SCT Banner YES Implementation Team
Meeting Notes
MEETING LOGISTICS
Item
Date
Time
Location
Description
July 14, 2008
8:30 a.m.
MESHEL HALL – Computer Center Conference Room
ATTENDEES
Facilitator(s)
Note Taker
Participants
Not Present
Eileen Greaf and Carol Chen
Cheryl Beil
Troy Cross, Bob DeFrances (for Beth Yeatts), Brian Godsen, Becky Geltz, Jeanne Herman,
Tim Kovaleski, Dona Madacsi, Rick Marsico, Cindy Miller, James Stanger, Steve Taraszewski,
Jason Thomas, Bob Tupaj and Donna Wainio.
Catherine Cala, Mary Lou Castner, Sue Davis, Betty Jo Licata, Cindy Miller and Beth Yeatts.
AGENDA ITEMS
CORRECTIONS
Impl Mtg – 6/16/08
Notes
Email any corrections to Cheryl Beil. Notes from the 6/2/08 Impl Team meeting will be
available for review at the 7/28/08 meeting.
REVIEW PRIOR
ACTION ITEMS
See updates on items #1, 3, 4, 5, 7a-b-c-d-e, and 9a-b.
TEAM UPDATES
1. Student
a. Regis/Records
b. Admissions
(Jeanne Herman
for S.Davis)
c. Student Accts
YES Implementation Team
Rolled grades for first time in Banner; only a few grades were missing – faculty did a great job
posting grades online. Report shows that ~350 students still tried to access SID on a single day
for grades; will put article in Jambar to remind students that it has been turned off. Bob T. will
remove SID link since Spring grades were rolled and can be viewed in Banner. Troy offered to
turn off any M-204 sub-systems that are not needed in PROD and start them in Query for viewing
to control update access during transition. Many address issues were resolved by running the
synch one way from Banner to M-204 only; continue to work on remaining issues. Resolving
some registration issues related to grading, and gearing up for Summer graduation. Working
with Debbie to move transcript comments over so transcripts can be generated out of Banner the
end of summer.
Jeanne reported that, since Admissions was operating individually in Banner for Fall 2007, there
are problems in the second half of Registration with academic history, etc. Reports are able to
identify these issues, and Registration/Admissions are working together to revise some former
practices used prior to Student GoLive. Carol reported IT’s staff is working with Sue D. to build
the EMAS to Banner interface by end of August. Angie followed Rob’s advice and reported the
push problem for Graduate Admissions to UDC; Carol will assist Angie to resolve this
production issue soon.
Will run a late fee job today before running the first bills for Fall semester tonight. Continue to
address daily issues. The automated refund process is being handled manually; working to
resolve issues in order to be able to run automated refunds by Fall semester. Jeanne stated that
Rob Woodyard indicated the orientation fee is tied to the registration process – i.e., Banner is not
able to recognize a prior registration for Fall when a student then registers for Summer in order
to avoid assessing a second fee. Will need to manually identify these students and remove the
charges. Going forward, Banner will show a legitimate error message indicating that a
registration exists. Also need to monitor first-time freshman incarcerated student registrations to
avoid assessing orientation fee; will check to see if the student attribute DRC exists. Since there
is no Banner equivalent to the SOLAR log, it is impossible to document a claim that a student
logged into the portal to try to drop a class during the refund period. Jason will begin capturing
info for reporting to document when the system is down.
Meeting Notes
1
2. Financial Aid
3. General Person
4. HR/Payroll
5. MyYSU
6. Finance
7. Advancement
8. Communication
9. ODS/EDW
10. Training
11. Technical
NEW BUSINESS
1. Oracle 10g
upgrade in PROD
Replacement Fin Aid consultant did a good job with remote training last week for reporting
OCOG and Pell grant disbursements; process ran well in TEST. Will plan a first PROD run this
week. Encountered problems with frozen hours, the warning hold report, and erroneous refunds
that were processed. Federal rule requires FinAid to notify entire student body that the
government raised loan limits effective 7-1-08; sent a mass email. Receiving heavy call load and
must process additional awards individually since loans were already packaged. Encountered a
problem with federal work study when the load job for payroll stopped working; error message
indicated Payroll History Disposition Invalid. UDC reported that Payroll must change disp codes
so the RGR load process can run. Payroll staff ran PHRECON to check codes; error message
indicated that at least one disposition code is incorrect – James will forward error message to
Cindy. Need to do exit loan verifications for students graduating in summer. Jeanne will check
with Debbie about pending award form, since old history may be missing in Banner.
