Steering Committee for Information Technology
June 17, 2009 Minutes
Members Present: Carol Claiborne, Zoe DuRant, Aubree Helvey, Sherry Hendrix, Jennifer Holland, Linda Phillips,
Glen Pinkston, Debbie Goode
Members Absent: Ninette Carter, Jamie Glover, John McArthur
1.
Minute Review/Change/Acceptance of May 20, 2009 Minutes - approved
2.
Next Meeting – July15 at 11 a.m.
3.
Banner Update – around the table
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Sherry Hendrix: Round 2 data extracts are in process. Upcoming applications and processes are
Appworx, EDW, Eprint, interfaces with 3rd party applications, data extracts, processes that I.T. will have to
develop for Banner are being identified for go live. Cognos and ODS training begin next week for I.T.
Classroom Pilots will occur in September. There may be a need to purchase training for the self-service
Banner application for admissions. She is following up on this. Employees are working well together. She
does not see any show stoppers at this time. The Implementation Leadership Team meets every
Wednesday to keep communication lines open. Maurissa Buchwald, Director of Personnel, is working
with Don Aguilar who is working with AST to develop online training for Banner, MS Office products and
safety trainings. AST is interested in breaking into the higher education market with training and wishes to
use CU as a beta site. Maurissa will be the project manager for this project and has a background in
training, developing course curriculum and teaching. The portal-based learning will allow certifications for
employees. It is recognized that face-to-face Banner training will still need to be an option. All employees
involved in Banner are logging their time. Beginning July 1, Sherry will implement a new form for the
functional areas to use, It should make tracking of their time a bit easier. She will send that out soon.
Time logs as of 6/30/09 will be sent to Sherry on 7/1/09 for reporting to Vice Presidents John McArthur
and Glen Pinkston for their review. Sherry will provide Printing Services with go live dates for the 2009-10
academic calendar that is in production. She is also developing online communication/marketing
information for the campus. She will work with the Collegian and with the Vice Presidents to provide
information to be given to all the schools in the fall. There will be marketing information for students as
well. Aubree Helvey and Katia Mayfield are developing training for faculty. They will also work with Don
Aguilar to see if their training materials will be helpful to AST. Sherry reported the data standards manual
is nearly ready for publication.
Zoe DuRant: Admissions training is ongoing each week. They have been heavily involved in performing
massive data cleanup. Brenda Dally is doing a great job on the user manual for admissions office.
Aubree Helvey: Katia Mayfield and Aubree are currently focusing efforts on Web Tailor and making the
screens more user-friendly that faculty will be using. Katia is preparing a manual.
Linda Phillips: Training and testing are occurring on a regular basis. They have also been heavily
involved in performing massive data cleanup. They are working diligently on their desk manuals.
Jennifer Holland: They have many shadow systems they are currently using due to the fact the SBI
software does not accommodate their various tracking requirements. She will get with Linda Phillips to
ensure there are places to store information they will need for data tracking and reporting. They have
already identified fields for FERPA and parental information, but there is more. She and Casey Case
attended a training session, but the training was not applicable to their areas and they didn’t gain much
information from attending. Casey learned from other Banner clients the housing portion is not very robust
and they use third party software. He is exploring options. Jennifer and Casey will work on housing. There
are validation tables that have not yet been setup for that area. It is imperative they conduct a thorough
investigation before third party software will be considered. Glen offered that additional consulting will be
an option to adapt Banner’s housing component to meet CU’s needs. Linda will set aside 2 hours in an
upcoming consulting session for housing-specific discussion. Student Activities has representation on
data standards team, but student activities is not a key stakeholder. This area needs to be given more
consideration.
