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Tigeri Project

Q: What does ERP mean?

Enterprise Resource Planning. The university as the "enterprise." The Enterprise Resource Planning "software" integrates Financial, Human Resources, Student Information and other functions into a single administrative computer system.

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Q: What is the ISU ERP project?

The ISU ERP project is a migration from the current system to a fully integrated Enterprise Resource Planning (ERP) product called Banner giving us 24/7 access to live data. ISU is purchasing three modules from Banner:

  • Finance - Contracts and Grant Administration; Cash Management and Disbursements, Accounts Receivable and Accounts Payable, all other accounting functions
  • HR/Payroll - Applicant Tracking, Employee recruitment, Affirmative Action/Equal Opportunity, Benefits Administration, Retirement Activity

We will also be developing a unified campus portal to access campus electronic services, a data warehouse to provide broad access to information and reports, and an electronic workflow system to speed routine administrative processes during phase I of the ISU ERP project. Student Information and Financial Aid processes will be incorporated into the system during Phase II.

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Q:Why are we switching to Banner?

  • To implement a fully integrated, sustainable information system that is secure, reliable, and easy to maintain.
  • To provide a single, personal, web-based point of entry to the university
  • To provide one common business system, accessible in real-time, eliminating departmental shadow systems
  • To streamline operations
  • To provide additional business functionality
  • To permit sophisticated data analyses
  • To reduce manual work and paperwork

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Q: What functions will the Finance system affect?

  • Contracts and Grant Administration
  • Cash Management and Disbursements
  • Accounts Receivable and Accounts Payable
  • Purchasing
  • Fixed Asset Management
  • All other accounting functions

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Q: What functions will the HR/Payroll module affect?

  • Applicant Tracking
  • Employee recruitment
  • Affirmative Action/Equal Opportunity
  • Benefits Administration
  • Retirement Activity
  • Payroll

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Q: What functions will the Financial Aid module affect?

  • Scholarships
  • Federal and State Grants
  • Federal Loans
  • Federal College Work Study
  • Alternative loans from banks

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Q: What functions will the Student Information module affect?

  • Applying to ISU
  • Admissions Processing
  • Registering for classes
  • Student Class Fee Processing
  • Tracking progress toward Degree (Degree Audit)
  • Advising resources
  • University Catalogs
  • Scheduling and Rooming of Courses
  • Grade Reporting
  • International Faculty/Scholar/Student Tracking
  • Enrollment Reporting
  • Faculty Work Load Reporting
  • Graduation Clearance
  • Academic History (Transcripts)
  • State and Federal Reporting
  • Student Clearinghouse Reporting

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Q: Will my job change?

While individual job responsibilities may change, ERP staff will provide training for those individuals whose job duties change. Moving to the ERP system allows us the opportunity to examine our Business Processes and change those steps that no longer make sense. The goal will be to make the university more efficient and more responsive to the needs of our customers.

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Q: What are the benefits to Administration using the ISU ERP system as opposed to the system currently being used?


  • Improving service to all constituents including faculty, students, staff, alumni, prospective students, etc.
  • Providing a web-based presentation for all applications, including 24/7 self-service options increasing accessibility
  • Accessing real-time system information with more powerful decision making tools and reports
  • Establishing end-user ownership of information, heightening the role of the individual, fostering empowerment and accountability
  • Employing workflow technology throughout the application reducing the amount of required paperwork and enhancing the ability to track its movement
  • Improving cooperation and coordination between offices
  • Increasing the efficiency and effectiveness of business processes, enhancing decentralization efforts
  • Enforcing University policy and procedures

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Q: What are the benefits to Faculty using the ISU ERP system as opposed to the system currently being used?


  • Increasing independence, convenience and flexibility for faculty members
  • Providing a web-based presentation for all applications, including 24/7 self-service options such as purchasing, HR services, and managing grants and contracts
  • Establishing end-user ownership of information
  • Employing workflow technology throughout the application, reducing the amount of required paperwork and enhancing the ability to track its movement
  • Providing web based access to student records and class lists, streamlined grading and advising processes
  • Improving cooperation and coordination between offices
  • Enforcing University policy and procedures

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Q: What are the benefits to Staff using the ISU ERP system as opposed to the system currently being used?


