about done with this and it is sending emails to Maurissa. He’ll send approvals to
Wendy as well. g. Extracts and data loads are well underway. General
Person is complete h. We need to have another meeting to define the process for Admissions to administer tuition waivers and the people that need to attend the meeting i. Access to Banner http://www.cameron.edu/its/facstaff/wiki/banner-faq j. We have changed the number of maximum forms opened in Banner at one time to six due to some errors experienced in AD training. Do we want to keep this at six?
I. AggieAccess a. AA team update:

Workflow in Burch all three days: o Moved FA Workflow to Monday, December 14 and ST
Tuesday and Wednesday, December 15-16 ending at
3:30 on Wednesday.

Cognos in the Library all three days: o December 7 Morning: All Advancement, Finance and HR users for basic navigation (EVERYONE) o December 7 Afternoon: Advancement- Business User
Licenses (Hillary, Jennifer Bowen, Terry, Angie)
Action Taken, Decisions, Recommendations

Topics
Review Gaps
Banner Luncheon
Confirmed
Cognos License
Discussion, Information o December 8 Morning: Finance- Business User Licenses
(Donald, Ninette, Rick) o December 8 Afternoon: HR-Business User Licenses
(Maurissa, Ken, Lynn, Kurt) o December 10 all day: Business Author open lab
Discussion and update on gaps.
Thanks to Aubree for putting on a great luncheon!
We only have 15 Business Author licenses; therefore, we need to do the following:
1. Move one person from the Business Author to Advanced
Business.
2. Move on person from the Business Author to a Consumer.
3. Below are the current Business Authors:
Action Taken, Decisions, Recommendations
Recommendation: the ILT recommended moving
Amanda Husak to Advanced Business Author and Jamie
Glover to Consumer. After discussion with Jamie, she prefers to say as a Business Author. We will proceed with training and reevaluate after that.

Topics
Ongoing Business
Other Business
Discussion, Information

How/who will handle maintaining personal information on
SSB/AA?
A. PRACTICE: Continue to practice, practice, practice
B. Electronic Forms: Review paper or electronic forms are currently being used, i.e., do they need to be discontinued, edited, reprinted, etc.
C. Summit: Per Glen, if the ILT feels like we need to send more staff from CU to Summit, we can so that with justification (6-7 people currently budgeted to attend)
D. Burch Open Lab Dec : Burch has been booked for several times in the month of December for open lab time in preparation of go live systems in January. Call Sherry for available times.
E. Time Log: remind staff to track time in Banner
F. Workflow: WF Committee: We need to develop a WF committee and the following people have been involved with training: Brenda Dally; Cheryl Davis; Christine Crandon; Dawne
Massey; Frank Myers; Hillary Ashton; Kelly Simon; Kurt Jn
Marie; Linda Phillips; Renee Roach; Rick Clyburn; Terry
Anderson; Wendy Locke; Angela Melton. Who from these needs to be on the committee and who will chair it?
Sherry out of the office Monday, December 14
Action Taken, Decisions, Recommendations