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Debbie Goode: We are working with ILT to comprise and prioritize candidates for Workflow and plan to
have this completed by the end of July. We had a pre-round 2 data extracts conference call with Laurene
Farley, Duane Thowe and Kelli Flynn last week and that went very well. IT sent the list of programs for
data extracts, reports, etc., to the finance team, student team and financial assistance team for their
review to see if there will be any gaps that IT must write. We know all the state reporting, interfaces, data
extracts for other systems will have to be written. We need timelines identified for when they need to be
ready so we can focus on the critical programs due around go live dates. All Banner patches will be
installed prior to classroom pilots in September. We will work on an online patch management procedure
for implementation at some point in the future. Our fallback is a paper form already developed. Greg
Duncan and Kurt Jn Marie will be attending ePrint training in August. SGHE is performing a remote install
of ODS production this week and bringing previous install on test up to latest version. We are working
through named users for Cognos licensing with the help of ILT. Cognos training for I.T. begins next week.
I.T. appreciates the responsiveness to clean up of data error listings. While the data belongs to the
functional areas – I.T. has to be the bad guy in pointing out the errors and it appears to be an ‘I.T. thing’,
but of course this is not the case – I.T. is the keeper of the data. She asked that the directors let their
employees performing data cleanup be congratulated on all their efforts. Table changes to PPRD may be
conducted through close of business on 6/26/09. Julie Duncan will remain as the I.T. person for changes
that need to be made to shared data during implementation after all changes have been through the data
standards team. We are working on documentation manuals. It is important to note that any student
training that occurs regarding student access, screens, etc., please include Margot Gregory, as she will
be the first tier of support.
Carol Claiborne: They have weekly hands-on training and testing. Chris Crandon is doing a great job on
the manual and providing leadership for the project.
Luminis: Sherry reporting for Jamie Glover. There is a sub-committee working on names for the portal.
Greg Duncan provided very good information on email platforms. Joyce Esterman is providing calendar
information. Course Studio for faculty to use for course enhancement is being looked into. She has
confirmed the dates for their next engagement. Discussion regarding the most practical email platform for
students was discussed. Joyce is also providing information on this topic. It appears at this point in time to
be a university preference. C.U. needs to be very clear in their communications to students what the
email of record is for all email correspondence from the university.
FI/AR: Sherry reporting for Ninette Carter. They had a week of self-service finance training. They are
disappointed in the purchase requisition process. The budget and departmental reporting is very nice.
A/R just completed overview and training starts in July. They are working on training plan for purchase
requisitions in October.
HR/PY: Sherry reporting for Ninette Carter. They are doing very well. Their documentation process is
well underway. They will be piloting student time entry via the web very soon. They are very pleased with
this process. They are still having issues with the classified time entry due to bi-monthly pay vs. monthly
pay, but are working through this. Glen requests more information be made available to him regarding
this.
Further discussion: Does it make any sense to have a pool of notebooks or desktops at the registrar
and/or admissions’ areas for students to use during pre-enrollment time in March for the Fall ’10
semester? This will be given more thought.
R23 forms
• CAM0100: Form creation and web design for Fall concert to allow tickets to be available online –
completed by Greg Duncan
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CAM0101: MyCAA Portal data extracts and uploads – Dawne estimates 48 hours, hoping for much less
if schedule extracts from GoArmyEd are available for download
5.
Blackberry Server Update – the Computer User Policy has been updated and Form F11, Faculty and Staff
Mobile Email Agreement created. Aubree questioned whether all existing smart phone users will need to sign
the new form. Debbie will look into this.
6.
Update on Capital Purchase of Computers – The computers are being imaged at Dell. She is hoping they
will start showing up on campus mid-July. Glen asked Debbie to get a prioritization of the PCs from the
schools.
7.
Office of State Finance Technology plan due 7/1/09 – send any initiatives for 2009-10 by close of business
on 6/24/09 name of project, brief narrative and estimated cost. A draft of proposed projects was distributed.
Good discussion on this topic. Debbie will provide Vice President John McArthur a list for his consideration
before input is provided to OSF.
8.
Full time helpdesk technician hired – Brett Dolch was hired effective 6/1/09. The helpdesk will be
undergoing renovation and changes in the near future that will be very positive.
9.
Vice President McArthur and Vice President Pinkston – any guidance and or topics for group’s
information: Vice President Pinkston states he and Vice President McArthur wish to acknowledge their
appreciation to everyone for doing their regular jobs in addition to Banner implementation.