Managing Banner 9 Upgrade Oregon Institute of Technology Hap Wells and Sonja Holcomb

About Us Small Institution Approximately 5,200 Total Students One main campus in Klamath Falls, OR and 4 satellite campuses Approximately 5,200 Total Students Banner Module Implementations Student 1989, Finance 1995, Human Resources 1999, Financial Aid 2011 Deployed FAST Institution Wide in 2015

Our Problem Legacy objects (forms, jobs, reports, etc.) Needed tools to help us plan and manage our software inventory as we move towards Banner 9, and more recently Ellucian Cloud migrations We needed a way to : Track objects, object type, object use Track and identify baseline modifications and local customized objects many of which are no longer in use in our present environment and we do not want to take any obsolete or unused objects forward to Banner 9.

Our Problem Needed a way to: Have our clients collaborate in the review of customized objects that impact their business processes Identify which objects are associated with each business process or processes Determine if business processes need to be changed or if the customized object would need to be carried forward Track issues as they are encountered Manage change around each object and business process

What We Needed In the past, we’ve used a combination of spreadsheets, shared folders, and email lists with some degree of success Our goal was to come up with a better method to collaborate with clients We considered what resources we had available: past tried methods, MSO (SharePoint, OneDrive, OneNote), and Millennium FAST. With the problems in mind our goals were to develop tools that allowed applications development team (Appdev) to collaborate with our functional teams and this led us to using FAST

We Chose Millennium FAST Primary Reasons were: Most of our target client group use FAST for operational reporting The platform is easy for appdev to develop on and share Appdev had built a prior FAST reports for Banner Security and this seemed to be a good extension for those efforts Key FAST functionality provides ability to create data entry forms And we needed data entry forms for object inventory, process mapping, and change management

FAST Forms Created 4 forms total: Object Inventory, Process Map, Process Map Steps, Change Management

Object Inventory Identified over 18,000 objects in our production database Object types are forms, reports, jobs, code (PLSQL, PROC, shell scripts, etc), and database objects (packages, triggers, etc) Identified over 6,000 custom objects Main characteristics for object identity are name, owner, type, and system the object belongs to

Object Inventory Initial build came from the data dictionary and file systems Added tracking fields for review and recommendations by both our team and our clients. KOTOP recommendations are based on keep or toss or ponder and once settled, these become action items in the migration Added columns for comments, priority, and ticket system tracking (previously created spread sheet information) to mark our baseline and customized objects

Object Inventory Bonus information forms and jobs show access counts and last access date with a link to client detail from our FAST Banner Security reports Added Ellucian’s transformation information which includes hours of effort needed to transform the object and if the object is in scope Security Audit tells us the last time the object was accessed, how many times the object had been accessed and through a link, who utilizes the object.

Object Inventory How its used We reviewed our objects first, gave our recommendation The clients review next and give their recommendation. Clients can see our recommendation, but cannot change it Added visual color coding for appdev/client KOTOP, completion and priority columns Payoffs: information readily available and easy to access, sort, filter, group, and export The client cannot change our recommendation, however, we have allowed them to see it.

Object Inventory We have lot’s of filters available

Object Inventory

Process Map Identifies process, organization, contact, run time frequencies, and steps in the business process Use 2 forms to accomplish this 1st form, creates the header. The name and description of the process is entered Process Name is not restrictive and intended to be client friendly 2nd form, process steps are detailed All steps of the process are detailed, including ones that are not related to Banner Enters business process name first, saves the data, links to the steps which creates the first sequence and keeps the business process names in sync between forms. When creating the steps, the client can include any process name, regardless of being in Banner. However, if it is a Banner object, this links back to the object inventory and shows whether the object type and if the object is customized or not.

Process Map Benefits Clients can share their process notes with us We will be able to see how many business processes an object is used in We can search on process steps by object name which will show us all processes that need to be tested when making modifications to an object

Process Map – 1st Form

Process Map – 1st Report

Process Map – 1st Report Drill Down

Process Map – 2nd Form

Process Map – 2nd Report

Process Map – 2nd Report Drill Down by process name, back to the process map header by object name if labelled Banner, back to object inventory

Change Management We needed a way to track changes that are out of our Banner 9 implementation scope Created to follow ITIL change manage standards Automatically generates a tracking number for each change Drop down boxes for change type, status, and result Linked to our IT Service Desk ticketing system Change reason is free form comments Linked to Process Mapping

Change Management

Change Management

Our Experience So Far Fairly easy to use and accessible from almost anywhere Keeps us organized Enables us to answer pertinent questions quickly – like “How many custom forms do we have?” Has been well received by our clients Client momentum has been steady and we expect this to increase Client engagement is more active than in prior years And most importantly, we are able to collaborate with our client teams

Doesn’t End Here Will continue to use these tools to document and track all business processes and customized objects as we move forward with other upgrades and implementations The process map will also help our client departments when work is redistributed The change management process will enable us to see all of our changes to each individual object and business processes over time

Questions