  • Improving service to all constituents including faculty, students, staff, alumni, prospective students, etc.
  • Establishing end-user ownership of information
  • Accessing real-time system information
  • Utilizing more powerful decision making tools and customizable reports
  • Employing workflow technology throughout the application reducing the amount of required paperwork and enhancing the ability to track its movement
  • Improving cooperation and coordination between offices
  • Increasing the efficiency and effectiveness of business processes
  • Providing a web-based presentation for all applications, including 24/7 self-service options, reducing the need for extended staff hours during peak demand periods such as registration and year-end closeout
  • Enforcing University policy and procedures

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Q: What are the benefits to Students using the ISU ERP system as opposed to the system currently being used?


  • Improving service to students by providing convenient, 24/7 access to self-service options
  • Enabling student control over information including address changes, registration, fee payment and degree audit
  • Enabling student tracking of loan applications, tuition waivers and scholarships
  • Reducing student trips to campus for administrative purposes (Our motto is No More Lines!)
  • Increasing the efficiency and effectiveness of time spent on campus
  • Improving cooperation and coordination between campus offices
  • Enforcing University policy and procedures

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Terms

Banner - Banner is also referred to as Internet Native Banner (INB). It is a general term used to describe the suite of software products in the ISU ERP system. Banner will be the primary tool used by administrative areas on our campus to support daily business functions.

BPA - Business Process Analysis is a review of existing business processes. Think outside of the box

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Data vs. Information - Data is defined as the content; facts and figures. Information is the interpretation and value placed on that data.

Data Migration - the process of extracting data from the current university systems, and converting it to the proper form for use in the ERP system. A great deal of student history, employee data, and financial records will need to be migrated to the ERP system.

Data Warehouse - Central repository of data extracted from various sources. It is used by users to generate interactive, customizable reports in real time.

DBA (Data Base Administrator) - An individual who runs a database ensuring that it is performing properly.

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ERP - Enterprise Resource Planning, an integrated environment for accessing and processing information in the operation of the organization.

End User Testing - Sessions where a select group of end users will perform daily job functions to test the functionality of the ISU system. Representative end users will run scripts that mirror their work responsibilities to ensure the ISU system can perform the various processes required.

End User Training - Formal courses, instructor led or web based, that provide the skills and knowledge required for each person to execute their job role.

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Go Live - The date established when a particular function or module becomes active. After the test date, all activities in that area will be carried out within the ISU ERP system.

Human Resources - All information and processes used to hire, pay, and manage the employees of the university.

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I.T. - Information Technology; a general reference to information systems and organizations/units that produce and manage information systems. The department responsible for managing information technology at ISU is Information Technology Services, or ITS.

Identity Management - The system that identifies and authenticates users and determines which services they are permitted to use.

Integrate - Coordinated data from different sources such as a student name entered in the Banner Student Information module integrates with Advancement so that when a student becomes an alumnus, their name already exists in the system and need not be entered again.

Integration Testing (includes 3rd party solutions) - Periodic tests of the ISU ERP system during the implementation phase to ensure that the software and related components work together effectively to process transactions required to accomplish the designed university business processes. Test scripts will be used to execute integration testing and confirm, validate and assess the results.

Interface - A computer program used to transfer data between two systems.

ISU ERP Project - This is Idaho State University's initiative to revamp current business processes and integrate human resource, finance and advancement administrative computer systems to yield improved operation for the university and its constituents.

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Legacy Interface Testing (part of integration testing) - Tests conducted to ensure that changes to legacy systems and/or interfaces between them and the new ISU ERP system result in efficient and accurate passing of data between legacy systems and the ISU ERP system.

