Implementation Minutes
Cameron University
Implementation Minutes for Oct 2-3, 2008
Migration Assessment and Planning – Technical
Meeting Information
Facilitator
Laurene Farley
Note Taker
Julie A. Duncan
Attendees
Debbie Goode, Sherry Hendrix, Kelly Simon, Dawne Massey, Angela Melton,
Cheryl Davis, Kurt Jn Marie, Chase Bailey, Rick Clyburn, Greg Duncan, Julie
Duncan, Laurene Farley (remote)
Purpose of Meeting and General Information
Relevant
Training/Discussion
Highlights:
The purpose of the migration assessment and planning meetings is to break out
the tasks that need to happen for conversion and make a plan.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
The biographic/demographics section tomorrow will be talking about general
person. Anyone from that team able to attend can and should.
Action Items / Assignments
Description
Owner
Deadline
Email answers to general person mapping questions
Laurene
Oct 20
Resend migration calendar with new dates to Sherry in project and
pdf form
Laurene
Oct 10
Conversion General Information
Relevant
Training/Discussion
Highlights:
General Tech Training/Mapping is coming up the week of October 20 and will
be 3 days onsite. It will be hands on as much as possible. Half a day will be on
security. This will include data mapping for general person. Debbie had sent
Laurene some questions CU ran into during data mapping for general person.
The remainder of the tech trainings will be remote. FA and finance dates are not
set yet. FA and finance should not cross over except for maybe one person with
Student and AR so it would be fine if either of those are scheduled at the same
time as the ST tech training/mapping.
Note that the dates we set in these migration planning meetings are still
tentative. If there are issues in the future, we can work through them.
After the mapping session ends, IT will start writing extract scripts. Data cleanup
and data standards decisions need to be taking place the same time as the
mapping sessions so these are complete to write the scripts. The hierarchy of
the data must be determined by data standards.
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To help with data cleanup and identifying duplicates, CU might make use of the
GORNAME validation table for nicknames. The one in TRNG database will be a
start, but the SEED database will be more complete. That one won’t be
delivered until December.
General Person tables must be loaded first. After general person is in, more
than one of the extracts can happen at the same time. However, within each
area there is an order that the tables must be loaded.
After conversion, they’ll make a training database and we can begin to see if the
theories and rules decided in discoveries are going to work. The validation
review takes a look at the data: is it where we thought it was going to be and
that we didn’t leave anything behind. This will mainly be the functional users
doing the review. We’ll know the issues from the error reports and what we find
in the review. If the error affects tons of records, they’ll have us rework the file
then. If it’s an easily fixed error that doesn’t affect many records it will be on the
error report. Laurene emphasized that IT should fix the errors as soon as we
receive them instead of waiting until the next extract. The validation review
starts after the clone of CONV to TRNG – beg around Feb 9. CU signs off Feb
26.
GAPs Identified:
Decisions Made:
Chart of Accounts due date changed to November 3.
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Laurene to extract GORNAME from the SEED database at banner
and email this early.
Laurene
ASAP
Laurene to speak with Mark about change of date for chart of
accounts.
Laurene
ASAP
General Person Extract
Relevant
Training/Discussion
Highlights:
The dates for extracting the data are 10/27 to 12/12. These dates are on CU’s
end. During this time CU should be printing out lists or delivering spreadsheets
to the functional users to validate the data.
12/15 is the date to have the file to Laurene. This is a firm date. Banner
employees have these times marked off on their calendar to work on Cameron’s
data at that time. If we miss our extract file deadlines, when we do have the file
ready, the Banner employees most likely will be working on another client’s data
at that time.
GAPs Identified:
Decisions Made:
Conversion dates for General Person fall during CU’s Christmas Break. If
something is wrong with general person, we can’t go forward. Plan on delivering
the files a week earlier so that Laurene can verify them before the actual
conversion to see if they would have problems. If problems still occur, she will
be in contact with Debbie who will contact the appropriate person(s).
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Vendors need to be in SPRIDEN as a company. We can add address and
phone number if necessary as well. Later on there is a file for vendor detail in
the finance extracts. Cameron will set aside a block of ID’s to be used for
vendors and assign them those numbers in the extract. Student numbers are
currently at around 165000. We have employees starting at 900000 so finding a
block of id’s to be used shouldn’t be a problem.
Banner to deliver SEED database week of 12/8/08. We will need validation
tables before that point.
Decisions Required:
Other Issues and
Concerns:
Team leads will be getting lots of questions from the Banner consultants in
preparation for getting the validation tables read for the copy on 12/8.
The copy of the database has not been assigned to a Banner DBA yet.
Action Items / Assignments
Description
Owner
Validation tables will be delivered as spreadsheets so CU can use
the values for their extract.
Laurene
Be sure Mike assigns a Banner DBA to do the SEED database
copy from Banner to CU.
