Page 1 Cameron University Banner Project
Meeting Agenda and Notes
April 12, 2020
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Committee/Meeting Name
Date Wednesday, February 10, 2010
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, Debbie Goode, Jennifer Bowen, Aubree Helvey, Tom Sutherlin, Chris Crandon, Jamie Glover, Ken
Gilliam, Maurissa Buchwald
Ninette Carter, Donald Hall
Topics
Approve Minutes from 1-20-
10
IT Report/Questions
Discussion, Information
Action:
Action Taken, Decisions, Recommendations
Approved
1. Refreshing Databases a. FI needs PROD copied to TEST for testing claims. b. Linda Phillips’ concern: ‘If PROD is copied to TEST again, I'm going to lose changes I recently made to forms, AGAIN. Linda and Renee are going to identify the tables that will need saved prior to cloning from
PROD to TEST. She asked me when this information is needed and I told her I did not know when the clone was planned or if a date had even been set. If we have a general idea, please let me know. c. Angie’s input: ‘Not for DEVL or TRNG - DEVL has the
FA 8.6 upgrade which FA is working on in prep for golive.
i. FA 8.6.2 upgrade (includes 8.6.0.3 patch) is scheduled for delivery on February 15. This will need to be installed on DEVL asap as Anna will be on site for go-live this week. Chase will install the FA 8.6.2 upgrade on DEVL the afternoon of Feb 16 (FA will be in Cognos training in the afternoon) The PROD system will have to be down to install the FA 8.6.2 upgrade. Could the FA 8.6.2 upgrade be installed on PROD the weekend of February
20 th or February 27?
ii. The FA Spring Regulatory release 8.7 is scheduled for delivery Mar 31, 2010.’
Action Refreshing Databases: PROD will not be copied to TEST. DEVL will be down the afternoon of
February 16 to load FA updates. ILT recommended upgrading PROD the weekend of February 20.

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Topics
Cameron University Banner Project
Meeting Agenda and Notes
April 12, 2020
Discussion, Information d. Summary i. FI needs PROD copied to TEST for claim form testing. Linda will identify tables that need to be saved before cloning. ii. Nolij would like PROD copied DEVL iii. DEVL down afternoon of Feb 16 for FA patch iv. Upgrade PROD weekend of Feb 20 or 27 e. FYI: Those using TRNG need to only use this system for “real-life” testing, not to do “play” testing to see what happens. We will still be testing payroll and need accurate employees in there. No name changes, etc…..
2. Common Matching a. A request has been made to reexamine common matching. We might need to put some criteria other than name, social and date of birth in place. b. Hillary just ran into a situation where she was getting ready to add a female constituent and could not find them. She had their name, address, phone number, and e-mail in GOAMTCH. When she ran the duplicate check, there were no records found. She was getting ready to go back into box to create a new record and realized there was a different last name in the person’s e-mail. When she went to search under that last name, she found them. However, their address, phone and email was identical to what she had entered on
GOAMTCH. c. I am afraid we have the possibility of creating multiple records on people who have changes in last name. We probably should reexamine common matching or at least figure out how to search by these criteria before we add constituents. d. IT’s recommendation is to add e-mail to Common
Matching
3. Cognos a. We now have a PROD instance of Framework Manager on a separate box. TEST remains on STU04. b. Training is rescheduled for February 15-17 in the Burch
Lab c. Kurt, Greg, Julie and I met this week to visit about
Cognos Reporting, E-Print and how that ties into
Action Taken, Decisions, Recommendations results.
Decision Common Matching: 1) A question will be put on the listserv, 2) Sherry will send information on
Common Matching, i.e., documents, manuals, etc. to ILT and 3) Functional team leads will test GOAMTCH as soon as possible and send Sherry information on their
Recommendation Cognos Licenses: ILT recommended waiting until after ST Cognos training to

