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Ellucian Live Workflow PEB

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A presentation I gave at Ellucian Live 2014 in Anaheim, CA. The talk covers the introduction of Banner Workflow at Durham University (a project I led) and how it was used to create a paperless student change of registration process. A subsequent upgrade to Workflow 8.2 allowed the process to be refined even further in response to user feedback.

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Ellucian Live Workflow PEB

  1. 1. Presented by: Paul Brierley, Durham University April 07, 2014 Session ID 1802 Learning to Love Banner Workflow
  2. 2. Session Rules of Etiquette • Please turn off your cell phone/pager • If you must leave the session early, please do so as discreetly as possible • Please avoid side conversation during the session Thank you for your cooperation! 2
  3. 3. Apologies in advance… 3 theoatmeal.com and MadTV Why, hello there good sir! There's a rumble in Parliament. Brandus Magles and Watson Biggles exchanged heated words but fortunately no one got their pigeon squeezed over a flubsy dubsy. The villagers are in for a real dweazer as the Waverley Thatches aren't doing too well with the Lancaster Bug-a-boos.
  4. 4. About Durham University 4 London Edinburgh Banner users since 1999 c. 16.5k students 16 pastoral colleges 30 academic departments www.durham.ac.uk
  5. 5. • 3rd Oldest University in the UK • UNESCO World Heritage Site • World’s oldest occupied University building About Durham University 5
  6. 6. About Durham University You’ve probably already seen us… 6
  7. 7. Agenda Why we adopted Workflow What we’ve done with it Making use of Workflow 8.1 features What we plan to do with it next… 7
  8. 8. Why Workflow? It’s been in the box for over 10 years, why open it now?
  9. 9. Why Workflow? 9 ~1mile Collingwood Comb. Arts Theology Psychology Politics Registry I live at Collingwood. I major in Combined Arts. I want to switch to Theology. I want to drop a PSYC course. I want to add a POLI course.
  10. 10. Why Workflow? • First idea – Banner Self Service • May 2012 –problems (process & priority) • How can we make this happen? 10
  11. 11. Why Workflow? • Summit 2011 – New Orleans Lots of sessions on something called “Workflow”. Maybe we could use this for some of our processes? • Summit 2012 – Las Vegas Hands on Training Session. 11
  12. 12. Why Workflow? 12 Can you give me a quote for this “Workflow” thing? Erm… you’re already licensed for it…
  13. 13. Why Workflow? • Objective: set up without IT development • Use as a proof of concept / learning experience for future developments 13
  14. 14. What we did with it How many shoes did we save?
  15. 15. What we did with it • IT agreed to install it • One man + manual + hands on training • Good knowledge of the current process • Some things would be easier with IT but… 15
  16. 16. What we did with it 16
  17. 17. What we did with it 17 Start of academic year 4,684 workflows in 7 ½ months
  18. 18. What we did with it Poses interesting questions… Why so many changes? Why do we have “spikes” out of the blue? Which departments are initiating these? 18
  19. 19. What we did with it • Typical processing time down from ~ 2 days to < 2 hours • About 8,200 miles of walking saved • That’s about the distance from Durham, England to the Anaheim Convention Center! 19
  20. 20. Feedback from Staff • Overall feedback was very positive • Easy learning curve • Improvements to student experience • Processing times much better • Paper no longer vanishing into “black hole” • Institutional appetite whetted 20
  21. 21. Unexpected Reactions • “Transfer of responsibility” to staff • Mistrust • The colleges aren’t included • Paper lovers • Expected to be proactive • Not releasing items 21
  22. 22. Making use of Workflow 8.1 features Taking advantage of the new features available in 8.1
  23. 23. Making use of 8.1 features In 8.0 we could deliver some requested features: • Redesigning forms • Notifications • Simple extracts of Banner data • Document attachments Responsiveness seen as a major benefit 23
  24. 24. Making use of 8.1 features Other things were trickier or impossible • Renaming of workflows • Automatic routing to the right people • Pick lists (dynamic data sources) • Validation But these can be done in 8.1 24
  25. 25. Making use of 8.1 features • Ellucian Consultancy • Train more users • Improve CIS understanding of modeller 25
  26. 26. Revised Process in 8.1 26
  27. 27. Before 8.1 27 Free Text Free Text
  28. 28. After 8.1 28 Dynamic Dynamic Dynamic Dynamic
  29. 29. What we have planned What next?
  30. 30. Where next? • Change of Registration  Big Success • Workflow 8.1  Much more powerful • Developments led by group of functional, not technical staff 30
  31. 31. Where next? 31 Disability Assessments Student Withdrawals College Name Changes Banner Access Criminal Convictions Curriculum Development Help Documents
  32. 32. Summary
  33. 33. Summary • Don’t reinvent the wheel – use Workflow! • Success whets the appetite • Workflow empowers functional users • 8.1 “plugs the gaps” in what you can do 33
  34. 34. Questions & Answers Any Questions? 34
  35. 35. Thank You! Paul Brierley p.e.brierley@durham.ac.uk Please complete the online session evaluation form Session ID 1802 . © 2014 Ellucian. All rights reserved. 35

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