BANNER 9 PROJECT REPORT (DRAFT) · Web viewDetermine scope for Banner 9 upgrade and what will be part of post-Banner 9 upgrade. Install and review Banner 9 Applications in test environment

BANNER 9 PROJECT REPORT

FY 2017 - 2018

As of January 18, 2018

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ContentsGeneral Information___________________________________________________________2

Summary of Banner 9 Tasks_____________________________________________________5

Human Resources____________________________________________________________6

Student_____________________________________________________________________7

Finance_____________________________________________________________________9

Accounts Receivable__________________________________________________________10

Financial Aid________________________________________________________________11

Communication Plan__________________________________________________________12

Training Plan________________________________________________________________13

Project Timeline_____________________________________________________________14

Project Risks________________________________________________________________15

Project Information (Governance)________________________________________________16

Version 2, last updated January 18, 2018

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General Information

PROJECT PURPOSE (Why are we doing this?)

Banner 9 is a mandatory vendor upgrade, which must be in place by December 2018 in order to stay on Banner support and receive federal and state regulatory patches.

Ellucian, our Enterprise Resource Planning vendor for support of Human Resources, Finance, Student, Grants, Financial Aid, and Accounts Receivable, is replacing their suite of products with new technologies. Most changes represent a new look and feel to data entry forms. However, there are new applications that provide additional functionality. For example, the way students register for classes will be greatly improved.

This paper provides an overview of the new technologies and a high-level timeline by functional area for the implementation.


This is a mandatory

vendor upgrade.

Banner 8 will reach

end of life at year

end of 2018.

Admin Applications

Banner will have a new look and feel.Navigation is similar to a web-page.Forms will be referred to as pages.Banner form names will not change.Ability to find pages by description.

Streamlined Processes

Integration of Academic Plan with registration.Employees get a dashboard view.Enhanced communication options.Streamlined upgrades.Java problems dramatically reduced.Shopping Cart.

Navigation Improvements

ADA compliant.Mobile device friendly.Improved filtering options.Easier record searching.View multiple records at a time.Expand and collapse sections in a page.Better table extraction.Modern appearance.Customized branding.

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Benefits of Banner 9 – Student Registration and Admin Pages


Allows students to register faster and easier using locked Degree Plans in Degree Works designed to integrate with Banner 9.

Degree Works Integration

Allows students and advisors to create planned registration schedules. Also integrates with Degree Works Student Educational Plan (SEP).

Registration Planning

Allows students to self-select the block of classes they wish to attend. Admin users no longer have to register students into blocks.

Block Registration

Leverages Curriculum Advising & Program Planning (CAPP) (or external API to another degree audit system) to generate a projected list of student courses for selection in the next registration term.

Projected Registration

Students are guided through the selection of classes based on their academic program requirements.

Structured Registration

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Group 1 Applications

The Ellucian Banner 9 environment is comprised of three application groups.

Group 2 Admin Pages

Ellucian renamed Banner “forms” to Admin “pages.” Admin “pages” replacing Oracle “forms”.Pages are equivalent to forms in the Banner 8 environment.

The current plan is to complete Banner 9 implementation no later than 07/31/2018.

Overall timelines

All go-live dates are tentative to user acceptance and based on maturity of technology.

Group 3 Self-Service Applications

Self-Service Applications are equivalent to Banner Self-Service modules currently delivered through ACES.

New Self-Service Banner functionalities are delivered in specialized “lightweight” applications. Current Self-Service will remain functional until upgraded or replaced with new technology.


Improvements for student registration (integrates with Degree Works)Optional modules for different functional areasCan be installed a la cart

Group 1 Benefits

Same functionality as Banner FormsNavigation changes (modern look & feel)Mobile friendlyTablet friendly

Group 2 Benefits

Banner General Admin 04/29/2018Human Resources Admin 04/29/2018Student Admin 04/29/2018Banner Finance Admin 06/29/2018Banner Accounts Receivable Admin 07/31/2018Banner Financial Aid Admin 07/31/2018

Group 2Admin Pages

Group 1 applications

provide additional

functionality to

Banner.

