San Jacinto College Banner & Enterprise Applica5on Review Task Force Report. November 01, 2011 FINAL

Transcription

1 San Jacinto College Banner & Enterprise Applica5on Review Task Force Report November 01, 2011 FINAL 1

2 Content Review goal and approach 3 Barriers to effec5ve use of Banner: Consultant observa5ons 10 Consultant recommenda5ons: SunGard 27 Consultant recommenda5ons: CampusWorks 45 2

3 Review goal and approach 3

4 Ac5on Review current func5onality and opera5ng processes of Banner and its related suppor5ng systems compared to desired capabili5es. Make the management of and investment in Banner a strategic priority. Review and priori5ze desired capabili5es to be supported by Banner and its related suppor5ng systems. Understand and remove barriers to achieving access to informa5on, desired capabili5es and effec5ve use by College, campus and department caused by the exis5ng implementa5on of Banner and scope of product procured. Change governance, priori5ze projects in process and implement project change control to align available resources to priori5zed work. 4

5 Approach Establish ac5vity control Review & priori5ze requested system improvements Understand barriers to the effec5ve use of Banner Priori5ze work units Establish Banner governance structure Implement project control Review strategic plan ac5ons Priori5ze non- strategic projects Iden5fy & priori5ze desired capabili5es & barriers to effec5ve use Evaluate Banner applica5on footprint Evaluate the implementa5on & management of Banner Develop recommenda5ons to improve Banner Begin work on low hanging fruit opportuni5es Priori5ze work units Develop plan & budget 5

6 Task descrip5on Task Descrip,on Establish ac5vity control Establish Banner governance structure Implement project control Agree with SLT strategic and budget ownership of Banner and related suppor5ng systems. Review and Implement project request and approval process. 6

7 Task descrip5on Task Descrip,on Review & priori5ze requested system improvements Review strategic ac,ons Priori,ze non- strategic projects Match strategic plan ac5ons to projects in progress Priori5ze remaining non- strategic projects with SLT members and direct reports. Iden,fy & priori,ze desired capabili,es & barriers to effec,ve use Conduct focus group sessions with Banner User Group to iden5fy desired capabili5es and barriers to access to informa5on and effec5ve use of Banner and its related suppor5ng systems. Review results of sessions and group into themes. 7

8 Task descrip5on Task Descrip,on Understand barriers to the effec5ve use of Banner Evaluate Banner applica,on footprint Evaluate the implementa,on and management of Banner Develop recommenda,ons to improve Banner Perform a review of the current state of Banner s applica5on footprint as implemented at San Jacinto College. Compare the footprint against leading prac5ce and the College s strategic goals and desired capabili5es. Iden5fy applica5ons, modules, databases and 3 rd party products not purchased or enabled. Perform a usability, func5onal and security review of the current state of Banner as implemented at San Jacinto College. Compare the func5onal, security set up and assigned func5onal roles and responsibili5es against leading prac5ce and the College s opera5onal needs. Iden5fy vanilla func5ons not enabled and opportuni5es for improvement, including customiza5ons. Develop a high level es5mate of the investment required to bridge the gap between the current state of Banner and it s desired future state to support desired capabili5es. Iden5fy low hanging fruit opportuni5es where work can start immediately. 8

9 Task descrip5on Task Descrip,on Priori5ze work units Begin work on low hanging fruit opportuni,es Priori,ze work units Develop plan & budget Ac5on work that can quickly address barriers to effec5ve use of Banner and meet desired capabili5es. This may include configura5on changes, enabling forms, end user training and access to knowledge. Conduct sessions with the SLT members to priori5ze units of work to be conducted in the next fiscal year. The task will consider priori5es stated in the College 3- year strategic plan, feedback from focus group sessions and consultant review of the exis5ng installa5on of Banner. Develop a phased high- level plan & budget to support the delivery of the priori5zed work units. 9

10 Understand barriers to the effec5ve use of Banner 10

11 Scope of consultant observa5ons Banner governance One college func5on Technology enhancements Business processes Repor5ng Student Human resources Finance Accounts receivable* Financial aid Advancement Con5nuing and Professional Development (CPD) Banner upgrades and tes5ng Security Local modifica5ons Training Support * Accounts receivable is a separate line item as it impacts mul5ple modules Finance, Student and Financial Aid. 11

