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

1. Just Don't Call It "Banner": NMSU's Integrated ERP Project Michael HitesChief 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. UNM; 20,425; 48% NMIMT; 1,477; 3% NMHU; 2,327; 6% ENMU; 3,099; 7% WNMU; 1,997; 5% NMSU; 12,910; 31% Full-Time Equivalent Enrollment DistributionNM Public 4-Year Universities Main Campuses -- Fall 2004 Total: 42,235 Students 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.

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

14. Milestones 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 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

15. Project Management Organization Hites – Project Director Project Coordinator - Arroyo Project Manager - Bamford Contract Admin - Parra Functional/Technical Consultants SunGard HE Project Manager - Churchman ERP Steering Committee SunGard HE Account Manager - Davis Technical PM - Virnave HR PM - Noel Finance PM - Bamford Matrix PM - Aranda Reporting PM - Conter Student PM - Aranda Advancement PM - McKinney CMS, Portal, & Self service - Chavez

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 Lead time expected 5 days Provided to PM’s at weekly meeting for approval Given one week to review Reviewed by ICT Training Services Given two days to review Routed to university campus or group via email/paper/poster sessions by creator of message or Project Coordinator/Project Director

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 - TBANDevelopment – DBAN- Used to support development and testing of NMSU code • Conversion - CBAN- Supports data conversion, rules development and validationPre-Production - UBAN- Supports collective shared testing and sign offProduction - PBAN- Supports daily business operationsMigration - 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) NMSU UsernameNMSU Password NMSU ID #NMSU PIN Secret Q & ASecondary Credentials Luminis Student/ Faculty etc. Banner (GOBTPAC) NMSU UsernameNMSU Administrative Password NMSU ID #NMSU PIN ORACLE Administrative User 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

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 Centralized developer support Docs, Product validation & approval Developers on Campus Open Standards XML,XSL, RSS Channel Development Kit Sample blank channels Data Access Access to relevant developer databases Luminis Portal Framework LDAPAuthentication & Authorization LayoutPresentation & Branding ChannelSession Management

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