SETA Southeast Conference

1
SETA Southeast Conference

• Training the University
• Presenters
• Adrienne Oliver, ITS,
• Lydia Gossett, Financial Affairs
• Session Date and Time
• (ex Monday, April 13, 130pm)

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
Introduction Train the University

• UNC Asheville is implementing Banner as part of
  a 13 institution effort and is collaborating on
  SCT training.
• In house training is necessary to supplement SCT
  training

4
Solution Center Training Approach

• 3 institutions geographically close pair up to
  form a solution center.
• Advantages are
• Cost savings
• Discussions among different campus participants

5
In house training vitally importantto the
health of the project
Institutional commitment to succeed
6
The Challenge

• Plus school for 20 years
• User longevity with the Plus system
• Learning to think outside the box
• Accept a new way

7
SCT Banner Curriculum

• Core Modules Finance, Financial Aid, Student,
  Advancement (Live 2004), Human Resources (Fall
  2005)
• Solution Centers WCU, ASU, UNCA
• First Functional user training in Fall 2003
  (System Overview, Banner Navigation)

8
User Reactions

• Overwhelmed
• Not comfortable with what they learned
• Wanted more Navigation training

9
Training Strategy

• Training Lead attend training to train campus -
  Train the Trainer
• Attend training on a Mission
• Learn all you can on the topic
• Observe users in training to identify difficult
  concepts

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Developing The Navigation Class

• Provide users with a good foundation
• Comprehensive (2) hour class
• Menu, Title and Tool Bars
• Menu structure naming conventions
• System Preferences All Help Features
• Queries Hands on exercises Quickflows My
  Banner
• Plus to Banner analogies Incentives

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Training Lab

• Designate a training lab for in house training
• Schedule dates/times
• Troubleshoot problems before training
• Train in SCUNC Instance of Banner using generic
  Train accounts

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How Did It Go?

• Attended by both new and repeating users
• Evaluations very positive
• Track attendance in Access
• Certificate of Attendance

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Population Selection Letter Generation

• Uses SQL to extract data from Banner that can be
  used to generate letters and reports
• Component in reporting strategy
• Easier for the more technical user (FOCUS, SQL,
  query language)

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Developing the Pop Sel/Letter Gen Class

• Two day (2) hour class
• Use real selection criteria users can relate to
• Include shortcuts for finding data
• Develop one page cheat sheets

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How Did It Go?

• Attend by users with a variety of knowledge and
  skills
• Technical vs Non Technical users
• All users may not have skills needed
• We now offer (2) classes
• Users writing Pop Sels
• Users that only run Pop Sels

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Additional Training Needs

• Five seat limit in Solution Center training
• Solution Center training dates not always
  convenient for users
• Difficult to close offices
• Training other constituencies on campus (Faculty,
  Staff)

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Adopt the Train The Trainer Model

• Formed a Banner Training Team (Training Team Lead
  and Five Functional Area Team Leads)
• Charge Identify, Access and Fulfill
• All in house Banner training needs
• Identified Subject Matter Experts

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Training Process For User Accounts

• Users must attend Navigation training before
  receiving a Banner account
• Functional Team Leads manage user training and
  request for accounts
• Training Lead is notified of need for training
  and notifies users
• Training Lead notifies DBA, Functional Team Lead
  users that attended training

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Training Process cont.

• DBA creates Banner accounts after receiving
  security/role permissions from Functional Team
  Lead
• Users mailed a Certificate of Attendance and
  Banner account information

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Additional Information

• Offer on-going Navigation atleast three times a
  month
• Offer Pop Sel/Letter Gen when needed
• UNCA Banner website
• www.unca.edu/compcenter/banner

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Study Hall

• Controllers Office Staff
• Computer Lab Reserved
• Two days a week/two hour time slots
• Typically one morning/one afternoon
• No disruptions/no phones

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Show and Tell

• Controllers Office Staff
• Encourage everyone to present a topic
• Ex setting up a vendor, writing checks, running
  reports in job submission, how to find
  information in Banner.

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End User Training

• Departmental Query
• Departmental Requisitions

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Finance Account Setup

• Notification that user has completed Navigation
  training
• Form completed by employee and supervisor
• Form to DBA to set up account.
• Two Security classes
• Setup done before Finance Training

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Training Committee/Trainer

• Designate committee
• Designate trainer
• Compile training documents
• Designate at least one other person to assist

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Workshop Outline

• Overview of Banner Finance
• Searching Review
• FOAPAL Explanation
• Form Name Logic
• Brief Review of Finance Self Service and INB

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Workshop Outline cont.

• Self Service
• Budget Queries
• Encumbrance Query
• View Document

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Workshop Outline cont.

• Internet Native Banner-Inquiry/Entry
• Budget Queries
• Purchasing Query
• Accounts Payable Query
• Document Query
• Requisition Entry

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Query Decision

• We let users decide where they want to Query
• We gave them access to forms with Fund/Org
  Security with exceptions
• Exceptions FOIDOCH,FGIENCB, FPIREQN, FPIPURR,
  FTIIDEN, FAIINVE

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Requisition Decision

• Entry in Internet Native Banner (INB)
• Reasons
• Limited to 5 req lines
• Limited to 5 FOAPAL lines
• Defaults from Fund do not apply
• Can lose req, if you do not complete or
  disapproved in Banner

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Pilot Group

• Training Database
• Heavy FRS Users
• Feedback on our training

32
Lessons Learned

• Need final Chart of Accounts
• Allow adequate time for data entry
• Do not attempt all training in one day
• Spend time searching
• Spend time on how/when to enter a query

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Lessons Learned cont.

• No access to Production until users have
  completed INB training, practiced entry,
  Purchasing dept has reviewed and approved
• IMPORTANT Show users how to correct mistakes

34
Questions

• Questions?