Information Computing and Technology Services
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ITCS Policies and Guidelines

Software Development Services (Administrative Computing)

Authority:
History: March 15, 2011
Supersedes Policy Dated:

Effective Date:

Review Date:

Related Policies:
None
Contact for Information:
Information Technology Manager (SDS), 328.9225

General Information

Administrative applications are software systems and services designed to support the academic and administrative functions of the university. These consist of enterprise client-server and web-based applications designed to help administrators and faculty members do their jobs better. Specific applications are covered below. Enterprise servers are available on the administrative network and can be accessed from all departments on campus. Most of our administrative systems, called Banner, are purchased software from SungardHE.  We also have enhanced the Banner systems with purchased third-party software, such as SciQuest, Evisions, Appworx, Touchnet, T2, CBORD, etc., as well as in-house written systems such as our own portal, OneStop (http://onestop.ecu.edu) and enterprise reporting solution, ecuBIC (http://reports.intra.ecu.edu).

Specific Applications

These are the major administrative applications available for staff use at ECU.

Banner Accounts Payable. This application provides an efficient means of producing checks and maintaining an audit trail for all payments made by ECU. The system tracks voucher information from point of data entry when the invoice is received to where the check is reconciled with information received from the bank.

 

Banner Accounts Receivable (Cashiers Office/Student Accounting). This system maintains all student accounting processes and generates statements to students which include charges for housing, dining, and student health services.

 

Banner Admissions. Information about prospective students is entered into the system and letters and emails are generated to insure that all needed material is received and processed for an admissions decision.

 

Banner Campus Loan Manager. This system is used to track student loans and to record payments as they are received. Information can be transferred directly into the system from the Financial Aid Office.

 

Banner Degree Works. This system provides students the ability to run a degree audit and also see how degree requirements change if they change their program of study.

 

Banner Document Management System (BDMS). BDMS is a system allowing documents to be imaged and stored for electronic retrieval and viewing as needed, based on Banner Security permissions. With proper permissions, document views can be shared among departments rather than passing paper amongst the departments.  It is the goal of the BDMS team to eliminate paper documents as much as possible for the entire campus.

 

Banner e~Print. Printing of reports has just about become obsolete at ECU.  We utilize a Banner product called e~Print which keeps a repository of all reports in an electronic format.  If you have security access to see particular reports, you can view them at your workstation, with an archive of past reports available.

 

Banner Finance. This is a comprehensive accounting system used by all departments on campus to maintain their budgets. Accounting transactions enter the Finance System from Accounts Payable, Accounts Receivable, Physician's Billing, Purchase Order, Student Loan and Payroll/Personnel systems.


Banner Financial Aid. This system determines eligibility of applicants and performs the packaging process. It then ensures that funds are actually distributed to the students.


Banner Fixed Assets. This application tracks all university-owned equipment with a value of $5000 or more.  Lower-valued items can be tracked at the discretion of the department.


Banner HR. This is a comprehensive Human Resources System that provides administration of benefits, compensation, payroll adjustments, payroll calculation, payroll history and employee self-service for all ECU Faculty/Staff/Student employees.

 

Banner Location Management System. This is a system containing dorm and meal plan information for students living on campus. This information feeds into Banner Accounts Receivable (Cashiers Office).

 

Banner ODS/EDW:
Operational Data Store (ODS):  The ODS is an extensible storage solution that provides the university with a single integrated and comprehensive collection of reporting views, comprising information from the university's enterprise systems:  Banner, PeopleAdmin, Sedona, RAMSeS and other major line-of-business applications. As implied by the name, data residing within the ODS are of an operational nature, and are, as a rule, refreshed on a regular (currently daily) basis.

 

Enterprise Data Warehouse (EDW):  Like the ODS, the EDW is an extensible storage solution. However, the EDW differs from the ODS in that it provides services that allow for the capture, aggregation, and optimization—for reporting and analysis purposes—of historical data spanning weeks, months and years. Accordingly, the EDW represents a vast reservoir of information upon which information workers can draw, using a variety of analytical tools and techniques, to enhance strategic decision-making processes across the institution.

 

Banner Relationship Management. This system provides a way to communicate with prospective students and applicants, keeping them informed on their application process and encouraging prospects to apply.  Scorecard reports are generated to provide administration with the data they need to see if they are meeting their predefined admissions goals.

 

Banner Registration. Registration includes many things besides online and web-based registration. The process involves the preparation of the university catalog, a schedule of classes and the scheduling of the classrooms thru Banner and R25.  After students are registered, the academic departments can access their class rosters in Self-Service Banner, view various reports in ecuBIC and e-mail their students.  Grades are recorded and processed in Banner.  Transcripts are created in Banner and can also be requested through AVOW.

 

Banner Student System. All student administration systems including the web-based portal, ECU OneStop, are designed to use a relational data base containing information in a central, controlled location. The specific applications are listed below.

