Implementation Leadership Team Meeting

Implementation Minutes

Implementation Leadership Team Meeting

Date: August 27, 2008

Meeting Information

Facilitator / Sherry Hendrix
Note Taker / Sherry Hendrix
Attendees / Sherry Hendrix, Aubree Helvey, Linda Phillips, Chris Crandon, Kenneth Gilliam, Corlis McPhaul, Debbie Goode, Donald Hall, Jennifer Bowen
Absent / Ninette Carter

Minutes from 8-6-08 Kick-Off

Relevant Training/Discussion Highlights: / Minutes were approved from the August 8, 2008 Kick-off
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and Concerns:

Action Items / Assignments

Description / Owner / Deadline

Discovery Session Schedule

Relevant Training/Discussion Highlights: /

Technical Team, September 3-4 in Admin Board Room
Finance Team, September 9-11 inAdmin Board Room
Financial Aid, September 15-17 in Howell Hall room 107
Advancement Team, September 16-18 in CETES 206
HR/Payroll Team, September 16-18 in Admin Board Room
Student Team and Data Standards and Reporting Team – Tentatively scheduled for October 8-10, location TBD
Student A/R Team , August 21-Completed

GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and Concerns:

Action Items / Assignments

Description / Owner / Deadline

Team Reports

Relevant Training/Discussion Highlights: / AD Team has completed the Discovery document and has a Cognos (reporting tool) demo scheduled Thursday, August 27.
DS/RTeam completed the Discovery document. Met with the team and reviewed the team’s tasks for implementation. DS/R team will wait to meet again until after the Technical Discovery Session on September 3-4 so questions can be answered for further guidance. DS/R will be included in the Student Discovery session tentatively scheduled for October 8-10.
HR/Payroll Team: The Banner team lead has sent several additional Discovery spreadsheets and those should be completed by the end of August. They have been meeting regularly with their team to keep them up-to-date on the implementation process.
FA Team will be finishing the Discovery documents today; will be sending Debbie a list of all third-party software and reviewing fund codes and other documents for data cleansing.
Chris attended the AR Discovery and said the session was very helpful and provided direction on next- steps for her team.
Finance Team, Ninette was absent, but Donald reported that he believes the Discovery documents are complete. There was a lot of general information delivered, but not much interactions amount the CU teammembers and Banner Lead. One major challenge will be the Chart of Accounts. All and all the Kick-off session provided what they needed to help complete the Discovery documents and prepare for implementation.
STTeam has completed the Discovery documents and a wish list of other functionalities they need for day-to-day business processing which are not provided in the Win implementation. August 26, CU representatives had a conference call with Banner representatives to talk about SEVIS(international students). Basically, it was a sales pitch to see if we wanted to purchase a third-party software called fsaATLAS for managing the 262 CU international students. They will be sending more information including cost and a comparison of Banner SEVIS Connection (delivered in Banner) and fsaATLAS.
The Student A/R team completed the AR Discovery session and all agreed it was very good. In addition, there was a segment of the session that included FA and the Banner FA lead participated in the session which was very helpful. There were several Aha moments and excitement of what Banner will provide.
Technical Team has a combined Kick-off and Discovery session scheduled for September 3-4 and they have sent the Banner team lead a list of questions that will be reviewed. They have been meeting weekly for quite some time in preparation for pre-implementation processes; Greg Duncan and Chase Bailey (DBA’s) will be attending a Oracle workshop in OKC to review GRID; Chase will be attending Banner Oracle training in September and Novemberand there will be four technical staff attending SETA in October. Other topics being addressed by the Technical team are:
Validation Codes
Data cleansing
Gathering third party software’s
Gathering data for reports (not actual reports, but data needed for reporting). Working closely with the DS/R team on this.
Continued discussion on how reporting will be handled during implementation, i.e., from legacy or Banner, what areas need what at what time
How the Help Desk will be used after implementation
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and Concerns: / An “Issues in Progress” spreadsheet will be developed for issues that need to be escalated to the ILT, CU administration or Banner Leads. This spreadsheet will be on the Banner Project website and will start putting issues there after the Discovery sessions and documents are complete.

Action Items / Assignments

Description / Owner / Deadline
Develop an Issue in Progress spreadsheet / Sherry Hendrix / October 2008

Banner Project Website

Relevant Training/Discussion Highlights: /
The purpose of the Banner website is to create a central location for all Banner information. A handout of instructions on how to upload information to the website was provided to Team Chairs along with a demo. Team Chairs were requested to upload all agendas/minutes and were encouraged to enter events on their team calendar.
Banner Leads from SGHE will also be putting information on this site under password protected areas.
A reminder to the Team Chairs to be very careful about data, we must follow the privacy and FERPA laws.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and Concerns:

Action Items / Assignments

Description / Owner / Deadline

Access to Banner

Relevant Training/Discussion Highlights: / A copy of directions on how to request access to Banner was reviewed by the Chairs. CU employees will have to complete the Banner Basic Navigation training before given a Banner ID and Password. Once the navigation training has been completed a copy of the certificate will be sent to the Team Chair who will then send that to Sherry to be entered in a database.
Debbie is working on getting mouse pads made to be distributed to all who complete the navigation training.
GAPs Identified: / Comments were made on when this training had to be completed. Sherry reported it just needed to be completed before employees requested access to Banner. It was mention that we don’t want to encourage completion of the Navigation training until employees are scheduled to start working in Banner. All agreed to relay this information to their team members.
Decisions Made: / Navigation Certificate will be sent to Team Chairs then sent to Sherry Hendrix during implementation. This process will be reevaluated after implementation is complete.
Decisions Required:
Other Issues and Concerns: / Mouse Pads will be ordered for distribution to those who complete the software.