Rick previously assumed the leadership of the GP team as a temporary appointment and now
recommends that a permanent appointment be made going forward. Impl team leaders are
encouraged to send nominations to Rick by 7/16.
Cindy emailed her report. She is working with UDC on a tax withholding issue for Summer
faculty. APAS and Excluded prof administration positions have been rolled. All Externally
Funded positions were manually entered. The personal leave process was run; APAS members
received their new days for FY09. She continues to work on part-time faculty leave accrual.
Bob was able to free up space on YSU homepage for Banner system updates. Rick suggested
that only one person post announcements, with a backup person designated. Bob designed a test
page at ysu.edu/index1000.shtml for Impl Team to view and comment. Targeted announcement
was send to student/faculty/staff requesting a response to a web survey question posted on the
current student page and faculty/staff page regarding email usage and forwarding preferences.
Of 112 responses, 34 are forwarding and 78 are not. Of 34 forwarding their emails, 8 use Gmail,
8 use Yahoo, and 10 use other providers. Of 78 not forwarding, 61 use the portal to read email
and 29 do not. Donna W. added more names to the Targeted Announcements training and
accounts; Bob updated flowchart to remove some names and add new authorized staff.
Eileen reported that Mary Lou is presently working on year-end process. Thanked Troy for
weekend assistance. Finance system will be available again by end of today.
No report. Carol will contact Catherine Cala to send a rep if she is unable to attend.
No report.
Could not do 10g upgrade as planned; storage capacity is insufficient for reporting data until we
can free up some instances. Several departments are working with Mary Noble and others to
develop reports that require WebFocus. Will need to schedule additional WebStudio Developer
training for IT staff and various functional users; still need to decide who will be responsible for
writing reports and those authorized to run reports. Only IRXA and IRXB instances are cloned
for HEI reporting purposes; IRXC instance will be created later in July. Steve indicated that A
and B instances can be shut down in PROD if data is stored and can activated if needed. If able
to get NEOUCOM script working, we will scrap these instances. Troy need only backup original
data when notified that changes have been made in registration, status codes, etc. Jeanne will
verify if staff are still using STMP instance.
The new training schedule is posted. Will target new staff for Fall.
Troy requested that areas notify him if old reports from legacy system are no longer needed; will
remove from scheduled job run. Dave Olekshuk is on military leave until October; call Tech
Desk with work orders and they will assign to another staffer. Campus Loan Manager data was
frozen; Troy is working on the required upgrade. The Banner Connect 5.0 upgrade is in progress.
Received notice that Oracle upgrade cannot be done Saturday 7/19 due to SOAR registration.
Rescheduled to Sunday 7/20 from 12 noon - 6PM. Carol will contact Catherine Sue and Cindy
to confirm if Sunday is a good date. Rick will post an announcement regarding the change.
Notify Jason T. of any problems with the new upgrade on Monday morning.
ACTION ITEMS
New Action Items / Issues
Owner
Due Date
Status
None
YES Implementation Team
Meeting Notes
2
Prior Items / Issues
1. Reassess Banner & 3rd party software
project requests and prioritize needs
Owner
Proj Mgt
Due Date
2. Assess need for revising current
policy on registration/cancellation
Student
Team
ASAP
3. Resolution for unfinalized Promise to
Pay Summer registrations
Student
Team
ASAP
4. .Review of portal usage policies
Bob Tupaj
ASAP
5. Rollout plan for Student system
Student,
Training &
Commun.
Teams
Catherine
Cala
ASAP
Carol Chen
In process
6. Decision document re: MyYSU email
addresses for alumni and current
graduates
7. Banner & Third Party software –
a. Parking fees – Bosscars
YES Implementation Team
Meeting Notes
ASAP
ASAP
Current Status
Rick emphasized need for all areas to return
an assessment form listing outstanding Banner
projects, third party items, and a requested
timeline. Attachment should show status and
charge person and whether IT assistance will
be needed for the project. Must develop an
action plan for the balance of the SunGard
contract period; remaining budget is limited.
Jeanne H. provided summary of issues to Impl
Team and Student Team for review; VP Gene
Grilli will meet with VP Cyndy Anderson &
General Counsel to discuss. OBOR referred
Eileen to the HEI instructions for more info;
she will email the link for specific language.
The deadline to obtain a signed Promise to
Pay for current fees is end of the term rather
than the 14th day. Also not subsidy-eligible if
current term fees are not paid by the 14th day
of the following term. A/R staff does not
recommend canceling registration for nonpayment of fees.
