Minutes: Data Management Committee

Transcription

1 Minutes: Data Management Committee Date, Time and Place Date: February 24, 2011 Time: 1:30 p.m. Place: Admissions Conference Room Attendees Linda Atkinson, ITS Josh Belliveau, IRAP Jonathan Burgess, ITS, AppLEAP Greg Foster, ASU Post Office James Hayes, Advancement Services David Jamison, Controller s Office Tamara Lamont, Financial Aid Karen Main, Internal Audits Tena Miller, Registrar s Office Eric Petrie, ITS Beth Pouder, ITS Dave Powell, Admissions Don Rankins, ITS, ITS Richard Shook, Business Systems Wyatt Wells, Student Accounts Topics Discussed Topic Discussion Leader(s) NCOA Compliance Greg Foster Clean Address Schedule James Hayes Self Service House Number Field Data Management issues AppLEAP website Banner and Oracle upgrades Eric Petrie

2 NCOA Compliance Greg Foster explained that our campus must comply with postal service regulations in order to maintain our bulk mail rate, which means address management is required. Advancement Services is utilizing the NCOA (National Change of Address) process to update their addresses in Banner. This process is required every 95 days in order to be in compliance. Postage is not paid on mail that won t be delivered by using NCOA; therefore, Greg s opinion is that the NCOA process is the most advantageous and the best deal for the money. The ancilliary service endorsement is not required if using NCOA, which saves money. James explained that an excel file is sent to the NCOA vendor and the vendor appends the new information to that file and returns it. He stated that Advancement sends about 198,000 records four times each year and the last four screenings totaled $1950, which is a huge savings in their returned mail. James said that Clean Address has an add-on for NCOA which he believes will validate addresses on-line and in batch mode. Teresa will research the details and cost of this add-on. There would be a problem in determining the departmental cost for this add-on since it would reside in the Banner database. She will appoint a small committee to look into our address change processes and the cost effectiveness of the Clean Address NCOA process. Greg stated that postage is due to increase and the new rates will be announced on April 1 st. He indicated that ASU Printing and Publications is considering purchasing equipment and software to do bulk mailings and may utilize the NCOA process. He hopes that the departments on campus will utilize the services of Printing and Publications if they offer everything we need to do large mailings. Dave said that Admissions sends their mailings through a mail house, but they rarely get reports back with new addresses. He indicated that Admissions would like to have the NCOA process done before they send out large mailings, which brought up a point about the legality of updating student addresses. Tena said there had been a meeting with the University Attorney about student address updates and it was determined that student addresses could be updated, but the student should be notified of the update.

3 Clean Address James stated that he would like for the PS, N1 and N2 addresses to be run through the Clean Address batch process before the parent load process is done in June. Teresa and Don will run through another small test batch in March and then run the PS, N1 and N2 addresses as soon as possible. Dave indicated they should have a meeting about the parent load process before June. It was verified that new applicants will be included in the batch. Self Service House number field Teresa explained that there is now a house number field in Self Service; however, it does not exist in INB. The house number field is tied to the international address field; however, it is causing address errors in INB which is the address used for student mailings. Since there are few mailings that go to international addresses, it was determined that the house number field should be deleted in Self Service. Teresa stated she has deleted the information in the house number fields in Self Service and the field will be deleted. Data Management Issues Lynn explained that the Data Management section of the Data Standards manual lists names of administrators that are responsible for our data but those administrators are probably not aware they are listed in this document. She solicited ideas from this group of how to make them aware they are on the document. Don stated this document is a result of the IT audit and Teresa indicated it has been approved and is ready to go into the updated Data Standards Manual. Teresa suggested that David Hayler should send an to the administration listed in the manual and Lynn said she would ask him. Lynn said if there are individuals that are opposed to having their name in the document that we could change the document to only list the position that is responsible. Lynn indicated that Teresa should hold off on updating the manual until the administrators are notified. Teresa will send a copy of the Data Management section to the committee members for their review by attachment to the minutes.

