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Keeping the Throngs Enthralled: Banner Internal Marketing and Awareness Marie Fetzner

Keeping the Throngs Enthralled: Banner Internal Marketing and Awareness Marie Fetzner Dr. Jeff Bartkovich SETA East Conference Monday, September 19, 2005, 3:45pm. Session Rules of Etiquette. Please turn off your cell phone/beeper

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Keeping the Throngs Enthralled: Banner Internal Marketing and Awareness Marie Fetzner

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  1. Keeping the Throngs Enthralled: Banner Internal Marketing and Awareness Marie Fetzner Dr. Jeff Bartkovich SETA East Conference Monday, September 19, 2005, 3:45pm

  2. Session Rules of Etiquette • Please turn off your cell phone/beeper • If you must leave the session early, please do so as discretely as possible • Please avoid side conversation during the presentation Thank you for your cooperation.

  3. Welcome • Introductions • Audience member poll • Presentation structure

  4. Presentation Objectives Provide an overview of the MCC Banner: • Institutional communication plan • Tips for sustaining team momentum • Strategies for dealing with cultural change Develop a listing of best practices

  5. I. MCC Banner Overview • MCC’s legacy system is SCT Plus • MCC is implementing all five Banner modules: • Finance • HR • Advancement • Student • Financial Aid

  6. Banner Implementation Philosophy • Banner is about people and change—it is not all about technology • You need strong support from the highest levels of administration to succeed • The campus as a whole needs to “buy in” to the project and see the benefits • Create a shared vision of overall institutional mission and direction with Banner

  7. MCC Banner Vision Statement To advance College processes and systems by providing efficient, accessible, secure and dynamic information that supports the College.

  8. MCC Banner Timeline Start-up phase March 1 – August 31, 2003 Implementation Dates: Year 1 Finance (September, 2004) Year 2 Human Resources (January, 2005) Year 2 Advancement (September 2005) Year 3 Banner Student (October 2005- September 2006) Year 3 Banner Financial Aid (February 2006)

  9. MCC Banner Structure • MCC Banner Executive Committee • MCC Banner Steering Committee • Includes data standards, reporting and cross product interface team leaders • Work teams • It is important to communicate the Banner organizational structure to the College community

  10. MCC Banner Executive Committee MCC Banner Steering Committee Advancement Team Finance Team Financial Aid Team Human Resources Team Student Team Technical Team Work Teams Work Teams Work Teams Work Teams Work Teams Work Teams MCC Banner Org Chart

  11. Banner as Cultural Change • The system is not the solution—it’s how you use it • Understand your institution’s ability to absorb change—faculty, students, staff • ERP projects often are attempted after a long period of stability with highly customized legacy systems

  12. Banner as Cultural Change • Prepare the IT staff for the shift from an IT-centric system to a functional user-centric system • Consider this culture shift in your communications • Suggested reading: The Social Life of Information, J. S. Brown and P. Duguid

  13. Impediments to Change • Firefighting, no focus on the vision • Too much management/too little leadership • Ego/pride/silos • Fatigue in the short-term/long-term • Cultural or environmental restrictions --Lois Frankel

  14. II. MCC Banner Communication Plan • Goal • To communicate and present useful information to the College community about the MCC Banner implementation project

  15. MCC Banner Communication Plan • PM should develop an overall Banner communication plan • consistent message • Regular communication to College community and other constituencies • Banner PM as an ambassador for the project—internally and externally

  16. MCC Banner Communication Plan Objectives • Provide to the College community (and the public at large) regular updates on Banner activities and accomplishments • Share with the College community the Banner implementation timeframe, progress to date and accomplishment of major milestones • Direct the MCC community to the MCC Banner web pages for additional information

  17. MCC Banner Communication Plan Objectives • On a regular basis, share Banner tips and factoids with the College community to enhance their understanding of how Banner will impact them • Develop a Banner communication model that can be shared and replicated at SUNY schools and at other institutions migrating to the Banner system

  18. III. Banner Communication Activities and Practices • Website for information sharing • Banner committees only • College-wide • Public information • President’s leadership reception (off-campus) • Staff reception (on-campus)

