Implementation Minutes
Data Standards Team
Team Meeting - First
Date: Thursday, August 14, 2008
Meeting Information
Facilitator
Donald Hall
Note Taker
Kurt Jn Marie
Attendees
Aubree Helvey, Carol Claiborne, Donald Hall, Hillary Ashton, Kelly Simon, Kurt
Jn Marie, Sherry Hendrix, Tom Sutherlin
Next Meeting
August 28th, 2008
Objective
Relevant
Training/Discussion
Highlights:
The goal of the Data Standards Team
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Owner
Deadline
The goal of the data Standards Team is to develop standards that
will control the data that users will enter into the new banner
system.
The team agreed that now is the time to develop a standard and as
we move forward into the implementation of the banner system.
Questionnaire
Relevant
Training/Discussion
Highlights:
Completion of Questionnaire
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description

The team agreed that members would review the
questionnaire and submit necessary changes to Donald.
SunGard would prefer as much information as possible
submitted to them.
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
Team members may use an excel spreadsheet to submit
their notes to Donald if the notes exceeds the column of the
questionnaire in which notes are supposed to be written.

The questionnaire needs to be completed by the team’s
next meeting date, August 28th, 2008.

The team agreed that the Student Hold Codes in the
questionnaire needs to be defined so every team member
can understand each code. The team will depend on Zoe
Durant for the definition of Student Hold Codes.
August 28th, 2008
Owner of System
Relevant
Training/Discussion
Highlights:
Reporting
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Owner
Deadline
In the past our enterprise system was mainly maintained by ITS.
However, the data in the new banner system will be maintained by
the users. The users will have to identify the information they need
in reports in order to perform their day-to-day responsibilities.
Addresses
Relevant
Training/Discussion
Highlights:
Problems
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description

Banner advised that only one address should be used for a
person.
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
The name of a person in HR/Payroll will be the name of the
person at it appears on his/her social security card.

One problem that can be raised with the Alumni office is it
keeps business addresses. Hillary Ashton will keep the
team reminded that a rule needs to be created in the new
system to allow Alumni to keep those business addresses.
The alumni office utilizes the services of National Change
of Address (NCOA). A list of names and addresses is sent
the company and the file is examined. The company
returns a list of all flagged addresses along with address
changes that were recorded in the post office system. The
type of move is also notified in the report, e.g. a family
move, or a military move, etc. This list was sent to NCOA
every six months, but the Alumni office decided to process
the list every four months.

Users will have the option to make address changes
through the web. We expect users to incorrectly enter their
addresses; therefore, Clean Address, a software package
specifically designed to correct addresses will be evaluated
to assist to correct addresses that are entered into the
system incorrectly.

The international office keeps two middle initials and this
needs to be evaluated for the team to determine if this
practice will be continued in banner.
Data Standard Document Format
Relevant
Training/Discussion
Highlights:
Development of Document
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner

The team was notified that a Data Standard Document
exists within the ITS department, and it will be submitted to
the team leader by Kelly Simon. The team will not have to
redevelop some standards since they already exist. Those
standards will only have to be enforced in banner.

Banner has given Cameron University an example of a data
standard document from Tulsa community college. Team
members can go also to www.google.com to search for
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“banner data standards” in order to have an idea of the
standards and the format in which other schools have
prepared their document.

Queries were raised that documents created by one state
university can be used by other state universities because
the documents belong to the state of Oklahoma. Dr. Helvey
will research the legal aspects of this query so the group
will be guided in the accordingly.
Data Transfer Security Standard
Relevant
Training/Discussion
Highlights:
Data transmission
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Owner
Deadline
The team needs to evaluate the advantages and disadvantages of
FTP reporting to the regents. A Data transmission standard will
have to be developed because some data transfer methods are not
secure.
Starting Point
Relevant
Training/Discussion
Highlights:
Starting Points
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
 A draft of the data standard would be required by Sherry
Hendrix by the end of September 2008.

Demographic data will be a good starting point for the data
standards team.

In October 2008 data will be placed in the system and will
be used for testing purposes. This process will help us
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determine if the data that we have will be work properly for
CU.
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