12 Consultant observa5ons Subject Banner governance Observa,ons CampusWorks 1) Lack of communica5on of expecta5ons. 2) Users are unaware of new features. 3) Module implementa5on and resource alloca5on uneven. One college func,on SunGard 1) San Jacinto College desires to func5on as one college (not three campuses). To accomplish this, a concerted approach is required. Both strategic and business leaders have a need for consistency across all enterprise systems and process boundaries. CampusWorks 2) Banner implemented to reflect a single college opera5on. Unique campus requirements affec5ng process efficiency and ability to report i.e. Different programs across campuses that share courses. Some courses may have 2 different programs. 12

13 Consultant observa5ons Subject Technology needs to be enhanced Observa,ons SunGard 1) Across the current student informa5on system, the technology has to be enhanced to support updated business processes. From administra5ve support to student users, cons5tuents needs have changed significantly in the 10- year period since the Banner system was implemented. For example: The CAPP components of Banner do not provide for seamless processing of degree audits, transfer ar5cula5on, waivers, and subs5tu5ons. There is also a greater need for student enabled audi5ng of academic persistence which CAPP is not effec5vely suppor5ng. Distance learning is a crucial component to this philosophy as the technology has to work for the college in suppor5ng its growth and changes. Cons5tuents are demanding more online course offerings in the form of blended delivery and fully online programs. CampusWorks 2) Job scheduling for automa5on of batch processes currently being performed manually. 3) Popula5on selec5on 4) Supplemental Data Engine (SDE) 13

14 Consultant observa5ons Subject Business processes Observa,ons CampusWorks 1) Business processes are not well understood: Impedes effec5ve applica5on of Banner rules and configura5ons Stymies workflow implementa5on Challenges effec5ve and efficient u5liza5on of Banner 2) Modules not being used (underu5lized) Disability services Faculty load CPD 14

15 Consultant observa5ons Subject Repor,ng Observa,ons SunGard 1) Repor5ng hindrances are present in every core business unit. San Jacinto College has a cri5cal need for improved repor5ng capabili5es which must allow for: Easier access to informa5on Reduced dependency on IT to produce custom reports Flexibility to provide informa5on to execu5ve leadership in a 5mely manner Capability to store historical informa5on in a manner which enables strategic decision making, trending, and cube- based analy5cs Consistent repor5ng defini5ons and reports throughout the enterprise CampusWorks 2) Cri5cal data in locally stored shadow systems 3) Nearly all reports are prepared in IT resul5ng in: Bollenecks Conflic5ng priori5es Delays 4) Ad hoc queries by users not readily available 5) Repor5ng architecture not matured 15

16 Consultant observa5ons Subject Student Observa,ons SunGard 1) Self- Service Registra5on through Banner and its baseline inten5on does not allow for intui5ve promp5ng, messaging, and generally does not meet the needs of San Jacinto College s students and administra5ve staff. 2) Duplicate PIDMs are present throughout the Banner modules. 3) IT has been called upon to build custom solu5ons and to support the development of workarounds to accommodate cri5cal processes such as refunds, deregistra5on, and alribute driven drops. 4) San Jacinto College is not able to stay current with Banner versions due to the 5ming of TCC modifica5ons always running behind SunGard Higher Educa5on s releases. 5) The College is currently sustaining a custom- built admissions applica5on that coincided with the Banner go- live in The decisions to customize the admissions applica5on was driven by a lack of Self- Service func5onality available at the 5me of the original implementa5on. 6) Transfer ar5cula5on and the use of EDI technology is not func5oning properly. The process as a whole is not allowing for efficient use of administra5ve staff s 5me and resources. 7) Advising is not mandatory at San Jacinto College, therefore baseline elements available through Banner such as appointment scheduling are not currently being u5lized 16

17 Consultant observa5ons Subject Student Observa,ons CampusWorks 1) Disability services 2) CAPP/Degree Audit 3) Recrui5ng 4) Transcript processing 5) Communica5on module 6) Mul5ple campuses 17

