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OnePurdue
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May 2007
Issue 1

Welcome to the first issue of ESAnews, a new electronic newsletter about OnePurdue's Enrollment and Student Affairs (ESA) implementation and Banner, the integrated suite of applications that will constitute the bulk of the new student systems. ESA is the last — and most complex — part of OnePurdue. It will impact the entire faculty and student body, in addition to administrative personnel on all four Purdue campuses.

The ESA Advisory Committee is working with OnePurdue’s ESA Team and others throughout Purdue to provide you with all you’ll need to know about Banner and the changes it will bring. ESAnews is one part of this communication, and we encourage you to read every issue for the latest news and information as we prepare for our first launch in February 2008.

In this issue

OnePurdue to bring better, expanded student systems

ESA Team, leadership participate in SunGard 'summit'

Advisory committee forms communication group

ESA Team learning new Banner systems

Helpful links

 

OnePurdue to bring better, expanded student systems
With OnePurdue’s first student systems tentatively scheduled for a February 2008 release, the Enrollment and Student Affairs Team and Advisory Committee are working to make it happen.

One of the initial tasks has been to establish goals for the ESA implementation and a set of principles to help guide it.

“Our two main goals are increased efficiency and better service,” said Pam Horne, assistant vice president for enrollment management and dean of admissions, in addition to the process owner for OnePurdue’s Enrollment and Student Affairs (ESA) implementation.
Photo of Pam Horne Horne
“This will be a great opportunity to look at Purdue’s current student- and academic-oriented business processes to see where we can improve and how we can take advantage of the new functionality of the Banner software.”

Banner is the suite of applications Purdue has licensed from SunGard Higher Education to transform the University’s current student business processes. Click here to learn more about SunGard Higher Education, Banner and which of its modules will be part of OnePurdue.

The improvements that the Banner systems will bring will provide Purdue an opportunity to streamline its business processes in many departments, Horne said, including the elimination of much of the paperwork that drives many current operations.

“This will be particularly true in Admissions and Financial Aid. Eventually, we also hope to move more paperless processes into the registrar and academic advising areas.”

Many new services, Horne said, will be made possible by two specific products being acquired with the other Banner modules: Banner Luminus, a portal that will be used by students, faculty, advisors and other staff to access all Banner information and services, and Banner XtenderSolutions, an imaging and document management tool that will eliminate many tedious manual tasks.

Another ESA goal is to eliminate many of the “shadow databases” all over the campuses. These are often a source of contradictory information. For example, a student might have one address in the Registrar’s Office and another in their college or department’s database. Even more problematic, sometimes a student’s name could be spelled differently in different locations.

With OnePurdue, however, colleges and departments will no longer need these individual databases, Horne said.

“This may not happen overnight, but if we can make this an easy transition for them, there will be a great incentive to not maintain this information themselves.”
As with its new financial and human resources processes, OnePurdue also will bring significant changes to everyone involved with student functions.

“Everyone understands there will be a lot of change,” Horne said, “for the faculty, schools and colleges, administrative departments and throughout the student body.

“I sense a lot of optimism and excitement in all areas about this, but we also know that with these changes will come challenges.”

To help make this a smooth transition, the ESA implementation involves staff members at every level and work group from each appropriate department. There are four different work groups for ESA — for students, financial aid, reporting and technical issues — each comprised of two to three people who work directly with the ESA Team.

“The team and these groups have been on a fast track to make this part of OnePurdue a success,” Horne said, “and their hard work has not gone unnoticed.”

Another important benefit of OnePurdue is that, once fully implemented, all four University campuses will be using the same student systems. “Calumet and Fort Wayne are already using Banner,” Horne said, “and North Central will be moving to it along with West Lafayette.