Admin (Group 2)

pages are updated

Banner forms that

require staff training.

Mobile responsive.

Tablet friendly. Functional Area Launch Date

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Summary of Banner 9 Tasks

Banner 9 Upgrade Tasks (In Process):


Determine scope for Banner 9 upgrade and what will be part of post-Banner 9 upgrade.Install and review Banner 9 Applications in test environment.Complete technical environment requirements (includes new hardware, new software and new skills).Develop Banner 9 upgrade test schedule.Build Banner 9 demo environment.Determine which modifications & customizations are candidates for re-baselining to Banner 9 as delivered.Determine upgrade timelines.Implement the Banner 9 test upgrade.Complete upgrades to latest available versions.

Technical

Establish upgrade organizational structure.Determine and establish upgrade teams.Review and utilize available Ellucian resources, including recordings, training workshops and documentation.Review the three groups that make up the Banner 9 upgrade.Determine functional areas needs.Send demo site invitations to campus groups.Training, including documentation and hands-on training.Functional area preparation for Banner 9 upgrade.

Functional

These tasks are in

process.

Banner 9 can be

introduced in steps

while the existing

ERP system is up

and running.

Steering Committee

Linda Boyer-OwensMichelle Wilson

Integration Team

Alicia ReyesCindy MunozErlinda YbarraAllen HimeJerry Botello

Project Sub-Team

Andrea ArenasGeena JohnsonMaria Limon-MontalvoAnnette Sanchez

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Human Resources

Timeline

Month Task StatusResponsible Party

Sep 2017 Schedule online Admin Pages navigation training for Integration and Project teams. District IT &

Integration Team

Sep 2017 Admin Pages navigation training for Human Resource teams. District IT &

Integration Team

Sep 2017 Coordinate with Finance Process Functional Manager testing schedule. Integration Team

Sep – Oct 2017 Update training materials. Integration Team

Sep 2017 Communicate and provide test plans for project teams with deadlines. District IT &

Integration Team

Oct 2017 Begin Banner 8 patch testing and Banner 9 testing. District IT &

Integration Team

Oct 2017 Communication – schedules, setup in Alamo Learn. District IT &

Integration Team

Nov 2017 – Feb 2018

Banner 9 Human Resources Admin Pages training. Integration Team

Feb 2018 Begin Banner 8 patch testing and Banner 9 testing.

District IT & Integration Team

Apr 2018 User acceptance testing and sign off. Integration Team

April 29, 2018 Banner 9 Human Resources go-live. District IT & Integration Team


Improved usability, a modern look and feel.Seasoned users can continue to leverage their specific business rules.New users will have a more intuitive experience requiring less training.

Human Resources Admin Pages (Group 2)

Admin Pages have

the same business

rules and similar

shortcut keys, but

better navigation.

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Student

Month Task Status Responsible Party

May 2017 Begin meeting with Banner 9 Steering Committee. Integration Team

Aug 2017 Banner 9 Overview Training for Center for Student Information (CSI) staff. District IT &

Integration Team

Aug 2017 Banner 9 Student "Sneak Peek" with functional users. District IT &

Integration Team

Aug 2017 Development of first draft of timeline for Banner 9 implementation. District IT &

Integration Team

Sep – Oct 2017 Update training materials. District IT & Integration Team

Sep 2017 Communicate and provide test plans for project teams with deadlines. District IT &

Integration Team

Oct 2017 Begin Banner 8 patch testing and Banner 9 testing. District IT &

Integration Team

Nov 2017 Communication – schedules, setup in Alamo Learn. District IT &

Integration Team

Jan 2018 College Super Users begin training on Student Admin pages with appropriate college staff. Steering Committee

Feb 2018 Determine pilot college and host Banner 9 Student Registration focus group.

