Keeping the Throngs Enthralled: Keeping the Throngs Enthralled: Banner Internal Marketing and Banner Internal Marketing and AwarenessAwareness

Marie FetznerMarie Fetzner

Dr. Jeff BartkovichDr. Jeff BartkovichSETA East ConferenceSETA East Conference

Monday, September 19, 2005, 3:45pmMonday, September 19, 2005, 3:45pm

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Session Rules of Session Rules of EtiquetteEtiquette

Please turn off your cell phone/beeperPlease turn off your cell phone/beeper If you must leave the session early, If you must leave the session early,

please do so as discretely as possibleplease do so as discretely as possible Please avoid side conversation during Please avoid side conversation during

the presentationthe presentation

Thank you for your cooperation.Thank you for your cooperation.

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IntroductionsIntroductions Audience member pollAudience member poll Presentation structurePresentation structure

WelcomeWelcome

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Presentation Presentation ObjectivesObjectives

Provide an overview of the MCC Provide an overview of the MCC Banner:Banner:−Institutional communication planInstitutional communication plan−Tips for sustaining team momentumTips for sustaining team momentum−Strategies for dealing with cultural Strategies for dealing with cultural

changechange

Develop a listing of best practicesDevelop a listing of best practices

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I. MCC Banner I. MCC Banner OverviewOverview

MCC’s legacy system is SCT PlusMCC’s legacy system is SCT Plus MCC is implementing all five MCC is implementing all five

Banner modules:Banner modules:– FinanceFinance– HRHR– AdvancementAdvancement– StudentStudent– Financial AidFinancial Aid

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Banner Banner Implementation Implementation

PhilosophyPhilosophy Banner is about people and change—it Banner is about people and change—it

is not all about technologyis not all about technology You need strong support from the You need strong support from the

highest levels of administration to highest levels of administration to succeedsucceed

The campus as a whole needs to “buy The campus as a whole needs to “buy in” to the project and see the benefitsin” to the project and see the benefits

Create a shared vision of overall Create a shared vision of overall institutional mission and direction with institutional mission and direction with BannerBanner

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MCC Banner MCC Banner Vision StatementVision Statement

To advance College processes and systems by providing efficient, accessible, secure and dynamic information that supports the College.

 

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MCC Banner TimelineMCC Banner Timeline

Start-up phase March 1 – August 31, 2003 Start-up phase March 1 – August 31, 2003

Implementation Dates:Implementation Dates:Year 1Year 1 Finance (September, 2004) Finance (September, 2004)Year 2Year 2 Human Resources (January, 2005) Human Resources (January, 2005)Year 2Year 2 Advancement (September 2005) Advancement (September 2005) Year 3Year 3 Banner Student (October 2005- Banner Student (October 2005-

September 2006) September 2006)Year 3Year 3 Banner Financial Aid (February Banner Financial Aid (February

2006)2006)

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MCC Banner StructureMCC Banner Structure

MCC Banner Executive Committee

MCC Banner Steering Committee– Includes data standards, reporting and

cross product interface team leaders

– Work teams

It is important to communicate the Banner organizational structure to the College community

MCC Banner Org ChartMCC Banner Org ChartMCC Banner Executive

Committee

MCC Banner Steering Committee

Student Team

Technical Team

Financial Aid Team

Human Resources

Team

Work Teams

Work Teams

Work Teams

Work Teams

Work Teams

Work Teams

Finance Team

Advancement Team

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Banner as Cultural Banner as Cultural ChangeChange

The system is not the solution—it’s The system is not the solution—it’s how you use ithow you use it

Understand your institution’s Understand your institution’s ability to absorb change—faculty, ability to absorb change—faculty, students, staffstudents, staff

ERP projects often are attempted ERP projects often are attempted after a long period of stability with after a long period of stability with highly customized legacy systemshighly customized legacy systems

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Banner as Banner as Cultural ChangeCultural Change

Prepare the IT staff for the shift from Prepare the IT staff for the shift from an IT-centric system to a functional an IT-centric system to a functional user-centric systemuser-centric system

Consider this culture shift in your Consider this culture shift in your communicationscommunications

Suggested reading: Suggested reading: The Social Life The Social Life of Informationof Information, J. S. Brown and P. , J. S. Brown and P. DuguidDuguid

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Impediments to Impediments to ChangeChange

Firefighting, no focus on the visionFirefighting, no focus on the vision Too much management/too little Too much management/too little

leadership leadership Ego/pride/silosEgo/pride/silos Fatigue in the short-term/long-termFatigue in the short-term/long-term Cultural or environmental Cultural or environmental

restrictionsrestrictions

--Lois Frankel --Lois Frankel

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II. MCC Banner II. MCC Banner Communication PlanCommunication Plan

GoalGoal– To communicate and present To communicate and present

useful information to the useful information to the College community about the College community about the MCC Banner implementation MCC Banner implementation projectproject

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MCC Banner MCC Banner Communication PlanCommunication Plan