Action Items / Assignments

Description / Owner / Deadline
Order mouse pads / Debbie Goode / ASAP
Distribution of information for completing Banner Basic Navigation / Sherry Hendrix / Will upload on the website

Banner Trip Notes from Kick-off

Relevant Training/Discussion Highlights: / Banner Trip Notes were received and e-mailed to Team Chairs. In the future all Banner documents will be put on the website instead of e-mailed. Minutes have also been uploaded to the website.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and Concerns:

Action Items / Assignments

Description / Owner / Deadline

Implementation Guide

Relevant Training/Discussion Highlights: / Per Banner PM, the Implementation Guide will be sent within the next two weeks which will be placed on the Banner Project Website
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and Concerns:

Action Items / Assignments

Description / Owner / Deadline
Uploaded to the website / Sherry Hendrix / When received

Updated Project Plan

Relevant Training/Discussion Highlights: / Banner PM is schedule to send the updated version by Friday, August 29.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and Concerns:

Action Items / Assignments

Description / Owner / Deadline
Updated Project Plan uploaded to website / Sherry Hendrix / September 2

Overtime Pay for Classified and Backfill

Relevant Training/Discussion Highlights: / No one at this point needs overtime pay or backfill. Team Chairs will let Sherry know when this action is needed.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and Concerns:

Action Items / Assignments

Description / Owner / Deadline

Laptops

Relevant Training/Discussion Highlights: / Laptops recommended for the following teams:

HR-Payroll (2)
Financial Aid
Advancement
Student
Technical (2)

It was encouraged for Chairs to work from their new laptops when working from their house to help with VPN speed and virus protection.
GAPs Identified:
Decisions Made: / An additional laptop for HR/Payroll will be requested since there are two Chairs for this team.
Decisions Required:
Other Issues and Concerns:

Action Items / Assignments

Description / Owner / Deadline
Request an additional laptop for HR since there are two Chairs / Sherry Hendrix / 8-28-08

VPN for Team Chairs

Relevant Training/Discussion Highlights: /

Debbie Goode explained that VPN is a mechanism used to access your office computer from home.
If any of the Chairs have dial-up service, VPN will be too slow for them to be productive. DSL is recommended for using VPN.
Users must have Windows XP on their desktops for VPN to work
Home connectivity needs to be DSL
ITS will provide instructions

GAPs Identified: / VPN will not be possible for Kenneth Gilliam because his office computer is not running Windows XP. Sherry will request Kenneth’s computer be upgraded.
Decisions Made:
Decisions Required:
Other Issues and Concerns:

Action Items / Assignments

Description / Owner / Deadline
Requested Kenneth Gilliam’s office computer be upgraded to Windows XP / Sherry Hendrix / 8-28-08

SETA

Relevant Training/Discussion Highlights: / SETA Conference in Dallas October 5-7. The following people will be attending:
Julie Duncan
Greg Duncan
Dawne Massey
Kelly Simon
No other Chair would like to attend
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and Concerns:

Action Items / Assignments

Description / Owner / Deadline

Documenting Time Spent Implementing Banner

Relevant Training/Discussion Highlights: / Glen will call internal audit and find out if this is required for Banner implementation. Until we hear back from Glen,continue documenting time spent working on Banner Implementation.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and Concerns:

Action Items / Assignments

Description / Owner / Deadline

Third Party Software

Relevant Training/Discussion Highlights: / Need a list from each team of third party software currently being used.
Technical Team:

SunGard Bi-Tech – current student, financial and HR/Payroll system
TMA – Facilities management system
RESS – Calendaring/reservation system for facilities on campus
Alumni – developed in-house system for alumni office
Property Inventory System – developed in-house for physical inventory items
Millennium Library System – iii Library software
Blackboard – course management system – hosted by Blackboard
Blackboard Transaction system - Campus ID card, security system for card swipes in student housing and some buildings
Blackboard Connect Ed Emergency Notification System
XAP – not really a software application – but an online application for admission sponsored by Oklahoma State Regents for Higher Education and we accept credit card payment through ok.gov
Mobilis – document imaging for Registrar’s office
Turn It In – plagiarism software

GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and Concerns: / Other teams need to start making a list of all third party software. In addition, teams need to start tracking shadow systems used for reporting and day-to-day business.

Action Items / Assignments

Description / Owner / Deadline
Make a list of third party software and shadow systems / Functional teams / Continuous process

Other Business

Relevant Training/Discussion Highlights: / Meeting next week will be in CETES 206
Debbie asked if the hardware purchased for Banner implementation needed to be certified by SGHE. It has been certified by SUN. Sherry reported that the hardware specs were sent and reviewed by SGHE and verbally told they were OK, but Sherry will ask if it needs to be official certified.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and Concerns:

Action Items / Assignments

Description / Owner / Deadline
Find out if SGHE needs to certify CU hardware for Banner / Sherry Hendrix / 9-2-08