District IT &Integration Team

Feb 2018 Begin Banner 8 patch testing and Banner 9 Admin Page testing.

District IT &Integration TeamProject Sub-Team

Apr 2018 Admin pages user acceptance testing and sign off. Integration Team

Apr 2018 Admin pages acceptance for production. Steering Committee


Fresh and improved user-interface.Enhances navigation with built-in industry-standard web controls.Consistency from page to page.Secure access for staff.

Banner Student Admin Pages (Group 2)

Registration Planning.Integrates with Degree Works.Block Registration and Projected Registration.Structured Registration.

Student Registration(Group 1)

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Apr 2018 Begin Banner 9 Student Registration testing.District IT &

Integration TeamProject Sub-Team

Apr 2018 Banner 9 Student Registration user acceptance testing and sign off for pilot. Integration Team

TBD Banner 9 Student Registration acceptance for rollout to other campuses. Steering Committee

April 29, 2018 Banner 9 Admin Pages go-live. Steering Committee

TBD Banner 9 Registration rollout to all campuses. Steering Committee


Steering Committee

Dr. Cindy Mendiola-PerezDr. Liz GarzaDr. Christa Emig

Integration Team

Delia MurairaAngie GuillenSusan EspinozaAna GarciaLenny Arredondo

Project Sub-Team

Velia TovarRoxanne StratmannMyrella GonzalezJennifer ZamarippaEd DiazJonathon Marin

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Finance Banner Finance Admin (Group 2)

Timeline

Month Task Status Responsible PartySep 2017 Demo Banner 9 Finance. District IT

Jan – Feb 2018 Review Admin (Group 2) Pages. Integration Team

Jan – Feb 2018 Review Finance background processes. Integration Team

Jan – Jun 2018 Develop Admin (Group 2) training. Integration Team

Jan – Jun 2018 Admin (Group 2) training. Integration Team



Apr 2018 Admin pages user acceptance testing and sign off. Integration Team

May 2018 Admin pages acceptance for production. Steering Committee

Jun – Jul 2018 Banner 9 Admin Pages go-live. Steering Committee


Offers improved usability, a modern look and feel.Easier accessibility of the Banner administrative experience.Seasoned users can continue to leverage their specific business rules.New users will have a more intuitive experience with less training.

Banner Finance Admin (Group 2)

Banner General Admin (Group 2)

Steering Committee

Gettie Moreno

Integration Team

Mark MartinezLinda GarzaGrace VillarealJose Rodriquez

Project Sub-Team

Rosa BertranAracely FloresMarvel BaileyRebecca CortezCecila MartinezAmy Guerra

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Accounts Receivable

Timeline

Month Task Status Responsible PartyAug 2017 Demo Banner 9 Accounts Receivable. District IT

Nov – Dec 2017 Review admin (group 2) Pages. Integration Team

Nov – Dec 2017 Review Accounts Receivable background processes. Integration Team

Feb – April 2017 Develop Admin (Group 2) training. Integration Team

Jan – Jun 2018 Admin (Group 2) training. Integration Team



Feb – April 2018 Develop Admin (Group 2) training. Integration Team

Feb – Jun 2018 Admin (Group 2) training. Integration Team

Jun – July 2018 Admin pages user acceptance testing and sign off. Integration Team

Jun – July 2018 Admin pages acceptance for production. Steering Committee

Jun – July 2018 Banner 9 Accounts Receivable Admin Pages go-live. Steering Committee


Provides a full range of functions and data management.Record processing with a central repository for critical student information. Provides an integrated foundation for consolidating transactions and reporting.

