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Just Don't Call It "Banner": NMSU's Integrated ERP Project

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  • 1. Just Don't Call It "Banner": NMSU's Integrated ERP Project Michael Hites Chief Information Officer New Mexico State University Educause 2006
  • 2. The Title
    • Why Banner became a dirty word at NMSU and what we did about it.
    • Famous quotes:
      • “ I can’t get anyone to be on a committee because the are all ‘busy with Banner.’”
      • “ It’s Banner’s fault!”
      • “ Banner made me do it!”
    • Good thing the union, spaceport, and convention center came along…
  • 3. Outline
    • NMSU
    • The UNO project
    • Mechanics of implementation
    • System changes
    • A few results
  • 4.
    • NMSU
  • 5. NMSU’s Presence in New Mexico NMSU Campuses
  • 6. Full-Time Equivalent Enrollment Distribution NM Public 4-Year Universities Main Campuses -- Fall 2004 NMSU New Mexico State Univ. UNM University of New Mexico NMIMT N. M. Inst. Of Mining & Tech. WNMU Western New Mexico Univ. NMHU New Mexico Highlands Univ. ENMU Eastern New Mexico Univ. Total: 42,235 Students UNM; 20,425; 48% NMIMT; 1,477; 3% NMHU; 2,327; 6% ENMU; 3,099; 7% WNMU; 1,997; 5% NMSU; 12,910; 31%
  • 7. NMSU Undergraduate & Graduate Enrollment by College -- Main Campus -- Fall 2004 Total = 16,428 Students
  • 8. Western Interstate Commission for Higher Education (WICHE) NM High School Graduates and Projections 17,972 Actual numbers 1990-91 through 2001-02 Projections 1999-00 through 2011-12 Source: Knocking at the College Door: Projections of High School Graduates by State, Income, and Race/Ethnicity, 1988 to 2018, December 2003 Revised 6/28/04
  • 9.
    • The UNO Project
    • Structure and Personnel
  • 10. Evaluation of Need and Decision
    • NMSU reviewed existing administrative systems in 2003
    • The review included interviews with staff at NMSU and comparison of written system evaluations performed by other institutions
      • In September 2003 NMSU chose SunGard HE Banner
      • Banner aligns NMSU with existing four-year institutions in New Mexico
      • SunGard HE is considered to be a “best practices” vendor of university administrative software
      • Educause study of ERP systems found a common level of institutional satisfaction across all of the primary ERP systems, regardless of the vendor
      • NMSU has little money
  • 11. Why is “UNO” important to NMSU?
    • Provides single integrated data store
    • Replaces NMSU’s legacy systems (5)
    • Integrates with other schools and software
    • Establishes (less) partners for the future
    • Eliminates social security ID number use
    • Provides web-based customer service
    • Improves methods of tracking recruitment and enrollments
    • Becomes the cornerstone of “information culture”
  • 12. What was purchased?
    • Software Modules:
      • Advancement
      • Finance
      • Financial Aid
      • Human Resources
      • Luminis (Web Portal and CMS)
      • Student (Registrar, Admissions, Accounts Receivable)
      • Data warehouse (ODS/EDW)
      • Self-service Products
      • Workflow
      • Xtender (imaging)
      • Matrix (Student Marketing)
      • Cognos ReportNet and PowerPlay
  • 13. Software Replacement at NMSU Advancement CMDS and AFW Financial Aid SAM Student Vistas and SAR New System (Banner…) Old System Human Resources HRMS and EAF Finance FRS
  • 14. Milestones
    • October 2003:
    • Project Kickoff Meeting
    • September 2004:
    • Admissions Phase I
    • January 2005:
    • Human Resources, Luminis Portal,
    • e-~print, Evisions, & Workflow
    • February 2005:
    • Xtender
    • March 2005:
    • PSL Timeload Interface
    • June 2005:
    • Finance & Appworx
    • July 2005:
    • Content Management System (pilot)
    • August 2005:
    • ODS for HR
    September 2005: Admissions Phase II & Student Marketing System November 2005: Higher Markets (missed milestone) January 2006: ODS for Finance July 2006: Go Live for Banner Catalog and Schedule October 2006: DARS & Student February 2007: EDW & Financial Aid May 2007: Advancement
  • 15. Project Management Organization Hites – Project Director SunGard HE Project Manager - Churchman ERP Steering Committee Project Coordinator - Arroyo Contract Admin - Parra SunGard HE Account Manager - Davis Functional/Technical Consultants Advancement PM - McKinney Matrix PM - Aranda HR PM - Noel Finance PM - Bamford Technical PM - Virnave Student PM - Aranda Reporting PM - Conter CMS, Portal, & Self service - Chavez Project Manager - Bamford
  • 16. ERP Steering Committee
    • As of October 1, 2006, 34 policies have been approved by the ERP Steering Committee
    • (3) Luminis Portal policies
    • (3) General Person policies
    • (3) Finance policies
    • (23) Human Resource/Payroll Policies
    • (2) Student/Financial Aid policies
    • Approve or disapprove changes in policies and procedures in order to implement the Banner software