  19. Banner Communication Activities and Practices • Banner Updates in the daily e-Tribune • Banner Buzz • Brown Bag presentations • Logo and mascot competition • “Timeframe Wall” in the training room • Banner Bee sightings

  20. Where’s the Banner Bee? Photograph by Dr. Jeffrey P. Bartkovich, 2004

  21. Banner Communication Activities and Practices • Banner factoids PPT slide show loops • Banner quantitative info to share on PPT and hard copy posters • Open reception for all team members SUNY reps and SCT reps • Departmental briefings (Bring IT to Your Meeting)

  22. Banner Communication Activities and Practices • Banner Project Definition Document • Introductory Banner presentations • Standing agenda topic at the MCC VP meetings • Graphical timeframe of entire project

  23. Where’s the Banner Bee? Photograph by Dr. Jeffrey P. Bartkovich, 2004

  24. Banner Communication Activities and Practices • Volunteer data input sessions in INB for Banner “Show and Tell” • Divisional retreat devoted to Banner • Use of Banner from the Technology division’s perspective • Develop Banner ambassadors • “Banner Matters” topic is on every ETS Executive team meeting agenda

  25. Sustaining Team Momentum • Expect fluctuations in team efforts over the course of the project • Utilize best practices of early modules • Hold module debriefings post Go-live • Bring in Banner experts from other institutions to “talk shop” • Celebrate successes and milestones

  26. Where’s the Banner Bee? Photograph by Dr. Jeffrey P. Bartkovich, 2004

  27. IV. Tidbits from the Throngs • Get me involved, let me do something • Forget this seed and test data, let me work on the real stuff • I liked the old system • I want to understand the key differences between the legacy system and Banner • How will Banner impact my daily duties?

  28. Tidbits from the Throngs • I already worked on the system migration 18 years ago • This is a lot of time and effort for a relational database • Why do we have to share data? • Train me after it is implemented and let me see the real Banner • Train me now so I can be prepared

  29. Where’s the Banner Bee? Photograph by Dr. Jeffrey P. Bartkovich, 2004

  30. V. Banner Reconceptualization Over Time • Migration • Implementation • Resolution

  31. Banner Reconceptualization Over Time • Data •  Process •  Attitudes

  32. Banner Reconceptualization Over Time • Software • Systems • Services

  33. Banner Reconceptualization Over Time • Data Conversion • Programming • Operations

  34. Where’s the Banner Bee? Photograph by Dr. Jeffrey P. Bartkovich, 2004 Joy Patrick Braselton and Maddy Cuciti

  35. VI. Banner Awareness Sample Template • Describe “What” the Banner system is • Explain “Why” the institution has made the decision to go to Banner • Tie the project into the institutional mission and strategic plan for the College • Identify benefits to students, faculty, staff and alumni

  36. Where’s the Banner Bee? Photograph by Dr. Jeffrey P. Bartkovich, 2004

  37. Banner Awareness Sample Template • Explain “When” the project will take place • Address other concurrent competing projects at the institution • Discuss “Who” will work on the project • Describe “How” the project will be funded

  38. Banner Awareness Sample Template • Focus on what end users can do to prepare for Banner now? • Consider their departmental processes • Address data clean-up issues • Enhance technical skills in Excel and Access • Talk to colleagues at other Banner schools • Be positive!

  39. Where’s the Banner Bee? Photograph by Dr. Jeffrey P. Bartkovich, 2004

  40. Sample Presentation • An introductory MCC Banner presentation is included in the handouts

  41. Summary • Emphasize the fit between the implementation and college mission • Develop a fluid communication plan • The plan evolves over time • Understand the culture and audiences • Utilize multiple strategies and perspectives; end user suggestions • Appreciate and advocate

  42. Favorite Quotes “Be not the first by whom the New are try'd, Nor the last to lay the Old aside”--Alexander Pope, An Essay on Criticism, Part II “Failure is Impossible.”--Susan B. Anthony

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

  44. Q and A/other practices • Other practices and strategies to consider

  45. Marie Fetzner, Asst. to the VP, Educational Technology/Banner Project Manager, Monroe Community Collegemfetzner@monroecc.edu • Dr. Jeff Bartkovich, Vice President, Educational Technology Monroe Community Collegejbartkovich@monroecc.edu

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