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

2. 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

3. 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.

4. 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

5. What We Needed
In the past, we’ve used a combination of spreadsheets, shared folders, and 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

6. 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

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

8. 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

9. 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

10. 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.

11. 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.

12. Object Inventory
We have lot’s of filters available

13. Object Inventory

14. 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.

15. 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

16. Process Map – 1st Form

17. Process Map – 1st Report

18. Process Map – 1st Report Drill Down

19. Process Map – 2nd Form

20. Process Map – 2nd Report

21. 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

22. 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

23. Change Management

24. Change Management

25. 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

26. 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

27. Questions