    • Members include: Vice Presidents, Faculty Senate Representatives, Associate Provosts, Executive Vice President & Provost, ASNMSU Representative, Academic Dean, Campus Executive Officer & Chief Information Officer
  • 17. A Few Important Policies
    • L01 – Password reset every 120 days to access “myNMSU”
    • L02 – Set a security password to reset your NMSU password
    • G01- A 9 character ID number replaces SSN
    • F01: The number of approvals required for processing a purchase requisition in both departmental and central offices will be limited to two levels
    • H01 - The terms “classified” and “professional” will be eliminated and replaced by the term “staff”
    • H11.1 – New full time regular faculty can choose to be paid on an annual basis (24 checks) rather than an academic year basis (18 checks)
    • H15.2 - NMSU employees will enter their hours worked and hours of leave taken directly into Banner Human Resources Self-Service via the web
  • 18. One Change from “Vanilla” … but it was a big one: NMSU’s e-hire
  • 19. Committees
    • General Person - help with the design of the general person module implementation and the development of data entry standards
      • Budget Office, Placement and Career Services, Athletics, Institutional Research, Office of Controller, Student Services, Office of Grants and Contracts, Advising Center, Housing…
    • Administrative Matters - review information on administrative matters. The committee is for informational purposes
      • Comprised of business managers, department heads, and directors
    • Chart of Accounts - trouble-shoots, implements, and converts chart of accounts
      • Comprised of Finance personnel
  • 20. Committees Cont’d
    • UNO Student Business Process Owners - Ensures all areas are engaged throughout the project and discusses and resolves academic and administrative issues related to UNO student projects
      • Comprised of all academic and administrative student-related areas throughout all five campuses
    • UNO Student Business Process Workgroup - participates in Banner training and configuration and represents BPO areas
      • Employees with working knowledge of student records processing and its current and future impact on their area
    • Technical Reporting – evaluates and creates all reports for the UNO project
      • Comprised of technical staff in each departmental area
  • 21. Documentation
    • UNO Project Definition - scope, approach, timeline, and other deliverables
    • Resource Matrix – roles and responsibilities of each team member
    • Communication Plan – defines various communication needs of the stakeholders and aides in managing the relationship between parties
    • Training Plan – guidelines for system testing and acceptance testing
    • Quality Assurance Plan – identifies the work products that require validation and verification and identifies which processes will be tracked via the work product, in addition to the process improvements for the project
  • 22. NMSU UNO Communication: Overview
    • “ Big” committees (monthly, weekly, daily)
    • Technology Day (semester)
    • Presentations to small groups (semester)
    • Campus administration (ABCD) memos (weekly before go live)
    • NMSU Hotline announcements (weekly, monthly)
    • Campus Newspaper (semester)
    • Poster sessions (semester)
    • Information tables (monthly)
    • System Testing - mock registration, pilot groups (semester)
    • Website – http://uno-project.nmsu.edu (daily)
    • Secure Website http://salsa.nmsu.edu/Banner (daily)
    • Listserve: NMSU-Banner@nmsu.edu (monthly)
  • 23. NMSU UNO Communication: Website
    • Website – http://uno-project.nmsu.edu
    • UNO News (updates)
    • Milestones
    • Feedback button
    • Directory
    • Documentation and tutorials for myNMSU
  • 24. Routing of Major Communication Draft of message created by team member Provided to PM’s at weekly meeting for approval Reviewed by ICT Training Services Routed to university campus or group via email/paper/poster sessions by creator of message or Project Coordinator/Project Director Given one week to review Given two days to review Lead time expected 5 days
  • 25. Project Management “manlaws”
    • Open discussion once per week leads to collaborative decisions
  • 26. Banner Databases - Yes They’re Shared
    • Default - SBAN - Baseline Banner, used to apply new releases
    • Training - TBAN Development – DBAN  Used to support development and testing of NMSU code
    • Conversion - CBAN  Supports data conversion, rules development and validation Pre-Production - UBAN  Supports collective shared testing and sign off Production - PBAN  Supports daily business operations Migration - MBAN  Database clone for migration only.  Does not include INB or SSB.
  • 27. Project Management “manlaws”
    • Open discussion once per week leads to collaborative decisions
    UBAN on Thursday
  • 28. HR and Finance Tracking
    • HR, Finance, and Luminis Timeline had a vertical structure
    • Team was smaller compared to Student and FinAid
  • 29. Student Implementation Tracking
  • 30.