Banner Accounts Receivable Admin Pages

(Group 2)

Steering Committee

Sue Swan

Integration Team

Aide Contreras

Project Sub-Team

Jennifer CastroCarmen MorinHelen BealerDaniel Rocha

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Financial Aid

Timeline

Month Task Status Responsible PartyOct 2017 Move to test environment. District IT

Oct 2017 Demo Financial Aid Admin pages. District IT

Oct 2017 Review Financial Aid admin (group 2) pages. Integration Team

Oct 2017 – Jan 2018 Workflow updates. Integration Team

Nov – Dec 2017 Review Financial Aid background processes. Integration Team

Feb 2018 Develop admin pages (Group 1) training. Integration Team



Mar – Jun 2018 Admin (Group 2) training. Integration Team

Jun – July 2018 Admin pages user acceptance testing and sign off. Integration Team

Jun – July 2018 Admin pages acceptance for production. Steering Committee

Jun – July 2018 Banner 9 Financial Aid Admin Pages go-live. Steering Committee


Helps handle financial aid processes efficiently, quickly, and equitably, regardless of the source or type of aid.

Banner Financial Aid Admin Pages (Group 2)

Steering Committee

Michelle Hill

Integration Team

Jennifer Tamayo

Scheduling of sneak peek sessions .Promote Banner 9 Sneak

PeeksBegin Jul 2017

Super user & train-the-trainer workshops.

Workshop notifications & follow ups

Begin Aug 2017

Conduct training of campus and DSO end-users.

Banner training notifications

Begin Oct 2017

Public facing page from alamo.edu with FAQ's.

Banner 9 websiteJan 2017

Alerts to staff about Banner 9 availability per focus area.

Banner 9 go-live datesFeb- Aug 2018

Alerts to staff regarding Banner 8 discontinuation.

Banner 8 discontinuationMar-Nov 2018

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Communication PlanObjectives

Practice effective communication strategies within Steering Committee and Banner 9 teams.

Monthly status reports to all governance teams.

Conduct “sneak peek” familiarization sessions for all DSO Banner 9 user groups.

Raise awareness of the Banner 9 upgrade across the Alamo Colleges communities—faculty, staff & students.

Post and publicize self-orientation & training resources

Send heads-up notices to user communities at each milestone in the transfer from Banner 8 to Banner 9.


Weekly & bi-weekly

meetings

Digital displays

www.alamo.edu

Alamo Share &

Alamo Talent

Email notifications

Steering Committee

Project Team

Integration Team

Sub-teams

Public Relations

Students Faculty

Staff

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Training PlanObjectives• Deploy standardized and structured model for training program and supplemental material

development.

• Illustrate similarities and changes between Banner 8 and Banner 9 navigation.

• Familiarize users with the benefits of Banner 9.

• Roll out a train-the-trainer plan to educate faculty, staff, and students.


Facilitate

opportunities for

collaboration.

Leverage

engagement for

training and

development.

Use Alamo Share as

a repository for

Banner 9 information.

Use Alamo Talent to

deliver series of

Banner 9 training

offerings.

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Project Timeline


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Project Risks

Project teams will work closely with district functional areas and leads to calculate the amount of training necessary for success with this project.

Employee understanding of the new Banner 9 interfaces is key to this project and vendor admin pages performance as expected.

Product Maturity Solution maturity.

Competing projects.

Allocation of Resources• Additional functional area resources must be committed to the Banner 9 project.• Resources must be monitored to make sure we have enough labor to complete the

project.• Adequate training and timely transfer of knowledge must be included in the project plan.

Portal or Entry Point Access• Single Sign-On (SSO) access from the new applications.

Self-Service Customizations• External support to third party applications.• Self-Service Banner modification support.

Budget / Resources (Can we find the right people?)• Department training.• Outside consulting support.

Risk Mitigation• Information Systems and all functional areas will closely monitor this project to make

sure it stays on track.

• The legacy Banner forms and Student Self-Service portal will remain open until functional areas are fully trained and comfortable with the new technologies.


Banner 9 Risks

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Project Information (Governance)Roles and Responsibilities

Steering Committee The Project Steering Committee/Executive Committee provides leadership at the administrative level for the Banner 9 Upgrade.

Integration Team The integration team is comprised of leads from each of the Project Sub-teams and provides leadership at the functional level for the Banner 9 Upgrade.

