SIS QUESTIONS BY MODULE FROM DEMONSTRATION MEETINGS

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SIS QUESTIONS BY MODULE FROM DEMONSTRATION MEETINGS

Below is a list of functional and technical questions that have surfaced from the demonstrations held in February and March on the Student Information System. Some of the questions may be specific to South Dakota for the system to work through; however, others are directly related to Banner SIS. Please review the list and where possible provide a follow up to the questions as they relate to a Banner Solution. If any are specific to SD that need to be resolved during implementation, any advice on a solution may be important as SD continues to review the functionality. Ellucian Response: Ellucian has endeavored to provide thorough and helpful responses to questions posed by The South Dakota Board of Regents and its Campuses. Our responses are provided for informational purposes only and do not constitute or give rise to contractual commitments on behalf of Ellucian. Ellucian best practices require negotiation to enable inclusion of our proposal response into any resulting contract.

A. Admissions and Recruitment

Recruitment It may be imperative to schedule a recruiter software demonstration for those campuses that want to explore this option. This could be conducted by a webinar.

Ellucian Response: Sean Nappo, Director of Sales, will work with the campuses to set up any additional follow-up webinars, discussions, or demonstrations needed.

Recruitment There was some discussion about how much customization is available in the out of the box software. The customization (e.g., application) is limited unless the Recruiter software is added. Can you explain or provide some examples of what this looks like?

Ellucian Response: The Banner Student system provides a baseline web inquiry and admissions application. These components are configured through administrative pages where authorized users can determine the fields that are displayed; questions that need answered; which questions are mandatory or optional, etc. These configurations do not require any technical expertise. There are also calendars related to each type of application displayed to determine when it is available for entry and display to the applicant. Once those applications and related fees are complete and submitted, the application will stay in temporary tables until it is verified, matched and loaded into the database. From an access standpoint and in addition to MEP, Fine Grained Access Controls (FGAC) would provide another option to control which recruit/applicant records administrators can see based on a configured rule in the system in a single environment.

Recruitment

A decision will need to be made on what the prospect has to do to log into the system. For example, do they have to log in 6x to see applications from different schools or could we just have one landing page with links to all campus applications. It is preferable that each schools need to have their own landing pages for recruiting. How does this work then for students that sign‐in to one landing page? Do they then select the link to the campus landing page for the application and branding for that campus? Or would a student need to log it a system multiple times to be directed to the campus prospect page? Help us understand how this works. Also, how does the student gain access to the SIS from the University specific portal?

Ellucian Response: Acknowledged. Additional discovery will need to occur between Ellucian and SD institutions to fully understand how the admission process should be modeled based on whether institutions are using Recruit CRM, other CRM, or baseline admission capabilities in Banner. However, there could be a directed landing page for each institution that is branded, and matched to a particular Banner web application type which would serve as a filter to display only the specific web application types for

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each institution. The student would gain access to the application from each institution by clicking on a hyperlink in the portal.

Admissions

It would be helpful to schedule a webinar for the purpose of showing the application process in Banner Student. Not all of the schools will be using Banner Recruiter and some using Banner Recruiter may choose to push the app to the student system early. We need to see how this process will work and also need to be aware of what data elements the system holds without customization.

Ellucian Response: Sean Nappo will work with the campuses to set up any additional follow-up webinars, discussions, or demonstrations needed.

Admissions

The ability to use a banner application will be critical for a seamless entry into the tables. If the system stays with the common application, then there is a need to bring the data in with an interface into the temporary files. Then the Banner Process would be run to pull it into the permanent tables. This will need to be a SD decision. There is flexibility in the Banner prospect application that could allow multiple applications (graduate, undergraduate, University specific, etc.). The question for Ellucian ‐ when students log into the prospecting application ‐ can the data they enter be auto‐ populated into multiple applications. For example, if a student wants to apply for SDSU and BHSU, do they need to re‐enter all of their data or will the system be able to auto populate to allow student to bring in most of the data in an effort to avoid duplicate work? Or can a general application be created that the student can select which Universities the data should be pushed to in the MEP environment?

Ellucian Response: In an environment where the admissions data is separated through configuration, the baseline Banner application data will be distinct to that institution. The applicant will create a single application to the institutions they want using filtering mechanisms, and Banner will perform the separation for each institution.

Admissions The Banner system will charge fees per application. Do we need to consider the current process in setting up this? Perhaps this is just a review of SD processes to how Banner charges.

Ellucian Response: The Banner application can be configured to charge application fees or no charge at all. These charges can be set by application type (i.e., Undergraduate, Graduate, International, Transfer, etc.).

Admissions

The prospect completes the application information and it sits in a temporary table (this is in the MEP environment). This will need to be processed into the permanent tables. Who runs those processes? What is the recommendation of Ellucian on this? Whoever runs this will be generating the permanent record and will need to run the common matching to avoid duplicate PIDMs. Also, can runner technology be used to ensure the address data is correct in this process when the applicant completes the application? How is this impacted if we maintain a common application?

Ellucian Response: The automated process to common match, verify and push the applications into the permanent tables would be run by one designated individual at each campus. If each institution applied to is a different Application Type, then the match and push process could be performed either centrally for all institutions, or by each individual institution. Runner Technology can be used in the process to ensure that addresses reflect postal regulations. A common application will need to be reviewed to ensure proper loading of data into the banner permanent tables.

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Admissions

The student record creation process needs to be determined by the applicant submitting their choice of home institution through our SDBOR commit process instead of by the applicant “accepting” their admission to a university. It would be

good to find out if Banner can change this to work with a Banner extensible field that

would be specifically for choosing a “home” institution. Admissions is a major contributor to the commit process. As we talk to families, it is helpful to know if the applicant is or needs to be a part of the commit process as we work with them on their options for the future.

Ellucian Response: Multiple institutions can be selected by the applicant, but the “home” campus is the one where the initial learner record is created. This strengthens the tie of the student to a home college, but does not limit his/her ability to register for any institution. The campus code would this become an identifier, not a limiter.

For further information, see Appendix 4 with Home Institution.

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B. Registrar and Academic Records

Academic

There was a good amount of discussion on the Banner Hierarchy. Because Banner has rules and validation codes, the hierarchy is based on the rule code and how it connects to the validation. The challenge is that Banner only allows for one hierarchy versus multiple (like Colleague). Colleague Hierarchy (see attached screenshots of Colleague Hierarchy): Allows academic hierarchy to be defined by university mostly be smart‐coding. At our demonstrations, Brian referred to a screen in Banner that might be similar to this; Department is the key to the hierarchy; It has the division and school/location attached to it which pulls that information in when needed. There was another screen that Brent showed as well that might be beneficial.

Courses: Currently, Colleague allows multiple locations to be attached to a course which is necessary for common courses. In Banner, I see two options based on what was presented to us: 1) Use the existing location code to code one of the universities; Use extendibility to add the remaining 5 locations. This will greatly affect programming for all; campuses and RIS. 2) Create a course for each university that is approved (this would be similar to how we used the common rules/validation tables in Banner HRFIS (e.g., FOAPAL)).

Programs: We discussed whether to smart‐code or not smart‐code programs. One of the biggest concern here to support program smart‐coding is that each university may have different requirements for accounting, for example. If the program was not smart‐coded, the campuses would need to agree on degree audit requirements, name their courses the same, etc. Reporting at the BOR level will be a concern here as students from all universities would be lumped into that same program. There will need to be a governance on creating of the coding/names table values.

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Can you provide us how this would work in Banner? Using SD specifics in your

response would be important. Ellucian Response: See Appendix 1 for our response to this comparative hierarchy.

Academic

There is a complexity of GPAs and transcripts: 1. institution has a cumulative, also by individual institution, one by transfer, and then there is a system GPA. 2. Each institution has a separate transcript. Therefore, how do we merge all of the student records on the transcript?

Ellucian Response: 1. Banner stores cumulative GPA, Campus GPA, Transfer GPA and an overall GPA. 2. Banner transcripts allow for the request of a specific campus transcript, as well as a single transcript with all campus data.

Academic

When setting up terms (rules and validation) SD will want to create codes that allow the sorting by semester rather than by FA or SP or SU. In other words, the thought about the display when reporting should be considered. Could potentially use numeric alpha data. So, YEARTERM 201710, 201720, 201730 ‐ 10 equals Fall, 20 equals Spring, 20 equals Summer.

Ellucian Response: Banner allows for distinct term code structures. The above mentioned coding structure: 201710, 201720 and 201730, where 10 equals Fall, 20 equals Spring and 30 equals Summer, aligns with the best practice recommendation.

Academic It would be appropriate to understand more of how the D2L integration would work.