 

ecuBIC:  East Carolina University's Business Intelligence Center (http://reports.intra.ecu.edu). This broad initiative comprises an extensive collection of technologies and services, which together constitute a rich platform for information delivery, in support of institutional decision-making and performance management processes. ecuBIC services include custom reporting and analysis development, and training and consulting assistance for executives, business analysts and other knowledge workers within the campus community. By providing these and other services, ecuBIC enables users of Banner (including ODS and EDW), and other line-of-business systems, to not only consume custom applications, but also to develop and distribute their own "self-service" solutions. Examples of ecuBIC solutions include standard operational and ad hoc ("what-if") reporting, trend analyses, and composite views—dashboards and scorecards—of metrics that are arrived at through business and predictive analytics.

 

Evisions, Printing on Special Forms. In conjunction with Banner, ITCS uses a product called Evisions to function as a template for printing of special forms such as W2's, 1099's, Promissory Notes, etc.

 

OneStop. The university portal provides access to campus-wide information sources.  The portal is accessible by anyone with a pirateID and passphrase and houses custom written application targeting students, faculty and staff. The portal also provides single sign-on access to a variety of other enterprise systems such as Banner Self Service.  The OneStop is located at http://onestop.ecu.edu.

 

SciQuest Chemical Manager. Records of gas cylinder rental charges are maintained by this system. It assists storeroom personnel in tracking cylinder location. 

 

SciQuest PORT (Purchase Order System). This system was designed so that campus departments can enter their requisitions for supplies and equipment online and transmit them electronically to Materials Management. The system tracks all purchase orders until they are matched with invoices at time of payment. Transactions from this system are automatically passed to the Banner systems, and available budgets are checked real-time to verify funds are available for the purchase.

 

SciQuest Supplies Manager (Inventory System). This system was designed to keep track of the supplies inventory housed in the Central Warehouse and the BSOM Medical Storeroom. Campus departments can enter their requisitions for supplies and equipment online and transmit them electronically to Materials Management.


  T2 System (Parking & Transportation Office). This office uses the system to collect parking fines, register vehicles and to sell parking permits. T2 interfaces with the Banner System to create holds on student accounts for outstanding parking fines.  It interfaces with Touchnet for citation and permit fee payment.

 

Touchnet (Credit Card processing). ECU utilizes Touchnet as our external credit card processor, which allows ECU to efficiently and effectively accept credit cards as payment for various ECU fee's and products.  The use of Touchnet allows ECU to remain PCI-DSS (Payment Card Industry Data Security Standard) and PS-DSS (Payment Application Data Security Standard) compliant and have safe worry-free handling of Credit Card and ACH receipts. Touchnet also offers web store functionality (U-STORE) to allow departments the ability to set up a website for conferences, merchandise and other for-sale items.

 

University Advancement. The primary systems used by University Advancement are Agilon One and CampusCall. The Agilon One system contains demographical and biographical information on ECU graduates and donors. The main objectives are to provide meaningful information to the Alumni of the university in order to garner their continuing support to improve the university, track all gifts from alumni to the university, and provide information for general alumni contact. The CampusCall system is used to generate calling groups from the Agilon One system, and to support and otherwise manage the operations of the telefund calling center.

 

Other Useful Information pirateID (ecuID):

The PirateID is a way of protecting data. Each administrative user will have a unique ID that will be deleted when no longer needed or used. Under no circumstances will one pirateID be given to an entire department.

 

Passwords. All pirate ID'S will also have a password that will be known only by the individual using the ID. Passwords are a second security step to protect the integrity of the systems.

 

Applications Software Development. The methodologies and procedures for software development are outlined in the ITCS Standards Manual.

 

Charges for Service. Most services are provided to state-funded departments without charge. The exceptions are special forms, parts to repair computer equipment and communications equipment. Auxiliary units will be charged for services.

 

Request for Software Development. Requests for new applications software or modifications of an existing system must be made via the "SDS Request for Service" web application found on the ECU OneStop. http://onestop.ecu.edu/

 

Establishing Priorities for Development. There are several different project development teams that develop software. The manager of each group may elect to complete small modifications that can be worked into the existing schedule without impacting the overall systems development plan. Major requests will be prioritized by one of the university administrative subcommittees including the Administrative Computing Oversight Committee. The committee will also review major systems development to make certain that projects stay on schedule.

 

Banner Change Management Committee. Once any new application development or upgrade is complete, before migrating from a TEST to production environment, the developer must present the change to the Banner Change Management Committee.  The committee is comprised of all ITCS SDS Developers and functional representatives from each major administrative department.  The committee meets every Thursday and reviews submitted request for migration to PROD.  With committee approval, the change is implemented the following Monday by the ITCS DBA group.  Any emergency changes are approved by the Director of SDS before implementing.  Emergency changes are discussed at the next Change Management meeting. 
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