The document outlines a presentation by Paul Brierley from Durham University on the adoption and utilization of workflow processes, specifically focusing on the transition to workflow 8.1. Key accomplishments include significant reductions in processing times and improvements in the student experience, alongside unexpected challenges such as staff mistrust and resistance to change. Future plans involve further enhancements and leveraging the capabilities of workflow 8.1 for various administrative processes.

1. Presented by: Paul Brierley,
Durham University
April 07, 2014
Session ID 1802
Learning to Love
Banner Workflow

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!
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3. Apologies in advance…
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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. About Durham University
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London
Edinburgh
Banner users since 1999
c. 16.5k students
16 pastoral colleges
30 academic departments
www.durham.ac.uk

5. • 3rd Oldest University in the UK
• UNESCO World Heritage Site
• World’s oldest occupied University building
About Durham University
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6. About Durham University
You’ve probably already seen us…
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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…
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8. Why Workflow?
It’s been in the box for over 10 years,
why open it now?

9. Why Workflow?
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~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. Why Workflow?
• First idea – Banner Self Service
• May 2012 –problems (process & priority)
• How can we make this happen?
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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.
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12. Why Workflow?
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Can you give me a
quote for this
“Workflow” thing?
Erm… you’re
already licensed for
it…

13. Why Workflow?
• Objective: set up without IT development
• Use as a proof of concept / learning
experience for future developments
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14. What we did with it
How many shoes did we save?

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…
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16. What we did with it
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17. What we did with it
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Start of
academic year
4,684 workflows
in 7 ½ months

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?
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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!
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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
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21. Unexpected Reactions
• “Transfer of responsibility” to staff
• Mistrust
• The colleges aren’t included
• Paper lovers
• Expected to be proactive
• Not releasing items
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22. Making use of Workflow
8.1 features
Taking advantage of the new features
available in 8.1

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
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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
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25. Making use of 8.1 features
• Ellucian Consultancy
• Train more users
• Improve CIS understanding of modeller
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26. Revised Process in 8.1
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27. Before 8.1
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Free Text
Free Text

28. After 8.1
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Dynamic
Dynamic
Dynamic
Dynamic

29. What we have planned
What next?

30. Where next?
• Change of Registration  Big Success
• Workflow 8.1  Much more powerful
• Developments led by group of functional,
not technical staff
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31. Where next?
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Disability Assessments
Student Withdrawals
College Name Changes
Banner Access
Criminal Convictions
Curriculum Development
Help Documents

32. Summary

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
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34. Questions & Answers
Any Questions?
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35. Thank You!
Paul Brierley
p.e.brierley@durham.ac.uk
Please complete the online session evaluation form
Session ID 1802
.
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