18 Consultant observa5ons Subject Human resources Observa,ons SunGard 1) The Human Resources Department is tasked with promo5ng uniformity and process compliance across the three campuses. The core solu5ons (Banner and PeopleAdmin) are not fully integrated, therefore administra5ve staff are faced with ongoing data synchroniza5on issues and reconcilia5on frustra5ons. 2) Electronic Personnel Ac5on Forms and Web Time Entry are not being u5lized. 3) Salary Planner is only being par5ally u5lized due to challenges with data loads. 4) Posi5on Management lacks efficiency and calls for manual reconcilia5on of informa5on. 5) Department Time Entry is being u5lized for part- 5me staff, however all full- 5me excep5on 5me is being manually entered by Payroll staff. 6) FMLA is currently manually managed. 7) Business performance metrics are difficult to capture and measure. 18

19 Consultant observa5ons Subject Human resources Observa,ons CampusWorks 1) Web Time entry 2) PeopleAdmin 3) Faculty load 4) Posi5on control 5) EPAFs (Electronic Personnel Ac5on Forms) 19

20 Consultant observa5ons Subject Finance Observa,ons SunGard 1) The Fixed Assets module is not allowing for a streamlined approach to capturing monthly or annual deprecia5on. 2) The Student Accounts Receivable process is manually intensive. It requires running several processes and piecing informa5on together in order to arrive at a collec5ve view of the detail necessary to review an account. 3) The overall process for managing security and access rights within Banner Finance is difficult to manage. In par5cular, audi5ng roles within an approval queue have presented challenges for administra5ve staff trying to ensure informa5on and access integrity. 4) Purchase order closing and maintenance is a tedious process at fiscal year- end. 5) There is a field available on the purchase order to record the assigned buyer, however when the purchase order is printed, this informa5on does not print out. Task Force comment: Internal decision not to have buyer informa5on on the purchase order. Vendor should contact originator. 6) Finance would like to offer an online payment gateway for non- student payments. 7) The use of Banner Document Management is underu5lized. 20

21 Consultant observa5ons Subject Finance Observa,ons CampusWorks 1) Chart of accounts hierarchy is an obstacle to repor5ng 2) Challenges for budget managers 3) Opt- in 1098T issues and costs 4) Bank reconcilia5on Task Force comment: Internal decision not to use Banner bank reconcilia5on manually intensive. 5) Travel and expense workflow Accounts Receivable CampusWorks 6) Accounts Receivable: refunding 7) Accounts Receivable: third party billing 21

22 Consultant observa5ons Subject Financial aid Observa,ons SunGard 1) All Banner batch processes are currently being run manually, without the assistance of a job scheduler. 2) The 5me necessary to run batch jobs such as leler genera5on, packaging, and disbursement require approximately 50% of a staff member s 5me. Task Force comment: Please add record crea5on to the list. 3) San Jacinto College is not currently u5lizing electronic communica5ons or Self- Service for Financial Aid. 4) The ability to offer need- based aid in a 5mely manner has a direct impact on student enrollment and reten5on. 5) There is a strategic need to facilitate a more streamlined verifica5on and document tracking process by leveraging technology to support electronic submilal of missing informa5on. 6) Management is using a combina5on of custom scripts, Banner data freezes, and extracts to Excel to accomplish their repor5ng needs. 22

23 Consultant observa5ons Subject Financial aid Observa,ons SunGard, con,nued. 8) The recrui5ng, admissions, and enrollment processes are not effec5vely merged with the financial aid cycle to create a strategic understanding of cause and effect for execu5ve leadership. CampusWorks 1) Disbursement. Currently several difference manual process. For example: $15k per year in hours for 1 employee to do single repe55ve process. Can be a automated process. 2) Refunding. 3) Return to Title IV & last date of alendance tracking. 4) Veterans benefits. 5) Appeals process. Baseline Banner lacks features for financial aid appeals. Handled in shadow system. Campus works to elaborate. Task Force comment: Please add following observa5ons - manual appeals processing. Manual collec5on of paper documents. 23