PM should develop an overall PM should develop an overall Banner communication planBanner communication plan– consistent messageconsistent message

Regular communication to College Regular communication to College community and other constituenciescommunity and other constituencies

Banner PM as an ambassador for the Banner PM as an ambassador for the project—internally and externallyproject—internally and externally

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MCC Banner MCC Banner Communication Plan Communication Plan

ObjectivesObjectives

Provide to the College community (and the Provide to the College community (and the public at large) regular updates on Banner public at large) regular updates on Banner activities and accomplishments activities and accomplishments

Share with the College community the Share with the College community the Banner implementation timeframe, progress Banner implementation timeframe, progress to date and accomplishment of major to date and accomplishment of major milestonesmilestones

Direct the MCC community to the MCC Direct the MCC community to the MCC Banner web pages for additional informationBanner web pages for additional information

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MCC Banner MCC Banner Communication Plan Communication Plan

ObjectivesObjectives– On a regular basis, share Banner tips On a regular basis, share Banner tips

and factoids with the College community and factoids with the College community to enhance their understanding of how to enhance their understanding of how Banner will impact themBanner will impact them

– Develop a Banner communication model Develop a Banner communication model that can be shared and replicated at that can be shared and replicated at SUNY schools and at other institutions SUNY schools and at other institutions migrating to the Banner system migrating to the Banner system

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III. Banner III. Banner Communication Activities Communication Activities

and Practicesand Practices Website for information sharing Website for information sharing

– Banner committees only Banner committees only – College-wideCollege-wide– Public informationPublic information

President’s leadership reception President’s leadership reception (off-campus) (off-campus)

Staff reception (on-campus) Staff reception (on-campus)

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Banner Communication Banner Communication Activities and Activities and

PracticesPractices Banner Updates in the daily e-TribuneBanner Updates in the daily e-Tribune

– Banner BuzzBanner Buzz Brown Bag presentations Brown Bag presentations Logo and mascot competition Logo and mascot competition ““Timeframe Wall” in the training roomTimeframe Wall” in the training room Banner Bee sightings Banner Bee sightings

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Where’s the Banner Bee?Where’s the Banner Bee?

Photograph by Dr. Jeffrey P. Bartkovich, 2004Photograph by Dr. Jeffrey P. Bartkovich, 2004

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Banner Communication Banner Communication Activities and Activities and

PracticesPractices Banner factoids PPT slide show loopsBanner factoids PPT slide show loops

– Banner quantitative info to share on PPTBanner quantitative info to share on PPT and hard copy posters and hard copy posters

Open reception for all team membersOpen reception for all team members SUNY reps and SCT reps SUNY reps and SCT reps

Departmental briefings (Bring IT to Departmental briefings (Bring IT to Your Meeting) Your Meeting)

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Banner Communication Banner Communication Activities and Activities and

PracticesPractices Banner Project Definition Banner Project Definition

DocumentDocument Introductory Banner presentationsIntroductory Banner presentations Standing agenda topic at the MCC Standing agenda topic at the MCC

VP meetingsVP meetings Graphical timeframe of entire Graphical timeframe of entire

projectproject

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Where’s the Banner Bee?Where’s the Banner Bee?

Photograph by Dr. Jeffrey P. Bartkovich, 2004Photograph by Dr. Jeffrey P. Bartkovich, 2004

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Banner Communication Banner Communication Activities and Activities and

PracticesPractices Volunteer data input sessions in INB Volunteer data input sessions in INB

for Banner “Show and Tell” for Banner “Show and Tell” Divisional retreat devoted to BannerDivisional retreat devoted to Banner

– Use of Banner from the Technology Use of Banner from the Technology division’s perspectivedivision’s perspective

– Develop Banner ambassadorsDevelop Banner ambassadors ““Banner Matters” topic is on every Banner Matters” topic is on every

ETS ETS Executive team meeting agenda Executive team meeting agenda

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Sustaining Team Sustaining Team MomentumMomentum

Expect fluctuations in team efforts Expect fluctuations in team efforts over the course of the project over the course of the project

Utilize best practices of early Utilize best practices of early modulesmodules– Hold module debriefings post Go-liveHold module debriefings post Go-live

Bring in Banner experts from other Bring in Banner experts from other institutions to “talk shop”institutions to “talk shop”

Celebrate successes and milestonesCelebrate successes and milestones

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Where’s the Banner Where’s the Banner Bee?Bee?

Photograph by Dr. Jeffrey P. Bartkovich, 2004Photograph by Dr. Jeffrey P. Bartkovich, 2004

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IV. Tidbits from the IV. Tidbits from the ThrongsThrongs

Get me involved, let me do something Get me involved, let me do something Forget this seed and test data, let me Forget this seed and test data, let me

work on the real stuff work on the real stuff I liked the old systemI liked the old system I want to understand the key differences I want to understand the key differences

between the legacy system and Bannerbetween the legacy system and Banner How will Banner impact my daily duties? How will Banner impact my daily duties?

