Implementation Minutes
Cameron University Student Team
Win Kickoff: Breakout Sessions
Date: August 6, 2008
Meeting Information
Facilitator
Sandra Beaulac
Note Taker
Renee Roach, Assistant Registrar, Cameron University
Attendees
Sherry Hendrix, Kelly Simon, Debbie Goode, Linda Phillips, Brenda Russell (1/4
day), Donald Hall (1/2 day), Frank Meyers, Vicki Henson, Velton Flowers,
Debbie Crossland, Renee Roach, Kelli Peterson, Julie Duncan, Dawne Massey,
Aubree Helvey, Brenda Dally, Zoe DuRant
Set up folders on share drive to send/receive information from consultants
Relevant
Training/Discussion
Highlights:
Linda: It would benefit you to set up folders in the Cameron University Shared
Drive so that consultants will be able to see all documents in one particular
area. Posting the documents to separate folders will allow other team members
to search for the information in a logical order.
GAPs Identified:
Decisions Made:
Linda will set up folders
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Linda set up folders on share/intranet drive
Linda
Deadline
Provide “blackout” dates to Sherry Hendrix for times members are not available
to meet for training (high volume times, etc.)
Relevant
Training/Discussion
Highlights:
GAPs Identified:
Decisions Made:
Linda will report to Sherry “blackout” dates
Decisions Required:
Team leads & members will need to provide input as well.
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Provide “Blackout” dates to Sherry Hendrix
Linda Phillips
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Transcript adjustments
Relevant
Training/Discussion
Highlights:
If we want the capability to manipulate transcripts into different types of
templates, we would need to “purchase” Form Fusion by E-Visions (Cost
$25,000 – $28,000). Otherwise, we will be giving only the standard baseline
deliverable transcript included with BANNER).
GAPs Identified:
Decisions Made:
Decisions Required:
Whether to consider this type of addition
Other Issues and
Concerns:
Information shared by Mike Pfeifer.
Action Items / Assignments
Description
Owner
Deadline
Please have Sherry Hendrix contact Mike Pfeifer for additional
information.
S. Hendrix
N/A
Virtual Classroom
Relevant
Training/Discussion
Highlights:
Virtual Classroom sessions will last from 4-6 hours. Be prepared and have
“homework” completed prior to beginning of the VC session. Once a virtual
session has been completed, there will be a consulting session in which any
problems, issues can be addressed.
GAPs Identified:
Decisions Made:
Be prepared & do homework for all Virtual Classrooms/Training sessions
Decisions Required:
Other Issues and
Concerns:
SGHE will deliver a set of implementation guides for each module. The
implementation guide will include the agenda, pre and post homework as well
as the topics to be covered during each session.
Action Items / Assignments
Description
Owner
Deadline
Contact Mike Pfeifer once the Shared Drive is available and ready
to receive data from the consultants.
S. Hendrix
ASAP
Course Prerequisites
Relevant
Training/Discussion
Highlights:
Currently, we “pick” and “choose” which courses include the pre-requisites in
the coding for enrollment of a particular class. In Banner, we will either be able
to turn on all pre-requisites or turn off all pre-requisites.
GAPs Identified:
We may need to change our current policy on departments being able to “pick”
and “choose” which courses use the pre-requisites. It’s all or nothing once the
data is entered in the registration restrictions. You may choose not to include
the restriction on the section. If the restriction is attached to a course section
and the control is set to “fatal” the student will not be allowed to register for the
section without meeting the pre-requisite.
Decisions Made:
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Decisions Required:
Visit with VP – Academic Affairs to determine if this warrants a policy change.
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Complete the training session, workbooks and read over the
Banner Student User’s Guide prior making polity changes.
L. Phillips
Prior to
Classroom Pilot
Define naming conventions from years past.
Relevant
Training/Discussion
Highlights:
In Banner, we must include any naming conventions that have “ever” been used
for a Cameron University course catalogue, specifically a listing of unique
subject codes and grades.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Have someone check all course catalogue and academic history
related conventions from years past
More information will be shared by SGHE, in the form of Technical
Mapping Documents.
Academic Standing
Relevant
Training/Discussion
Highlights:
There is currently not a field in BANNER to notate academic standing from
transfer institutions or prior education experience. At CU, our policy is that we
consider all prior academic records in determining academic standing with our
university.
GAPs Identified:
Determine how to “roll” academic standing from the point of Admission
continuing through the enrollment process.
Decisions Made:
Decisions Required:
Work Around: The CU staff will have to manually enter the data in the
SGASTDN academic standing override field for the entry term.
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Retention GPA (GPA that excludes any forgiven, reprieved or renewed courses)
Relevant
At CU, we have 3 GPA lines (Cameron, Retention & Overall). In Banner, there
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Training/Discussion
Highlights:
is not a line for the Retention GPA which excludes any courses that have been
forgiven, reprieved or renewed. We must have this capability in Banner.
GAPs Identified:
No Retention GPA cumulative line in Banner Academic History or in Banner’s
academic transcript
Decisions Made:
Decisions Required:
Need to add Retention GPA cumulative line.
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Upon completion of training, reviewing workbooks, completing
exercises for Managing Student Records virtual classroom may
choose to review the current policy.
L. Phillips
Deadline
Calculation of Honors
Relevant
Training/Discussion
Highlights:
Currently, Cameron University figures honors by using a certain GPA criteria
and also rank in class. However, BANNER will not accommodate rank in class.
GAPs Identified:
BANNER does not include class rank in determining honors
Decisions Made:
Decisions Required:
Policy change needed by VP – Academic Affairs
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Upon completion of training, reviewing workbooks, completing
exercises for Managing Student Records virtual classroom may
choose to review the current policy.
L. Phillips
Deadline
Questionnaires/Discovery Week
Relevant
Training/Discussion
Highlights:


The CU questionnaires were reviewed and additional detailed
information was requested. The questionnaires will be used by the
consultants in conjunction with the discovery process to configure the
CU Banner System.
The Discovery week will include points of clarification needed for the
Banner configuration of the system. Sandra Beaulac will provide Linda
Phillips with a listing of items needed, with examples for a better
understanding of the requirements.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
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Action Items / Assignments
Description
Owner
Deadline
Provide detailed listing of the items discussed during the session.
L. Phillips
Prior to Discovery
Week.
Student Implementation Guides/Task Logs
Relevant
Training/Discussion
Highlights:


SGHE will provide a Student Implementation Guide. The guide
includes the purpose, meeting logistics, participants, session materials,
pre-work, topics to be covered, post training assignments as well as
milestones/certifications. The Student Imp Guide was reviewed during
the session. The listing below is an excerpt of the student virtual
training sessions offered.
SGHE will provide the CU student team with a detailed task log. The
project management and process team leaders can utilize the Banner
System implementation (MPP) schedules and updated Module task
logs to assign, schedule and track the system implementation. These
controls will insure that the work is on track for each system module.
The task logs should be maintained by the process team leaders and
reviewed with SGHE consultants to coordinate the tasks, homework
and action items assigned to the client implementation process team.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Notify SGHE when Shared Drive is accessible
S. Hendrix
ASAP
Student System Implementation Overview (Part 1)
Student System Implementation Overview (Part 2)
Managing the Prospect Pool
Admitting Students
Managing Communication Plans and Tape (Electronic) Loads
Assigning Student Accommodations
Managing Transfer Articulation
Creating Course Catalog
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Managing Class Schedule
Managing Faculty
Maintaining Student Records (Part 1): Advising Students
Registering Students
Maintaining Student Records (Part 2): Academic History Records
Auditing and Awarding Degrees
Note Taking Requirements
Relevant
Training/Discussion
Highlights:
The notes are to include topics that are covered by SGHE. GAP’s will be
identified by the consultants and should be included in the notes. Discussions
on possible policy changes should be included as well. The notes are due to
the SGHE consultants with 1 week of the session. They may be posted to the
Shared Drive but must include an email to the consultant notifying them that
they are available.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Navigation CBT (Computer Based Training), Data Standards and CU Training
Requirements.
Relevant
Training/Discussion
Highlights:



SGHE delivers the Navigational CBT. After the CBT is complete the
participants must practice their navigational skills in order to be
prepared for the virtual classrooms (VC’s). A General System Training
session will be conducted by SGHE to include the creation of General
Person records. The staff must know how to navigate in Banner to
complete the exercises.
SGHE will deliver an example of a Data Standards document. CU has
assigned
SGHE is Training the Trainer, leaving CU to train the remaining staff on
Banner. Do we have a trainer designated??
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Who is the CU Banner trainer assigned to this project?
S. Hendrix
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Banner Student Overview
Relevant
Training/Discussion
Highlights:












Banner uses Program Codes to control data entry as well as for the
degree audit.
The first record in Banner must be a General Person record. An
administrative employee must be a General Person. A faculty member
must be an employee. A recruit/admit must be a General Person. To
be awarded Financial Aid you must have a General Person record. An
alum must have a General Person Record. (The General Person
record is in a shared table used by all modules.)
Banner does not require a Recruit record however must have an
admission record to create the General Student record.
Student accommodations may be assigned in advance of creating a
General Student record.
The General Student record controls the enrollment eligibility of a
student.
Faculty should be active in Banner to be assigned to a class section.
The course catalog start/effective term is the first term of registration in
Banner.
The class schedule will be created for the first term of registration in
Banner.
Registration may be complete in Self Service and/or Internet Native
Banner (INB).
Grades may be posted on SSB or INB
Academic History is store for both institutional and transfer coursework.
The Banner academic history transcript contains three cumulative GPA
lines; Institutional, Transfer and Overall.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Data Required for the 80% configuration of the Banner System
Relevant
Training/Discussion
Highlights:


Sandra Beaulac will request of Linda Phillips CU specific data fields, i.e.
unique subject codes, unique grades, major codes, degree codes,
recruiting/admissions contact types, recruiting/admissions interest
codes, CU building codes, CU department codes. Sandra will provide
Linda with a specific methodology for returning the data fields, to
include Banner table and field names. The legacy codes for the same
values may be requested.
Linda Phillips provided Sandra Beaulac with the following documents to
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assist in discovery:
o Application Booklet
o Catalog 2007-2009
o Graduate Catalog 2007-2008
o Letters sent out by Admissions
o Series of Recruiting Letters
o Sample Transcripts
o Summer/Call 2008 Class Schedule
o Steps for Enrolling
o Concurrent Enrollment Form
o Recruiting Card
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
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