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Topics
Cameron University Banner Project
Meeting Agenda and Notes
April 12, 2020
Discussion, Information
Luminis. It was a very productive meeting. One of the things we discussed was the possibility of individual departments paying for their own Cognos license upgrades. Some of you already know this, but Hillary wrote a report a couple of weeks ago that included a prompt to select a person and then display their giving records. In Query Studio, the only prompt available is a drop-down box. There is a limit on the number of entries that can be included in the drop-down box prompts and therefore it only included those with a last name beginning with ‘A’ through ‘C’. We brought that report into Report Studio, which has many options as far as prompts are concerned. After changing the prompt type where a name can be entered and some possible names displayed, it worked well for them.
Hillary indicated that type of prompt will need to be used on many of their reports. So that leaves two options: d. Hillary completes her report and tests it with the prompt that is available to her. At that point she lets Angie know it is complete and Angie changes the prompt type. e. Advancement purchases their own Report Studio license. Report Studio is a Professional Author license. f. Another thing we discussed was the student master report. Right now in legacy the student master report can be ran by term and major code. In Banner, if we run the student master report daily (this could be scheduled through Cognos) and include the major,
E-Print can be used to look at that major code column and only pull the entries with that particular major code. Since there is an E-Print channel on
Luminis and no license constraints, this seems to be the optimal solution. As an added bonus, we would have an archive available of student master lists.
If they want, departments could compare the list day to day or compare to a year ago. We will all be working together to get this tested in the near future. If this concept works, it could be utilized for quite a few reports.
Action Taken, Decisions, Recommendations determine additional license needs and structure.

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Topics
Cameron University Banner Project
Meeting Agenda and Notes
April 12, 2020
Discussion, Information g. Cognos licensing costs just had a decrease: i. BI Administrator 10,480 ii. BI Business Author 1,096 iii. BI Consumer 672 iv. BI Advanced Business Author 1,264 v. BI Professional Author (Report Studio) 2,104 vi. Annual maintenance is approx 13.5% of license h. Discussion on address types in Cognos i. ILT could not agree on having one universal address type hierarchy, so we will have one or more for each area. i. Speed of Cognos running slow: i. Dawne reported Cognos was running slow and after research found that we needed to purchase Oracle Partitioning Option to our
Campus Wide Licenses which would be around
$130,520. Another alternative is to have Greg optimize each report which will make it run faster. NOTE to ILT , once reports are created they need to be sent to Greg as soon as possible so he can work on this process. j. Report Change Form i. Tom suggested we use a Report Change Form when requesting reports of IT. Debbie said we have that in place in legacy and will continue to use this form.
4. Nolij Update a. GP Sync – this will need to eventually be assigned to someone in Admissions. b. SASR Sync update: Admissions will dual enter the legacy tracking codes in Banner checklist. We are not able to use the checklist rules because we have such a diverse population and too many variables. Kelly is working with Nolij on finishing up with the final changes that need to be made. c. Banner Online and Go Army Ed online app to be implemented by May 31
5. e-Print: Greg, Chase and Kurt are the administrators k. Update:
6. E-Vision: Rick is the administrators
Action Taken, Decisions, Recommendations
Decision address types: ILT decided we would not have a global hierarchy for address when running reports in Cognos. Therefore, each functional area is to
1) verify what address types we have now and 2) send a hierarchy of order in which you want addresses pulled for your reporting.
Discussion GP Sync: Jamie was not aware Admission would be running GY Sync. Therefore, more discussion on this is necessary.

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Topics
Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information l. Update: Email package for FormFusion to allow purchase orders to be emailed to the requesting department is desirable.
7. AppWorx: Greg and Chase are the Administrators; Angie is the technical lead m. Update:
8. Workflow: HR is scheduled for training February 23-25
9. Luminis: Julie is the administrator n. Update: Julie discussed some people were having with login problems. People were told to use their window’s login, but if their name is over 7 characters the system will not accept it. IT is taking care of these calls as they come in. o. Another problem is the issue with IE7. This is causing problems with Click to Learn and MyCU. Email below is from Jurt which describes the fix for this: i. I have created a registry file with keys which will merge with the registry of local computers to add different variants of https://cameron.nexportcampus.com to the trusted sites of campus computers. The registry file that I created will executed through the facstaff logon script. I tested the process and it works. The trusted sites should be applied to users’ computers tomorrow upon logon. I thought of performing this task through group policy, but I found out that group policy was not the best option because it would have grayed out the trusted sites option on local computers. This would avoid users from being able to add trusted sites on their own, and also it would create a lot of overheads on the Windows Server administration side.
10. Update on interfaces/extracts p. Early Alert: 9/10/10 q. Blackboard Connect-Ed: Greg said this was 50 percent complete the rest will be complete by August r. ID Card: 8/1/10 - Rick
April 12, 2020
Action Taken, Decisions, Recommendations