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Tidbits from the Tidbits from the ThrongsThrongs

I already worked on the system I already worked on the system migration 18 years agomigration 18 years ago

This is a lot of time and effort for a This is a lot of time and effort for a relational database relational database – Why do we have to share data?Why do we have to share data?

Train me after it is implemented Train me after it is implemented and let me see the real Banner and let me see the real Banner

Train me now so I can be prepared Train me now so I can be prepared

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Where’s the Banner Where’s the Banner Bee?Bee?

Photograph by Dr. Jeffrey P. Bartkovich, 2004Photograph by Dr. Jeffrey P. Bartkovich, 2004

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V. Banner V. Banner Reconceptualization Over Reconceptualization Over

TimeTime

Migration Implementation Resolution

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Banner Banner Reconceptualization Over Reconceptualization Over

TimeTime

DataData   ProcessProcess   AttitudesAttitudes

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Banner Banner Reconceptualization Over Reconceptualization Over

TimeTime

SoftwareSoftware SystemsSystems Services Services

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Banner Banner Reconceptualization Over Reconceptualization Over

TimeTime

Data ConversionData Conversion ProgrammingProgramming Operations Operations

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Where’s the Banner Bee?Where’s the Banner Bee?

Photograph by Dr. Jeffrey P. Bartkovich, 2004Photograph by Dr. Jeffrey P. Bartkovich, 2004

Joy Patrick Braselton and Maddy Cuciti

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VI. Banner Awareness VI. Banner Awareness Sample Template Sample Template

Describe “What” the Banner system Describe “What” the Banner system is is

Explain “Why” the institution has Explain “Why” the institution has made the decision to go to Bannermade the decision to go to Banner- Tie the project into the institutional Tie the project into the institutional

mission and strategic plan for the mission and strategic plan for the CollegeCollege

- Identify benefits to students, faculty, Identify benefits to students, faculty, staff and alumnistaff and alumni

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Where’s the Banner Where’s the Banner Bee?Bee?

Photograph by Dr. Jeffrey P. Bartkovich, 2004Photograph by Dr. Jeffrey P. Bartkovich, 2004

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Banner Awareness Banner Awareness Sample TemplateSample Template

Explain “When” the project will Explain “When” the project will take placetake place Address other concurrent competing Address other concurrent competing

projects at the institutionprojects at the institution Discuss “Who” will work on the Discuss “Who” will work on the

projectproject Describe “How” the project will be Describe “How” the project will be

funded funded

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Banner Awareness Banner Awareness Sample TemplateSample Template

Focus on what end users can do to Focus on what end users can do to prepare for Banner now?prepare for Banner now?– Consider their departmental processesConsider their departmental processes– Address data clean-up issuesAddress data clean-up issues– Enhance technical skills in Excel and Enhance technical skills in Excel and

AccessAccess– Talk to colleagues at other Banner Talk to colleagues at other Banner

schoolsschools Be positive!Be positive!

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Where’s the Banner Where’s the Banner Bee?Bee?

Photograph by Dr. Jeffrey P. Bartkovich, 2004Photograph by Dr. Jeffrey P. Bartkovich, 2004

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Sample PresentationSample Presentation

An introductory MCC Banner An introductory MCC Banner presentation is included in the presentation is included in the handoutshandouts

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SummarySummary

Emphasize the fit between the Emphasize the fit between the implementation and college missionimplementation and college mission

Develop a fluid communication planDevelop a fluid communication plan– The plan evolves over timeThe plan evolves over time

Understand the culture and Understand the culture and audiencesaudiences

Utilize multiple strategies and Utilize multiple strategies and perspectives; end user suggestionsperspectives; end user suggestions

Appreciate and advocateAppreciate and advocate

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Favorite QuotesFavorite Quotes

““Be not the first by whom the New are Be not the first by whom the New are try'd, Nor the last to lay the Old aside”try'd, Nor the last to lay the Old aside”--Alexander Pope, An Essay on Criticism, --Alexander Pope, An Essay on Criticism, Part II Part II

““Failure is Impossible.”Failure is Impossible.”--Susan B. Anthony--Susan B. Anthony

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Like the Banner Bee…Like the Banner Bee…

You can be in the same location, but by You can be in the same location, but by changing your perspective, can embrace changing your perspective, can embrace change and take things to another level.change and take things to another level.

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Q and A/other Q and A/other practicespractices

Other practices and strategies to Other practices and strategies to consider consider

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Marie Fetzner, Asst. to the VP, Educational Marie Fetzner, Asst. to the VP, Educational Technology/Banner Project Manager, Monroe Technology/Banner Project Manager, Monroe Community CollegeCommunity Collegemfetzner@monroecc.edumfetzner@monroecc.edu

Dr. Jeff Bartkovich, Vice President, Dr. Jeff Bartkovich, Vice President, Educational Technology Educational Technology Monroe Community CollegeMonroe Community Collegejbartkovich@monroecc.edujbartkovich@monroecc.edu