4 AppLEAP Website Lynn stated that the AppLEAP website needs to be updated since we have made a complete migration to AppLEAP and new names for the website were suggested. Lynn said the front page has information about leaping to Banner and she feels like it should be a Banner information site which should include the login, upcoming changes, current projects, etc. There would be multiple owners of the website. She asked if anyone opposes if her group takes on the project of updating the website and everyone indicated approval. She welcomed ideas from others. Banner and Oracle upgrades Teresa distributed a handout with upgrade versions and dates that was provided by Eric and a copy is attached to the minutes. Eric stated that the Oracle Platform must be upgraded to 11G by June 30, 2011 and will be available on the BR Special Projects database for testing. The application server support runs out on December 31, 2011 and that upgrade requires certain levels of Banner. He explained that all modules should be updated to 8.3 with the exception of Student and Finance, which need to be at 8.4. Two groups of things need to be addressed between now and then and that is getting the Self Service pieces up to 8.3, which will require updating Web General, Web Tailor and some of the functional area modules. He referred to the handout to explain the current status of the modules, the most recent patches and upgrades from SCT by module and needed upgrades by date. He asked everyone involved with these upgrades to be thinking about possible dates. Eric said there has been an 11G instance up for awhile and it will be refreshed soon. He will let everyone know when the test instance has been refreshed and will place all of the release guides on the R drive. Lynn said they need users to test the Banner forms in the refreshed 11G instance. Eric said the Java plug-in will be pushed out automatically before the upgrades are started. Jonathan said it looks very different and a notice should be sent to users before this is pushed out. Lynn indicated they should be able to send out a notice.

5 Other Lynn asked Teresa if the membership list of this committee needs to be revised and Teresa responded that a few years ago this committee was pared down to the Team Leads, IT Leads and an IRAP rep and that these members should invite others to attend the meetings based upon the agenda. That decision was made a few years ago because the agenda items have changed and are so widespread since the AppLEAP project is complete. Teresa asked if everyone in attendance today wants to remain on the committee. She pointed out that IRAP has five staff members on the list serv and Josh said he would check with Heather and let her know who needs to remain on the committee. Teresa said Rick Presnell had requested that someone from Student Accounts should be added to the committee. Wyatt instructed Teresa to add Ethel Hayes as the committee member. Lynn mentioned Patty Dale and Teresa indicated that Tena should invite Patty when the meeting agenda applies to her unless Tena feels like she should be added to the committee. Teresa commented that she would add or delete members as needed. Beth asked if she is a member of the committee and Teresa said she is because she is an IT Lead. Lynn asked Teresa to verify that Beth is listed as a member in the Data Standards Manual. Teresa said that Kay Wood had requested to be deleted from the committee and Richard believes that Sandi Jones should maybe be added to the committee. Tamara indicated that Lori Townsend should remain on the committee, but Kathy Graham could be deleted. Teresa reminded everyone that attendance should be based on the agenda. Jonathan suggested that the new employee in Business Systems, Kevin Patterson, should be added to the committee. Don stated that he is trying to get access to account assignment for faculty and staff flow charted and approved by the administration. There were proposals to try to make it more efficient but we need approval from the University Attorney, Human Resources and Academic Affairs so that we meet federal and state regulations. He believes that once the background check is done and the offer is accepted, there could be an account assigned and communication can begin; however, the I-9 must be done beforehand. Access to student records would begin at a later point. Affiliate faculty should also have an account for communication.

6 Actions Action Research details and cost of NCOA add-on to Clean Address Appoint committee to write departmental address change procedures and study cost effectiveness of Clean Address NCOA process Run small test batch of PS, N1 and N2 addresses through Clean Address Ask David Hayler to send an to administration listed in the Data Management section of the Data Standards Manual Think about possible dates to install required upgrades to Banner Test Banner forms in the 11G test instance Notify users about the new Java plug-in Determine who needs to remain on the Data Management Committee from IRAP Add and delete committee members as specified Responsible Person(s) Don Rankins Team Leads Team Leads and staff Josh Belliveau Heather Langdon