Implementation Minutes
Technical Team
Date: 8/19/08
Meeting Information
Facilitator
Debbie Goode
Note Taker
Julie Duncan
Attendees
Chase Bailey, Rick Clyburn, Cheryl Davis, Greg Duncan, Julie Duncan, Debbie
Goode, Sherry Hendrix, Dawne Massey, Angela Melton, Scott Putney, Kelly
Simon
Review of Minutes 8/12/08
Relevant
Training/Discussion
Highlights:
Any additions or corrections to 8/12/08 minutes?
GAPs Identified:
Decisions Made:
No changes.
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Change in Meeting Date & Time
Relevant
Training/Discussion
Highlights:
Change in Meeting Day – proposed: Mondays, beginning 8/25/08 at 10 a.m.
GAPs Identified:
Decisions Made:
Accepted new time.
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
SunGard Higher Education – Confidential & Proprietary
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Deadline
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Implementation Minutes
Comments by Sherry
Sherry has a meeting with Mike at 2pm and will let him know that the
Relevant
Training/Discussion implementation guides were brought up in our meeting and ask about
Highlights:
them again. Mike says they’re coming soon.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Ask Mike when implementation guides will be sent
Sherry
Aug 19
Data Cleanup
Relevant
Training/Discussion
Highlights:
Debbie needs to work with Donald to query the other teams to identify
data elements/items they need for their functional areas. The Data
Standards Team also needs to know the elements to establish criteria for
standardizing data input for the data item and reporting info. Request to
be sent to the teams:
• Define the corresponding current demographic data standards
they are currently using? This would include F/M to input
female/male, etc.
• Define the required archival time limit on each data item?
• How often they need access to these items?
• Frequency and /or time of year of reports of data items (e.g.
weekly, monthly, end of every semester, each July) ?
• Define any requirement they will have for accessing data that will
be ‘left behind’ on the current system?
Julie provided a list of the ucx table with the codes and values for all of
the ucx entries except 900s and other sets Cameron does not use (e.g.
degree works and the Texas tables). Linda was able to use this to quickly
cut and paste their codes for answers to the questionnaires. This might be
helpful for the other teams as well. Julie can forward this to Debbie for
distribution.
IT should provide any additional input regarding what should be sent to
the teams about data standards by Wednesday.
GAPs Identified:
Decisions Made:
Donald should take the lead on this with Debbie’s help.
Request should include examples with the first bulleted item
Include the full list of ucx entries with email
Decisions Required:
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Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Send email to team leads
Debbie and
Donald
August 21
Email ucx list to Debbie
Julie
August 19
Provide any additional input to Debbie
Tech Team
August 20
HR/Payroll/BOX Addresses
Relevant
Training/Discussion
Highlights:
A trigger was implemented against primary_mst (box) on the live side. It will be
fired when an address change is made. If the user has an address entry in
hr_pe_mstr, (if he/she is or was an employee at some point) the procedure will
look for differences in the addresses between primary_mst and hr_pe_mstr. If
any value in the above mentioned fields are different from the corresponding
fields in hr_pe_mstr, the field in hr_pe_mstr will be updated to the address in
primary_mst. An e-mail will be sent to payroll only if the user is a current
employee. An e-mail is not sent to payroll if the employee is an adjunct.
Jerald had recommended that we drop using the names and address
information in HR but Corlis doesn’t have access to Payroll. Kurt is not able to
automatically update HR because it’s stored in hex format. So Corlis is doing
manual entry for the changes. There are several differences that exist between
Payroll and HR and he could do a report that identifies these. There doesn’t
appear to be the manpower to fix these though.
HR address is used only to send the benefits letter at the beginning of each
school year. Salutation for Dr. is stored in HR, Payroll and BOX. However, the
HR system has the most accurate salutation information for faculty and staff.
This data probably needs moved to BOX. The payroll address will be the one
that is migrated and not HR. Is it possible to migrate the Dr. information to BOX
and have Corlis use BOX for the address instead of HR?
Sherry mentioned that some other schools have an ongoing spreadsheet where
they keep these types of issues so they aren’t forgotten.
GAPs Identified:
Decisions Made:
Start spreadsheet of data cleanup issues.
Decisions Required:
Can Corlis use BOX to view addresses instead of HR?
If letters are generated again while on this system, could the address
information be pulled from BOX instead?
Should Dr. information be copied over to BOX or can this be pulled from HR
during migration mapping?
Other Issues and
Concerns:
HR has the most accurate data for “Dr.” on employees.