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Topics
Cameron University Banner Project
Meeting Agenda and Notes
April 12, 2020
Discussion, Information s. Library interface: 11/30/09 – Kurt said this is 50 percent complete t. Diplomas: 12/1/10 - ?? u. Directory Labels: Kelly said this is 80 percent complete
11. How soon will MyCU come down after ST go live in August?
Linda Phillips says they will need access to historical rosters, enrollment transactions, class schedules, etc. v. Dawne and Debbie’s comments:
Dawne: I visited with Linda and she indicated they would need the MyCU data for a ‘long time’. She says it’s not just her office, but also Vicki Henson and Lani
Malcolm who have to go back and look at enrollment transactions for special requests. Sometimes those requests are even prior to 2002 (our first conversion).
Debbie: Do you know if we will be able to function with one server like FI does? Scott also needs to provide input on this as well. I know I am preaching to the choir, but we cannot continue to pay maintenance on all of our legacy systems. The ST and FI servers are running
Win 2003.
Dawne: She also asked me when the 3000 would be shut down. There were some degrees that were not converted quite right in 2002 and that is her only way of comparing and getting the cleanup done. She did not tell me when she thought they would have that cleanup completed.
Debbie: It was my hope to shut it down 7/1/10 so we can stop paying maintenance on it. I wonder if there is any possibility of this happening. At some point, we will not be able to get maintenance.
Debbie: As far as I know, it will be discussed in ILT. We need to determine if it is easier to copy Linda’s forms and tables or to redirect Evisions, but it may not be this simple. The brain trust will need to offer their opinions
Per Angie: I talked with Chris and FA will need MyCU up until Nov 30, 2010 to complete reporting for the
2009-2010 aid year.
Action Taken, Decisions, Recommendations
Discussion MyCU and HP3000 : ILT discussed the importance of keeping the legacy and HP3000 up and running for an indefinite time due to needing historical information that was not converted to Banner. IT’s concern was the cost of maintenance and support for keeping them running. It was suggest we might be able to download information into an Excel Read Only file. It was also suggested we should be putting HP3000 in
ASKII code. IT asked functional leads that have data on the HP 3000 to send Debbie what data they will possibly need to reference. No final decisions were made.

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Topics
Time Logs
Team Reports
Cameron University Banner Project
Meeting Agenda and Notes
April 12, 2020
Discussion, Information
MyCU: Chris also mentioned needing access to MyCU for student info related to appeals. These can go back terms and years. However the Business Office could print a report of the student’s past AR details.
Depending on the action FA has to do a recalc and return federal funds. If I understood correctly they could get information from other departments to figure the recalc. She mainly needs to have the students enrollment history related to the appeal. For more info get with Chris.
The current ifas system would need to stay up for at least 3 years until November 2013 for FA history.
There may be other regulations that could require this to be longer, more checking would need to come from
FA.
12. HR: Discussion on procedures to complete Banner CBT
If you are live, please finalize your time logs.
A. Advancement Team Update a. Go live report b. Received of Milestone Certificate and Acceptance form.
B. Data Standards and Reporting a. Review DS Issue Log i. Tom will review the Issue Log and discuss next week. b. Status of members for post go live DS team. Debbie
Goode assigned IT representatives still need representatives from other areas. Tom will send an email out to finalize this. c. Status: Tom will be meeting with individuals on campus responsible for maintaining buildings, rooms and
Action Taken, Decisions, Recommendations
Decision: ILT discussed the process for completing
Banner CBT. It was decided Banner CBT would be required for all new employees or employees new to
Banner. In addition, it will be up to the discretion of the team lead to wave a person from having to take the CBT if needed. The CBT will be put on Click to Learn.
Decision Time Log: per Glen Pinkston, all areas need to continue to keep time logs until the student system goes live in March.
Decision DS committee : ILT discussed the member structure of the Data Standard committee. It was suggested there would be 12 members on the committee with some of the member on a rotation basis with the period of time to be determined. The following areas will be represented :

