I.T.S. Team Meeting
July 1, 2008
Attendees: Chase Bailey, Cheryl Davis, Greg Duncan, Julie Duncan, Debbie Goode, Sherry
Hendrix, Kurt Jn Marie, Dawne Massey, Angela Melton, Scott Putney
1. Minutes from June 3 – Approved.
2. Next Meeting – August 5 at 10 am CST. This may be subject to change when the Banner
migration calendar begins to take form.
3. Update on Banner Migration
• The hardware is ready and configured for version 8.
• Sherry reported that she speaks with Michael (Mike) Pfeifer our project manager
from SunGard each Tuesday at 2:00.
• She is waiting on Glen Pinkston to send out an email of introduction before she can
start sending emails to get the migration teams together.
• She will be sending ITS templates for us to provide feedback for such things as our
contact information and who is involved in what Banner modules. There was a quick
introduction of the ITS team members present and what our areas are.
• We need to begin work on data cleaning and data standards. Sherry hopes to get
TCC’s data standards and that will give us two examples along with UCO’s. She also
hopes to get load information from TCC and find out who Cameron’s counterparts at
TCC and OBU are so that we can contact them. OBU is about four months into their
WIN implementation.
• All personnel will need to begin creating desk manuals. There should be a desk
manual at every desk which should include workflows for every process. Start with
the big processes or the things you do on a regular basis (monthly, weekly, etc.)
• We’ll need to inventory our hardware – particularly printers to determine which ones
should be networked with Banner. There are about 50 printers currently networked
with the SBI system and 200 networked printers overall. We have very few printers
only tied to one PC.
• It’s very important to look at policies along the way. We may need to change policy
to match Banner as the last thing we want to do is customize Banner to meet the
policy.
• Besides the main campus, Cameron has personnel at Duncan, Ft. Sill, Redlands, and
Rogers State that will need to be included in training.
• Current shadow systems will need to be identified. It’s also important to make sure
that data is entered in Banner as well as the shadow systems so that numbers coming
•
•
•
•
•
from either place are the same. You can’t avoid shadow systems but they must have
the same information in them as what is in Banner.
We’re 6 to 8 weeks out before our kick-off. Since it took so long for the contract to be
signed, SunGard reassigned the people who were originally assigned to us. In the
meantime, we can start doing desk manuals, process workflows, getting teams
together and getting the Banner software loaded. We’ll be using the test box more
than the production box when we first get started.
The timeline will be established before the kickoff. It doesn’t really all come up at the
same time. We’re looking at Feb/March 2010 for everything to be up but certain
modules will need to come up earlier. We won’t implement every part of all of the
modules. We’ll be going live with the basics.
Regarding the teams, the technical partner for the teams will need to be involved in
the team meeting if at all possible. However, it may happen that IT staff is involved in
more than one team and they are meeting at the same time.
Sherry will include in her recommendations that Cameron should send a team of
people to Summit.
At her phone call with Mike this afternoon, Sherry will ask about Cognos training,
how support is given to RPE’s, the timetable for ODS/EDW, coming up on release 8,
and the AID metadata workbook.
4. Cleaning Data for Banner migration
Sherry indicated that vendor files are not normally converted. These are put into Banner
clean. Alumni has just gone through and matched their people to people in BOX and
assigned id’s for those not in BOX. SSN is only stored in BOX rather than alumni now. Kurt
is working on payroll cleanup and trying to get consistency in the data.
5. Update of TMA
TMA replaces fleet management. Scott is finishing the hardware setup and there will be two
trainings in July. Sherry has been working with Roger Long and Bob Hannefield. Before she
came in they had already done some manual entry into spreadsheets to set up the new system
instead of pulling data from the legacy system. This is causing a few problems. Some codes
may have been used differently. It’s important that there is consistency so that users are
easily able to identify and use the codes. We also need to make sure what they enter will
match Banner so that interfaces work. Building codes are the same in helpdesk work orders,
user management, enrollment schedule and the legacy fleet management system. TMA needs
to match as well.
6. Software application change control
Part of the recommendation from the IT audit included software application change control.
Debbie will be receiving a weekly list of files changed on sunfire. She will randomly choose
some from that list to follow up on for verification.
7. Open Tickets with SBI. There were 8 tickets on the list. Most of them should be closed or
Cameron has a workaround and does not want on our list. Julie will check with everyone and
send an email to GinaMarie.
8. OU Nursing
Rick created a program that Cheryl can modify to work on getting the A/R charges posted.
9. New Software Purchases
Be sure to let Sherry know if users are thinking about buying software. We need to make sure
that Banner doesn’t already provide the functionality they are seeking or if there is software
that already integrates with Banner. Sherry will ask Mike about People Admin. Advancement
has provided Sherry a needs analysis. Sherry is going to ask Mike to have an Advancement
specialist address those needs and then do another demo based on that list. Banner could
customize things for the amount that Razors Edge would cost.
10. Student Affairs reorganization
The Registrar’s Office is now under McArthur, Admissions and Testing is now under Jamie
Glover, and Financial Assistance is now under Pinkston. These changes need done for
purchasing and user management workflow as soon as possible. Continue to keep Lance
Janda during the transitional time in July.
11. I.T. Audits
Larry Arthur is only lacking an answer from Cheryl and a business continuity plan from
Ninette. The business continuity plans need to be included in the desk manuals. Each
workflow management can be done with and without computers to accomplish this task.
Sherry will ask TCC and Cameron’s President’s Office if they have any templates for desk
manuals.
Task Lists
GinaMarie Moy/SBI
Programmers
Sherry Hendrix
1. Remove tickets from CAMU’s list based on forthcoming email from
Julie
1. Identify areas for data cleanup and formulate plans for cleanup.
2. Cheryl to finish OU nursing.
3. Julie to compile list of actual open tickets for CAMU and email
GinaMarie.
4. Workflow and workgroup changes for Student Affairs reorganization
5. Begin identifying processes that should be included in desk manuals.
1. Request data standards, load information and counterparts from
TCC/OBU
2. Include in recommendations to the President that Cameron should send
a group of people to Summit.
3. Ask Mike about Cognos training, how support is given to RPE’s, the
timetable for ODS/EDW, coming up on release 8, the financial assistance
metadata workbook, People Admin, addressing the needs analysis from
Advancement.
4. See if TCC or the President’s Office would share any of their
templates for desk manuals.