Steering Committee for Information Technology
September 24, 2008 Minutes
1.
Minute Review/Change/Acceptance of July 16, 2008 Minutes - approved
2.
Next Meeting – October 15 at 11 a.m.
3.
Update on Banner migration – Sherry Hendrix reported all teams have completed their discovery
processes except for student, which is scheduled for Oct. 8-10 and Luminis, which will be scheduled at a
later date. Banner is in the process of defining gap analysis and 80% of the system configuration. Alumni
and Advancement made the decision to go with Banner and they are adding members to their team. The
data standards team will meet with student team during part of their discovery during Oct. 8-10. There will
be lots of discussion on general person demographics. Data standards team is tailoring a data standards
document for Cameron. Finance team is busy working on chart of accounts. Finance is also looking at
Touch Net for accounts receivable and exploring Touch Net’s cashiering function and anxious to see
Banner’s cashiering process. They wish to e-mail bills to students, allow students to authorize specific
individuals to view their bills online. Touch Net has 500 Banner clients. Ninette requested the vendor
provide pricing. Setup for Touch Net appears to be straight forward and they will perform the setup.
Sherry has identified three possible training rooms: Library classroom, Burch 104, south end and S. Shepler
407. Sherry, Debbie and Bob need to meet in Shepler to look at a possible reconfiguration.
CU’s Banner website is kept up-to-date: www.cameron.edu\banner Should any steering committee
members need passwords, they may contact Sherry for assistance.
Banner’s CBT navigation requires approximately 2 to 3 hours to complete during the workday with
interruptions. All team members must have completed CBT prior to training.
Sherry has advised the team leads to let her know of any Banner documents they wish to have printed in
Printing Services and she will have those printed and charged to a specific account number.
Team leads have been asked to provide a list of any shadow systems they are currently utilizing as well as
any third party software they use in their departments.
Higher One is a refund management system for financial aid refunds that is being implemented at OCCC
and a few other Oklahoma universities are following in OCCC’s footsteps, as OCCC provided an RFP that
is good for all Oklahoma schools. There is a great deal of work occurring right now with financial aid,
Ninette and Rick in trying to develop the amount of money owed to a student. The largest missing piece is
student loans. There are still some issues with negative charges that need to be resolved before the loans are
configured into the mix. Ninette has spoken with the lenders and when we are ready, they will send an
electronic file instead of the hard copy checks currently being sent.
Sherry reminded the steering committee of Higher One, Touch Net, Cognos and Luminis in addition to
Banner implementation and how busy everyone is and will be for the next 18 months. She said the Banner
leads are complimentary of CU’s Staff and the finance lead was pleased with Ninette’s forward thinking in
developing the chart of accounts.
Glen Pinkston requested Debbie Goode look into a mirror site at CU-Duncan and the cost involved.
Glen stated we may have offices that need to look at creating a new job description for an existing employee
that is a super user, someone capable of producing ad hoc reports and has developed an interest in Banner.
There may be offices that will have job descriptions morph to meet Banner implementation job skills. Reclassification requests, possibility of roles of procedures shifting from one department to another may also
possibly create position shifts. He advised that we should be careful to define the position required to
perform the new job assignment rather that the person filling the role.
4.
Update from Technical team regarding Banner migration – The technical kickoff meeting was
held onsite September 3-4 with Laurene Farley. Julie Duncan moved all Banner migration information from
our intranet to the internet. She has all SGHE’s copyright information password protected. She is doing a
great job with the website. The Banner website is a central repository for all information relating to Banner.
Chase Bailey attended Oracle PL/SQL training Sept. 15-19. He was the only one in the class. With one-onone training, he completed the course in three days and the instructor requested permission from her
supervisor to give him the Intro to Banner Admin the last two days. Chase will be attending Oracle PL/SQL
training Nov. 4-7 in Malvern, PA.
IT is focusing on clean-up of demographic data for general person. There is a need to define the historical
cut-off for data being migrated.
