Managed Academic Services Data Collection Document
The purpose of the Managed Services Data Collection questionnaire is to gather information about a potential
client’s current or future applications and systems setup in order to provide a managed services transition proposal.
This information will allow us to work together to provide initial pricing for a Managed Services solution. Please
feel free to add any additional information describing the current environment at the end of this questionnaire.
Please write “NA” for any sections that do not apply. The accuracy of your responses are key to development of the
correct solution configuration and pricing.
When you have completed the form, please email it to: Karen.Nunn@usg.edu and Andrea.Williams@usg.edu.
Institution Profile
Institution Name
Prepared by (name)
Preparer Title
Email Address
City/State
Date Prepared
Phone Number
Institutional Community Profile
Administrative Staff
Headcount
Student Enrollment
Headcount
Special Application/Database Configurations or Considerations
Does the institution belong to or require the application of application upgrades and patches from a state
consortium or other entity?
Explain:
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Current System Environment Profile (for all systems to be managed)
Operating System Type and Quantity, Storage Allocated for Non-Prod Database Server (e.g., 1 Red Hat RHEL
5.0 production database server with 80 Gig storage for the database)
 Red Hat #?
 HP-UX #?
 Sun Solaris #?
Operating System Type and Quantity, Storage Allocated for Non-Prod Application Server (please specify
whether INB and SSB are running on the same server or if they are split across more than one server).
 Red Hat #?
 HP – UX #?
 Sun Solaris #?
Operating System Type and Quantity, Storage Allocated for Production Database Server (e.g., 1 Red Hat RHEL
5.0 production database server with 80 Gig storage for the database)
 Red Hat #?
 HP-UX #?
 Sun Solaris #?
Operating System CPU and RAM for Production Database Server
 CPU #?
 RAM #?
Operating System Type and Quantity, Storage Allocated for Production Application Server (please specify
whether INB and SSB are running on the same server or if they are split across more than one server).
 Red Hat #?
 HP – UX #?
 Sun Solaris #?
Operating System Type and Quantity, Storage Size for Non-Prod Document Management Services – BDMS
 Windows ?
 Current Storage allocation for document storage
 Current actual storage usage for document storage
Operating System Type and Quantity, Storage Size for Non-Prod Document Management Services – BDMS
 Windows ?
 Current Storage allocation for document storage ____________
 Current actual storage usage for document storage _______________
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Ellucian Higher Education Applications (List currently running applications for transition to a Managed Service
environment)
Banner Application
Modules
Products to
Manage
Banner Core (General,
AR, Finaid, Student)
Flexible Registration
ODS
EDW (requires ODS)
DegreeWorks
Banner Document
Management System
(BDMS)
Enrollment
Management
(Relationship
Management)
Enrollment
Management
(Recruiting &
Admissions
Performance)
Workflow
Others: Please list
below (including any
additional Banner
modules, e.g.
Advancement)
Yes No
Yes
Yes
Yes
Yes
General
Version/
Release
Banner
Number of NonSoftware Tree Prod Instances
Storage Size
Needed
No
No
No
No
Yes No
Yes No
Yes No
Yes No
Yes
Yes
Yes
Yes
Yes
Yes
No
No
No
No
No
No
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Number of
Production
Instances Needed
Partner Applications / 3rd Party Applications for Transitioning to Managed Services
(Only complete this section if you wish to transition into having ITS provision and manage the infrastructure for
these applications. ITS makes no assurances nor commitments that ITS can easily transition or manage thses
additional services. Extra cost applies to transition and/or management of these systems to the ITS Managed
Services model.)
Application Modules
Cognos Reporting
Evisions Argos
Oracle Hyperion
Oracle Discoverer
UC4 ( formerly
Appworx)
Evisions Formfusion
Evisions Intellecheck
BossCARS
Campus EAI Portal (if
used for Banner)
Other Portal solution (if
used for Banner)
Touchnet products
other than the standard
payment gateway
solution (e.g.
MarketPlace)
Axiom (download from
GACollege411/upload
to Banner)
CollegeNet S25/R25
Products to
Manage
Yes
Yes
Yes
Yes
Yes
No
No
No
No
No
Yes
Yes
Yes
Yes
No
No
No
No
General Version /
Release
Production Database
Storage Size
Number of Non
– Prod
Instances
Yes No
Yes No
Yes No
N/A
Yes No
Other (please list
below)
Yes No
Yes No
Yes No
Yes No
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N/A
Project planning
What significant/major projects is your institution planning on working on in the first year of the Managed
Services agreement? Please include additional products you may be considering in the future and their
projected implementation dates.
For example, Banner or Oracle Upgrade, migration from one OS platform to another (Solaris or HP-UX to Linux).
Explain:
Given that a successful migration to a managed services environment make take several months from kickoff,
through testing and validation, user acceptance testing and final cutover, depending on the applications and
services being migrated, are there any particular times of the year that are more or less favorable for a
possible production migration? Please consider that just the actual final production cutover alone, just for
Banner INB/SSB, can take anywhere from 2 to 5 working days depending on the timing and availability of
resources from both parties and the complexity of the environment being migrated.
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Current Operational Procedural Considerations
One of the goals of transitioning to an ITS managed services environment is that there be no loss of functionality to
the end users, although the transition may necessitate the need to perform certain procedures differently. The
following questions are designed to more effectively assess what will be needed to meet certain campus operational
procedural needs in a managed services environment.
Please provide ample detail so that ITS can gain an understanding of the processes used on your campus.
1. What file transfer process(es) are used to place batch files into the Banner environment for using Banner
data load processes? Please detail processes for both uploading files to Banner and downloading files
from Banner, where applicable.
Examples of these types of files are ISIR load files, test score files, XML files for transcript loads, etc.
2. What process do users follow to review output from job submission? When responding, please indicate if
end users use GJIREVO to review output.
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3. Are receipts, schedules or bills being physically printed for students? If so, what processes are used for
printing schedules or bills for students?
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4. What vendor/model numbers, including quantities of each, of printers are being used for printing from
Banner? This question is related specifically to printing files from the Banner server that are not
downloaded to the user workstation for printing. Please attach additional sheet if necessary.
5. Is sleep/wake processing being used? If so, what processes use sleep/wake?
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6. Is Banner currently being used to send out email notifications to students? If so, please detail the process
being used and how it works?
7. What is the process currently being used to allow end users to query data from Banner? What reporting
tools/environments are being used by end users or by the campus IT staff? Are there “power users”
who have access to develop and/or execute their own queries/reports?
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8. Are there local campus customizations, modifications, bolt-ons, add-ons that must be transitioned into
the managed services environment? If so, please detail those items including the name, type of object
(Sql, PLSql, Form, etc.), and the process for using the item. Attach additional sheet if needed.
9. Do end users currently have access to login to the Banner database server? If so, please provide details
about what processes the users are using when they login to the Banner database server.
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10. Are any processes or applications currently in use that require integration or data/file exchanges with
external vendors? If so, please detail below. Attach additional sheets if needed.
Examples of this are things such as using Banner processes to extract data for automatic transfer to refund card
vendors or database links created for use by external vendors.
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