24 Consultant observa5ons Subject Advancement Observa,ons SunGard 1) Banner Advancement is not fully implemented and used by the Founda5on. The data conversion has been completed, however there is a need for end user training and coaching to integrate the solu5on into live opera5ons. 2) Quick Books is the implemented solu5on suppor5ng the Founda5on s opera5ons. 3) PayPal is currently used to manage event payments and the processing of dona5ons. CPD CampusWorks 1) Labor intensive manual opera5on 2) 10,000+ paper based applica5ons per year no online applica5on 3) Student records stored in paper files 4) Web applica5on and Web registra5on for CPD are not implemented 5) Banner process for student account crea5on does not meet CPD s current needs. 6) Acquisi5on of Banner Flexible registra5on was deferred due to cost and immaturity of product 24

25 Consultant observa5ons Subject Banner upgrades and tes,ng Observa,ons CampusWorks 1) Test plans not comprehensive not fully inclusive of all College areas 2) Some business processes are not fully tested and signed off prior to updates being installed 3) Incomplete or outdated office level opera5onal documenta5on makes tes5ng a significant challenge Security CampusWorks 1) Banner access levels have not been reviewed and approved by management 2) Banner access levels are inconsistent, with nor formal change management 3) Default passwords are s5ll in place Local modifica,ons to Banner CampusWorks 1) Review for con5nued viability, replace with Banner func5onality where possible. Not leveraging new func5onality covered by maintenance fees 25

26 Consultant observa5ons Subject Training Observa,ons CampusWorks 1) Formal training discon5nued 2) Internal knowledge base does not exist 3) Error repor5ng and resolu5on not incorporated into the training model Task Force comments : EdTech Training does provide end user training on certain Banner systems and this training is tracked and required for access to certain systems. However, we have recognize that much of training needs to be customized to the way the depts. are using it. We were planning to focus on that this year. This should align well with the recommenda5on. Support CampusWorks 1) SJC Help Desk does not track 5ckets opened SunGard Ac5on Web 2) Power users are concentrated in select areas of the College 3) Func5on of Banner Student Services group unclear 4) Business analyst skills are limited 26

27 Consultant recommenda5ons Banner Footprint: SunGard 27

28 SunGard proposal 1. Install sosware platorm Enterprise Data Warehouse as platorm for out- of- the- box analy5cs Cognos for repor5ng tool Luminis for portal tool to deliver repor5ng and analy5cs 2. Process improvement design 4,990 hours of consul5ng Strategic repor5ng assessment Business process modeling Key performance indicators 3. Implement sosware and improvements Banner rela5onship management, Flexible registra5on, Degreeworks & TreQ, Travel and expense management, Student & performance analy5cs, Advancement performance analy5cs, Banner recrui5ng & admission performance analy5cs, and workflow 4. Perform func5onal training 28

29 1. Install sosware platorm Observa,ons The College does not currently have a robust warehouse solu5on that allows for historical, analy5cal and sophis5cated repor5ng. Ins5tu5onal Research has a home- grown warehouse solu5on can house some informa5on from the Banner freezes, but its ability to enable strategic repor5ng for execu5ves is limited. Recommended soqware & costs Banner Enterprise Data Warehouse (EDW) Benefits An extension to the Opera5onal Data Store (ODS), the EDW provides addi5onal repor5ng capabili5es focused on detailed, historical data transformed into formats to support ease of analy5cal repor5ng and analysis. 29

30 1. Install sosware platorm Observa,ons San Jacinto College does not have an enterprise Portal solu5on. The lack of a unified architectural founda5on limits the ability to deliver content in a customized, yet consistent way to the community. Recommended soqware & costs Luminis 5 Portal PlaUorm Benefits Luminis Platorm solu5on will provides a platorm for the aggrega5on of content, advanced personaliza5on, content crea5on, content delivery, single sign- on capabili5es, applica5on integra5on, and unified branding. Through Luminis, the College will have a single sign- on connec5on to over 30 pre- configured Banner Portlets providing quick and easy access to Banner data and other SunGard applica5ons. The portal provides role- based targe5ng for informa5on, messages, content, and system access. Provides tools such as blogs, wikis, home pages, threaded discussions, and file storage to allow faculty, students, and staff to interact and collaborate in a secure environment within the San Jacinto College branded environment. 30