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Ellucian Response: Students, faculty, and administrators benefit from real-time synchronized data, especially when these data are important to their individual needs and performance objectives. Banner Integration for eLearning tracks the authoritative source of application-specific data, helping to ensure data integrity in support of inter-office processes for course catalog management, class scheduling, class enrollment, registration add/drop, grade book, and other academic information sources. Banner Integration for eLearning, which employs the Banner Integration Technologies architecture, provides real-time, standards-based data integration between the Banner Student system and popular learning management systems, such as those provided by Blackboard and Desire2Learn. An important part of the Banner Integration for eLearning Solution is a collection of SDKs and software components, provided through our Banner Integration Technologies architecture that provides the tools which can help institutions to connect both their “homegrown” and third-party applications. Institutions using these integration components gain the benefits of a flexible, reliable software integration resource that can extend the life and utility of their applications, old and new. Institutions and learning management system providers that are integration partners can develop and maintain application software adapters that work with Banner Integration for eLearning. Banner Integration for eLearning offers significant advantages to institutions using other integration products. Capabilities include:

Visual integration of Ellucian and IMS-compliant systems through the Ellucian

Luminis Platform;

Consolidated data-extract process for the student information system that

processes multiple data objects, including term, college, department, course,

section, cross-listed courses/sections, users, student enrollments, and faculty

assignments;

College, department, course, and section synchronization events designed to

synchronize Banner Student with external IMS-compliant systems; and

Person, student enrollment, and faculty assignment events designed to

synchronize Banner Student with external IMS-compliant systems.

Academic

It is our understanding that Degree Works is a part of the solution being proposed by Ellucian. Please validate this. Also, does the history of comments and other information continue to follow the student? We didn’t see any place to code session or yearly cycles on courses. Degree Works Planner should consider cycles when students add courses to their plan (for terms where sections are not yet available).

Ellucian Response: Degree Works is part of the solution being offered. All history, whether they are major changes, plan changes, notes, exceptions, petitions, etc. will be available for the student during their tenure at the institution. The Banner catalog offers the capability to exclude courses from a certain term; i.e., course can only be offered in the Spring. In addition, Degree Works can be built out to provide for errors when trying to enter a class into a planned term for which it is not typically offered.

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Academic Can academic history be uploaded from PDF on the student’s record? Is it viewable then to the student?

Ellucian Response: Degree Works offers the baseline capability to save the Worksheet View as a PDF and it would be viewable by the student.

Academic Degree Works ‐ SD has many courses that are not offered every semester or even every year. Ellucian will follow up on this as they did not have that configured in today's demo.

Ellucian Response: Currently, the Student Education Planner does not currently support this level of checking.

Academic Can a student add in personal commitments into their academic plan? Work etc…. So they can see a more personalized scheduling plan for themselves and plan according to their academic and personal schedule.

Ellucian Response: Students can place in notes or a placeholder into their Student Educational Plan in Degree Works. In addition, once the student has registered, they can download their schedule onto their personal mobile device and incorporate personal schedule information with their class schedule.

Academic What kind of detail can be displayed for the student (e.g., building and classroom information) when looking at course schedule?

Ellucian Response: Class Details (term, campus, schedule type, instructional method, title, credits hours, grade mode); Bookstore Link Information; Course Description; Syllabus; Attributes (course); Restrictions; Instructor/Meeting Times (date, time, campus, building, classroom and instructor profile); Enrollment/Waitlist (details on actual, maximum and remaining); Corequisites; Prerequisites; Mutual Exclusion; Cross Listed Sections (details on sections cross listed and the actual, maximum and remaining enrollments); Linked Sections (lecture/lab); Fees; Catalog details.

Academic If a student does not register for a required prerequisite that would be needed to keep a course on track for future terms plan ‐ would it immediately notified that their plan is no longer on track? How does this notify student?

Ellucian Response: If prerequisites are incorporated into Degree Works, there will be an error message received when saving the plan, if a course is placed when the prerequisite has not been completed. Notifications could be sent to the student through Banner Communication Management.

Academic In‐State Transfers ‐ In Colleague there are some current issues when reporting on transfer students and identifying them without doing clean‐up. How would this work in Banner?

Ellucian Response: When a prospect is created in the system or an applicant applies to the institution, a student type is associated with the student. Student Type is a required field on the learner record and is involved in IPEDS reporting.

Registrar How will this conversion impact year‐long registration as we move from one system to another?

Ellucian Response: During your implementation this business process will be considered in the conversion.

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Academic What will the transcripts look like? Transcripts use transcript groupings. What does Banner use to achieve the same results?

Ellucian Response: The visual presentation of a transcript is up to institutional preference; you are able to control data elements that appear on the transcript. Banner uses level codes to associate transcript groupings. You can see a single transcript (per level) that lists in term order all courses taken by the student at all institutions.

In addition, SDBOR may leverage Evisions FormFusion that is integrated with Banner Student to create unique transcripts and other communications.

Academic

There is a complexity of GPAs and transcripts: 1. institution has a cumulative, also by individual institution, one by transfer, and then there is a system GPA. 2. Each institution has a separate transcript. How do we merge all institutional data on the transcript? 3. We also have Post‐Merge Transcripts in Colleague, Pre‐Merge Transcripts in Colleague, and Hard Copy for those that are pre‐Colleague.

Ellucian Response: 1. Banner stores cumulative GPA, Campus GPA, Transfer GPA and an overall GPA. 2. Banner transcripts allow for the request of a specific campus transcript, as well as a single transcript with all campus data. 3. Banner has the capability to store pre-Colleague transcript information. Transcript details can be high level (Hours/Quality Points/GPA) for both institution, transfer and campus or detailed with the ability to enter hard copy transcript data into the system. Additional information on transcript processes and processing will be reviewed during the implementation by the Services consultants.

Academic Is there a way to filter by free text (e.g., searching by typing in a section, course number, etc.).

Ellucian Response: Yes, pages in Banner allow for the filtering of data by user defined search criteria.

Academic Could we get some screen shots on how career interests would be managed?

Ellucian Response: See Attachment in the Appendix 2 – ACAD 2

Academic Could we get some screen shots on how the transfer process works?


Academic We currently run a verification process after instructors assign grade and before they are visible to students. Does Banner have similar functionality? What types of parameters for grading are available to ensure accurate grades are posted?

Ellucian Response: Banner allows for the same verification process. Once faculty assign grades, grades are sitting in an unrolled status (which means they are not visible to students). When verification has been completed or the grading period is available for presentation to the student, then rolling of the grades can occur. Grade scales and grades are associated with instructor grading to ensure the right grade is inserted at time of grading; no unassociated grades can be saved without an error being shown the faculty member.

Academic For a Withdraw grade, is there a message that provides the student the number of W's the student already has?

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Ellucian Response: Banner offers the ability to store and automatically assign a W grade based on setup, but the number of W grades assigned is not presented to the student.

Academic In Banner, how many comment fields exist for free form text in Student Banner? Could you provide to use some examples of where those exist?

Ellucian Response: Banner offers free form text in all submodules of the system. Within each area (i.e., Recruitment, Admissions, General Student, Graduation, etc.), free form text is an option to store/document information related to the function required.

Academic Could we get some screen shots on how the graduation work process is completed in Banner?


Academic

Could we get some screen shots on how the registration work process is completed in Banner? 1. Multi‐term registration: What caveats do we need to watch for? E.g. Restrictions, prerequisites, 2. Auto registration in sections with a section requisite,

3. Retakes policy – students can register for a course a max of 3 times, 4. Is there a process/form to assign registration priority dates and times?

Ellucian Response: Registration Process Overview: See Attachment in the Appendix 2 – ACAD 5 1. Multi-term registration is an option within Banner. Controls and configuration options allow the determination of when each term is open and available. 2. Sections with a section requisite can be configured to allow enrollment or non-enrollment into the section. 3. Banner offers the flexibility to control repeats at the course level. The repeat rules can be written to enforce hours or limits and the registration error checking can be set to make this rule be fatal (no enrollment), warning (message about the violation is present, but the student is allowed to register) or no enforcement at all. 4. Banner offers the ability to assign registration priority dates and times based on time ticketing or student specific criteria (level, college, degree, department, campus, classification, major, student type, last name, and/or earned hours). 5. In addition to standard “open” registration with appropriate edit checks, Banner offers flexibility in registration models based on a programs requirement: “Block”, “Structured”, and “Projected” can be used to keep students focused and on track for graduation.

Academic Students should not be able to drop the last class for any given term

Ellucian Response: Banner can be set to enforce this business process for any given term.

Academic We didn’t see anything about if or how tuition codes are placed on sections.

Ellucian Response: Tuition codes or additional fees can be placed on the individual sections via Schedule Detail page. See Attachment in the Appendix 2 – ACAD 6

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Academic

There will be a need to identify at the course level the location the course will be taught and the method the course is being delivered. Currently in Colleague, topic code field and local ID field were used to reflect these. E.g., see screen shot below….SD uses the topic code to reflect satellite locations. Examples are: BRMC (Brookings Main Campus), SFUC (SF University Center, CUC (Capital university Center). While it seems logical to do, these should not be added to the location, campus values as these further specify where a section is held. Also, see below how Local ID is being used to identify the delivery methodology used: classroom face to face, distance, online, etc.

Ellucian Response: Course location and instruction method are available options via the Schedule Page in Banner. See Attachment in the Appendix 2 – ACAD 7

We need to know that there is a logical place for both instructional method and delivery method…these fields must be multi‐valued at the course level and single‐ valued at the section level. How will this work in Banner?