Any Banner update info from others? Carol Claiborne commented the financial aid team was very
pleased with their discovery session and the knowledge of their Banner lead.
5.
R23 Forms – Debbie was instructed by the auditor to keep the steering committee apprised of the
status of R23 forms. As a catch up – we have 97 total submissions; 12 open; 18 withdrawn and 67
completed.
CAM0095 submitted by Brenda Dally is still a viable request and Jamie Glover will contact Kelly Simon
for information so Jamie can refine the R23 so it will hopefully not require the 40 hours estimated by Kelly
Simon for the original request.
CAM0098 from Carol Claiborne requesting a pop-up box when a financial aid student drops or withdraws
below the number of hours causing the student to be in a re-pay situation – 40 hours of programming time
by Greg Duncan was withdrawn.
Glen requested information on the R23 log to know how close we are on estimating time vs. actual time.
Debbie will send the R23 log to the members.
CAM0099 from Jana Gowan requesting a pop-up box advising students they may pay online will take 1 to 2
hours of Greg Duncan’s time. Greg suggested it be placed on the login box for MyCU, which will take only
a few minutes. The committee opted for it to go on the MyCU login box. If this does not meet Jana’s
expectations, we can re-visit her request.
6.
Emergency Notification Stats:
Call results –Best Connection per contact
This message was sent to ALL available numbers for each selected contact
Could not be reached at any number
Were only reached via answering machine
11/1/07 3/11/08 9/10/08
697
435
378
2762
2268
1863
Contacts receiving a live delivery of message
3245
3191
3813
Message Deliver Statistics:
Total contacts selected = 6,054
Total unique deliveries = 9,238
Successful Deliveries
Unsuccessful Deliveries
Answering Machine
Live Delivery
Unsuccessful Deliveries
Bad Phone Number
Busy
Fax/Modem
Hangup
No Answer
Phone Network Busy
Undeliverable
Total Unique Deliveries
Total E-mails Selected
11/1/07 3/11/08 9/10/08
7,684
7,410
8,159
1,341
1,054
1,079
4,227
3,833
3,668
3,457
3,577
4,491
1,341
1,054
1,079
384
1,054
444
44
39
48
85
31
20
18
67
32
794
950
439
0
0
57
16
2
4
9,025
8,464
9,238
10,042
9,515 10,253
Unique deliveries are the actual number of calls that are placed. This number will be lowered by multiple
contacts that share the same phone number and raised by contacts that have more than one phone number.
7.
Any other topics for discussion?
VPN was brought up since there are a few employees that need to work from home. John mentioned that
should an issue arise, your home PC may be liable to e-discovery. Debbie advised members they must have
updated virus protection on their home PCs so they do not infect the campus network.
Carol mentioned FATV paperwork has been signed by Glen and will be on our website soon. FATV is
available on the University of Houston’s website if you are interested in learning more about it before it
arrives on campus: http://www.financialaidtv.com/case-studies.php The vendor will be tailoring FATV for
Cameron Gold and Oklahoma-specific topics.
Jennifer Holland: Is still interested in pursuing a discussion about books being purchased. She is interested
in learning if refunds can be put on the Cameron ID card, or whether it can be placed on a charge account?
This is an ongoing problem for our students. Glen advised Jennifer, Carol and Ninette to meet and discuss
the best options to serve our students and he is willing to consider allowing students to charge books. Glen
is hopeful Higher One will be able to help with this. He is not sure how long it takes for Higher One to
transfer money to an account for the student.
Sherry asked her counterpart with SGHE to provide a list of Banner compatible software interfaces there is
between the Follett bookstore and Banner.
The question regarding official CU e-mail notifications, such as student billing, financial aid letters, etc.,
being sent to only Cameron.edu e-mail addresses vs. whatever e-mail address the student provides through
MyCU was discussed. We will inquire as to what OSU and the University of Kansas are doing.