Project Management Team The Project Manager leads the Project Management Team, serves as the Chair of the Integration Team and sits on the Project Steering Committee.

Project Sub-Teams Project Sub-teams will be established for each Banner Lightweight Application to be implemented, and may be established as needed for functionality. The lead for each Sub-team is a member of the Integration Team. Sub-team membership consists of staff from related functional areas with expertise in the functionality being implemented.

Communication The Steering Committee will meet as needed, but not less than monthly.


Champions of ChangeLeadership

Resources

Support

Technical ExpertiseTesting

Collaboration

Training

CoordinationCommunication

Structure

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Project Steering Committee

Integration Team (including but not limited to the following)


Champions of

Change

Leadership

Resources

Support

Technical Expertise

Testing

Collaboration

Training

Coordination

Communication

Structure

Name Functional AreaDr. Liz Garza Student Success

Linda Boyer-Owens Human Resources

Alicia Reyes, Backup Human ResourcesMichelle Wilson, Backup Human Resources

Gettie Moreno Finance

Dr. Christa Emig Academic Success

Sue Swan Accounts Receivable

Roger Castro Information Technology

Rick Fletcher Information Technology

Lucy Odell Information Technology

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Project Management Team (including but not limited to the following)


CoordinationCommunication

Structure

Name Functional Area

Jill Weston State Reporting

Delia Muraira (Lead) Student

Angie Guillen Student

Susan Espinoza-Vargas Student

Ana Garcia Student Success

Aide Contreras Finance

Mark Martinez (Lead) Finance

Jose Rodriquez Finance

Grace Villarreal Finance

Linda Garza Finance

Carol Aguirre Information Technology

Elvira Smolik Information Technology

Jennifer Burciaga Information Technology

Vanessa Garza Information Technology

Peter Van Dusen Information Technology

Hector Hernandez Information Technology

Kin Ho Information Technology

Alicia Reyes (Lead) Human Resources

Erlinda Ybarra Human Resources

Allen Hime Human Resources

Jerry Botello Human Resources

Jennifer Tamayo (Lead) Financial Aid

Michelle Hill (Lead) Financial Aid

Lenny Arredondo Student

Cheryl Drake Information Technology

Patty Clark Information Technology


Rick Fletcher Information Technology

Lucy Odell Information Technology

Peter Van Dusen Information Technology

Cindy Munoz Human Resources

Jennifer Tamayo (Lead) Financial Aid

Michelle Hill (Lead) Financial Aid

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Project Sub-Team (including but not limited to the following)



Velia Tovar Student

Roxanne Stratmann Student

Myrella Gonzalez Student

Jennifer Zamarripa Student

Ed Diaz Student

Lenny Arredondo Student

Jonathon Marin Student

Andrea Arenas (Lead) Human Resources

Geena Johnson Human Resources

Maria Limon-Montalvo Human Resources

Annette Sanchez Human Resources

Jennifer Castro Accounts Receivable

Carmen Morin Accounts Receivable

Helen Bealer Accounts Receivable

Daniel Rocha Accounts Receivable

Rosa Bertran Finance

Aracely Flores Finance

Marvel Bailey Finance

Rebecca Cortez Finance

Cecilia Martinez Finance

Amy Guerra Finance

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811 W. Houston San Antonio, Texas 78207Tel 210-485-0400www.alamo.edu

Content Note:

Special thanks to Truman University and Ellucian for content added to this document.


Roger CastroDistrict Director Information TechnologyTel 210-485-0027Email [email protected]

Rick FletcherSenior Manager, Applications & SystemsTel [email protected]

Lucy OdellSenior Manager, IT Projects OfficeTel 210-485-0503Email [email protected]

Documents

BANNER 9 PROJECT REPORT (DRAFT) · Web viewDetermine scope for Banner 9 upgrade and what will be part of post-Banner 9 upgrade. Install and review Banner 9 Applications in test environment