    • The UNO Project
    • Core Systems and Services
  • 31. My.nmsu.edu: Luminis
  • 32. Credentials Before Luminis Portal (myNMSU)
    • Multiple credentials
      • NMSU Username
      • NMSU Password
      • NMSU Global ID
      • NMSU Global Password
      • Personal Identification Number
      • Social Security Number
      • Username for NMSU email
      • Password for NMSU email
  • 33. After Luminis Portal (myNMSU) Student/ Faculty etc . Administrative User NMSU Username NMSU Password NMSU ID # NMSU PIN Secret Q & A Secondary Credentials NMSU Username NMSU Administrative Password NMSU ID # NMSU PIN Luminis Banner (GOBTPAC) ORACLE Banner (GOBTPAC)
  • 34. Web Services: Past, Present and Future Past Present Future
  • 35. myNMSU (Luminis portal) go live
    • 1/3/05: Activated my.nmsu.edu (Luminis portal)
    • About 30,000 accounts converted
    • Successful except for a few problems with “executives”
    • Benefits
      • Single sign-on access to all web applications on campus
      • Integrated self service for personal administrative information (pay stubs, registration etc.)
      • Access all your email from the web or other client
      • Announcements to targeted audiences only
      • Community building tools like chat and message boards
      • Course tools for students and faculty
      • Made LDAP “the law”
  • 36. Administrative systems: Banner 7
  • 37. Banner INB Security Spreadsheet Example
  • 38. Statistics: Banner INB (Internet Native Banner)
    • Used to log into the Banner administrative system
    • 12/14/04 – paper memo distributed with credentials
      • Memo provided users with their NMSU Username and INB password
      • Wanted unique credentials, not “default”
    • 1/6/05 – 1,435 total users (+ 500 time approvers)
    • 1/7/05 – only 30 resets
  • 39. Overall benefits
    • Consolidated data source
    • Opportunity for better business intelligence
    • More dexterity in developing and deploying enterprise level IT solutions
    • Integrated identity and role management solution
    • Enables standardized application and data platform for the university
    • Web-ification of a growing number of e-services
    • Decreased help desk support
  • 40. Help Desk Statistics 1179 3524 4920 Grand Total 77 187 9 Total New Systems 7 76 0 Web-Time Entry 51 57 0 INB Password 2 10 0 Work-Flow 17 44 9 my.NMSU.Edu Portal New Sytems 214 330 3021 Total Related Systems 17 18 245 Dialup 22 17 49 WebCT Error 0 3 16 WebMail 0 2 29 SCS Ventana 22 30 128 Email Programs 86 143 510 PIN 28 65 572 Email receive/send 0 0 675 Email Logon 39 52 797 WebCT Logon Related Systems 888 3007 1890 Total ID 888 3007 96 my NMSUUsername/Password 0 0 1794 Global ID 2006 2005 2004 Help Desk Trouble Ticket
  • 41.
    • The UNO Project
    • Information Services
    • and Development Strategies
  • 42. Reporting Strategies and Tools
    • Responsibility for Data Integrity and Reporting is distributed throughout NMSU
    • Based on ODS/EDW
    • Banner--> ODS --> Cognos
    • Focus --> Cognos
    • Cognos tools: ReportNet and PowerPlay
    • Other tools include Banner reports, Eprint, ODS/EDW and direct access (TOAD)
  • 43. BANNER PROCESS + Perl Processing == EPRINT We use e-print because the security is already there
  • 44. Cognos Reports -> PDF to TEXT Eprint Report
  • 45. Business intelligence using EDW/Cognos
    • Centralized data allows for easier analysis and cross referencing
    • Cognos allows aggregation of data into cubes
    • Examples: SCH, Roll-up finance
  • 46. Job Scheduling with Appworx
    • Banner fundamentally changed the role of “production control”
    • Ability to run Banner processes
    • Ability to Run Cognos Reports, convert to text and post to E-print
    • In general, whatever you can write in UNIX script, you can integrate into Appworx
  • 47. NMSU Month End Close
  • 48. Support for distributed development Luminis Portal Framework LDAP Authentication & Authorization Layout Presentation & Branding Channel Session Management Channel Development Kit Sample blank channels Data Access Access to relevant developer databases Developers on Campus Centralized developer support Docs, Product validation & approval Open Standards XML,XSL, RSS
  • 49.
    • The UNO Project
    • Impact on
    • Enrollment Management
  • 50. Enrollment Goals (3% growth)
    • Increase Native American enrollment
    • Increase Engineering enrollment
    • Increase Student Credit Hour (SCH) production
  • 51. Targeted Communications Very custom, but needs technical staff to build Comm. groups
  • 52. Example Letter Letters are far superior to Banner, but slower to generate Simple to format (Branding goes here) Highly personal
  • 53. Freshman Statistics Retention (Fall semester) 2002-03 2003-04 2004-05 2005-06 First-time, full-time, degree 71.7% 72.3% 71.0% 75.6% seeking freshmen Persisting to second year Headcount New Students 2005 2006 Change First time Freshmen 1954 2155 9.3% After two years of decline, Student Credit Hours up 1.5%!
