Implementation Minutes
Cameron University
Student Consulting Session to include Managing the Prospect Pool, Admitting
Students, Communication Plans and Tape (Electronic) Loads and Class Schedule
Topics
February 24 - 26, 2009
Meeting Information
Facilitator
Sandra Beaulac
Note Taker
Renee Roach
Attendees
Renee Roach, Linda Phillips, Frank Myers, Kelly Simon, Gayle King, Jennifer
Castricone, Zoe DuRant, Brenda Dally, Marcella Gustafson, Joyce Miranda,
LaQuita Shaw, Sherry Hendrix, Janie Harrell, Dawne Massey
Consulting Session
Student consulting session objective to review open questions regarding
Relevant
Training/Discussion Managing the Prospect Pool, Admitting Students, Communication Plan
Highlights:
& Tape (Electronic) Load and Class Schedule.
 Brenda submitted a list of questions, each was review by the
participants. Several questions could be answered in a review of
the Banner Student Users Manual 8.x.
 Each question was addressed and resolved, any additional GAP’s
were documented by Linda.
 The participants used their current hard copy data entry forms to
test Banner processes. The Banner form names may be added to
the hard copy document fields to help participants understand the
application process in Banner.
 Participants validated converted data using legacy data.
o CU IT participated in resolving any open issues.
 The participants loaded data directly from the CU forms and
asked questions to clarify expectations.
 Frank and Kelly successfully reviewed data, matched or
suspeneded data and loaded tape to Banner.
 Casey and Brenda will participate in call with Doreen regarding
housing and refunding.
 The participants were able to assist each other in answering
Banner questions.
GAPs Identified:
No additional GAP’s identified.
Decisions Made:
Decisions Required:
Other Issues,
concerns and
Tasks:
Tasks to be completed by CU:
 Determine if SAAACHB, Admissions Checklist Items will be used by CU
and if to be used, created and test codes. STVADMT, STVSBGI and
STVTESC. Review users manual for detail.
 Review admissions decision requirements, examples are included in
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the Banner Student Users Manual.
Review SAAERUL, PREL rule to determine fields to be loaded by the
SRTLOAD.
Begin writing up the CU Banner procedural manual.
Review the Banner Student AR Test Plan for the modules trained on to
date.
Review STVADMT and create CU decision rules prior to CRP
Review each validation table and control form uses by modules trained
on to date to determine if codes are correct.
o Complete prior to R2 conversion
Update GAP listing if resolutions were identified
Review letter generation process and be prepared to create, assign and
process letters in the CRP.
Determine when CU staff will be trained on the use of Banner.
Determine who will participate in CRP planning consulting session.
CU must determine the codes needed for FINAL high school transcript
and submit the codes to Chris (FA).
CU will change the repeat indicator in Banner forms since the impact on
changing that column is to the entire SCACRSE form.
CU will submit a list of the changes needed to stand alone tables for
catalog, i.e. grade mode and schedule type.
CU will submit a list of prerequisites reviewed and changed by the CU
faculty.
Please contact with any additional tasks not included in this trip report.
Tasks to be completed by Student Consultnat:
 Review and edit notes, create Trip Report
 Review student schedule and determine if dates denoted are available
for training and/or consulting
 Speak with Mike Pfeifer, SGHE Project Manager regarding current
schedule and CRP dates.
 Review Banner curriculum rules processes for second major not in
degree program.
Action Items / Assignments
Description
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Owner
Deadline
Sandra is asking to whom will be the trainers? Brenda
Dally will be the trainer for admissions and Frank Myers will
be the trainer for recruiting.
We converted 200920 (Spring 2009) data for recruiting and
admissions. In legacy this is listed as 2092. IQ & QZ
status was brought over for recruiting. PA, RF for Spring
2009, AD & AI for Summer 09 and beyond.
Test scores and placement scores will be included in the
data that was converted.
To use the SOA forms, you only need a general person
record, don’t have to have a recruiting or admissions form.
There are test plans on the CU Intranet system.
Student/AR Test Plan, see individual tabs on the excel
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spreadsheet for each business process. To report who we
can’t find, there is a methodology. SGHE provides a CRP
prep session to discuss the use of the document for testing
the Banner system.
Sandra wants to know how our security is set up. Linda
used the template to determine who had access to what
forms. Recommended reviewing security access forms
from other Banner schools.
We are looking at recruiting information first. SPAPERS
will be going away as it has been included in SPAIDEN.
We are looking at SPAIDEN – under biographical in the
legacy code. Frank can indicate whether a family member
has previously attended our institution.
