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 Brierleyp.e.brierley@durham.ac.uk

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