What is “Project K.E.Y.S.”?

Project K.E.Y.S. (Kent State: ERP is Your Solution!) will transform the information landscape at Kent State by upgrading the core administration system with an ERP system called “Banner” to enhance security for your personal and essential university data while still allowing unprecedented 24/7 access to your information through new and improved university services.

ERP, Banner, K.E.Y.S.?

Enterprise Resource Planning (ERP) is a collection of software applications that use a common database to integrate the University’s business processes and is accessible to users through a web portal. For Kent State, this will include such business critical processes as human resource management; financial management; student services and administration; and sponsored programs, services and administration. ERP is an industry name. “Banner” is the name of the ERP application from SunGard Higher Education – a leading provider for ERP software to higher education institutions. Project K.E.Y.S. is the name of the project to install Banner at Kent State University.

What is a portal?

Known as “FlashLine,” this ERP technology will provide increased interactivity for every user to access University services and their personal information. Once the user logs into the system, the system recognizes who the user is and displays a web page specifically tailored to the user’s needs. The user will also be able to customize the portal further to suit the changing needs throughout their time at the University. Plus, a user can access the portal from a university computer or from home on their own computer.

So the portal runs on my computer. Will I need to update my computer?

Banner runs through a “portal.” As explained above, the portal is accessible through a web browser (such as Internet Explorer or Netscape). Thus, the only upgrade a user may need to make is to ensure that the latest web browser is installed on their machine.

Simply put, what are the main benefits of this new Banner ERP system?

Unlimited access.  Allows for access to your personal University data 24 hours a day, 7 days a week, 365 days a year. The online portal never closes.

New and improved services. Never wait in line again. No lunches, no sick days – more services available to serve you than ever before.

Enhanced security. Eliminates SSN as primary identifiers, brings all University information to a single database to consolidate much of the duplicate information and files currently in the system.

Sounds great, but why do we need it now?

Currently the University runs its core administrative processes on two systems. The older system, called SCT Plus, is a mainframe-based system that runs applications for Human Resources, Student Services and Financial. The other system is a “Banner” module that was installed two years ago and runs applications associated with the Division of University Relations and Development. While the older system SCT Plus continues to function properly, there are a number of processes that are available in the new Banner system that Plus does not provide. Project K.E.Y.S. will complete the migration that began two years ago and bring all the areas of the University (HR, Student Services, Financial) into the interconnected environment of Banner.

What will it cost and why is it so expensive?

The Board of Trustees approved a $23,000,000 budget for Project K.E.Y. The funding for this amount comes from various sources. A core administrative system is the heart of the information system for the University. Banner is a necessary upgrade to the current system to ensure that the flow of information across the entire University network is continuous, and protected against devastating crashes.

How long will it take to implement?

Project K.E.Y.S. is divided into three major areas – Human Resources, Student Services, and Financial Services. The total implementation period for these three modules is schedule to be completed within a 30-36 month period. Currently, the preparation has already begun for the implementation of the Human Resources module.

I go to the Tuscarawas Campus. Will the regional campuses be involved?

The improvements/implementations made through Project K.E.Y.S. will echo throughout the eight-campus system of Kent State University. Project K.E.Y.S. is not just a solution for the Kent campus, but will touch upon and improve University operations on an institutional level. It is absolutely vital that the regional campuses be fully involved throughout the entire ERP process.

Will the University provide training once these new services, software are installed?

The University will provide comprehensive hands-on training sessions throughout the implementation of each module for those University students, staff and faculty who will work with the Banner system. Training will be offered at different levels to different audiences depending upon their needs. Training will be announced as the different Banner modules (HR, Student, Finance) approach their implementation dates. Some training will be done in a classroom setting, but other training will be available in self-paced modules on the web. After all, what’s the use of having a revolutionary system if you don’t know how to use it?

Who will be doing all this? Is there a team or a group in charge?

A team of individuals, hand-picked from various University departments, comprise the 90+ staff of Project K.E.Y.S. These individuals were voluntarily relocated from their current assignments to spend the bulk of their time ensuring the success of the ERP implementation. With the assistance of SunGard Higher Education on-site personnel, the project team is responsible for the successful implementation of Project K.E.Y.S.

I’m excited. So when will I be able to use it?

Each module has a “Go-Live” date. This is the date where the system comes online and is fully accessible by authorized users. The Go-Live dates for each module will be available after all preliminary implementation responsibilities are completed and approved.