Ellucian Response: Content can be multi-valued at the course level (i.e., multiple Instructional methods/delivery methods). Content at the section level will be single valued, based on the options assigned at the course level (i.e., ENGL 101 has 3 instructional methods at the course level and 2 delivery methods at the course level. When the section is created, the user can select the single value from the available options: from the 3 instructional methods, they can choose 1 instructional method and from the 2 delivery methods, they can choose 1 delivery method). See screen shot above to see the assignment of a single value to the section, based on a multi value assignment at the course level.

Example: Multi-valued Instructional Method options at the section level based on assignment from the course level. See Attachment in the Appendix 2 – ACAD 8

Example: Multi-valued Delivery Method options at the section level based on assignment from the course level. See Attachment in the Appendix 2 – ACAD 9

Academic

1. Cross listing of courses (ie, identifying two or more courses that feature identical content and then equating them for purposes of degree audit, counting registrations/retakes, etc.): currently, we use the equate field on ACOI in Colleague. How does this work in Banner?

2. Cross listing of sections (ie, combining enrollments to meet rules pertaining to minimal enrollments): in Colleague, we use SXRF. How does the Banner SIS provide for cross-listing sections? And is there an indicator for the primary section? Cross listing of section is important; that information is needed for faculty work load, campus labs, credit hour productivity report,

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etc. Ellucian Response: (1) Courses that have identical content can be equated via the

equivalent course information at the catalog level. Once defined, Degree Works will recognize either course for degree requirements. Ellucian Response: (2) Sections that need cross listing associations can occur on the Schedule Cross List Definition Page. The cross listed sections are also viewable to students via the schedule search in Self-Service Banner and can be used for all other components related to faculty work load, etc. The primary section indicator can be created as a Supplemental Data Field on the Schedule Cross List Definition page.

Academic Is the Curriculum Planning assistant and extra cost? Or is delivered with Banner baseline?

Ellucian Response: The Curriculum Planning Assistant (CPA) is delivered with baseline Degree Works. With the Operational Data Store (ODS 8.5 version), it delivers 6 pre-built reports that leverage the CPA and Student Educational Planner data in Degree Works.

Academic Attendance confirmation: How can/ will that be handled in Banner?

Ellucian Response: Attendance Tracking is a baseline solution that allows faculty to take attendance for each assigned section (it can be available based on being the primary or non-primary instructor of record). Attendance Tracking can be setup for the whole term or individual sections, while allowing for the creation of unique tracking rules based on individual sections. Tracking rules can be setup for with the following structure: Present/Absent, Hours Present and/or Hours Absent. Students have transparency with attendance tracking; they can view their attendance based on individual sections.

Academic The Degree Works screen – can they be customized by university or do we need to decide and agree on as a system what the screens will look like?

Ellucian Response: The Degree Works pages will be universal for the 6 campuses, in regards to the colors and the graphical view/options available; i.e. What If, Financial Aid Audit. However, the blocks of data related to the Degree Works Worksheet (the audit view) can be configured to meet the individual needs of the individual campuses.

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C. Financial Aid

FA A set of reports would need to be generated, created to help both institution FA offices

and ESC. SD should identify those so this can be created if go‐live. Ellucian Response: Acknowledged.

FA

Throughout FA module, there will need to be SQL statements that will run process or create the right population. These algorithms will need to be accounted for in FA consulting hours if we go live. It is apparent that the Banner FA Module allows flexibility to have rules within the rule form and this will be necessary in budgeting, packaging, etc. This review of the Business Process will be imperative during this process.

Ellucian Response: During implementation the Services Consultant will help the institutions to determine what they need and guide them with the SQL, the institutions will have to write and maintain their own SQL rules.

FA It would seem that a discussion on who runs the process needs to be held. For example, does ESC (central) run the processes as outlined via the rule forms. Is this completed multiple times daily or an evening process?

Ellucian Response: Banner will allow processes to run at any time and as many times as needed.

FA

There was a challenge on when the student can see their FA package. ROAINST only allows it to be on or off. Because this packaging does not have timelines conducive to say on this date turn it on, there was a belief that the form ROAINST needs to be modified to allow students to see packaging when X occurs. The other alternative would be to create an algorithm that does not pull the student into packaging until XYZ. Either way this seems to be something that needs a solution ...potentially an SOW for modification.

Ellucian Response: Banner Self-Service is real time and will display to the student once the award has been packaged. A modification to the current self-service would have to be created to allow for packaging to only display when based on something happening in the database.

FA

The entrance counseling needs to be viewable to all of the Universities…how would we do this in the MEP environment? Financial Aid module would want this to be driven on the form versus a report generated. So the question then is when a transfer occurs, how would the new University know this counseling has been completed? Also, is there the capability to manually add entrance counseling completion status for students who transfer to our school for non‐BOR transfers. Can you show screen shots on this functionality or provide guidance on how this might be accomplished?

Ellucian Response: Currently, Banner does not allow manual entry on the entrance counseling page. Banner can track on the applicant requirement page can that entrance counseling has been received.

See Appendix 3, Entrance Counseling Status screen capture

See Appendix 3, Applicant Requirements screen capture

In the demonstration Serena showed the Counseling Page and explained the functionality delivered in baseline with Banner.

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FA

A CRI type screen does not exist… there are four forms in Banner that currently exists…. We could use banner extensibility to create this one during implementation. This is something that FA group wants. Quick flows – this links papers together….and can be used to accomplish this as well. The individual would toggle to the other linked forms.

Ellucian Response: During the presentation examples where provided using Banner Quick flow. The campuses can create their own to support business processes. Using Banner Quick flow is not a modification to the database and persist through upgrades. Using Banner Extensibility a CRI type page could be created.

FA

There was much discussion around Home Institution and overall process of how FA is administered for students that have multiple applications. FA group would like to review the entire home institution process/concept in terms of the Banner product. This includes starting from the student’s initial selection process (now known as the commitment process) to the weekly Home Institution (HI) updates run by RIS. For example, the first step of HI – commitment‐ could be automated so the student selects their HI on the student portal based on some communication reminder (email). The HI selection goes to the Registrars so they can inactivate their degrees etc. as well as to other groups like FA. The weekly job updating HI needs to be reviewed and the consequences of updating HI during a term needs to be addressed. Things such as HI updates as not impacting the current term etc. need to be addressed.

Ellucian Response: Acknowledged. There will be more business analysis done through our Services Team around the commitment process. For further information, see Appendix 4 with Home Institution.

FA

FA Module members are still unsure of how verification works in multi‐school environment. Serena showed how verification status was updated and then replicated. But we didn’t see how other fields were updated and EFC recalculated automatically for all schools. And how will it work when ESC is doing verification for all schools, but each school can also choose to verify a student either because of discovered conflicting information or as part of a Professional Judgment (PJ). Can we have a workflow in screen shots to show this or possible recorded demonstration/webinar that we can view on this? Ellucian Response: In the demonstration database a trigger was added to the verification requirements and verification status to update all institutions with that ISIR record was received by multiple institutions. The ability to update individual fields by institution can be achieved by creating additional triggers.

FA How will Pell work? We have a common code now that all 6 universities use (FG100) – will that work in Banner?

Ellucian Response: In Banner the information will be MEP’d which would allow each school to operate independently and Pell codes can be the same.

FA Concerns about how Satisfactory Academic Progress (SAP) will work in Banner and how we will get it setup to look at courses correctly (currently all credit hours within the system are evaluated for SAP for the student at their HI).

Ellucian Response: Banner SAP calculation combines information from Banner Student and Banner Financial Aid. SAP uses the statuses and the Course Program of Study rules to determine the SAP eligibility. During the demo the financial aid Selection Rules were shown and should provide the flexibility to calculate SAP according to SDBOR business rules.

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D. Facilities

Facilities There may be a need to do another Demonstration. There was not enough information in the demo to understand the workflow. This could be conducted via webinar…? Ellucian Response: The Banner system does not contain a “Facilities” Module beyond the standard creation of buildings and rooms for classroom, housing, and events. Work order management, building diagrams, room plans, and similar functionality will need to be handled through a third party software and integrated to Banner where necessary.

Facilities How does the integration work with the 3rd parties that are currently being used by SD? We need to identify a list of the 3rd party software applications.

Ellucian Response: Ellucian proposes using the Ethos Platform for integrations wherever possible. Where this is not possible, Ellucian will work with SD to determine the most appropriate and efficient integration strategy.

Facilities A list of all of the reports that need to be generated will need to be created with specifications so they can be ready if go‐live.

Ellucian Response: Acknowledged.

Facilities It did not appear that there were delivered reports?

Ellucian Response: There are standard reports and online queries that are associated with the Banner Housing Module. Examples of delivered reports are available in the Banner Student User Guide 8.10 in the Location Management Reports section. This document is available through the Ellucian Hub customer site.

https://ellucian.okta.com/

Facilities Do they have a utility to update costs across the board by a certain percentage? It doesn’t sound like they do at this time.

Ellucian Response: This utility is not available in the system at this time.