OnePurdue ESA Guiding Principles

  1. Implement as “vanilla” a system as possible.
  2. Replace “homegrown” solutions with ones that can be replaced by integrated, supported and licensed software.
  3. Change business practices in a way that accommodates the software if necessary, yet still meets Purdue’s needs.
  4. Learn the best way to do things (“best practices”).
  5. Eliminate shadow databases.
  6. Capture data at the source.
  7. Avoid asking students for the same information twice.
  8. Reduce the use of paper as much as possible to streamline processes for both students and staff.
  9. Improve and expand services and communication to students using a multimedia approach.
  10. Provide online, user-friendly and secure access to data for students, service providers and decision makers.
  11. Know that not everything we want will be available at go-live; there will be ongoing, continuous improvement of systems and processes.
  12. Understand that change, while challenging, can also be invigorating and exciting.

“We will definitely be doing things differently with OnePurdue, but we’ll also be able to provide better service to the faculty, students and prospective students,” she continued.

“I think people are ready for change, and Purdue’s staff is so student- and service-oriented, that I know we’ll be successful.”


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ESA Team, leadership participate in SunGard summit
Several Purdue staff members from all four campuses recently joined more than 8,000 others from universities around the world that use SunGard Higher Education’s Banner software, part of which OnePurdue has licensed for its new student systems.

The SunGard Higher Education Summit 2007 User Conference in March was a four-day event that offered the company’s clients an opportunity to learn more about Banner. For the 53 attendees from Purdue, which included members of OnePurdue’s Enrollment and Student Affairs (ESA) Team, top senior staff and other departmental staff members, it also was their first chance to speak with many of their counterparts in higher education, all of whom have installed Banner at their campuses.
Photo of Bob Kubat
Kubat
Photo of Lee Gordon
Gordon

Learning from others
“We were able to meet with colleagues who do the same thing as us,” said University Registrar Bob Kubat, who also serves as chair of the ESA Advisory Subcommittee for Preparing Organizational Communications. “One thing I found particularly useful was getting to talk with other registrars who use Banner.”

He also found workshops on such topics as team building, Web registration and workflows very helpful, as was a presentation by representatives from Wichita State University on how that school prepared for its own Banner implementation.

“Learning from their experiences will be invaluable to us as we prepare to implement the Banner suite at Purdue.”

Many benefits
Both Kubat and Lee Gordon, assistant vice president for Student Services Technology and Assessment, were even more impressed with Banner by the end of the conference.

“SunGard speaks the language of higher education,” said Gordon, who also serves as the chair of the ESA Advisory Committee. “I really like Banner’s ‘cradle-to-the-grave’ approach to student management. Its tightly integrated modules can maintain information from a student’s recruitment to after graduation so well that they can have lifetime access to their records.”

Kubat, who used Banner while working at Miami University at Ohio, agrees: “SunGard does student systems better than anyone else.”

He described a few of the ways Purdue will benefit from the new systems, including:

More Web Functionality: “This will mean more self-service capabilities for both students and faculty.”

More Data Elements: “The ability to include additional student attributes will mean improved reporting and analysis, and allow us to have more comprehensive student records.

Plus/Minus Grading: “The faculty has been asking for this for years, and soon they’ll have it.”

Online Grading: “Since Banner is Web-based, the faculty will be able to enter grades any time and from anywhere in the world.”

Paperless Workflows: “Our goal is to work toward a paperless office, which will allow us to feed data directly into the systems.”

Another major benefit, Kubat said, is that regulatory and other changes that require Purdue to modify its current student legacy applications will all be taken care of “in the background” by SunGard during the course of software updates.

“So when the Department of Education changes some reporting rule or there’s a new field in SAT scores, it won’t cause the problems Purdue experiences today.”

Kubat said that though Purdue will be doing an essentially “vanilla” implementation and using Banner “as delivered” as much as possible — “We won’t be writing any special software to make it function differently” — it might still take a year or two for the University to fully master it and take advantage of all its capabilities.

An exciting time
“The summit was a valuable experience for everyone who attended. We not only met many people at other universities who’ve been through what we are now doing, but also learned more about Banner’s functionality and what’s in store for future versions,” Kubat said.