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Topics
Cameron University Banner Project
Meeting Agenda and Notes
April 12, 2020
Discussion, Information 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. Dawne is organizing a report implementation plan. Tom needs to visit the bookstore about their needs. ii. Aubree requested the name and date of current faculty report. Julie has a log of all that and
Aubree will get the information she needs from her. e. Tenure and rank is updated and data disc were give to
VP McArthur and HR. f. Faculty load: faculty load and compensation was discussion and Tom will be working on this with other for an August 2010 go live timeframe. Staff data under review today.
C. HR/Payroll Team and LMS Updates a. Go live update: i. Web time entry training will be Feb 22-24 and
March 8 for time entry approvers. b. Status of Milestone Certificate and Acceptance form. c. Training for EPAF scheduled for May 19-21, 2010.
Faculty Load and Compensation has not been scheduled. i. It was suggested we have SGHE consultant train on faculty load and compensation before
June but no later than August.
D. Financial Aid Team Updates a. Banner update: Patches have been loaded in DEVL and FA is testing them. FA continues to prepare for their go live scheduled for the week of Feb 15.
E. Finance Team Updates a. Go live update b. Status of Milestone Certificate and Acceptance form.
F. Account Receivable Team Updates a. Banner update.
Action Taken, Decisions, Recommendations
Enrollment Mgmt 2
Student Services 2
University Advancement: 1
Business and Finance: 2
Academic Affairs: 2 specifically one from IR and IT
Athletic: 1
Broadcasting/KCCU: 1
Faculty: 1
Once this committee is establish it will be added as one of the standing committees.

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Topics
On-going Gaps/Issues
Project Close-Out
Post Go Live Activities
Cameron University Banner Project
Meeting Agenda and Notes
April 12, 2020
Discussion, Information
G. Student Team Updates a. Banner update: Linda sent the fall schedule for editing this week and it appears all is going well. There will be no more printed schedules. b. ST teams are testing every day.
H. AggieAccess Updates a. Go live update: Jamie reported there are still some small fixed yet to be made, but other than that go live is going well. b. Julie is looking into a counter for AA pages. c. Working on training for Group Studio. d. Status of other AggieAccess policies going to EC.

Gap: When a student completely withdraws there is no “alert” or
“pop-up” in Banner to tell the person doing the dropping that the student has financial aid (Finance, ST and FA)

Chris is going to contact several schools in OK to see what they are handling this and will report back to ILT.

Workflow for International students. Who are the parties involved? What is the timeline for completion?
I’m working on a Close-out document that lists what has been completed which list categories like the following:

Functions listed in the scope of services have been successfully implemented. If not, what was not implemented and why.

Desk manuals have or have not been developed

Training manuals have been developed or not needed

Gaps/Issues

State reporting

Reporting


Post go live plan
Workflow

Recommendations
Sherry will be sending a draft of this document later in the spring term for review.
HR

May2010: EPAFs – setup for internal audit controls and also two specific audiences (Adjunct and speech camp), will require 40 hours of onsite the goal week of March 29 th
Action Taken, Decisions, Recommendations
Recommendation: ILT recommended asking Donald to send an e-mail to requisition approvers to remind them of the approval notice listed on AA, Admin Services tab in a box titled Approval Alert.

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Topics
Ongoing Business
Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information

TBD 2010: Faculty Load and Compensation – setup/configuration requires 80 hours, with one week onsite and the additional week via WebEx with the goal week of 2 nd week in May

February 2010: Additionally probably 1-2 conference calls as we bring up web time entry and configuration.
FI:

February 2010: FI Budget Development

Summer 2010: TouchNet or Third-party software for cashiering
FA

Possibly Direct Lending: Decision on this is scheduled for
December by Feds. May have to be done by July 1, 2010
ST – All ST will be next year

SSB Prospects

Additional hours for advanced features

Schedule 25 and possibly Resource 25
AD No additional services needed at this time
Technical

Summer 2010: Luminis technical training

February 2010: More Cognos licenses
All

Summer 2011 or after: Degree Works

Document Imaging, SGHE, Nolij, Hershey

Event Management

February 2010: Workflow for all areas

Possibly more Cognos training

Ongoing for the next year: Workflow
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. Time Log: remind staff to track time in Banner
E. 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
April 12, 2020
Action Taken, Decisions, Recommendations

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Topics
ILT Meetings
Cameron University Banner Project
Meeting Agenda and Notes
Discussion, Information
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?
Suggest meeting every other week until March then determine how often. Next meeting February 24.
April 12, 2020
Action Taken, Decisions, Recommendations