31 2. Process improvement design Ac,vity Strategic Repor,ng Assessment Deliverable Strategic Repor5ng Assessment Matrix - contains three components: 1) The Strategic Goal Process Alignment which correlates strategic goals of the ins5tu5on or business area with the respec5ve, suppor5ng reports 2) The Repor5ng Inventory which iden5fies the suppor5ng reports and the associated sosware applica5on or system from which data will be gathered to formulate the suppor5ng reports 3) The Strategic Repor5ng Roadmap which consolidates and organizes the strategic repor5ng recommenda5ons provided in the Strategic Repor5ng Assessment Execu5ve Summary. The Strategic Repor5ng Assessment Matrix will be delivered to San Jacinto College. 31

32 2. Process improvement design Ac,vity Business Process Modeling & Process Improvement Ac,vi,es Deliverable 1. A comprehensive execu5ve summary and findings report which details the processes mapped, future state objec5ves and outcomes, and transi5on state objec5ves, ini5a5ves, and steps to achieve in the interim. 2. Future state process flows for each of the iden5fied key processes which would: Outline the high level steps, ini5a5ves, tasks, and procedures that should be involved in the overall process; Iden5fy who should be responsible for comple5ng each iden5fied ac5vity in the process; specify what applica5ons (e.g., Banner, Banner Workflow, Banner Opera5onal Data Store) should be involved; Iden5fy poten5al custom integra5ons between Banner and third party or partner products Iden5fy workflows, portal channels and custom reports that will be used to streamline the process Iden5fy transi5on steps for the interim before the Future State process model is implemented. 3. A master task log that will list for each of the iden5fied key processes all of the ac5on items and ini5a5ves that will need to be addressed by the internal team 32

33 2. Process improvement design Ac,vity Key Performance Indicator Workshop Deliverable 1) Based on the outcomes of the Business Process Modeling ac5vi5es, SunGard will conduct a workshop to develop performance indicators and measures for key ini5a5ves by process area. 2) Performance indicators will include an associated target, ini5a5ve, and assigned accountability for each iden5fied process area. During the workshop, SunGard Higher Educa5on staff will provide best prac5ces based on industry standards in the development of the performance measures as well as provide each par5cipant with an explana5on of key concepts and best prac5ces related to performance management and strategy execu5on as a part of the workshop. 33

34 2. Process improvement design Ac,vity Deliverable benefits Workflow 1) Transac5ons are no longer paper driven. 1) Improves efficiency by facilita5ng college- wide processing with the integra5on of mul5ple processes that cross departments and applica5ons. 2) Defini5on of each business process in a Workflow model ensures consistent processing of rou5ne tasks and improved performance 3) Workflow model supports the documenta5on of exis5ng processes or the crea5on of new ones - reducing training 5me for new staff. 4) Banner Workflow includes a tool that provides the ability to model paper forms used for processing and approvals into an electronic document. 5) Workflow includes the ability to track the status of work in process and set up no5fica5ons on lagging workflows. 6) Automated no5fica5ons are ini5ated based upon defined triggers, ac5ons, or processing results - enhancing communica5on and customer service. 34

35 3. Implement sosware & improvements Observa,ons There is no technology platorm that supports seamless end- to- end processes key departments such as Financial Aid, Admissions, and Recrui5ng. Heavy reliance on baseline leler genera5on which allows for rigid communica5ons to prospects, applicants, and financial aid recipients, however lacks the flexibility and automa5on.. Recommended soqware & costs Banner Rela,onship Management: Recrui,ng and Admissions Rela,onships Benefits Manage the Recruit to Admit process with a seamless transi5on - elimina5ng the need to manually upload records between Recruitment Plus and Banner Student. Integra5on and interoperability with the current Banner Student solu5on within the college s Digital Campus. Provide sophis5cated contact, communica5on, campaign, event and performance management capabili5es. Maintain a persistent 360 degree- view in a single database of each individual s informa5on, behavior, communica5ons, and interac5on history with the college - captured within one database. Early Alerts func5onality allowing the use of a single solu5on to support enrollment, reten5on, student success, and Advancement rela5onships. 35

36 3. Implement sosware & improvements Observa,ons Flexible full or part- 5me schedules for the non- tradi5onal and con5nuing educa5on students. Limita5ons with the registra5on capabili5es available through baseline self- service. The College must provide the necessary tools to easily register non- tradi5onal students in their program of choice, and the ability to pay via credit cards, purchase orders, and an op5on to require full payment at checkout. Recommended soqware & costs Banner Flexible Registra,on Benefits Improved customer service and business process efficiencies Improved outreach for con5nuing educa5on and community services programs Reduced administra5ve 5me devoted to monitor and manage registra5on and payment 36

