Keeping the Throngs Enthralled: Banner Internal Marketing and Awareness

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• Keeping the Throngs Enthralled Banner Internal
  Marketing and Awareness
• Marie Fetzner
• Dr. Jeff Bartkovich
• SETA East Conference
• Monday, September 19, 2005, 345pm

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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.

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Welcome

• Introductions
• Audience member poll
• Presentation structure

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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

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I. MCC Banner Overview

• MCCs legacy system is SCT Plus
• MCC is implementing all five Banner modules
• Finance
• HR
• Advancement
• Student
• Financial Aid

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Banner Implementation Philosophy

• Banner is about people and changeit 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

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MCC Banner Vision Statement

• To advance College processes and systems by
  providing efficient, accessible, secure and
  dynamic information that supports the College.
•  

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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)

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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

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MCC Banner Org Chart
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Banner as Cultural Change

• The system is not the solutionits how you use
  it
• Understand your institutions ability to absorb
  changefaculty, students, staff
• ERP projects often are attempted after a long
  period of stability with highly customized legacy
  systems

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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

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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

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II. MCC Banner Communication Plan

• Goal
• To communicate and present useful information to
  the College community about the MCC Banner
  implementation project

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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
  projectinternally and externally

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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

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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

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III. Banner Communication Activities and Practices

• Website for information sharing
• Banner committees only
• College-wide
• Public information
• Presidents leadership reception (off-campus)
• Staff reception (on-campus)

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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

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Wheres the Banner Bee?

• Photograph by Dr. Jeffrey P. Bartkovich, 2004

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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)

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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

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Wheres the Banner Bee?

• Photograph by Dr. Jeffrey P. Bartkovich, 2004

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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 divisions
  perspective
• Develop Banner ambassadors
• Banner Matters topic is on every ETS
  Executive team meeting agenda

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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

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Wheres the Banner Bee?
Photograph by Dr. Jeffrey P. Bartkovich, 2004
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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?

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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

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Wheres the Banner Bee?

• Photograph by Dr. Jeffrey P. Bartkovich, 2004

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V. Banner Reconceptualization Over Time

• Migration
• Implementation
• Resolution

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Banner Reconceptualization Over Time

• Data
•  Process
•  Attitudes

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Banner Reconceptualization Over Time

• Software
• Systems
• Services

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Banner Reconceptualization Over Time

• Data Conversion
• Programming
• Operations

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Wheres the Banner Bee?
Joy Patrick Braselton and Maddy Cuciti

• Photograph by Dr. Jeffrey P. Bartkovich, 2004

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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

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Wheres the Banner Bee?

• Photograph by Dr. Jeffrey P. Bartkovich, 2004

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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

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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!

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Wheres the Banner Bee?

• Photograph by Dr. Jeffrey P. Bartkovich, 2004

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Sample Presentation

• An introductory MCC Banner presentation is
  included in the handouts

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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

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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

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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.

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Q and A/other practices

• Other practices and strategies to consider

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• Marie Fetzner, Asst. to the VP, Educational
  Technology/Banner Project Manager, Monroe
  Community Collegemfetzner_at_monroecc.edu
• Dr. Jeff Bartkovich, Vice President, Educational
  Technology Monroe Community Collegejbartkovich_at_m
  onroecc.edu