Steering Committee for Information Technology
July 15, 2009 Minutes
Members Present: Zoe DuRant, Renee Roach for Linda Phillips, Aubree Helvey, Sherry Hendrix, Carol Claiborne,
Jamie Glover, Jennifer Holland, John McArthur
Members Absent: Ninette Carter, Glen Pinkston
1.
Minute Review/Change/Acceptance of June 17, 2009 Minutes - approved
2.
Next Meeting – August 19 at 11 a.m.
3.
Banner Update – around the table
o Sherry Hendrix: She and Tom Sutherlin are meeting with departments on campus to discuss current
data requirements in preparation for Banner reporting. She setup a special consulting session for housing
on July 31. The data standards manual should be ready for final approval soon. She and Debbie are
working on a draft of a campus-wide communication to help introduce basic Banner information.
Described some of the challenges with Banner’s self-service products: Employee – one small issue, but
they are working through this; admissions – issue of online application entry and a pin number not being
retrievable; registration – issue of requiring student login and pin# for enrollment, but hopefully with the
code shared from another university with the same enrollment requirements as CU, we will be able to
overcome this obstacle; requisitions – restricted to 5 line items being evaluated for alternative entry
methods; enrollment has a completely different look and feel and is not as nice as MyCU currently is, but
with Aubree and Katia Mayfield’s expertise, Banner’s enrollment will be much better when they are
through. Maurissa Buchwald is putting together an online training course for Banner, starting with an
overview so Banner information may be distributed to students, faculty and staff.
o Zoe DuRant: Admissions is busy entering lots of applications. Their office is divided into two groups
to allow the entire office to train once a week and keep the office covered during training times. They are
planning with Renee for entering a group of applicants for admission and then the registrar’s office will
take the group through enrollment with different scenarios based on the criteria they were admitted
under. They are developing a list of all issues with application entry and creating a list of resolutions.
They are concerned with how much data can be rolled from Admissions during the December to March
timeframe. Kudos offered from Sherry on the excellent job they have done with their desk manual. Zoe
allowed the credit goes to Brenda Dally and offered her praise as well.
o Renee Roach: Registrars office is still training once a week, rotating so office is covered. Her target
date for completion of the desk manual is 8/1/09. She will be coordinating with Zoe to ensure they have a
good handle on testing applicants entered by Admissions.
o Aubree Helvey: Katia is developing manuals and training documentation for faculty for the classroom
pilot. They are working with Julie Duncan on the pin # requirement for enrollment.
o Carol Claiborne: They just completed satisfactory academic progress training with Anna Swanson,
Banner consultant. They discovered some tweaks in CU’s process that must be adapted to accommodate
Banner. They are training once a week. Chris is working on rewriting the academic process policy.
o Jamie Glover: Luminis Portal content planning will be 7/21 – 7/23. Focus groups are invited to come
and provide information in an effort to get information outlined for go live.
o Jennifer Holland: They are rethinking their current business procedures and realize a change must
occur. TRiO utilizes Blumen database that interfaces with the Fed’s database for annual reporting. They
realize this is a specialized area and with federal guidelines that dictate specific reporting data, such as
number of hours spent with student, communications with student, taxable income, workshops, follow-up
after graduation, etc., she is not certain they will be able to abandon this system and rely solely on
Banner. She will ask someone in TRiO to send a request to their listserve to see if there are any other
Banner schools willing to share if they were able to track all data in Banner or if they have to maintain a
shadow system.
o John McArthur: Expressed concern of CU having to change internal policy because Banner will not
accommodate, specifically retention GPA. He offered in lieu of paying for customization, to calculate this
GPA every time.
o Debbie Goode: I.T. is moving forward with Nolij, software to assist with entering general person in
legacy and transferring to Banner on some frequency yet to be determined. Nolij will play a major role in
avoiding duplicates being entered into Banner. The best information we can find is it takes an average of
three hours to remove duplicates from Banner. We are asking for input from all team leads to assist in
developing a wish list of functions for workflow. EduServe consultant will assist and/or develop the
workflow models. A couple of examples are purchasing and entry of new employees or change in
employee status created by personnel to our homegrown user management system. Dawne, Kurt, Greg
and Chase had their first session with Paul Johnson, EduServe ODS/Cognos consultant two weeks ago.
We will need to purchase another working owner license, as we must have a backup for this critical role.
We have two professional author licenses, which allows prompts to be created for the user and
allows for calculated fields. We anticipate additional licensing will be necessary to allow this functionality
across all modules, but we will work with what we have for now until we can absolutely determine it is
limiting the reporting requirements. Paul stressed the importance of developing all reports in Cognos
instead of SQL in order to have consistency in data. Sherry is in the process of developing a strategic
reporting team. Round 2 data extracts are going perfectly and Banner consultants are once again offering
their congratulations to the programmers for an excellent job.
4.
Dell has our first PC scheduled to ship 7/23/09 for our testing of loaded software – anxious to hear from
the project manager that will be deploying PCs on campus to see what timeframe options are available.
5.
Freedom to Learn notebooks - Margot Gregory is onboard and setting up the notebooks and ready, willing
and able to assist our military with any issues they may encounter. So far, Zoe has 5 being distributed.
6.
Technicians - Debbie reported CU-Duncan will soon have a technician onboard; Computing and Technology
is losing their tech; the business building is full of technology and there may be a need for Dean Odom to
submit a request for a technician; CETES II has occasion to need a tech before and after hours and with MCC
coming online, there may be an increase for after-hours technical support. There is one full time tech that
supports all labs on campus and one full time tech that supports all faculty/staff on campus.
7.
Vice President McArthur’s guidance and or topics for group’s information – CU was approved to hire an
architect to re-task the current student union once MCC comes online. He has requests for various ideas on
re-tasking the space. The current classrooms will remain intact. He wants the Information Technology
Advisory Committee to become a working committee. Debbie will plan to have a meeting in September and
V.P. McArthur will attend the first meeting to give a charge for the work of the committee.
8.
Any other topics? Debbie handed out:
•
•
2009-10 I.T. project plan submitted to office of state finance
Listing of labs that meet the 4-year rotational replacement cycle. V.P. McArthur approved the lab
replacement.
09-10 Student Tech PC & Printer Requests
PCs Meeting 4-Yr Rotational Rule
Lab
Ag
Center for Writers
Comm 108, 109, 114
Foreign Language
McMahan Village
S Shepler 309
Student Activities - check on these - may have
been replaced w/ 08-09 capital expenditures in
May spending
Tech Dept How 108
Tech Dept. How 204 - New request from Johnny
Carroll for 09-10 to establish an electronics lab 7/13/09 received Dr. Kamali's approval
Tech Dept. How 205 - new request from Johnny
Carroll for 09-10 to establish a network & network
security lab - 7/13/09 received Dr. Kamali's
approval
Total
Qty Est Unit Cost
9
1200
9
1200
3
1200
9
1200
13
1200
21
1200
Extended
10,800
10,800
3,600
10,800
15,600
25,200
3
25
1200
1200
3,600
30,000
10
1200
12,000
10
1200
12,000
112
134,400
Printers
Tech Dept. How 204 - New request from Johnny
Carroll for 09-10 to establish an electronics lab awaiting approvals
Tech Dept. How 205 - new request from Johnny
Carroll for 09-10 to establish a network & network
security lab - awaiting approvals
1
1000
1,000
1
1000
1,000