37 3. Implement sosware & improvements Observa,ons Limita5ons in the func5onality available within Banner CAPP. A great deal of 5me and effort towards the development and maintenance of CAPP. Procedural inefficiencies such as program restric5ons being manual in nature. There is a custom process, developed as a workaround to negate some inefficiencies. Advisors want the ability to complete a degree evalua5on and capture output for future reference. Recommended soqware & costs DegreeWorks & TreQ Benefits Students: Offers online advice and counsel Presents visible goals to reach gradua5on Prospec5ve transfers have an easy interface to conduct a degree audit based upon transfer equivalencies defined in Banner Advisors Supports real- 5me delivery of academic advice Supports more 5mely degree cer5fica5on Reduces paperwork and manual program check sheets Supports uniformity and accountability among academic advisors Curriculum Planning Pulls all advice into a central repository Defines future student needs by term Provides informa5on for matching needs to projected offerings 37

38 3. Implement sosware & improvements Observa,ons Travel and expense reimbursement is currently processed manually; rou5ng paper forms for review and approval. Recommended soqware & costs Travel and Expense Management Benefits Automate travel expense repor5ng Enable improved processing Provide stricter control over spending Leverage an investment in Banner Workflow implementa5on and training when used for approval processing ROI occurs based upon the following research (SunGard): - The average cost of processing one expense report = $48 - Es5mated savings per expense report when u5lizing a travel and expense management system = $30 38

39 3. Implement sosware & improvements Observa,ons San Jacinto College currently leverages the Web Focus repor5ng tool in conjunc5on with the Opera5onal Data Store (ODS), and historical freezes of Banner transac5onal data. ITS is tasked with wri5ng custom reports and queries for its cons5tuents including administra5ve staff and business unit managers. Recommended soqware & costs Banner Student and Performance Analy,cs Benefits Performance and repor5ng analy5cs are pre- configured and u5lize the delivered Student data warehouse that is integrated with Banner data. Provides dashboards, scorecard templates, summary, trend, and detailed reports, Student Analy5cs for Cognos Provides an ad- hoc querying, repor5ng, and analy5cs environment that allows for the crea5on of on- demand reports without the assistance and need for interven5on from ITS elimina5ng the costs associated with design and development of custom solu5ons. Effec5vely track trends over 5me and effec5veness of reten5on programs. 39

40 3. Implement sosware & improvements Observa,ons Founda5on Office is currently using Quick Books to manage its opera5ons. Banner Advancement System not fully implemented and leveraged to manage contacts, prospects, donors, and the various querying/repor5ng needs of these cri5cal func5ons. Founda5on staff do not have access to the informa5on necessary to iden5fy trends, goals, and key performance indicators in order to monitor progress and determine the success of fund- raising ac5vi5es and prospect cul5va5on. Effort required in Web Focus to develop dashboards, scorecards, and reports when advancement system provides repor5ng. Recommended soqware & costs Advancement performance Advancement Analy,cs for Cognos Benefits Performance and repor5ng analy5cs are pre- configured and u5lize the delivered Advancement data warehouse that is integrated with Banner Advancement data. 40

41 3. Implement sosware & improvements Observa,ons San Jacinto College currently leverages the Web Focus repor5ng tool in conjunc5on with the Opera5onal Data Store (ODS), and historical freezes of Banner transac5onal data. ITS is tasked with wri5ng custom reports and queries for its cons5tuents including administra5ve staff and business unit managers. Recommended soqware & costs Banner Recrui,ng and Admissions Performance and Analy,cs (RAP) Benefits Performance and repor5ng analy5cs are pre- configured and u5lize the delivered Recrui5ng and Admissions data warehouse that is integrated with Banner data. Provides dashboards, scorecard templates, summary, trend, and detailed reports, Student Analy5cs for Cognos Provides an ad- hoc querying, repor5ng, and analy5cs environment that allows for the crea5on of on- demand reports without the assistance and need for interven5on from ITS elimina5ng the costs associated with design and development of custom solu5ons. 41

