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Putting Together a Successful Banner XE Team

Learn how to create a successful project team for migrating to Banner XE, including tips on getting funding and support, improving team effectiveness, and maximizing cost savings. Presented by Chris Frost from Texas A&M-Commerce.

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Putting Together a Successful Banner XE Team

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  1. Presented by: Chris Frost, Texas A&M-Commerce Tuesday, 2:15 pm Course ID T4.8 Putting Together a Successful Banner XE Team

  2. Introduction • Moving to Banner XE is hard work. • What are the ingredients for a successful project? CoHEsion Summit

  3. Why Should I Care? • Today, we will address how to get: • Money from nothing • Help from nowhere CoHEsion Summit

  4. Why Should I Care? • We will also discuss how to make your team • Smarter • More Agile • More Connected • And More Involved CoHEsion Summit

  5. Why Should I Care? • We will also discuss how to make your team • Smarter • More Agile • More Connected • And More Involved • All as you launch Banner XE CoHEsion Summit

  6. Getting Money

  7. Getting Money • Look over invoices for unimplemented products • Not Used: Get Rid of Them ($12,800) • Stay on top of Oracle Upgrades • Avoid Extended Support Costs ($20,000) • Find cheaper alternatives • Using DB Visit Instead of Data Guard • VMWare Instead of RAC ($29,000 Per Year) CoHEsion Summit

  8. Getting Money • Automation Efforts • Translate Minutes of Effort Saved into a Monthly or Annual Figure • Associate a Monetary Value to that Time CoHEsion Summit

  9. Getting Money • Automation Efforts - Example • Automating Application & Transcript Notifications • Saves 5 Minutes of Work Each Day for an Admission Director • Equates to 100 Minutes Per Month or 1200 Minutes Per Year • Assuming $25 Per Hour, That Saves $500 a Year CoHEsion Summit

  10. Getting Money • Keep a Running Total on Savings • Look at a 5 Year Time Frame • Use It with the CIO and Steering Committee CoHEsion Summit

  11. Getting Money • Keep a Running Total on Savings • Look at a 5 Year Time Frame • Use It with the CIO and Steering Committee Savings Over 5 Years $ 120,000 RAC Replacement (VMWare License at 25K) $ 100,000 Oracle 12c $ 12,800 Discontinued Product $ 2,500 Automated Admissions Notifications -------------------------------------------------------------------------------- $ 235,300 Found Money CoHEsion Summit

  12. Getting Money • Careful Planning Can Provide You with the Occasional Big Ticket Cost Savings • But Automation Efforts Can Provide You with a Continuous Source of Cost Savings • Look for Sources of Pain within Your School • Good Way to Align IT Priorities with the Business CoHEsion Summit

  13. Getting Help

  14. Getting Help • Start by embracing a contradiction • Having no help is better than bad help • Hiring based on fit and need can make you desperate • And can cause you to make bad hiring decisions CoHEsion Summit

  15. Getting Help • Reasons to Retain a Bad Worker • Effects on the Department • Morale • Opportunity Cost CoHEsion Summit

  16. Getting Help • Provide underperforming employees chances to improve • But don’t be afraid of letting someone go • Losing people is like a forest fire • Destructive and painful at times • But it creates career paths for others CoHEsion Summit

  17. Getting Help • No one person should be indispensable • Including you • Pair up people in your department • Look for cross training opportunities • Share institutional knowledge online • Wikis are great tools CoHEsion Summit

  18. Getting Help • Look for underused personnel • Developers who want to be DBAs • Help Desk people who want to develop • Promote inside whenever possible CoHEsion Summit

  19. Getting Help • Turn GAs and interns into Banner resources • Find bright, talented people with the prerequisite knowledge • Hire selectively • Not an inherited position • Recruit aggressively • Never too many resumes CoHEsion Summit

  20. Getting Help • Invest the time to develop an in-house Banner technical training program • Train the GAs and Interns on Banner naming conventions and table structures • Allows you to better use your more experienced Banner resources for more complex matters CoHEsion Summit

  21. Getting Help • Training Program - Progression • Naming Conventions • Modules & Table Structures • General Person • Catalog & Schedule • General Student • Curricula • Academic History CoHEsion Summit