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E. Accounts Receivable

ARCR

The payment application is going to be different. TouchNet. This is different and so we would need to evaluate this process as compared to the current process. NelNet is a 3rd party partner. We can use Nelnet with Banner Student. Moving to TouchNet needs to be reviewed. Using Nelnet FACTS payment plans. In Colleague we have processes to adjust payment amounts. TouchNet has this but does Nelnet Banner also have this ability. Ellucian Response: NelNet is a partner solution of Ellucian. Nelnet Business Solutions is a leading provider of e-commerce solutions to over 750 institutions for Higher Education and tuition payment plans for 5,000+ K-12 schools in the United States. In Higher Education, our platforms are hosted, PCI-DSS level 1 compliant environments that support electronic billing and payment, payment plans, commerce management, cashiering, and refunds. Through these services, we enable the Bursars Office to efficiently and securely manage cash flow by handling all payments on campus and presenting a consolidated reconciliation report at the end of each day. We also enable other departments on campus to securely collect payments through our commerce manager and our cashiering products.

ARCR

Sponsor Billing ‐ How does Banner STUDENT handle sponsor credit for students? Is there a job sub process that allows us first to run in audit (review process) versus automatically run the process? We are concerned that we may lose our capability to run a sponsor credit in report mode before moving it to the student side. In addition, how does Banner work to allow the University to modify sponsor credits in an adjustment process. Will this process require a change in how we apply and how we track these sponsor credits? It will be important to ensure customer service to our sponsors/sponsored students. We will need

to understand how the rule codes impact this as well. It is essential that the rules can be such that Home Institution is identified so that we can track Funds/Credits, etc. Here is another example to consider ‐ Military GoArmyED FTA requires a billing showing the University Name (which is the degree granting university).

Ellucian Response: The processing of sponsor credit is completed through a page in Banner Accounts Receivable by term. Within the sponsor setup (3rd Party Contracts/Billing), assignment of a payment detail code (applied to the student account) and a charge detail code (applied to the sponsor account) is needed along with a rule code which specifies the data elements that will be printed on the bill (example of Military GoArmyED). Additionally, the selection of how the sponsor credit will be applied to the student account: minimum/maximum amounts, by source code (Registration), category code (Tuition or Fees) or specific detail codes.

When a sponsor credit has been extended to the student, the review of the potential payment can be reviewed on the Student Payment Page. Changes in the sponsor credits can occur based on the selection of source code, category code or specific detail codes and the minimum/maximum amounts selected.

ARCR

Are each of the AR codes set to a specific FOAPAL so payment is applied to correct university. Will need to validate that this is correct. In addition, we will need more information on the distribution of revenue. Scotty was going to send out paper on coding FOAPAL information to AR code. If we could see this again via screenshots and explanation that would help us understand.

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Ellucian Response: The Banner detail code will have the associated FOAPAL string attached. The feed from Banner Accounts Receivable is a process that can be run at a campuses discretion; it is recommended that this process be included in a nightly job process to ensure all feeds have been fed over to Finance. Please see process specifics mentioned later in this document. Below is information related to T-Accounting and how it works in Banner Accounts Receivable: See Attachment in the Appendix 2 – ARCR 1

ARCR

We need to be sure that smart‐coding can still occur or other solution provided. For example, detail code for the fee assessment in Banner is 4 characters. So, perhaps the first one needs to be alpha or numeric to that of the university. However, the question is there a FOAPAL tied to it? If our coding changes, can crosswalk be created from legacy data?

Ellucian Response: The Banner detail code will have the associated FOAPAL string attached. Crosswalks would be an option for legacy data, but will be considered when data is migrated from Colleague into Banner.

ARCR

The 4 character “AR Code” limit is an issue. Crosswalks will be needed and not very user friendly. We need to understand how we pull revenue information by campus. They showed us how a campus is identified with an “AR code” but I didn’t understand completely how this is viewed on bills or screens when helping

students. Can reports be run by campus AR code? Is there a standard report that

has the correct criteria? We would ask Ellucian to show how this might look by providing screenshots and/or a quick demo through webinar.

Ellucian Response: The Banner detail code will have the associated FOAPAL string attached. Since this FOAPAL is attached, reports can be created to pull revenue by campus and with proper alignment of Banner detail code to Banner FOAPAL, the Finance area will have access to this information via the baseline integration. See Attachment in the Appendix 2 – ARCR 2 for examples of an AR code and how it will look on a bill for the student or within the administrative system.

There are baseline reports that have the option to pull data based on campus, population selection or specific students.

ARCR The student is the world in Colleague and home location determines the owner. We send out bills, prepare refunds, add late fees and do all AR collections (bad debt) based on home location. We also need center (location) information – to identify University Center. Ellucian Response: Acknowledged. For further information, see Appendix 4 with Home Institution.

ARCR We can import batch billing with the same amounts in Banner Student but we need an import that will support various amounts.

Ellucian Response: Banner Accounts Receivable supports mass entry of singular detail codes (one detail code with an amount) or the mass entry of student specific detail codes with various amounts associated.

ARCR

Student type – we were shown a student type that had a term on the screen. Is the term tied to that student type? How does the student type get added for the next term? Can we query student and student type by term? Similar issue with residency. Student residency changes – is this date driven. How is this captured in the tables for effective date and is it attached by term?

Ellucian Response: The student type is term driven and can be used in the fee assessment process to ensure proper billing.

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Student Residency behaves the same as student type. It is term driven, can be used in fee assessment and is carried over from term to term for billing purposes. See attachment in Appendix 2 – ARCR 3

ARCR

We currently can assign AR types – SR – current student receivable; BDR bad debt receivable. We need the ability to identify if the student has been assigned BDR so we can process accordingly to BOR Policy. How does Banner handle this? Are there rule codes assigned to the student in Student Banner that will allow BOR to easily identify if student has BDR?

Ellucian Response: Banner handles this process the same. Bill codes, as well as Delinquency codes can be assigned to the individual student account. In addition, students who have been referred to collections can have an Accounts Receivable hold placed which can prevent a variety of actions (registration, graduation, transcripts, and receiving payments). Please See Attachment in the Appendix 2 – ARCR 4.

ARCR In Banner, there are billing tables – we need more information on how these work. How are these updated between years? Because BOR has multiple rules we need to determine if there are enough fields available to get the bill correct.

Ellucian Response: Banner offers the ability to assess at the overall student level based upon attributes, campus, level or student criteria. They all use a combination of the following fields: student curriculum (based on curriculum, program, campus, major, college, etc.), registration criteria (liable hours, flat rate, liable hours and late fees), and/or student/course details (student attributes, student type, student rate, residency, visa type, classification, part of term, cohort, grade mode, instructional method, schedule type). In addition, the section level offers the same flexibility in billing. Updates from to term to term can be completed with the baseline copy feature.

ARCR We know that refunds are paid out via Banner FIN. However, what we are unclear is how this works from STUDENT Banner and the feed to FIN.

Ellucian Response: The Banner refunding process first identifies students with a credit balance from either Title IV or general account balance. From this generated list a user can select or deselect students for refund. This process updates the student account receivable with a refund code and amount. Banner’s Accounts Payable in Finance completes the process. Please see Attachment in the Appendix 2 – ARCR 5.

ARCR

A set of reports would need to be generated, SD should identify those they need so this can be created if go‐live. We need to see what has been delivered based on our Home Institution need. Then we need to identify modifications and prioritize those for go‐live needs, after go‐live needs.

Ellucian Response: Acknowledged. For further information, see Appendix 4 with Home Institution.

ARCR We did not spend much time on housing plans and meal plans. Banner STUDENT likely has this functionality; however, it may be beneficial to see some information on how this works and how it is connected via rule codes and FOAPAL.

Ellucian Response: Banner offers the capability to assess housing and meal plans, while placing the associated fees on the student account. For institutions that elect to use a third party system for housing and meal assessment, the associated fees will be brought over onto the student account. In either example, the Banner detail code for

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housing and meal plans will have the associated FOAPAL string attached. Please see Attachment in the Appendix 2 – ARCR 6.

ARCR

The question on how AR processes such as refunds and Financial Aid transmits needs to be clarified. What is the business process for running these (e.g., centrally or each university, and what is the timing of such).

Ellucian Response: Banner offers the flexibility to run processes at any time, by each campus; running processes will not affect one campuses ability to run a process. Additionally, Banner offers a baseline refund process and disbursement process.

ARCR How can a university manage refunds to ensure that the proper process is completed to either ACH the refund to student or to use the refund to pay outstanding receivables? Ellucian Response: The refund process can be completed to each universities discretion. As an extra layer, students selected for refunds are presented to the user for final review and approval of a refund. Additionally, if the student elects to receive the refund via ACH, the student can insert bank information via Self-Service Banner for the electronic deposit of the entitled refund.

ARCR

Again, this is likely available in Banner; however, what are the steps that Cashiers use to add payments if payment is handled locally (not online). Could we see some screenshots of the rules and forms associated? Are these term specific? Is the AR balance by term? Will there need to be specific term cleanup?

Ellucian Response: Banner offers cashiering as a baseline feature. Please see Attachment in the Appendix 2 – ARCR 7 for an example of a payment being made on a students’ account.

Charges and payments are terms specific, as well as the AR balance. Please see Attachment in the Appendix 2 – ARCR 8 for an example of term specific content. Term cleanup will be determined at the point of conversion.

ARCR Fees: Most fees are currently assess using AR rules rather than coding individual sections. Does Banner have the ability to do something similar?