42 4. Perform func5onal training Ac,vity Deliverable Func,onal Training SunGard will spend addi5onal 5me working onsite and remotely with San Jacinto College staff members. The topics of these sessions would be determined based on the priori5za5on of needs. These would typically be provided shortly aser the delivery of the Process Improvement Assessment results. Task Force Comment EdTech Training needs to be included in any formal/vendor training. 42

43 Consultant recommenda5ons - Implementa5on and management of Banner: CampusWorks 43

44 Overall recommenda5ons Subject Recommenda,on Descrip,on Governance Con5nue to strengthen the Governance structure and mature Governance Process to ensure: The governance structure that SJC u5lizes must: - Be agile and responsive to changing needs - Policy and procedure is fairly and openly debated and ra5fied by the college - Areas of deficiency are iden5fied and made known in an open and collabora5ve forum - The college community has appropriate input into strategy - The Informa5on Technology Department receives appropriate guidance and direc5on on priori5es - Provide for effec5ve stewardship of the college s investment in systems and people - Be accountable ins5tu5onally for the progress of key college ini5a5ves - Include a comprehensive communica5on strategy - Support specific short- term needs for project governance and decision making - Address the list of long- term requests in the context of the current and future status of the Banner product - An effec5ve process for decision making on product acquisi5on 44

45 Overall recommenda5ons Subject Recommenda,on Descrip,on Business process Complete a comprehensive business process review and make necessary adjustments to Banner configura5on Repor,ng Implement a best prac5ce repor5ng architecture Banner upgrades and tes,ng Implement best prac5ce release upgrade and change management Local modifica,ons Review all local modifica5ons to Banner for con5nued viability Security 1) Change system- delivered default system passwords 2) Conduct a comprehensive review of Banner Access Profiles 3) Develop and implement a Banner Access control profile based on posi5on rather than person 45

46 Overall recommenda5ons Subject Recommenda,on Descrip,on Training 1) Iden5fy training as a College- wide responsibility 2) Provide general naviga5on training ins5tu5onally 3) Develop office level procedures manuals - Basis for training - Reference for tes5ng Task Force Comments This needs to be more specific as to roles & responsibili5es. Leaving it as college- wide runs the risk of ul5mately no one being responsible. Support 1) Track calls to Ac5onWeb 2) Enhance and expand the power user role 3) Evaluate role of the Banner Student Support Group 4) Review support staffing levels 5) Expand business analyst role 46

47 Recommenda5ons short term Subject Recommenda,on Descrip,on Student Implement Disability Services func5onality Implement new self service web design Finance Financial Aid Implement Banner s collec5on module Implement a Electronic Delivery General Disclosure that allows for the electronic delivery of key forms, including 1098T tax form Implement a Non- par5cipa5on repor5ng procedure to ensure Financial Aid is not distributed prior to actual en5tlement 47

48 Recommenda5ons long term Subject Recommenda,on Descrip,on Workflow Implement Banner Workflow The implementa5on of Banner Workflow can automate repe55ve func5ons including no5fica5ons Human Resources Review current implementa5on of People Admin integra5on and adjust as necessary Implement web 5me entry Implement talent manager Implement salary planner Review set- up and integra5on points between People Admin and Banner to ensure that all available data fields are transferred during integra5on updates Significant benefits and opera5onal efficiency can be achieved by implemen5ng Banner Time repor5ng through the web based Self Service system. CPD Fully implement Banner func5onality available for CPD Analyze and automate CPD applica5on, registra5on and recordkeeping business processes 48

49 Recommenda5ons long term Subject Recommenda,on Descrip,on Finance Review chart of accounts hierarchy Implement posi5on control Posi5on Control is a comprehensive budge5ng and planning tool which allows Finance and Human Resources to coordinate human capital alloca5ons. Posi5on Control also has the capability to Charge- Back benefit costs to individual departments and programs. Implement Banner procurement card process Integra,on Review all integra5on points Review set- up and integra5on points between People Admin and Banner to ensure that all available data fields are transferred during integra5on updates Significant benefits and opera5onal efficiency can be achieved by implemen5ng Banner Time repor5ng through the web based Self Service system. 49

50 Q&A 50