Legacy Systems - These are currently existing computer systems which perform administrative functions. As legacy-based business functions are replaced with Banner modules, the legacy systems will be decommissioned.

Mock Conversions - Practice runs of converting current legacy system data into the ISU ERP system so potential problems can be identified and resolved prior to Go Live. Extensive trial and error conversions and testing will occur to assure the accuracy of data migrated to the ERP system. We have a zero tolerance policy for data migration errors!

Module - A group of related functions that are bundled together in the software. Often, a module is used by a specific set of users; for example, Finance, Human Resources or Advancement.

Operational Platform - The computer(s) where the programs are processed. The ISU ERP system will operate primarily on computers provided by Sun Microsystems, Inc.

Oracle - The database management software used by Banner to store, manage, and retrieve information.

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Performance Testing - Testing that ensures that the system can meet performance criteria and the stress of peak or high-volume processing times for both online and batch processes.

Pilot Training - Initial offering of a course or workshop to a select audience to test content, continuity, and ability to relate to job function. Results from the pilot are incorporated into the final training material for end users.

Portal - A portal is a web site that includes a start page with rich navigation, a collection of loosely integrated features (some of which may be provided by partners or other third parties), and a large, diverse, target audience. Our portal will be a secure place (requiring a user to login) and will be customizable for the particular needs of each user. The portal will provide access to many services, including self-service ERP applications, the university’s learning management system (e.g., WebCT), student e-mail, and university announcements.

Power User - A person who is very knowledgeable (expert) in the use of the Banner module in their department. This person will be the 'go to' person in the department to assist other department staff on usage of Banner.

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RDBMS - Relational Database management system; the current technology used to manage database environments. Oracle is the database system used at ISU.

Referential Integrity - Rules and processes used to validate and manage the manipulation of data throughout the ERP system.

Resource Allocation - The distribution of resources (people, equipment, and other material resources) in an organized and efficient way to complete project tasks in a timely and efficient manner.

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Self Service - Self Service consists of specific Banner forms used by individual ISU faculty, staff, students and guests. Examples include preparation and submission of purchase requisitions and approvals, address changes, entering and retrieving grades, etc. Self Service will be used by most people across campus for interaction with Banner.

Shadow Systems - Databases or processes that have been developed within departments to meet a specific need unmet by the current system. Every effort will be made to integrate the data contained in shadow systems into the ISU ERP system.

SunGard HE Banner - The company that developed the technology solution selected by ISU to provide an integrated data management system for the entire campus.

Super User - A person similar to the Power User who is very knowledgeable (expert) in the use of the Banner module in their department.

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Train the Trainer - Training provided to employees and other individuals (e.g. graduate assistants, vendors, etc.) who were chosen to deliver End User Training, where they are given an overview of the ISU ERP system, and are trained on our business processes, presentation skills, training techniques, classroom management and transactions for the university. The trainers will be the people primarily responsible for training end users.

Unified Digital Campus or UDC (per SunGard) - A shared vision between SunGard Higher Education and Idaho State University. It is an environment in which people, processes, and technology interact seamlessly to strengthen institutional performance. Through products and services you can bring all your systems together, combining SunGard Higher Education solutions, partner solutions, homegrown solutions, and your current campus systems to achieve your institution's vision.

User Support - Electronic support provided through online Help and job aids. Help Desk operations will support the ISU ERP system through a centrally-managed tool that will pass and track information to appropriate resources for one-stop assistance to end users at a central help desk phone number or e-mail address.

Web Portal - A portal is a web site that includes a start page with rich navigation, a collection of loosely integrated features (some of which may be provided by partners or other third parties), and a large, diverse, target audience. Our portal will be a secure place (requiring a user to login) and will be customizable for the particular needs of each user. The portal will provide access to many services, including self-service ERP applications, the university’s learning management system (e.g., WebCT), student e-mail, and university announcements.

Last Modified: 03/15/10 at 10:58:50 AM

IDAHO STATE UNIVERSITY

921 South 8th Avenue
Pocatello, Idaho, 83209