SPAPERS will be going away according to SANDRA as it
has been included in the SPAIDEN form. However it is
currently still a stand alone form.
SAAADMS reviewed.
GUAPPRF – personalized menu to put the forms name up
in BANNER.
SPACMNT to include notations regarding confidentiality
indicatlor. SPAIDEN/SPAPERS includes a confidentiality
flag however there is not place for a comment.
GUASYST is a really good form to find out where people
have records.
There is a field on SRARECR which will allow Frank to
enter a recruit status – such as Undetermined, good
prospect, no longer interested.
Recruit type will include class type such as Class of 2009.
We can take the ranking status off of the gap list.
ADMISSIONS - QUESTIONS
Banner bookshelf is on the main CU training website at the
bottom.
SPAIDEN – When we choose the option to generate an id,
can it default to a person match instead of the non-person
match? Should we also start with SPAIDEN? We can
restrict access to select the source code. Or in training
materials, we tell people that they have to go to person. A
non-person more like a vendor. The source code would
have to be in the access area.
We need to pay attention since it defaults to non-person.
Come up with a recommendation and present it to the data
standards committee. It would need to be added to our
desk manuals. This is a training issue, not a IT issue. This
system is run by the functional.
Do we have to start with a SPAIDEN record?
o We can create a quick flow on page 158 of the
user’s guide of the general system users guide, not
the student system.
Does the zip code auto populate the county, nation to US
and area code for the phone number? We do currently ask
for a county on our application for admission but very rarely
do people fill it out. Yes – it auto populates. It will not auto
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populate the area code.
If there are two sequences to the PR address. You can use
a from/to date to end the 1st in that sequence. Bad
addresses were not transferred over if there was an
indicator of returned mail per Julie. A person may have
multiple addresses for the same address type, the
sequencing is my address type.
F5 is the shortcut to the go to block
GTVZIPC - we need view to this form. It includes the zip
code field. County code, etc. Brenda or at least one
person needs access to that form.
We need to include a question to data standards to decide
if it would be ok to auto populate the county codes
according to the city & state? We are looking at Oklahoma
and Texas only.
We can choose source on address information to indicate
whether there is a reason for changing the address.
Data standards will want to be involved in this as well.
Right now it is whoever has maintenance to the form.
Delivery point, correction digit, carrier route all refer to rural
route addresses.
Data standards document will note where to indicate the
address etc.
The uses may use the telephone number included in the
address block of SPAIDEN or use SPATELE. This is a
stand-alone form. The only place for internationals to
include the international access code is in SPATELE. We
do not put dashes in the last 7 digits. There are no dashes
according to the data standards committee.
The only option on ethnicity for conversion was the old
ethnicity.
Internal conversion issue – in testing, everyone that was
black came across as African American as opposed to
other ethnic origins. Data standards issue – can we
change African American to say black or????
List of values is included under the help menu.
What is PR error? To determine the error strike Help,
display error.
Who changes the address and phone number once a
student can enroll? Anyone until the form has more
security. Sandra pointed Julie to the General Technical
manual to supplemental data support.
Admission decision rules = go to student user’s manual on
banner bookshelf and go to the bottom under user guide,
open up the admissions chapter.
Admissions procedures will provide information. Most of
these questions are answered in the user manual under
procedures.
SAADCSN – these are decision rules. This is a form that
everyone in admissions needs access to. How to set up
maintenance. This s form allows us to decide by different
pieces that can be built. This is for mass admission by test
scores or some other indicator.
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Linda will need to ask Chase for a listing of who has access
to what forms.
Quick entry rules – SAAQKER – Brenda does not have
access to this form and she needs it. All in admissions
need access to this form as well.
SAAQUIK – CU has number of things to talk about prior to
allowing maintenance to this form.. This form is for those
students who come in at the last minute and wants to enroll
quickly. When you create the SAAQUICK record, it
automatically creates a general student record. The form
provides the ability to bypass credentials (transcript, act
scores, immunizations, etc.). This is an institutional
decision as to whether we will allow the SAAQUIK to be
used.
Running the admissions decision SAADCRV – criteria
report – Need to enable institution acceptance and
applicant acceptance. There is a decision block on the
SAAADMS record.
There is an application decision block on the SAAADMS –
decision. You can’t change the form here; you have to go
to SAADCRV.
There are some weird names in the Ma names. Alt name
had some weird information in legacy. Kelly Simon thinks
that it is coming from alt name.
SAAADMS – Sandra does not enter data in the term key
block. She recommends that we leave blank. She also
leaves blank view/current active curricula. She thinks we
should disable this box when reviewing the admissions
records to view all terms and all curriculum.
