Middlebury CollegeBanner

Implementation:Minerva Project

Kathy WeissAssistant Registrar for the Undergraduate

College&

Co-Lead for the Banner Student Implementation

ANCIENT HISTORY

In 1998, should we develop software “in-house?” August 1999, the Minerva Report suggests radical change September 1999, working group began systematic evaluation January 2000, appointed project manager February 2000, began formal requirements and evaluation Approximately 70% certain: vendor software Included “in-house” system in evaluation, formal RFP process Several rounds, scoped down to 5, then to 2 (PeopleSoft and SCT) Steering Team with input, selected SCT in August 2000 Signed a multi-year software and services contract on Sept. 28, 2000

WHY?

10. Improve the quality of the system for secondary users9. Take advantage of superior technology8. Take advantage of emerging technology7. Shift our resources to “value added” activities6. Avoid the cost of being a “development” shop5. Improvements in the quality of ERP products4. Take advantage of vendor customer base 3. Increase end-user self-sufficiency2. Easier Access to more timely and accurate information1. Integration

HISTORY

The Chart of Accounts New AP/Purchasing procedures, policies, processes Training of end users on Banner Selection of a reporting tool (Brio) Hiring of a Banner experienced Project Manager (Larry Tansey) The changing face of technology at Midd Creation of infrastructure to support project Go live on July 2, 2001

The Chart of Accounts

No more 26-184-20-TTR, now . . . We have 100010-210630-706200-300-100Indexes, PRAT01 (Provost, Athletics, Fund 01)What do we gain:

EncumbrancesFlexibilityReplace “Shadow Systems”Tailor to “Users” NeedsEnhanced Reporting Capabilities A shared management information system

Human Resources

• Went live on January 1, 2002• Web-time entry • Payroll

• Lessons learned

Training of End Users

• Massive training effort• Documentation critical• Eye on “process improvement”

The Reporting Tool

• Brio Technologies• End user queries• Programmer’s tool• Web based reports

The Changing Face of Technology

A quick review of some jargon:instancecloneweb enabled“web for”formconversioninterfaceportaltables and views

The AS400, IBM quasi relational database, mainframeOracle 8i, relational database, web based formsShowcase to BrioSingle instance (version) of database to 6 instances of DB

Minerva Project Structure

Steering Team Implementation Oversight Team Leads Plus Team Data Standards Work Team Project Technical Team Change Management Training Sub-team Technology Sub-team (client group, server group, T3) User Support Sub-team Functional Work Teams (Technical and Functional Leads)

Finance (e.g., COA, AP/Purchasing)HRAlumniStudentFinancial Aid

Implementation Calendar (Q1 began Sept. ‘00)

Finance

HR

Alumni

Fin. Aid

Student

X10/00

X7/01

X1/02

X1/01

X1/02

X11/01

X8/02

X4/02

X8/03

X8/02

X2/03

YEAR 1 YEAR 3YEAR 2Oct-Dec

Oct-Dec

Oct-Dec

Jan-Mar

Jan-Mar

Jan-Mar

Apr-June

Apr-June

Apr-June

July-Sept

July-Sept

July-Sept

The Banner Systems

Student

Human Resources

Finance

Alumni

FinancialAid

RecruitingAdmissionsCatalogScheduleFaculty LoadAcademic HistoryLocation Mgt.RegistrationAccounts ReceivableCAPP

The Student Implementation

• The Student Module Implementation Team (SMIT) oversees the entire student implementation, providing guidance to needed work teams.

• Work teams formed around different functions: registration, admissions, recruiting, etc.

• These work teams may be broken out into even greater specificity: undergraduate registration, recruitment of special groups, etc.

Student Implementation Team Structure

Student Core Team • Lead group (co-leads; technical lead; consultant)• Attends training for each module (SCT lead)• Coordinates training schedule for work teams• Requests information on policy or procedural changes as needed• Meets regularly with Advisory Team and with liaison to Academic Affairs Committee.

SMIT Group – Core Team plus key functional specialists• Operational team; meets weekly• Develops strategies for implementation• Members serve as module leads and share information across modules• Plans work team compositions

SMIT Team Membership

• Likely to play a critical role on a work team• Understand what we do and how we do it• Think about how we can do things better• Translate this into a system• Communicate, communicate, communicate

Work Teams

• SMIT member as Team Lead along with other functional specialists from across campus.• Receive 3 day training from SCT for each module• Responsible for

• building and testing the module• developing training documents• training end users

Cross – Module Issues Teams

• May include people trained and not trained

• Each module / work team will need to address these issues:

• Data Standards

• IPEDS reporting

• Web Services

• Reporting / Datamarts

• Security

• Training

• Communications

• Create and train a work team of users/decision makers• Build Banner validations and rules• Test, refine and perfect the business process as it will exist in Banner• Develop security profile for the process• Build reporting infrastructure to support the process• Convert data and test for accuracy • Build any necessary interfaces or data bridges• Create end-user documentation• Train end-users on Banner and Brio

Steps for each Module:

Summer SchoolBilling

UG & Study Abroad Billing

First F.A.Packaging inBanner

First F.A.disbursement inBanner

First UG aid.disbursement inBanner

UG Housing

Housing ofFirst-years

Summer employeehousing

LS & Bread LoafHousing

CommencementHousing

Feb &returning studenthousing

Reunion housing

Homecoming/Family weekendHousing

First-yearReg.

Convert AprilRegistrations

WinterTerm Reg.

Spring Term Reg. (Web-based)

’03 Catalog(Summer/Fall)

Summer/Fall Sched.

Summer School Reg.

Academic History Converted

Resource 25 Interface

First transcriptsout of Banner

ConvertFirst-year Seminar reg.

Schools AbroadRegistration

First BannerCommencement

Dec.

Dec.

Dec.

Jan April July Oct.‘02

Jan April July Oct.‘04

Jan April July Oct.‘03

Proposed Student Module Timeline

Enter new prospectsand convert old ones

Regular Decision

Search Mailing

Summer School/SARecruiting

Early DecisionEnter UG Apps

Summer School/SA Admissions

Lessons Learned

• Buy-in and support from the top is essential • Backing on decisions is key• Expensive project to do right – costly and takes time• This is a good time to review processes• Team Leadership is important• Good Team members have a strong understanding of the functional areas; team players; positive communicators• Helpful having a project manager from outside of the College• Hire people who have experience in Banner / conversion experience• The simplest changes can create the biggest effect• You will need a reporting tool in addition to Banner• You have to make it FUN !

What you can do:

• Ask SCT for consultants who have experience with the IA conversion to Banner • Get on SCT Listserv’s• Networking is extremely helpful

• contacts at other schools who have gone through a conversion;• at professional conferences• do site visits to other schools

• Attend SCT annual conference – SUMMIT;• especially 2004

What is Banner?

Oracle DatabaseBanner

DepartmentCoordinators

BrioFaculty Members

Web for Faculty