  • 54. Native American and Engineering Enrollment Statistics Fall Enrollment Native American Percent 2003 22,103 890 4.0% 2004 22,779 878 3.9% 2005 22,975 875 3.8% 2006 23,945 902 3.8% Engineering (Fall) 2005 2006 Difference Change First Time Freshman 221 300 78 35.3% Undergraduate Continuing 1,106 1,104 -2 0.2% Undergraduate Readmitted 66 78 12 18.2% Undergraduate Transfers 73 75 2 2.7% Total 1,466 1,557 91 6.2%
  • 55.
    • The UNO Project
    • Training
  • 56. Core Team Training
    • Identified and delivered organizational change, navigation, module introduction and overview, and application training for end-users to:
      • Training Coordinators
      • Training Committee
      • Functional Teams
      • Functional Trainers
      • Functional Experts
      • Documentation & Training Team
      • Technical Coordinators
      • Implementation Team
  • 57. Core Team Training
  • 58. Example: End User Training Dates
    • Banner Navigation – ARC 24
    • October 19, 2004
    • October 21, 2004
    • October 25, 2004
    • November 1-2, 2004
    • November 29, 2004 – Ag Extension ONLY
    • December 1-2, 2004
    • January 24, 2005 (AM ONLY)
    • January 26, 2005 (PM ONLY)
    • HR Training – Skeen W147
    • November 9-11, 2004
    • November 16-18, 2004
    • January 25, 2005 (FSA Training Room)
    • E-Hire Training – ARC 24
    • December 6-10, 2004
    • December 13-17, 2004
    • January 16 -22, 2005
    Banner Finance Self Service Overview Session May 23 – 9:00-10:00am, 10:30-11:30am, 1:30 2:30pm, & 3:00-4:00pm June 2 – 9:00-10:00am, 10:30-11:30am, 1:30-2:30pm, & 3:00-4:00pm Banner Finance – ARC 30 May 17-20 – 8:30am-4:30pm May 24-26 – 8:30am-4:30pm May 31 – 8:30-4:30pm June 1 – 8:30am-4:30pm June 3 – 8:30am-4:30pm June 6-9 – 8:30am-4:30pm June 14-16 – 1:30-4:30pm June 20-23 – 1:30-4:30pm Procurement Card Update June 27 – 1:30-2:30, & 3:00-4:00pm June 28 – 9:00-10:00am, 10:30-11:30am, 1:30-2:30pm, & 3:00-4:00pm
  • 59. Example: General Navigation Training
    • Designed to introduce basic navigation and query processes for Banner
      • Course covers different types of Banner forms, how to use Banner application menus, how to navigate through forms and perform queries, how to create personal menus, and other aspects of Banner usage
  • 60. Speed up document generation
    • Text and Margin format Margins
      • Top - 1”
      • Bottom - 1”
      • Left - 1.25”
      • Right - .75”
    • Page Orientation Portrait Paper Size
      • Width - 8.5”
      • Height - 11”
    Documentation Design Guide – guidelines for all documentation for the UNO project (training materials, announcements, etc). Training material can be found via the UNO project website at http://unodocs.nmsu.edu/ (demos, FAQ’s, and hard copies of training manuals)
  • 61. Go Live Support:
    • Help Desk (support centers): end user calls, trouble-shooting, reset of passwords, etc.
    • Documentation: http://unodocs.nmsu.edu/
    • Voice mail for after hours
    • On-call support (on-site and off-site)
    • IT support at each college/department level (NMSU ACANS)
    • Campus administrator updates
    • Daily Debriefings
  • 62. Biggest Issues
    • Change management - Example: time and leave entry
    • Batch processing changes
    • Email conversion was a nice gesture, but created problems
    • Groups that still did not want to conform to processes (bad career move)
    • CMS isn’t the most customer friendly
    • Reporting gap from Focus>>Cognos
  • 63. Biggest Benefits
    • Team building and huge campus collaborative effort
    • One stop web services
    • Vendor supported solution
    • Faster implementation of services
    • Information widely available (well, almost)
    • More excitement about “what’s next”
    • Recognition that Banner, LDAP and ODS are shared, primary systems
    • Statistics show that it actually did something good
    • Staff may get to sleep soon
  • 64. Questions?
    • Selected answers:
    • $15M capital $1M additional operating
    • None in IT, but about dozen total throughout functional areas like finance, enrollment management and reporting.
    • Dead Guy Ale
  • 65. Just Don't Call It "Banner": NMSU's Integrated ERP Project Michael Hites New Mexico State University Educause 2006