Student Team continues to work with A/R,
FinAid & tech staff. Jeanne is running report
created by Liz to identify; plan is to notify
current registrants to log on and sign their
P2P. Student Accts is placing holds on
accounts with past-due balances. If receive
calls for inability to add or change registration
for fall, will instruct them to sign P2P.
Rick M. submitted a decision doc re: MyYSU
mass mailing vs. portal announcement to the
Exec. Comm; Tom Maraffa will place it on
the Cabinet agenda for further discussion.
Jeanne will contact Betty Jo for written copy
of the final communications plan for Student
implementation to post on YES website.
Catherine, Bob, Donna and Carol met to
discuss status of SS impl for Alumni &
Friends plus possibility of using a permanent
email addr for alumni. Will meet w/ Deans to
discuss email options for grads incldg recom
to award permanent emails only to Alumni
Assoc members. Will draft decision doc &
consider feasibility of conducting a survey of
alumni/current grads to determine interest.
● Held a conference call with Bosscars tech
consultant on 7/7. Beth Y.& Dan O. requested
additional customization. Most work relies on
Lisa C. accessing BC regis table to change
description. If the script was tested and
moved into PROD, Lisa can run parking fee
charges or credits prior to late fee billing.
Carol will contact Lisa to work with Bob D.
to clean up accounts.
3
b. Classroom/Events Management
Scheduling – Ad Astra
In process
c. Faculty Evaluation
In process
d. XML Transcript
In process
e. HEI Reporting
In process
f. International Students/Employees
In process
g. Remark software
In process
8. Evaluate if WYSU should use Banner
Advancement for pledges
Advancement
Team
In process
9. Requests for Labels
a. Determine policy for departmental
requests for data lists & labels for
for Alumni/YSU donors
(centralize or decentralize)
Catherine
Cala
In process
b. Create workgroup to determine
responsibility for handling other
departmental label requests
C Cala &
Gen Person
Team
In process
YES Implementation Team
Meeting Notes
Carol has scheduled a workgroup meeting
on 7/15 to review project status. Ad Astra’s
tech contact has changed.
● Work team met to review status of eval
project; will use paper scanning form for
summer. A new Banner form will be posted
on website for eval. Divided team into 2
groups; Faculty group will focus on option to
move from paper process to online before
2010. Need to begin creating a Banner script
process for Fall 08 online evaluations.
● Carol called a workgroup meeting to assist
Marie Cullen and the team in developing a
project timeline for ATC as required by
OBOR. Responded to XML transcript project
mgr – our plan is to implement by January
2009.
● Reporting for summer begins 30 days after
end of semester. Captured 14th day Banner
data base info in separate instances for first 2
summer terms; will also save 3rd term data.
Still working with Mary N. to modify and test
NEOUCOM script; awaiting Student codes to
copy into script. Carol notified Mary which
offices needs to verify what file.
● Carol met with Jef Davis, Jeanne H, Sue D,
and Dona M. Jef will use the GOAINTL form
in PROD to track international students. Will
not be implementing fsaAtlas.
● Remark software was installed on Katie’s
workstation – still need to setup a link
between terminals to access files.
Catherine C. to meet with Kami Greene in
Gen Acctg; will add finance component to
decision document and resend to Impl team.
Carol will contact Catherine to determine if
she is still able to oversee workgroup and
manage this project to draft a policy for
handling departmental requests for lists and
labels of alumni and YSU donors. We must
provide this data by law for all public record
requests since Alumni Office is no longer a
separate entity from Univ.
Carol will contact Catherine to determine if
she is still able to oversee workgroup/manage
project to determine process/procedure for
handling all general label requests from depts
and designate the responsible area/staff to
handle requests. Donna W. continues to
handle HR label requests; a WebFocus report
should address this need in near future – ODS
group must define who will write reports and
who will run reports. Depts. could either print
their own labels or use mailroom equipment
to address bulk mail pieces; will still maintain
policy of 1,000 or fewer pieces. Must also
●
4
10. SCT Quality Assurance Council
11. Policy/procedure to create/maint.
off-system mini-databases
Project
Managers
Project
Managers
ASAP
Deferred
have interim procedure to update M-204 and
Banner with correct addresses.
Recommend YSU gets involved in Council to
assure issues are shared/addressed.
Will determ policy for departmental databases
after Banner is fully implemented.
Next Meeting – Monday, July 28, 2008 at 8:30 a.m. in Meshel Hall, 4th floor conference room.
YES Implementation Team
Meeting Notes
5