They can have more than one application for the same
term. Such as graduate and undergraduate. Application
preference is a sort order of how the curriculum will be
attached to the student. There are examples in the user’s
manual which will explain this information. How to create a
duplicate item? To copy information you do record. Shift
tab will back up a couple of fields.
Duplicate item – sends off to SRASUMi – to pull information
over. In some banner forms there the options block reflects
different screens.
Record insert then record duplicate. Then you could copy
the data from the prior term and simply change the term.
There could be an issue with invalid concentration codes
such as for the AS in Business having a concentration in
Business. Julie and Kelly to review with Linda
Application preferences are not required by the system.
Registration will check whether there is priority given to a
specific term. There are certain registration restrictions that
will not default to the 2nd priority level.
Financial aid will usually look at the application status to
determine when to award aid. Status is not a field that CU
should change, it tracks when the applicant submits all the
credentials and when a decision has been placed on an
admit. DO NOT CHANGE.
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SUAMAIL – shows up in query mode which will show when
a letter was printed. Brenda does not have access to this
form. She will need access to this form.
Sandra thinks that SUAMAIL did not come over in the
conversion. If this is an issue, we would need to discuss as
the institution.
Communication plan did not come over, but checklist items
were converted.
Site under application – does not track to general student.
We currently utilize the location code and in Banner will be
the campus field, check Linda.
SGASTDN – general student side. Brenda might want view
capability. SGASTDQ – site only, not changing capability.
The location code was converted into Campus. Campus is
under curricula which can be used for registration
restrictions.
STVADMT – admit type – Brenda does not have access to
this, but she will need it.
SAAADMS – Admit types were delivered. There might
need to be a readmit – bachelor code and enter in
validation table and let the IT staff know there is another
code to be mapped to in the conversion.
Linda will check on this and get back to IT.
Is there a field of data that will convert to admit type? Code
will have to be entered on the validation table and be sent
to the IT office.
Does the admissions office need to record second majors
and minors? If this is not recorded does it affect
enrollment? Or degree plan? No, it currently does not
affect the enrollment or degree audit. The degree record is
created from SGASTDN.
The major is SGASTDQ – we all need access to this form.
All would need query (read) or maintenance (write) on this
form.
Sandra would like to see a copy of our security
policy/worksheet if available. Review security access forms
from other schools, may want to include FERPA statement
as well..
Need to find out whether a fee will be charged at the
SAAADMS level or not. Ninette would need to make that
decision.
TSICSRV – a form that admissions should have query
access unless student AR does ot approve. It shows a
complete list of everything that has been charged and
paid. Will show a listing of all charges. Registrar’s office
will need access to this QUERY form as well.
Admissions will not want to enter anything in the application
fee field until Ninette or business office confers use of this
form.
Under application checklist you can list that an application
fee has been waived and under checklist origin, you can
put specific text as needed.
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Why does the school come over in Official HS Transcript?
SOAHSCH – is auto populated when STVSBGI includes a
HST1 (example) code.
There are two checklist forms – there is a standalone
checklist form we can use this just to look at. SAAACKL.
SAACHKB – Brenda will need access to this.
Checklist rules will need to be created in SAACHKB.
Brenda said they didn’t create them because not every
student is required to have a high school transcript. We
need to determine what access we need. This form is
critical for credentials.
SAACHKB – In the test database, the effective term is
200920. From this term forward these are the rules.
We are working on SAACHKB at this time setting up the
rules.
If there is a null value, it could charge twice. Be specific in
the criteria. Graduate may use just the GR level for their
admission criteria.
In standard business practice, do we want to recruit
everyone before we admit them? Institutional decision.
Frank will need to ask Jamie if we want to create a
recruiting record by tape loads, etc. This will impact the
CRP – classroom pilot, if a tape will be loaded CU must
determine if recruit record should be created.. It will show
what we need to use to test the people.
We will not be using the checklist rules in BANNER; we will
be doing it manually. Under discussion by admissions office
per Brenda.
There is a cross reference table - STVSBGI – Admissions
request. If there is a checklist item, it autofeeds to the high
school form. All colleges will be CLT1, all high schools will
be HST1. Why do HST1 and CLT1 only say 1 behind it?
It’s similar to a one-up number. Banner cannot know that
you went to more than one college, when you go into the
form to enter the college, BANNER will ask you to manually
change it to CLT2.
SOAPCOL – Prior College Form used to review college,
discussed how CU will designate a FINAL transcript for
Financial Aid purposes
Get out of go to by clicking a box underneath
Deadline date – deadline for an item to be received. The
deadline date will go into the letter?