Action Items / Assignments
Description
Owner
Deadline
Explore possibility of Corlis using BOX instead of HR address or
generating a report of differences between payroll and HR.
Kurt
?
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Start spreadsheet of data cleanup issues
Tech Team
ongoing
Input for Technical Kick-Off Meeting
Relevant
Training/Discussion
Highlights:
We should review and add input for Laurene Farley prior to Technical Kick-Off
Meeting scheduled for Sept. 3-4, 2008 in Admin Board Room
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Update w:\workgrps\its\banner\prep for tech kick-off/input for
Laurene.doc
Tech Team
Before 5:00
8/21/08
Recording Sessions
Relevant
Training/Discussion
Highlights:
It had been suggested that we could purchase equipment to capture the
Discovery sessions and training for a reasonable amount of money? There will
be times when people cannot avoid missing a session. With large groups there
is always a concern regarding getting all of the sound but Debbie’s source felt
the cordless mics would be sufficient and this wouldn’t be a problem. There was
discussion on whether or not people would actually go back and listen to them
or not.
GAPs Identified:
Decisions Made:
Hold off on this.
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Navigation CBT
Relevant
Training/Discussion
Highlights:
Discussion on how many have completed this. Debbie said this will take at least
2 hours with no interruptions and up to 4 hours with interruptions to complete
this.
GAPs Identified:
Decisions Made:
The technical team needs to have this done before our kickoff on September 3.
Other teams will need to complete it and present the certificate to Sherry before
they can obtain their banner password information.
Decisions Required:
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Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Complete Banner fundamentals 8.x CBT
Tech Team
Sept 2
R23
Relevant
Training/Discussion
Highlights:
Debbie asked the Steering Committee to decline all R23 forms unless an
emergency but no action was taken by committee as there were several gone
that day. Sherry cautioned against the wording of “all” as this could be
perceived that ITS is trying to not do their regular job
GAPs Identified:
Decisions Made:
This will not be brought up again. We will continue to indicate the number of
hours it will take to complete an R23.
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Description
Owner
Deadline
Test in A/R
Cheryl
OU Nursing
Relevant
Training/Discussion
Highlights:
Cheryl is ready to start testing in A/R.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Banner 8.x Workbooks
Relevant
Training/Discussion
Highlights:
These had been temporarily disabled on the Banner support site. After emailing
back and forth with support, Julie was informed they were available again. Julie
downloaded all of them for the various teams and uploaded these to the various
teams’ areas in the website.
GAPs Identified:
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Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
Addresses
Relevant
Training/Discussion
Highlights:
Any new info on desired level of ‘clean’ addresses, verification of addresses,
etc?
GAPs Identified:
Decisions Made:
This should be looked at by the data standards committee to make any
recommendations.
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Deadline
VPN Services for Team Leads
Relevant
Training/Discussion
Highlights:
There is a service available in Windows 2008 that allows you to connect to
remote desktop even behind the firewall and keeps the home computers off the
network. The server needs replaced. Topic will be discussed at network
meeting on 8/20/08.
Virus software is an issue. If laptops are made available to the team leads then
IT will be able to install software on them. Recommendation has been sent to
Pinkston for laptops and includes 2 laptops for the Tech team.
GAPs Identified:
Decisions Made:
Instructions should be posted to the web for how the team can use this.
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Discuss at network meeting
Scott
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Deadline
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Timeline
Relevant
Training/Discussion
Highlights:
This is a work in progress. Sherry will get Projects installed on her laptop and
will be able to condense or expand this and make it more easily readable.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Install Projects
Sherry
Deadline
SETA
Relevant
Training/Discussion
Highlights:
Glen has given approval for everyone on the list to go except Chase. He didn’t
want both DBA’s gone at the same time:
Julie Duncan – Luminis & Reporting
Greg Duncan – Technical & Luminis
Dawne Massey - Student
Kelly Simon – Student & her role on Data Stds & Reporting team
Because it is out of state, approval also has to be gained from the president.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Action Items / Assignments
Description
Owner
Write up justification for trip that Glen can present to the President
Debbie and
Sherry
Deadline
Discovery Sessions
Relevant
Training/Discussion
Highlights:
The A/R discovery session will be Thursday. Finance is Sept 9-11. All other
discovery sessions will be the week of Sept 15. These are crucial times and
everything that can be presented and gathered at or before this meeting will be
important to making sure the 80% configured is going to work for CU.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
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Action Items / Assignments
Description
Owner
SunGard Higher Education – Confidential & Proprietary
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Deadline
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