  22. Getting Help • Training Program – Practice • Give them access to old queries • Start with easy assignments (reports, code changes, UC4 jobs, etc.) • Build their confidence and expertise • Provides a good base CoHEsion Summit

  23. Getting Help • Training Program - Move onto: • UC4 jobs – Scheduled SQL scripts • Linux administration – Basic file operations • DegreeWorks basic administrative functions CoHEsion Summit

  24. Get Smarter

  25. Get Smarter • Tools for online learning - Udemy CoHEsion Summit

  26. Get Smarter • Tools for online learning - Coursera CoHEsion Summit

  27. Get Smarter • Tools for online learning - Safari Online • Latest books and tutorials CoHEsion Summit

  28. Get Smarter • Continuing Education Programs • Often ahead of Computer Science Offerings • Good for jQuery, Angular JS, Grails, etc. • Oracle Academy: $850 vs. $3000 • Microsoft IT Academy: Free for Students CoHEsion Summit

  29. Get Smarter • Have lunch sessions on topics of interest • Chromecast to a 42 Inch TV • Quick way to configure a training space CoHEsion Summit

  30. Get More Agile

  31. Get More Agile • Use Trello’sKanban boards • Configure boards based on how your team does business CoHEsion Summit

  32. Get More Agile • Build lists around the development cycle • Backlog • Work in Progress • Testing • Implementation • Post-Implementation Signoff • Done (Monthly) CoHEsion Summit

  33. Get More Agile • Build lists around the product • Or the Developer • Or the Business Unit • Use labels and members on the cards • Have a standard established for your team CoHEsion Summit

  34. Get More Agile • Institute regular 15 minute standing meetings • Also called Scrum sessions • Everyone brings their top 3 items • Can let the group know if they need help with a roadblock CoHEsion Summit

  35. Get More Agile • Also, we use HipChat • Instant messaging tool • WhatsApp and Lync are also good • Everyone has HipChat on their phones or mobile devices CoHEsion Summit

  36. Get More Agile • HipChat Rooms • Alerts a group of people • First one to view it, can respond to the group • Great for outages CoHEsion Summit

  37. Get More Agile • Finally, setting up a wiki is very critical to dispensing institutional knowledge • Common Wiki Engines • MediaWiki • Dokuwiki • Twiki CoHEsion Summit

  38. Get More Agile • Reasons we chose Dokuwiki: • Easy PDF creation • Can put together parts of the blog into a book • Easy to setup • Lots of plugins available from the community CoHEsion Summit

  39. Get More Agile CoHEsion Summit

  40. Get More Connected

  41. Get More Connected • Invest in a web conference solution • Our institution uses Join.Me • $129 for a Year • Other options: WebEx CoHEsion Summit

  42. Get More Connected • Define a static link that your group can identify with you • Takes the guesswork out of conference codes and call in numbers CoHEsion Summit

  43. Get More Connected CoHEsion Summit

  44. Get More Connected • Static link makes it easy when you call people together for a quick conference call CoHEsion Summit

  45. Get More Connected • Hold regular online sessions • Can replace face-to-face meetings • Another way to train personnel • Also another way to communicate with end-users CoHEsion Summit

  46. Get More Connected • Record Meetings • Have the option to record your meetings • Save the regular updates or training sessions and make those available offline • Helps people view on demand • Also, promotes communication CoHEsion Summit

  47. Get More Involvement

  48. Get More Involvement • If you don’t have one, set up a Banner working group • Meet regularly to go over patches & releases • Also, talk about upcoming Banner products and releases CoHEsion Summit

  49. Get More Involvement • If You Don’t Have One, Set Up a Banner Working Group • Start with Your Business Owners • Registrar, Fin Aid, Bursar, Grad School, and Finance Areas • And Grow from There • Institutional Research • Advancement • Human Resources CoHEsion Summit

  50. Get More Involvement • If you have a Banner working group, involve them as partners • Present to them periodically on things from conferences • Have a Banner Day - Launch • Involve them in the timeline for adopting IT solutions • Let them negotiate with each other directly CoHEsion Summit

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