Ellucian Response: Yes, Banner offers the ability to assess at the overall student level based upon attributes, campus, level or student criteria. They all use a combination of the following fields: student curriculum (based on curriculum, program, campus, major, college, etc.), registration criteria (liable hours, flat rate, liable hours and late fees), and/or student/course details (student attributes, student type, student rate, residency, visa type, classification, part of term, cohort, grade mode, instructional method, schedule type). In addition, the section level offers the same flexibility in billing.

ARCR We didn’t see anything about if or how tuition codes are placed on sections.

Ellucian Response: Tuition codes at the section level are placed on the Schedule Detail Page in Banner. Also, charges can be attached at the Catalog level and this defaults to each section of a course where it can be adjusted if needed. Please see Attachment in the Appendix 2 – ARCR 9 for an example.

ARCR

On Sections, we use the following data elements. 1. Topic Code (physical place – Bkgs Main Campus, Madison Main Campus, Internet, University Center Sioux Falls, etc.). 2. Local ID (how the course is taught – F2F, Internet synchronous, Internet asynchronous, Hybrid, etc.). 3. Instructional Method (Lecture, Lab, Internship, Seminar, etc.). 4. Billing Codes. Can you provides us screen shots on how this would work in Banner?

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Ellucian Response: These data elements and more are displayed on the Section of the course in Banner. Please see Appendix 2 – ARCR 10 for an example.

ARCR We saw that students see their tuition & fees immediately after registering. However, T&F are often not yet set by the BOR at the time of registration. Will students see estimates based on current T&F, or will they see nothing?

Ellucian Response: Banner offers flexibility in this situation. The choice to present or not present tuition and fees is an option based on term. The accounts receivable module allows for the immediate processing of tuition and fees (once fees are determined), create a batch table that can be processed when applicable (in this case, once fees are finalized) or the option to not show any tuition and fees.

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F. Student Affairs and Faculty

Student Affairs

Can Co‐Ed functionality be used in Banner Student (this question was asked when looking at housing in Student Banner).

Ellucian Response: Yes, the Banner solution provides for co-ed functionality in housing assignments.

Student Affairs

Housing ‐ Rule and Validation ‐ the question was to what degree do we need to modify our current code to the new system. In some cases, you could bring over current if correct character size and alpha/numeric rules exists. The follow up question would be ‘could we upload via script’? Also, do we need a crosswalk created for those reporting? What is the cut‐off date for new system versus old software system...?

Ellucian Response: A full review of your current codes in Colleague and their corresponding setup in Banner will take place to ensure successful data conversion.

Student Affairs

Currently the state uses StarRez so we need to determine if this is a partner or if we need to do additional integration?

Ellucian Response: Ellucian proposes using the Ethos Platform for integrations wherever possible. Where this is not possible, Ellucian will work with SD to determine the most appropriate and efficient integration strategy. StarRez is an integrated partner for the Banner solution.

Student Affairs

Starfish and EAB currently do not have an interface. Banner uses CRM. This means that an interface would need to be created ‐ Statement of Work ‐ modification?

Ellucian Response: Ellucian proposes using the Ethos Platform for integrations wherever possible. Where this is not possible, Ellucian will work with SD to determine the most appropriate and efficient integration strategy.

Student Affairs

The group was a little confused about how the course exclusions and inclusions may work. Perhaps a write up of this would be helpful.

Ellucian Response: Course inclusions and exclusions are managed by the Ellucian Degree Works solution. The Services associated with this aspect of the implementation are included in the overall pricing document.

Student Affairs

Reporting. It may be critical for the group to identify what type of reports they need in a go‐live situation. Also, reporting on past history seemed to be particularly of interest to this group. We need to understand how a report on the system allows for as of date reporting on live data.

Ellucian Response: Acknowledged. The Banner Operational Data Store along with your Cognos query tool will provide the ability to perform ad-hoc reports. Security for Users for live data access will need to be determined by SD.

Student Affairs

Transcript reporting. How does this work in Banner?

Ellucian Response: Transcripts are available to students, and authorized faculty & advisors users through our standard online self-service solution. The actual printing of requested transcripts is handled through the administrative system or via the Clearinghouse through Banner’s eTranscript web services integration.

The Student Affairs attendees liked the Student Information System…. However, they need to have a better understanding of how the data will help in the business

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Student Affairs

processes at the University. E.g., how does reporting help? Is there some analytics that could be used to help in the daily functions of student affairs? is the self‐service feature being offered provide more functionality for the student? how does the data as one truth (single system) impact reporting and the other modules as a value?

Ellucian Response: As part of the implementation a reporting analysis will be performed. Some reports are provided by baseline Banner. Other reports will be replaced by real time Banner query capabilities. All other reports would be provided via your current Operational Data Store and Cognos reporting solution.

Student Affairs

We did not spend much information on reporting and how we set up the data to pull information, and from that information create analytics to drive business decisions or help identify areas of need ‐ e.g., student affairs may want to report on various areas on student data... are there reporting tools that exist that help drive some of the business needs (predictive analytics).

Ellucian Response: As part of the implementation a reporting analysis will be performed. Some reports are provided by baseline Banner. Other reports will be replaced by real time Banner query capabilities. All other reports would be provided via your current Operational Data Store and Cognos reporting solution.

Faculty and Advisors

Degree audit rules will need to be configured and so this will take consulting time to establish.

Ellucian Response: Degree audit rules are managed by the Ellucian Degree Works solution. The Services associated with this aspect of the implementation are included in the overall pricing document.


How do the approvals work in Banner if there are different roles assigned by campus? Faculty 1, Administrator 1, Administrator 2…. etc. Are some of these approvals really FYI though instead of formal approvals?

Ellucian Response: Course inclusions and exclusions are managed by the Ellucian Degree Works solution. The Degree Works solution provides a delivered template for approvals for Student Education Plans and Petitions that can be used by institutions. The Services associated with this aspect of the implementation are included in the overall pricing document.


How does Starfish work as a third party? Is there an interface? Do we need to change this system to the Banner delivered product?

Ellucian Response: There is no delivered integration between Starfish and Banner. Ellucian offers out of the box integration between Banner and our CRM Advise solutions for this type of functionality.


Need a better understanding of how D2L communicates with Banner.

Ellucian Response: Students, faculty, and administrators benefit from real-time synchronized data, especially when these data are important to their individual needs and performance objectives. Banner Integration for eLearning tracks the authoritative source of application-specific data, helping to ensure data integrity in support of inter-office processes for course catalog management, class scheduling, class enrollment, registration add/drop, grade book, and other academic information sources. Banner Integration for eLearning, which employs the Banner Integration Technologies architecture, provides real-time, standards-based data integration between the Banner Student system and popular learning management systems, such as those provided by Blackboard and Desire2Learn.

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An important part of the Banner Integration for eLearning Solution is a collection of SDKs and software components, provided through our Banner Integration Technologies architecture that provides the tools which can help institutions to connect both their “homegrown” and third-party applications. Institutions using these integration components gain the benefits of a flexible, reliable software integration resource that can extend the life and utility of their applications, old and new. Institutions and learning management system providers that are integration partners can develop and maintain application software adapters that work with Banner Integration for eLearning. Banner Integration for eLearning offers significant advantages to institutions using other integration products. Capabilities include:

Visual integration of Ellucian and IMS-compliant systems through the Ellucian

Luminis Platform;

Consolidated data-extract process for the student information system that

processes multiple data objects, including term, college, department, course,

section, cross-listed courses/sections, users, student enrollments, and faculty

assignments;

College, department, course, and section synchronization events designed to

synchronize Banner Student with external IMS-compliant systems; and

Person, student enrollment, and faculty assignment events designed to

synchronize Banner Student with external IMS-compliant systems.

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G. Institutional Reporting

Reporting May need additional information on save lists (population selection). This is not a challenge per se more of a training and how does it work, who helps create, etc.

Ellucian Response: Acknowledged. Banner Population Selection is a mechanism for selecting a group of people or organizations, which share common data, based on specific criteria. For example, because Banner stores a person's gender and address, a user can select all of the people in the database who are male and have an address in South Dakota. Because Banner stores a great deal of information, it makes it possible to select groups using simple and complex criteria.

Reporting

We need to review Banner Delivered reports as compared to our reports needed. We also need to understand if reports need to be modified due to home institution. When we went live with Banner HRFIS we had to modify several of the delivered reports to display home institution data by either adding a population selection field for Home Institution or by providing an organization to display Home Institution data by Home Institution data for system reports.

Ellucian Response: As a current Ellucian client, access to the Documentation Libraries is an option. This would allow each campus to download the Banner User Guides to review baseline reporting capabilities in comparison to the current state.

Reporting

A concern exists with extensibility and reporting. It is our understanding that this is not included in delivered reports. That means, that even if the report is delivered, we could not use it if we needed to have any extensibility fields included. Or the delivered report will need to be modified.

Ellucian Response: Although the Banner Pages can be extended, the extensions would not be available to the delivered baseline reports. In this situation, the Cognos reporting solution would be used to take advantage of the extended field values.

Reporting What is the reporting strategy? What is the recommendation for Adhoc reporting? Cognos is a business intelligence product and not really an Adhoc reporting tool.

