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Presented by: Paul Brierley, Durham UniversityApril 07, 2014Session ID 1802
Learning to Love Banner Workflow
Session Rules of Etiquette
• Please turn off your cell phone/pager
• If you must leave the session early, please do so as discreetly as possible
• Please avoid side conversation during the session
Thank you for your cooperation!
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Apologies in advance…
3theoatmeal.com and MadTV
Why, hello there good sir!There's a rumble in Parliament. Brandus Magles and Watson Biggles exchanged heated words but fortunately no one got their pigeon squeezed over a flubsy dubsy. The villagers are in for a real dweazer as the Waverley Thatches aren't doing too well with the Lancaster Bug-a-boos.
About Durham University
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London
Edinburgh
Banner users since 1999c. 16.5k students16 pastoral colleges30 academic departments
www.durham.ac.uk
• 3rd Oldest University in the UK
• UNESCO World Heritage Site
• World’s oldest occupied University building
About Durham University
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About Durham University
You’ve probably already seen us…
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Agenda
Why we adopted Workflow
What we’ve done with it
Making use of Workflow 8.1 features
What we plan to do with it next…
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Why Workflow?
It’s been in the box for over 10 years,why open it now?
Why Workflow?
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~1 m
ile
Collingwood
Comb. ArtsTheology
Psychology
Politics
Registry
I live at Collingwood.I major in Combined Arts.
I want to switch to Theology.I want to drop a PSYC course.I want to add a POLI course.
Why Workflow?
• First idea – Banner Self Service
• May 2012 –problems (process & priority)
• How can we make this happen?
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Why Workflow?
• Summit 2011 – New OrleansLots of sessions on something called “Workflow”.Maybe we could use this for some of our processes?
• Summit 2012 – Las VegasHands on Training Session.
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Why Workflow?
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Can you give me a quote for this
“Workflow” thing?
Erm… you’re already licensed for
it…
Why Workflow?
• Objective: set up without IT development
• Use as a proof of concept / learning experience for future developments
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What we did with it
How many shoes did we save?
What we did with it
• IT agreed to install it
• One man + manual + hands on training
• Good knowledge of the current process
• Some things would be easier with IT but…
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What we did with it
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What we did with it
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Start of academic year
4,684 workflows in 7 ½ months
What we did with it
Poses interesting questions…
Why so many changes?
Why do we have “spikes” out of the blue?
Which departments are initiating these?
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What we did with it
• Typical processing time down from ~ 2 days to < 2 hours
• About 8,200 miles of walking saved
• That’s about the distance from Durham, England to the Anaheim Convention Center!
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Feedback from Staff
• Overall feedback was very positive• Easy learning curve• Improvements to student experience• Processing times much better• Paper no longer vanishing into “black hole”• Institutional appetite whetted
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Unexpected Reactions
• “Transfer of responsibility” to staff• Mistrust• The colleges aren’t included• Paper lovers• Expected to be proactive• Not releasing items
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Making use of Workflow 8.1 features
Taking advantage of the new features available in 8.1
Making use of 8.1 features
In 8.0 we could deliver some requested features:• Redesigning forms• Notifications• Simple extracts of Banner data• Document attachments
Responsiveness seen as a major benefit
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Making use of 8.1 features
Other things were trickier or impossible• Renaming of workflows • Automatic routing to the right people• Pick lists (dynamic data sources)• Validation
But these can be done in 8.1
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Making use of 8.1 features
• Ellucian Consultancy
• Train more users
• Improve CIS understanding of modeller
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Revised Process in 8.1
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Before 8.1
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Free Text
Free Text
After 8.1
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Dynamic
Dynamic
Dynamic
Dynamic
What we have planned
What next?
Where next?
• Change of Registration Big Success
• Workflow 8.1 Much more powerful
• Developments led by group of functional, not technical staff
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Where next?
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Disability Assessments
Student Withdrawals
College Name Changes
Banner Access
Criminal Convictions
Curriculum Development
Help Documents
Summary
Summary
• Don’t reinvent the wheel – use Workflow!
• Success whets the appetite
• Workflow empowers functional users
• 8.1 “plugs the gaps” in what you can do
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Questions & Answers
Any Questions?
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Thank You!
Paul [email protected]
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