GAP – ACT scores more than 5 years old. SOATEST –
Did we convert test scores with date? Yes, in this form,
SOATEST, all the test dates will be coded. It might be the
create date.
STVVTYP – Marcella needs to review this information of
visa.
High school ETS information.
If there are errors, please notify Linda and she will make
the updates.
Needs to create college transcript partial & final college
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transcript on SOAPCOL.
We need to ensure that Financial aid knows what is
considered the official transcript (final transcript). Visit with
Chris Crandon about the forms. There can be an official
transcript that may not be final. But, we have to have a
final transcript that is official?? We need to ask Chris if we
are using the degree detail information as well.
GAP – academic standing from transfer institutions.
SHACRSE – shows all institutional courses that a student
took. SHATCKN – stores the courses and is used by
SHAINST – the term course maintenance form. Where we
store end of term academic standing. Institutional
coursework only is stored here. The only place where
academic standing is stored.
SHATRNS – transfer institution number ,
SHAACST – academic standing rules; 200920 term status
00, 1 in sequence number. The only place transfer comes
in is overall.
At the end of the term, academic standing is determined.
Check with UCO to see if they deal with academic standing.
You could change the end of term standing in BANNER.
SAAADMS – can put withdrawal reason on SAAADMS.
Go to GUAUPRF – to show form names on banner, will
have to log out and go back in for it to work.
Room assignments – SLARDEF – baseball field 101 but
can put a different description for the schedule.
Catalog – future records will be in upper/lower case for the
catalog. All of the transcripts will be in upper/lower case as
well.
Grade mode, schedule type and instructional methodology.
Repeat indicator –
SHAGRDE – changes were already made
Catalog has to be fixed before we create a class schedule
as the data rolls down from catalog to schedule.
Registration training will occur before we have R2.
Fix catalog – grade mode, repeat status, etc,
Sandra sent screen shots to Linda to look at self service
catalog and schedule. A password is not required.
When is web tailor done? This in the general users guide.
Sandra checked with Laurene and WebTailor info has been
shared with Chase.
How many students will we be looking at to test the CRP?
Somewhere around 100.
Attributes may be attached to the catalog and goes into
academic history. Duane has a way of running something
that will help us attach attributes to the catalog and
schedule sometime after the CRP.
Attributes have to be created at catalog to b e at schedule
and registration.
Upper division has to be entered as an attribute at catalog.
GURPDED – data dictionary for functional users.
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Student Team
Consulting Trip –Housing
Date:___2/26/09_____
Meeting Information
Facilitator
Sandra Beaulac
Note Taker
Linda Phillips
Attendees
Julie Duncan, Kelly Simon, Linda Phillips, Casey Case, Brenda Russell
Action Items / Assignments
Description
Owner
Deadline
Category validation tables were not delivered in the prototype, but
we can create our own. They are not really a validation table but a
table is created in both building and room forms. An oddity in
Banner.
SLABLDG – Building Code Validation. We can enter our Building
attributes. Possible categories could be quiet floor, Greek floor, etc.
SLARDEF – Room Definition. Room has to be active or available to
use in assigning a room to a student. Reviewed the process
We have to set the system up the way we need it for CU. After
CRP, everything needs to be up and working.
Are there fields that auto-populate on this form? No, there are
none. Status MUST be entered.
Description is what the student will see. (302 Cameron Village).
SLATERM – Housing Term Control. Casey will need to check
‘permit online assignments’.
There will be a conference call with Doreen Demarest next week
concerning housing/charges, a separate training session will
completed in July.
SLALMFE - There are currently no rates since Doreen will want to
help get this set up with the detail codes needed by CU.
SLAASCD- Room assignment status = AC(active). Casey is
changing dates to start today and end 12/15/09. This has to be
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done to allow testing. It will allow charges to go on for 200920.
Added another status WD(withdrawn). Also added RC (room
change). On Room assignment status refund option, this is where
refund percentage goes based on a particular status. (ex: 100%,
80%, etc.)
Julie asked when we would go-live with housing. Fall 2010.
SLAMSCD – Meal Assignment Status. Set similar to room
assignment.
SLAPASG – Phone Assignment , set similar to phone assignments.
Every semester, the status and refund tables need to be set room,
phone and meal.
SLQROOM needs to be reviewed and updated. Casey will find
what needs to be updated and we’ll update it.
They will need to be added to PPRD, not just test. Casey will need
to request maintenance update to the SLQ forms for areas of
housing.
For categories, there can only be one in building
Attributes will be used if there are more than one.
Reviewed, updated and posted to CU intranet by Sandra Beaulac 03.01.2009
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