Ellucian Response: The current reporting strategy adopted by South Dakota and the recommendation is to continue using Cognos with the ODS as you do with Banner HR and Finance today. In addition Banner being an Oracle database, other reporting tools may be compatible (e.g. Oracle SQL Plus, Evisions Argos, etc.).

1. Short to Mid-Term: i. Activate or extend current Banner ODS to include the new Student

and Financial Aid modules

ii. Activate or extend Cognos metadata layer to access Student / Financial Aid ODS

iii. Use SQLPlus OOB (out-of-the-box) tools to run queries and scripts against the Banner database directly

2. Longer Term 12-24 months: i. Review new Ellucian Analytics Cloud Offering

ii. Keep Banner ODS and Cognos reporting in place

Reporting ODS: The ODS Timing was not included in the timeline. This is important and further supports that the reporting strategy needs much more consideration.

Ellucian Response: South Dakota currently owns the ODS and is using it with the HR and FIN modules. The balance of resources between Ellucian and SDBOR is to be determined.

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Reporting Supplemental Data Fields: Can supplemental data fields be accessed in population Selection?

Ellucian Response: The SDE fields can be used in Population Selection.

Reporting How will IPEDS and Clearinghouse be handled so each university can run their report?

Ellucian Response: Banner provides baseline reporting for both IPEDS and the Clearinghouse. The Clearinghouse report incorporates population selection to run this report for one specific university/campus. Banner IPEDS reporting does not support the use of population selection in processing.

Reporting Portal/Dashboard content - Is there a capability to define which content is automatically refreshed on accessing the dashboard of BI content without the user having to manually execute the refresh?

Ellucian Response: Cognos provides an option to schedule refreshes of dashboard and portlet content.

Reporting Are there delivered dashboards based on delivered reports?

Ellucian Response: While Banner does not provide a delivered dashboard, users can easily access delivered reports or link to Cognos dashboards via Banner 9 Application Navigator.

Reporting

Report/content scheduling and distribution: Reviewing history, status, parameter/prompt values and messages of scheduled content, rerunning failed or recurring scheduled content on demand. Is it possible for a non‐administrator to manage scheduling of reports? I.e. do they have access to review history of the scheduled content and check to see if a scheduled report failed and re‐run if necessary?

Ellucian Response: Yes, each report provides users with 2 files: a .lis and a.log. The .log lists the location of the output, as well as whether the job was successful or if it failed (with details). The .lis file is the output of the report.

Reporting

Security and access auditing ‐ The response to this part of the demo was really not addressed. The Universities/RIS would need to perform security and access auditing as part of our security policies and audit compliance. Is there an “out‐of‐the‐box” capability to either: a) Run a report to see security information, e.g. “give me a list of all of the power users that belong to the HR group”? b) How is dual role security managed for reporting? We have a number of Groups/Roles that require separate levels of access (ie. Consumer or Developer). Can a Developer be assigned access to create/execute reports for Banner Student, but be assigned a Consumer role for Banner Finance, thus they are only able to run Banner Finance reports?

Ellucian Response: This would work similar to your current Banner HR and FIN solutions.

Banner Data Defense (BDD), already owned by SDBOR, provides built-in reports to produce

the answers to questions like “give me a list of all power users that belong to the HR

group.” Banner allows for securing access to delivered reports as defined by SDBOR and

people can be allowed to create and execute certain Student reports and only be given

execute/run permissions for Finance related reports. The Security Maintenance page

(GSASECR) is used to maintain Oracle and Banner accounts and control their access to

Banner objects including the Banner delivered reports and job processes. This page also

gives auditors the ability to perform audits on user rights, classes, and roles. Below is a

description of features on that page:

Oracle User maintenance – In this tab, Banner/Oracle users can be created, altered

or deleted. The objects/reports that can be accessed from the user account are

also maintained by this function.

Security Violations – This allows SDBOR to review the security log which indicates

hack attempts, attempts to run unauthorized reports, and other failures and should

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be reviewed periodically.

Class maintenance – Object permissions that are common to many users can be

defined.

Banner Object Maintenance – define Banner objects/reports to the security

system.

Role Maintenance – roles and their corresponding privileges, to run reports for

example, are maintained here.

Profile maintenance – the institution profile record controls security settings that

affect the entire Banner instance.

Dynamic SQL history – this window shows records stored in the GURSQLL table.

Otherwise, for Cognos reports, group and user security can be controlled at the Cognos

Metadata FM layer or within the reporting structure. Ellucian will provide separate FM

packages for Student, General, Financial Aid, etc. These packages contain unique security

definitions for users and groups. Your reports can also be grouped into folder structures

with your required security definitions applied.

General/ Reporting

If we add a field via extensibility configuration ‐ does this, then create a field on the table in the database. For example, if we were to create a field on General Person Form SPAIDEN ‐ would this new field show up on SPRIDEN? In other words, we have the ability to create new fields on forms, do they populate the table (Parent Child) for reporting purposes. (Added under General as well).

Ellucian Response: No, this does not add a field to the table in the database behind the affected form. If you added a field that is used on the SPAIDEN form, then the new field will not show up in the SPRIDEN table. The fields and their data are available for use in reports because the information does live within the Banner database and you will need to make sure you include them in your report based queries. The approach might be to create a view to join the information from the SDE (Supplemental Data Engine) tables with the baseline tables and then used for reporting purposes.

General/ Reporting

Does Ellucian have a recommended reporting strategy presentation covering short‐term, mid‐term, and long‐term planning options as well as additional reporting services options. Is it possible to have this document? ‐ Jill provided this so we will send this one that we have out to the module groups. (Added under General as well).

Ellucian Response: The current reporting strategy adopted by South Dakota and the recommendation is to continue using Cognos with the ODS as you do with Banner HR and Finance today.

The following is a recommendation based on Ellucian current and future solutions related to reporting and analytics

1. Short to Mid Term: i. Activate or extend current Banner ODS to include the new Student

and Financial Aid modules





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General/ Reporting

Subroutines: SD has a lot of subroutines that pull data from the system so that it does not need to be calculated in programming logic for each report or form. [For example, we have one that calculates the number of credit hours a student is enrolled in for a select group of topic codes. Total All Credits, Total DSU credits, MDMC (Madison Main campus) credits, Internet credits, SFUC credits etc.] How can this be done in Banner without needing to calculate each of these in programming logic; call a subroutine that does it for us. Would this be algorithms on the forms itself? Is this something that needs to be created in reports? (Added under General as well).

Ellucian Response: This would be PL/SQL routines. There are delivered procedures similar to the examples provided in baseline and may be able to provide your requirements or could be copied and modified to meet your requirements. Those calculation routines then could be used while generating reports. The ODS ETL can extract calculated fields from Banner, while reporting views in ODS might also display a different set of calculated fields if that is what SDBOR wanted to implement.

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H. Technology

Technology

Job scheduler through banner ‐ what are our options (baseline and add‐on's) what is included in proposal and if add‐on's what is cost. Would want to discuss functionality here as in Colleague we currently have an issue with process handler and easily locating output from jobs run by more than one University…. Can this be system based or does it need to be University specific on Process?

Ellucian Response: Banner provides two different methods for running jobs in a cyclical, or sleep/wake, mode. The first method uses OS command scripts and an SQL*Plus script to cause the job to run in a cyclical fashion. The following Banner systems and processes support a built-in Sleep/Wake processing method: Banner Student

SFRSCHD- Student Schedules SHRTRTC- Academic Transcript

Banner Accounts Receivable

TGRRCPT- Account Receipt TGRMISC- Miscellaneous Receipt TSRCBIL- Student Billing Statement (Invoices)

TSRSSUM - Student Transaction Summary Report

Automic is an optional advanced scheduler for institutions that have that business need.

Technology Any licensing issues ‐ e.g., ePrint?

Ellucian Response: Ellucian ePrint is a site license for Banner solutions. No additional license fees are required.

Technology Document Imaging: ImageNow, Xtender or both? Would Colleague ID in ImageNow be converted to PIDM? Can we still use ImageNow?

Ellucian Response: Yes, SDBOR can continue to use ImageNow and you can continue to use Xtender. Based on the outcomes of your meetings with ImageNow, we would be pleased to discuss your options using Banner ST/FA. Regarding the Colleague ID, Banner supports multiple IDs and based on the configuration options decided on during migration, the Colleague ID could become the Student ID or just another referenceable person ID in the system.

Technology Compatible with JAWS?

Ellucian Response: JAWS 16 and 17 are supported on Windows machines for Microsoft Internet Explorer 11 and Firefox. On Apple devices, Banner 9 by Ellucian supports VoiceOver in Safari on OS X El Capitan (and higher) and support VoiceOver on their mobile devices with iOS 9.2.1 (and higher).

Technology

There is general confusion on the MEP and general tables. We believe the MEP only impacts the areas for MEP. That the tables would each need to be established with governance strategies. The MEP environment would not impact the HRFIS and SIS that have general rules and validation tables. To be clear, our understanding is that once an applicant is processed to a student then their data moves to the SIS shared system. For example, SPAIDEN information, student information, academic information, accounts receivable records now become a shared system and the tables (rules and validation codes are under the governance structure and standards that are in place. Confirm this understanding...

