Middlebury College Banner Implementation: Minerva Project Kathy Weiss Assistant Registrar for the Undergraduate College

1. Middlebury College Banner Implementation: Minerva Project Kathy Weiss Assistant Registrar for the Undergraduate College & Co-Lead for the Banner Student Implementation

2. 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

3. WHY? 10. Improve the quality of the system for secondary users 9. Take advantage of superior technology 8. Take advantage of emerging technology 7. Shift our resources to “value added” activities 6. Avoid the cost of being a “development” shop 5. Improvements in the quality of ERP products 4. Take advantage of vendor customer base 3. Increase end-user self-sufficiency 2. Easier Access to more timely and accurate information 1. Integration

4. 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

5. The Chart of Accounts • No more 26-184-20-TTR, now . . . • We have 100010-210630-706200-300-100 • Indexes, PRAT01 (Provost, Athletics, Fund 01) What do we gain: • Encumbrances • Flexibility • Replace “Shadow Systems” • Tailor to “Users” Needs • Enhanced Reporting Capabilities • A shared management information system

6. Human Resources • Went live on January 1, 2002 • Web-time entry • Payroll • Lessons learned

7. Training of End Users • Massive training effort • Documentation critical • Eye on “process improvement”

8. The Reporting Tool • Brio Technologies • End user queries • Programmer’s tool • Web based reports

9. The Changing Face of Technology A quick review of some jargon: instance clone web enabled “web for” form conversion interface portal tables and views The AS400, IBM quasi relational database, mainframe Oracle 8i, relational database, web based forms Showcase to Brio Single instance (version) of database to 6 instances of DB

10. 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) • HR • Alumni • Student • Financial Aid

11. Implementation Calendar (Q1 began Sept. ‘00) X 10/00 X 7/01 X 1/02 YEAR 1 YEAR 2 YEAR 3 Oct- Dec Jan- Mar Apr- June July- Sept Oct- Dec Jan- Mar Apr- June July- Sept Oct- Dec Jan- Mar Apr- June July- Sept Finance X 1/01 X 1/02 HR Alumni X 11/01 X 8/02 X 4/02 X 8/03 Student X 8/02 X 2/03 Fin. Aid

12. The Banner Systems Recruiting Admissions Catalog Schedule Faculty Load Academic History Location Mgt. Registration Accounts Receivable CAPP Financial Aid Student Human Resources Alumni Finance

13. 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.

14. 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

16. 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

17. 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

18. Steps for each Module: • 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

19. Proposed Student Module Timeline Dec. Jan April July Oct. ‘02 Academic History Converted Enter new prospects and convert old ones Resource 25 Interface Summer School Reg. Summer School/SA Recruiting Spring Term Reg. (Web-based) Convert First-year Seminar reg. Search Mailing Summer employeehousing UG Housing Early Decision Enter UG Apps Jan April July Oct. Dec. ‘03 Reunion housing Homecoming/ Family weekend Housing Summer/ Fall Sched. ’03 Catalog (Summer/Fall) Housing of First-years First-year Reg. Winter Term Reg. First F.A. Packaging in Banner LS & Bread Loaf Housing Schools Abroad Registration Convert April Registrations First transcripts out of Banner Regular Decision Summer School/SA Admissions UG & Study Abroad Billing First F.A. disbursement in Banner Jan April July Oct. Dec. ‘04 Feb & returning student housing First Banner Commencement First UG aid. disbursement in Banner Commencement Housing Summer School Billing

20. 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 !

21. 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

23. Department Coordinators Oracle Database Banner Web for Faculty Brio Faculty Members What is Banner?