“This is an exciting time in the history of the University. We may encounter a few bumps along the way as we prepare for the first ESA release next February, but Banner is going to allow us to do so much more than we can now — and be more flexible in our services.

“It will make teaching, learning and serving Purdue faculty and students so much better.”


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Advisory committee forms communication group

To keep the Purdue community informed about the new OnePurdue Banner student applications going into production next year, the Enrollment and Student Affairs (ESA) Advisory Committee has established an ESA-specific communication group chaired by University Registrar Bob Kubat.

The ESA Subcommittee for Preparing Organizational Communications (SPOC) will gather information about SunGard Higher Education’s Banner software modules, which will comprise the bulk of Purdue’s new student systems, and help coordinate distribution of it throughout all four campuses.

“The Banner part of OnePurdue will be the most complex to implement,” Kubat said, “because it involves every aspect of students’ lives at Purdue, and a big part of this will be giving people the information they’ll need.

“There will be a great deal to communicate to many people: faculty, staff, students and their parents, and administrative personnel on every campus, and we’re going to work hard to make that happen.”

Although SPOC will take an active role in communication, Kubat also hopes people will stay informed about OnePurdue and the Banner implementation by taking advantage of such tools as the OnePurdue Web site and Purdue-Board, an electronic bulletin board where news about OnePurdue will be posted.

“I’m excited about the challenges ahead as we get ready for the release of Banner in 2008,” Kubat said. “Change is coming to the University, but if we stay flexible, patient and work together, we will make this a success.”

ESA Subcommittee for Preparing Organizational Communications
Bob Kubat, chair
University Registrar
Adedayo Adeniyi
OnePurdue Director of Change Management
Linda Conner
Director of Student Services, College of Consumer and Family Sciences
John Higgins
Bursar
Kristin Kasting
Senior Assistant Director of Admissions and Enrollment Management
Lori Shipley
OnePurdue ESA Team Lead
Marvin Smith
Associate Director of Financial Aid


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ESA Team learning new Banner systems
Photo of Dee Schlatter and Chris Marheine Dee Schlatter (left) and Chris Marheine compare notes during a recent Banner overview training session for the OnePurdue Enrollment and Student Affairs Team. SunGard Higher Education will be sending trainers to OnePurdue this year so the team can learn about the Banner software. Schlatter is a data steward and Marheine a student accounts specialist on the ESA Team.
Photo by Steve Jones

Since SunGard Higher Education’s Banner software was selected for OnePurdue’s student systems in January, the project’s Enrollment and Student Affairs (ESA) Team has been busy learning how to make it work for Purdue.

On March 27, SunGard Higher Education began sending its consultants every three weeks to teach the ESA implementation team about the Banner modules. “This is not the same kind of training that OnePurdue users will receive,” said Chris Marheine, a student accounts subject matter expert on the ESA Team. “Their training will be role-specific and more about how to use Banner.”

In addition to academic advisors and personnel in all schools and colleges at each campus, OnePurdue Banner training eventually will be provided to staff members in numerous administrative departments, including the Office of Admissions, Bursar’s Office, Enrollment Management and Office of the Registrar, among others.

The training that ESA implementation team members are currently receiving will help them understand the inner workings of Banner and how to configure it to best meet Purdue’s needs. “What we’ve learned so far has been excellent,” said Marheine, who served as the manager of program accounting in the Bursar’s Office before joining OnePurdue in July 2005, “and the classes have been going very well.”

“Not only are the SunGard trainers quite knowledgeable, but Banner is a very mature product and the company has a lot of experience in higher education, so all the courses the team is taking this year are critical to putting the new systems into production in 2008.”


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Helpful links

OnePurdue Enrollment and Student Affairs Team

ESA Organizational Chart

ESA Advisory Committee

Frequently Asked Questions about ESA and Banner

Information about SunGard Higher Education and Banner

OnePurdue Web Site

 

ESAnews is published by the Office of University Periodicals. Please direct all questions and comments about this newsletter to onepurdue@purdue.edu.

 

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