Ellucian Response: This is correct: To implement MEP in Banner, the database is partitioned to accommodate multiple campuses by entering a VPDI code in a security column of any table that is to be MEPed. This methodology allows all campuses to use the

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same tables and data structure, while restricting access to specific data in MEPed tables. Once the tables have the various campus IDs entered, then security for the users of the database can be created. Banner administrative users will view the data in Banner based on their security context, only accessing data shared data or data with their VPDI code. Frequently the environment or database is referred to as being MEPed. In actuality, MEPing involves the altering of individual tables not an entire database. As part of your implementation, needs analysis services will be delivered for each of your business areas to inform the final implementation plan for SDBOR, including precise requirements for securing and sharing data using the methods above.

Technology

It is our understanding that Ellucian indicates there is not good way to map data from Colleague to Banner. Does this mean that Colleague ODS goes away and everything needs to be rewritten for Banner ODS? Will there be one unified (Banner) ODS when we’re done?

Ellucian Response: Yes, the reports will need to be rewritten to support the data structures in the Banner ODS. Please refer to the suggested reporting strategy described elsewhere in this document.

Technology What happens to remainder of the post‐Oracle migration conversion work?

Ellucian Response: There isn’t any known outstanding work for SDBOR related to post-Oracle migration conversion work.

Technology What should be the timing or recommendation for system outage windows for areas of backup and batch processing?

Ellucian Response: The universities will go-live with Banner for a ‘future term’, then finish processing the current term in Colleague, and then bring over any of that data after go-live. The Board of Regents office would be taking ownership of many go-live tasks and may be the better responders for this question.

Technology

We discussed Ethos Identity as a mechanism to address authentication needs. We are in the process of implementing Ethos Identity with Luminis 5.x. I think the greater SD technology group would benefit from understanding the detail of what that provides in the context of a Banner Student implementation in conjunction with our existing Banner HR/Finance and the other licensed products we have in place and being proposed. That could be a webinar.

Ellucian Response: Ellucian Ethos Identity is an SSO platform supporting multiple common, standard protocols for single-sign-on. The primary benefit for this solution is that people (students, faculty, staff, etc.) will be able to log in one time using their enterprise credential set (for example, Active Directory username and password) and then be allowed to go to other web applications without authenticating multiple times. So, they can visit the Luminis portal, be authenticated, then click a link that takes them to an HR self-service page or a student profile page, or any other web site that is supported by your SSO environment without logging in again and still maintain proper security requirements

Technology

We discussed the future of using API’s and Ethos Integration as a mechanism to safeguard our development investment. Folks supported that work is in progress but I think we need to further explore and discuss what could be done with this implementation, what will be available to support an implementation that started in the Summer timeframe, and how that could be leveraged to support this project should it go forward. I think it’s ok to talk about the grand plan for the future but I think we need to refine that to consider how SD can leverage what is available today or in the coming months to support a migration to Banner Student if approved. Question: how can we

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leverage what’s available in the near term to insulate ourselves from some of the brittleness of developing point‐to‐point PL‐SQL interfaces. How can we leverage the data model available today (in the near term) to support analytics? This could also be a webinar.

Ellucian Response: By connecting your Banner instance to Ellucian Ethos you will always have half the integration pre-built and ready to go when you are ready to connect another application to the Ethos Platform. There are already close to 350 data models available in the Ethos Platform supporting the representation of information based on 7 domains: Foundation, Student, Human Resources, Finance, Financial Aid, Advancement, and Recruitment. This means that as information changes in Banner you can automatically push that change information to Ethos and make it available for other applications integrated to the platform including Ellucian Analytics. There are many content visualizations provided in Ellucian Analytics today for the Student domain and we are rapidly providing more content for Financial Aid, Recruitment, Advancement, HR, and Finance. The Student related Analytic content available today include, but are not limited to, the analysis and comparison of trend data and year over year information for course sections, grade distribution, and instructor assignments.

Technology

I think a significant issue for the technical people is the technology in place that supports our migration and integration/interoperability requirements. Today, you are rolling out new solutions related to your strategic plan to make the location housing the core systems a University strategic decision (quick summary). That requires clients to migrate their interaction with the core(s) to the new technologies. So, it will be important the group understands the availability of those tools/technologies in the near term and the features/capabilities of those tools (i.e. Ethos Integration, Ethos Analytics.

Ellucian Response: Acknowledged

Technology Portals. We currently have Luminis and Ellucian.

Ellucian Response: Acknowledged

Technology Distributed Security: This needs to be tested. From what was mentioned in the demos, security has not changed much from Banner 8 to Banner 9. This means that we could do some testing to make sure this is doable in either version.

Ellucian Response: In early versions of Banner, distributed security functions were provided on an all-or-nothing basis. A new, more structured form of distributed security can be managed through the Banner Distributed Security form (GSADSEC). In distributed security, the responsibility for managing security is distributed, or delegated, to a number of security administrators. The most-trusted security administrator (in Banner, the BANSECR user) authorizes other administrators to handle specific security responsibilities, and gives those administrators the appropriate privileges to execute those responsibilities. Distributed security is organized around the concept of ownership. Each security role, class, and object has a single owner, a user with specific privileges. The owner can designate other users as proxied owners and define specific privileges for them. More information is available in the Banner General Security Handbook.

Technology

Provide a description or information on the Database as it relates to MEP and shared. For example, in MEP is there separate database tables. Provide to us how this works? E.g., how for the application process or FA process does the data flow into the database keeping the data separated by University?

Ellucian Response: Multi-Entity Processing (MEP) is engineered into Banner. This employs the Oracle Fine Grained Access Control (FGAC) technology, which is embedded in the Oracle Kernel. MEP works by defining a high-order key on each table. This key stores the institution code on each row of data, logically separating the data for each institution. The Oracle database FGAC functionality is leveraged to allow access to the rows (institutions) a user has security privileges to see. If an administrator at the BOR level is allowed to see data from multiple institutions, their security will be set up accordingly. It does not establish separate database tables but instead affects rows of data within tables. MEP methodology allows all campuses to use the same tables and data structure, while restricting access to specific data in MEPed tables. Thus, in the example above, FA data

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I. General Person/General Questions Across Multiple Modules

General Standards would need to be established similar to the HRFIS standards on the General Person. E.g., how do we use preferred names, what names types will be used, etc.

Ellucian Response: Acknowledged. A data standards team should be created to ensure data integrity.

General

The duplicate PIDM process would need to be expanded potentially to include Student Records. See current HRFIS process to remove duplicate PIDMs. We will also need to see the impact on MEP environment.

Ellucian Response: Acknowledged. During the Student and Financial Aid implementation there will be extensive discussions around Banner’s Common Matching Rules capabilities and how to best use them to reduce the impact of potential duplicate records in the system.

General The Colleague ID should be brought over into the system similar to how it currently is completed for those PIDMs that are being migrated. A decision will need to be made as to historic data (e.g., how many past years for students that do not exist in Banner currently). Currently, we use STID in Banner as the Name Type. There is a program that runs to migrate or load all of the current students into Banner.

Ellucian Response: The overall implementation plan will incorporate discussions and processes to determine what data needs to be converted to the Banner solution. The Colleague ID could be migrated as either the Banner ID, a previous ID or an Alternate ID in the system, based on the implementation plan.

General

In light of the above comment on Colleague IDs...We have a number of systems external to Colleague that use the Colleague ID as their unique identifier. So, this question has surfaced a couple of times, what happens if we no longer have a Colleague ID being created/maintained for our students/staff (as Blackboard uses Colleague ID so employees are being entered into Colleague)? We believe Blackboard won’t allow an alpha character (i.e. the ‘A’) to be included. If we migrate to Banner Student, a discussion will need to be held on whether we go about stripping off the “A” and use the rest of the number (I believe we have done this with other ID's to the State of SD for example with employees). We understand Ellucian has migrated other clients from Colleague to Banner and so the question is does Ellucian have insights they could share from past migrations. Ellucian Response: As of the date of this response, many Banner schools use a leading alpha character for IDs and Blackboard is able to accept this identifier.

General The module groups will need to evaluate the common matching for their specific needs to avoid duplicate PIDMs. This can be as specific or as generic as needed. Right now the common matching in HRFIS compares SSN, Last and First Name (I believe).

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Ellucian Response: Common Matching would be part of the implementation consulting.

Users can express their matching criteria and the system can be configured to create a unique matching rule for admissions, records and/or financial aid to reduce the potential for creation of duplicate records.

General Is Mobile Ellucian Go an add‐on (?). Is this something that needs to be explored?

Ellucian Response: Based on our conversations, Ellucian Go is already purchased by all campuses, so it is an add-on, but not part of the current offering.

General

If we add a field via extensibility configuration ‐ does this, then create a field on the table in the database. For example, if we were to create a field on General Person Form SPAIDEN ‐ would this new field show up on SPRIDEN? In other words, we have the ability to create new fields on forms, do they populate the table (Parent Child) for reporting purposes. Ellucian Response: No, this does not add a field to the table in the database behind the affected form. If you added a field that is used on the SPAIDEN form, then the new field will not show up in the SPRIDEN table. The fields and their data are available for use in reports because the information does live within the Banner database and you will need to make sure you include them in your report based queries. The approach might be to create a view to join the information from the SDE (Supplemental Data Engine) tables with the baseline tables and then used for reporting purposes.

