European universities using Ellucian Banner often struggle with time-consuming, manual processes around student records — from module registration to refunds and academic outcomes. Working with Ellucian, ABCloudz developed a set of ready-to-deploy automation solutions that address these common challenges while allowing for country- and institution-specific customization. In this post, we walk through how we built these reusable components, the problems they solve, and why they’re becoming a blueprint for universities across Europe. You’ll also see how our experience can help you streamline and automate workflows in Banner or any other student management system.
We implemented four major solutions, each designed to enhance efficiency, reduce manual workload, and improve data accuracy:
- Automated enrollment integration for seamless student admissions across partner institutions
- A streamlined academic records system enabling quick access to student progress data
- Automated refund processing for precise and efficient financial adjustments
- Bulk module outcome updates to ensure real-time academic record accuracy
By leveraging Ellucian Data Connect and our deep expertise in Banner SIS, we built a robust, API-driven infrastructure that automates critical administrative processes. These solutions are now available as pre-configured baseline implementations for universities, allowing for easy adoption or further customization based on institutional needs.
Now, let’s explore how each of these innovations enhances university operations, improves user experience, and sets a new standard for student information system automation.
Integration solution for student enrollment
European universities often partner through collaborative study programs, enabling students from one institution to participate in academic programs offered by another. Managing student enrollment data between partner universities, however, often involves manual and error-prone processes. Our client, a leading European university, sought an efficient, automated solution to seamlessly integrate external student enrollment data directly into their Banner Student Information System.
The university faced significant operational overhead handling enrollment information from partner institutions. Administrative teams manually processed CSV files containing student information, a method that increased the risk of human error, data duplication, and compliance issues. Each enrollment required extensive validation, checks for duplicates, and detailed logging, consuming valuable administrative resources.
Solution
ABCloudz designed and implemented a robust integration solution leveraging Ellucian Data Connect. This pipeline automatically retrieves CSV files from either a secure FTP server or an AWS S3 bucket, based on the university’s configuration. The solution then systematically validates and processes each student record through a sophisticated, custom-built data transformation pipeline consisting of over 100 distinct fittings (data transformation and validation modules).
Key features of the integration include:
- Flexible data retrieval: Universities can configure file transfers securely using either SFTP with password/private keys or cloud-based storage via AWS S3.
- Advanced validation: Each student record undergoes rigorous validation, checking dates, mandatory fields, and verifying data against internal Banner dictionaries (e.g., Gender, Ethnicity, Programme Codes, and more).
- Duplication checks: Utilizing Banner APIs, the integration ensures that duplicate student records do not enter the system, thus maintaining data integrity.
- Detailed logging and error handling: The solution generates comprehensive log reports for each import run, clearly identifying errors and validation issues to streamline resolution.
Throughout development, ABCloudz closely collaborated with the university stakeholders to refine requirements and define meticulous validation criteria, resulting in a highly customized solution tailored specifically to European market standards.
Results
The completed integration significantly reduced manual labor, virtually eliminated errors related to data entry, and provided immediate visibility into processing results through detailed logging. Administrators can now easily identify and correct any data discrepancies, ensuring smooth enrollment workflows.
Moreover, Ellucian recognized the integration solution developed by ABCloudz as a baseline model for its broader European expansion efforts. Future universities partnering with Ellucian can adopt this solution as-is or request customized adaptations based on their specific needs and regulatory environments. Such enhancements would involve additional development efforts provided by ABCloudz, either directly or in collaboration with Ellucian, further extending the solution’s applicability across European higher education institutions.
Simplifying access to academic records
Following our work on collaborative student enrollment, we addressed another critical challenge: simplifying how students and university staff access academic records. Previously, accessing academic progress and results required navigating multiple screens, making it inefficient for both students and administrators. A more streamlined and user-friendly solution was needed.
Solution
We developed the Records and Results Experience card, which integrates directly into the student and staff dashboard. This card provides instant access to key academic information:
- For students: A single-click “View Details” button takes them to a dedicated page displaying their academic standing, active study paths, progression, and awards.
- For staff: A built-in search function allows them to look up students by name or Banner ID, quickly retrieving detailed records.
The data displayed includes:
- Active study paths (program name, major, etc.)
- Academic standings and awards
- Module history and grades
The solution leverages several integrated APIs, ensuring real-time accuracy while maintaining strict data privacy policies.
Results
The new card significantly streamlined user interactions with academic records, improving transparency, accuracy, and ease of use. Students can now quickly access their academic information, and staff can efficiently manage records without navigating multiple systems.
Automating student refunds processing
Another critical aspect of student administration is tuition refunds, which needed to be streamlined for students who withdraw from their academic programs. Manually processing refunds was slow and error-prone, as it depended on accurately tracking academic year start and withdrawal dates.
Refund eligibility is tied to a student’s academic year start date and withdrawal date, but these values were not easily accessible in the system. Staff had to manually calculate adjustments, increasing the risk of miscalculations and processing delays.
Solution
We built an automated refund calculation and transaction system that seamlessly integrates with the existing student information system. Key features include:
- Custom fields to store Academic Year Start Date and Program Withdrawal Date for each student.
- A custom GET API that retrieves and processes these dates directly from the student course registration system.
- A POST API that automates the application of refund transactions in the financial system (TBBEXPT table).
- A PUT API that updates TBBCSTU and TBBESTU tables to Contract/Exemption fees to be reversed.
Results
The new system eliminates manual errors, ensures accurate and timely refunds, and reduces administrative burden. The automation enforces consistency across student records, improving financial compliance and student experience.
Bulk automation of module outcome updates
To ensure students’ academic records remain up-to-date, we introduced a solution to automate module outcome updates based on student performance. Before this solution, updating module outcomes (Grade Comments) was a manual process. Staff had to input changes individually, which was inefficient during peak academic periods. Automating these updates was essential to maintaining accurate academic records at scale.
Solution
We built a cloud-enabled bulk-update process that allows staff to:
- Map different module results to specific module outcomes based on pre-defined academic policies.
- Automatically update module outcome fields (SHRCMRK_GCMT_CODE for unrolled grades, SHRTCKG_GCMT_CODE for rolled grades).
- Generate detailed CSV reports, ensuring administrators can review and address any errors.
The solution includes two specialized processing pipelines:
- SHRCMRK pipeline: Updates unrolled grades before the Grade Roll process.
- SHRTCKG pipeline: Updates rolled grades already recorded in academic history.
Results
This automation significantly reduced the time required to process updates, ensured data accuracy, and freed up administrative staff for higher-value tasks. Now, student academic records are updated faster and with minimal manual intervention.
Expert solutions for Banner integrations
Through these interconnected solutions, we addressed key inefficiencies in student enrollment, academic record management, refunds, and module outcomes processing. Each enhancement contributes to a more automated, error-free, and user-friendly university experience.
These solutions serve as baseline implementations that can be further adapted and customized for other universities, offering a scalable and efficient approach to student information management. Our deep expertise in key Banner components, including student enrollment, academic records, module management, and financial transactions, allows us to deliver precise and automated solutions tailored to institutional workflows.
If you need to enhance your Banner integration, streamline data management, or improve operational efficiency, contact us today to see how we can help.