Laurene
Deadline
Finance Conversion
Relevant
Training/Discussion
Highlights:
Extract dates: 11/3 to 12/19/08
Banner begins data run 1/5/09
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
HR Conversion
Relevant
Training/Discussion
Highlights:
Data extracts from 11/10 to 12/19. Conversion begins 1/5.
The position table is being done as a spreadsheet filled out by Corlis rather than
a data extract. They started working on this during discovery. The earlier they
get this finished, the better. If they can get this finished before the end of
November, it can be loaded in the seed database before it’s moved to CU in
December.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
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Concerns:
Action Items / Assignments
Description
Owner
Deadline
Student Conversion
Relevant
Training/Discussion
Highlights:
Student tech training/mapping: 10/27-11/7
Writing and verifying data extracts: 11/10-12/19. (Actual day to have the file for
conversion is 1/12 but January is a busy time and CU will aim for 12/19.)
Mapping and training will be a two week period with Duane and Sandra helping
on the phone. Functional users will need to be part of the mapping.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Sandra and Laurene are not sure about Conversion I prep dates for things like
detail codes. This may affect the AR piece.
Action Items / Assignments
Description
Owner
Deadline
Advancement Conversion
Relevant
Training/Discussion
Highlights:
Tech training/mapping 11/7
Writing and verifying data extracts: 11/10 to 1/16
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Other Migration Tasks
Relevant
Training/Discussion
Highlights:
After the SunGard DBA moves the SEED DB to Cameron’s server and installs
the CTOOL, Cameron’s RDBA is the person who will need to do the DB clones
and other conversion/implementation activities. SEED will overwrite PreProd
and possibly TRNG. They’ll create the CONV database at this time too. All of
the conversion work is done there. CU’s DBA will then clone the CONV DB to
TEST.
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Every new conversion round, CU’s DBA will clone preprod to CONV again to
get the validation tables. Every time the consultants have a problem, they’ll
need to contact CU’s DBA for issues.
GAPs Identified:
Decisions Made:
Tasks added:
Greg and Laurene to have the database access particulars lined out before the
first conversion: week of 12/8
Have sys admin tasks done, e.g. converter directory, outbound directory, OS
accounts, ftp/scp access: week of 12/8
Decisions Required:
CU needs to decide if we need an RDBA or if Chase is knowledgeable at this
point to do the tasks already.
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Security must be finished and in place before CONV is cloned to
TRNG or TEST.
CU
Beg of Jan, 2009
SunGard to post the database/conversion flow diagram
Laurene
ASAP
Biographic/Demographics
Relevant
Training/Discussion
Highlights:
(Added Chris Crandon, Sherry Hendrix, Kelli Peterson, and Hillary Ashton for
this portion.)
ID – We’re sending our current ID’s with 3 leading zeros. No prefix. Everyone
except vendors are in BOX. Working on giving past donors (earlier than last 3
years) BOX ID’s as well. Vendors are going to be assigned with a range of ID’s
in with the BOX ID’s. ID’s should be treated as characters. They must have the
leading zeros. 603 is not the same as 000603.
Name – Vendor and Company names go in spriden_last_name which is 60
characters long. CU is trying to clean up duplicates and trying to clean up
addresses, prefixes, names, and suffixes in the current system.
SPBPERS – It’s very important to have data on this. We have students without
birthdates but we believe all of the employees have birthdates. There wouldn’t
be an error loading this table, but errors will happen when employee tables are
loaded if the employee doesn’t have a birth date. Student employees must have
birthdates as well. Same story with SSN.
Citizenship – Y or N. This isn’t known for foundation people. Once identified,
these records will be fixed in BOX and info will be drawn from BOX.
Deceased – CU will be bringing this info in from alumni and student. Laurene
cautioned that if you have recently deceased employees who haven’t received
their last check, don’t have them as deceased or the check won’t be created.
Addresses – If there are more than one type of addresses they have to be
rated. CU is trying to clean up where we have more than one of the same
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address type. We will get about 10 address types delivered that CU will need to
evaluate.
Phone – area code is required.
Emergency Contact – most likely will be entered manually from housing
information.
GOBEACC – There needs to be a record for every person who is going to need
banner access to include all employees and finance users. Just send pidm and
username which is typically the first part of the email before the @ sign or the
banner login. This is run after the employee setup.
Veteran data – there are more places for veteran data in student tables.
GAPs Identified:
Decisions Made:
Direct Deposit – CU does not do direct deposit so we don’t need to do this
table.
Decisions Required:
Email – CU needs to determine how to decide the primary email address.
Medical Information – Should immunization form be stored here? It’s in
admissions tracking.
Other Issues and
Concerns:
There are bad addresses that may be the only address on a student record. Do
these have to be extracted? Laurene indicated that employees must have an
address, but is not sure on students.
Action Items / Assignments
Description
Owner
Deadline
SunGard to find out if students can be entered in without an
address so that CU does not have to migrate an address marked
bad if that is all we have for a student.
Laurene
Early November
Cameron University
SunGard Higher Education – Confidential & Proprietary
Technical_MigrationOct2.doc
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10/10/2008