General Photos from Blackboard are not available and so the photo would need to be integrated via file upload.

Ellucian Response: Images using the following formats are supported: PNG, GIF, BMP, and JPG. The images need to be named with the Banner ID and the location of these files on the server is configurable. This will be addressed during the implementation project.

General What is the delivered process to upload a flat file?

Ellucian Response: Banner has a number of methods for uploading flat files and the decision to use one depends on the type of information and what SDBOR universities want to do with the information after upload. The Tape Field Position Rule page (SRATPFD) allows uploading known formatted files like AMCAS, SAT, ACT, Peterson’s, GMAT, and GRE files, as well as creating custom mappings for files you know the format

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are not necessarily delivered. Some Banner applications allows uploading Microsoft Excel files for processing such as the Grade Entry application. Another process to upload flat files include the Mass Data Update Utility (MDUU) which is an ETL tool that allows textual and XML data extracts to be loaded into a buffer zone, manipulated through fully customizable data transformation rules, and once approved, pushing the resulting dataset into designated target areas of the database. Finally, Oracle tools such as SQL*Loader can be used to load flat file data into tables while checking for missing values, bad data types, and similar validation requirements. This tool will also count successes, failures, and bad records into a separate log files so that corrections can be made.

General At what point can the universities see data in Student Banner? Is this after the applicant is approved and the process runs on general person?

Ellucian Response: With Banner Multi-Entity Processing (MEP) South Dakota can determine the point at which data is viewable by all campuses. At this time, it is Ellucian’s understanding that only Recruit, Admissions and Financial Aid will be in a MEP environment and all other areas, General Person, as stated above, will be viewable by all campuses. Thus general student information is shared except for the inquiry record, applicant record, and financial aid information related to that student.

General University discussion ‐What other products will we need that are not baseline? Examples: Automic, Banner Student ODS, etc., and what will the total cost be?

Ellucian Response: There are no additional license fees associated with the ODS. Automic is an optional advanced scheduler for institutions that have that business need. Ellucian Mobile is already owned and there are no additional license fees required. If Services are needed to assist in getting that solution ready, it will be a nominal implementation fee.

General A well‐developed training plan needs to be created and outlined as a major part of this implementation.

Ellucian Response: The Ellucian consultants will work with the implementation teams to develop a training plan.

General

The universities will need to identify reporting needs (e.g., reports that they currently use and need) and these will need to be prioritized for go‐live priority, after implementation….etc.

Ellucian Response: Acknowledged. The current reporting strategy adopted by South Dakota and the recommendation from Ellucian is to continue using Cognos with the ODS as you do with Banner HR and Finance today with the implementation of Banner Student and Financial Aid.

General How does SNAP interact/interplay with the Student Information System (SIS). Will this functionality remain as is or is there another system portal?

Ellucian Response: An integration assessment will be provides ass part of the overall implementation. The SDBOR currently licenses Luminis Portal for use with Banner HR and FIN. We would recommend leveraging this solution for the Banner ST/FA portal and Ellucian Mobile as well.

General

What is the preferred implementation method (in person, via technology, hybrid) and if travel is necessary to what extent? Also, what is the expected FTE needed for the implementation for each member of the module groups, campus leads, etc. Consideration of implementation hours and travel necessary is an area causing some concern/apprehension.

Ellucian Response: A variety of delivery methods will be used based on the needs of the participants and topic to be covered. Usually all are used (in-person, shared sessions, remote sessions and hybrid).

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General What is the proposed timeline for this project from Ellucian? What would be the proposed implementation schedule and what is the timing for each module.

Ellucian Response: Ellucian currently estimates 15-18 months depending upon the Project start date. This would also take into consideration key business cycles.

General

Does Ellucian have a recommended reporting strategy presentation covering short‐term, mid‐term, and long‐term planning options as well as additional reporting services options. Is it possible to have this document? ‐ Jill provided this so we will send this one that we have out to the module groups.

Ellucian Response: The following is a recommendation based on Ellucian current and future solutions related to reporting and analytics

1. Short to Mid Term: i. Activate or extend current Banner ODS to include the new

Student and Financial Aid modules





General

Banner at the top of the screen: There is no Banner/header information at the top of screens. The banner in Colleague shows information about the student currently being viewed. It also contains FA aid year information.

Ellucian Response: The Banner administrative system does include a similar header at the top displaying student details. Banner 9 now provides the Advisor Profile, which can be extended to staff to view photos, contact information, and holistic overview of the student so staff can navigate from this page into related Banner solutions easily to continue working with the student.

General

Subroutines: SD has a lot of subroutines that pull data from the system so that it does not need to be calculated in programming logic for each report or form. [For example, we have one that calculates the number of credit hours a student is enrolled in for a select group of topic codes. Total All Credits, Total DSU credits, MDMC (Madison Main campus) credits, Internet credits, SFUC credits etc.] How can this be done in Banner without needing to calculate each of these in programming logic; call a subroutine that does it for us. Would this be algorithms on the forms itself? Is this something that needs to be created in reports?

Ellucian Response: This would be PL/SQL routines. There are delivered procedures similar to the examples provided in baseline and may be able to provide your requirements or could be copied and modified to meet your requirements. Those calculation routines then could be used while generating reports. The ODS ETL can extract calculated fields from Banner, while reporting views in ODS might also display a different set of calculated fields if that is what SDBOR wanted to implement.

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J. Appendix 1: Colleague-Banner Hierarchy Comparison

SD Colleague Hierarchy 3/8/2017

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Banner Site = Colleague Locations

Search for Sites

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Banner Campus = Colleague Schools

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Banner College = Colleague Divisions

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Banner Program Definitions = Colleague Academic Programs

Banner Program Requirements or Degree Works = Colleague Academic Program Requirements

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The Area Requirements Library stores all valid requirements for attachment to the program. Degree Works does something very

similar with Blocks. There are tons of other options about Use/Reuse of courses, Exclusions, Prohibited Grades, Non-Course

Requirements, Include/Exclude of Levels (UG, GR, PR, etc.), and more.

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Banner Catalog = Colleague Courses

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The catalog contains a complete history of all courses available at all campuses. Courses can be restricted from being offered as a

class at specific campuses through catalog rules. You can access that through the Related Menu option in the upper right corner.

In the following page you can see (at the bottom) that Black Hills is excluded from offering this course in its Schedule of Classes.

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Banner Class Schedule = Colleague Sections

Enrollment Information, Census Dates, Waitlist Maximums & Reserved Seating Rules

Meeting Type, Dates, Times, Instructors

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Building & Room Information

K. Appendix 2: Student System ACAD 2

ACAD 3

DegreeWorks

Transfer Equivalency.pdf

ACAD 4

Self Service

Graduation.pdf

ACAD 5

Banner

Registration.pdf

ACAD 6

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ACAD 7

In this example:

Campus is equivalent to the topic code. This is the location of where the course is being taught/held. Instructional Method is equivalent to the Local ID. This is the delivery used to carry out the course content.

ACAD 8

Example: Multi-valued Instructional Method options at the section level based on assignment from the course level.

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ACAD 9

Example: Multi-valued Delivery Method options at the section level based on assignment from the course level.

Accounts Receivable ARCR 1

AR-T-Accounts.xlsx

ARCR 2

Student Bill:

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Administrative System:

ACRC 3

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ACRC 4

ACRC 5

TGRFEED.pdf

ACRC 6

Student Account – MEAL Detail Code:

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Detail Code Setup for MEAL with FOAPAL:

ACRC 7

ACRC 8

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ACRC 9

ACRC 10

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L. Appendix 3: Financial Aid

Electronic Counseling Status

Applicant Requirements

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M. Appendix 4: Home Institution

Ellucian understands that the ability to implement a Banner solution that provides the capabilities to share information amongst the SD Campuses in a single instance to be a fundamental principle of any ERP project undertaken with the SDBOR. As shared in several discussions and presentations of the software, Banner utilizes the concept of a Campus Code to drive key processes within the application: Admissions Decisions, Student Records, Registration, Fee Assessment, Billing, Financial Aid, and more. We further understand there is a need to capture a unique field for “Home Institution” that may be different than the Campus Code. For this we propose leveraging Banner Extensibility and/or Supplemental Data Engine to establish an additional field that will store this information. The Mass Data Update Utility within Banner would be leveraged to populate the field and/or make relative updates based upon business requirements and those parameters determined by SD. Institutions should be able to view and report off this field as necessary. Proper tracking of “Home institution” is critical to the success of SDBOR. As part of your implementation, Ellucian will deliver needs analysis sessions to provide an overview of each key / core business process as it should be managed in its ideal state. The outcome of the sessions will be a framework from which the SDBOR will reference during the implementation of your Banner processes, training policies and procedures.

Based on information gathered thus far, including current use of Colleague, end user input, and the overarching desire of SDBOR to reduce or eliminate modifications, the current recommendation would be to track home institution in Banner using curriculum rules, and leveraging Campus Code.

Ellucian reserves the right to change this recommendation based on detailed implementation discovery and the needs analysis sessions.

SIS QUESTIONS BY MODULE FROM DEMONSTRATION MEETINGS

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