Data Standards & Integrity Committee

Conference Room Building 9 Room 100

Special Session Minutes

Meeting called to order on July 13, 2004 at 10:10 a.m. by Chairperson Cathy Sarrazin.

Members in attendance:

I.   Introduction

ˇ   Chairperson Cathy Sarrazin introduced Kathy Singer, SCT Banner consultant to the members. This meeting provided a forum for the members to ask question about Banner that have surfaced. Representatives from each of the subcommittees were able to present question and issues that have developed during the work group’s progress.

II.   General Person Names- Items for Discussion

ˇ   How name types are determined: Banner is very flexible in applying name types.

ˇ   Do name types need to distinguish where the name is a student or employee name: That is not necessary. The area the name is displayed in will let the user know whether that person is a student or employee. Identifying Married and Maiden names can be useful when searching a record. Banner uses a “PIDN” or a unique personal identification number for each individual. Otherwise, there will be duplicate names and the user will have to correct the record and find the right name and PIDN. Name types are useful to identify married and maiden names as well as legal name changes.

ˇ   Name searches for students and employees: If a student becomes an employee, the user would type the ID # to the payroll screen and Banner will populate the fields. The name would then be added to the Human Resource Data. If a person enters as a student, then marries and returns as an employee, the user could search by name and look at the extended information. It will be necessary to ask if a person has any “prior contact with the college.”

ˇ   Alternate name and previous name types: Alternate and previous name types are the same thing. Example: If the name Kathy Singer was entered, then that person married and presented the proper documentation to change her name in the record, the new last name would be entered in the last name field in Banner. Banner would automatically move the old last name to the Alternate name field.

ˇ   Are Preferred Names required: The only thing that is required is the last name field. The primary name field could also be called the Legal name field and be established as a name type. (e.g. Legal Name is Singer, Katherine, the Preferred Name is Singer, Kathy)

ˇ   Should data input rules be listed on the website when students choose online admission: They can be posted on the website or the application can be placed on hold until the student comes into the Registrar’s office with their documents to verify the application. Banner can also include field format requirements and force the individual to input the data in a specified format. Banner has a hidden validation table called a “blue field” that is uses to check entry format to match codes in the tables.    

ˇ   SCT Comments: The Data Standards determine how you want the End User to enter the data. (e.g. case type, I.D. # generated by Banner or use Social Security #) Data standards should also specify abbreviations, format for middle names, and punctuation for Person and Non-person names (vendors). All special symbols will be removed from the system. A Post Office Box address cannot use the # symbol. (e.g. P O Box 1234) Kathy Singer also recommended that Delgado continue cleaning up the existing database to eliminate potential problems such as # and % symbols. When developing data standards, look at the big picture and develop data standards to define what is required and entered for a student. Data Standards define how data is captured.

III.   Address Subcommittee -Items for Discussion

ˇ   Will vendor names and payment information connect to the student or employee records: Example: The vendor name is entered as “Cathy’s Sweet Treats” , however the vendor wants the payment made out to Cathy Jones. This will not connect to a student or employee record.

ˇ   Using Vendor Aliases: A users may search for a vendor by the proper name or search by an alias that the vendor is known by such as Audio Visual Mart or the alias AVM if the vendor or finance information is not unique.

ˇ   Do the 3 Address lines also include the “Attention to” information:    There maybe an “Attention to” field, however Kathy Singer also stated she would need to research this question further to see how this information is managed in Banner.   

ˇ   How are Vendor numbers assigned: Currently vendor numbers are assigned in increments of 10 (e.g. 00010 = Ace Hardware, 00020=IBM, 00030=ABC Direct) to allow for divisions of a company and multiple addresses. Kathy Singer stated that she would need to research this question further to see how this information is managed in Banner.   

ˇ   How are lengthy addresses accommodated in Banner: Many international student addresses as well as business addresses exceed the 3 lines of text/ 32-character width rule in Banner. Kathy Singer recommended reading the address from the zip code upward. Banner follows U.S. Post Office rules and uses a method called “bottom-up” processing.

ˇ   SCT Comments: A Post Office Box address cannot use the # symbol. (e.g. P O Box 1234) The U.S. Postal Standard uses no punctuation and a standard list of abbreviation. The Data Standards for addresses may specify using U.S. Postal Standards. Banner can pool budgets and handle multiple funds. Multiple campuses can have a “site pool” to identify both On and Off-Campus activities.

IV.   Report Codes- Items for Discussion

ˇ   Are Legacy codes different from Relationship codes: Legacy codes are used for Alumni. (e.g. The mother is the alumni and the daughter enrolls.) Emergency contacts use a relationship code. (e.g. The emergency contact is the mother.)

V.   Instructional Codes- Items for Discussion

ˇ   Old Section # ‘s codes converted to 4-digits: Banner can be adapted to use a 4-digit section numbers but display only 3 in the student class schedule. Some of the older codes still in 2-digit format can also be converted to 4-digits.

ˇ   Will Credit and Non-credit information be stored in separate databases: No, Banner is a relational database all information is stored in the same database. The database can identify non-credit courses with a CEU indicator and use separate transcript. Banner can also use separate terms and catalog types. Dr Sippola stated that the intention of Delgado Community College was to have separate databases for credit and non-credit programs in order to satisfy financial and reporting issues. Kathy Singer responded by stating that Banner can include a separate fee schedule in a separate financial area. Continuing Education can use different terms and levels. Banner can identify Continuing Education courses the same way as it does credit with separate general ledger accounts. Banner can also limit the admission criteria used for Continuing Education students. The catalog can limit the taxonomy and CIP codes used for Continuing Education programs. Fees can be defaulted at the section number.

ˇ   Conversion Time-line: Finance and the chart of accounts will be the first to convert data. Conversion for finance will start January for February 2005. Student tables will be 15 months from now.

ˇ   Current issues with Continuing Education data: Continuing Education programs have no major codes and fees had to be manipulated. The finance table could not accommodate the fees charged for C.E. The state now requires us to report on Continuing Education and SIS cannot provide the information needed to meet the current reporting requirements. Kathy Singer responded that Banner could provide reporting information on Continuing Education programs and finances. SCT does have a conversion tool kit from Plus to Banner that includes everything. There is also a long time span between systems conversions.

ˇ   Shared Degree Tables: Degree tables are shared for student degrees and faculty credentials. All of the tables in Banner are shared.

ˇ   SCT Comments: Banner can identify Instructional types and list section code for lecture, lab, evening, and distance learning classes.

VI.   Other Items for Discussion

ˇ   Banner has been installed and has a definitions list to identify the fields.

ˇ   Kathy Singer asked if the Data Standards committee would be interested in a 3-day training session with a Banner consultant. Banner uses a training database that includes “boo-boo” data that would give user an opportunity to see potential errors. The training would help the committee see where changes need to be made in the standards. While, the committee expressed an interest in participating in a training session, it was no clear if this training session would be included in the terms of the contract.

Meeting adjourned at 11:28 a.m.

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