TEACHERS COLLEGE Banner Basics Irit Schwager Banner Training Gary Johannes Financial Systems

Topics of This Session... FERPA - Student’s right to privacy What is Banner? How will you use it? Features in Banner software Banner Navigation - Interactive Practice on the forms you use most often

FERPA Family Educational Rights to Privacy Act Under this act, information about current and former TC students is legally designated as private Faculty and staff, in order to perform their job duties, may access student data on a “need to know” basis If you have questions about an outside request for information, please refer them to the Office of the Registrar

FERPA and Banner Access to information through Banner is granted to you. You must not allow anyone else to use your computer directory, nor share your login ID or password Please be sure to log out of Banner when you leave your computer unattended

FERPA Guidelines To avoid violating a student’s rights under FERPA: Do not leave documents with student identifiable information in public view, this includes: applications, personal notes, or anything with a student ID Never give out information over the phone; Never leave student files unsecured; Never leave your computer with student data displayed on the screen

What Is Banner? Banner is software on the Oracle database (made by Sungard Higher Education) Use PROD Database icon for working Icon is an “internet shortcut” – URL to Banner Thin-client -- Jinitiator small applet installed on your machine Database contains all data Banner retrieves the data

What is Banner? Interrelated System of Modules Student, Finance, Financial Aid, Human Resources Data in the database is shared among the different modules Example: have an address as an employee, student, vendor

Banner Layout Menus guide you through each Module Forms retrieve the information from the database Form names are seven characters long The first letter represents the module “F” for Finance, “S” for Student The last four letters are specific to the entire form name, FGIBDST for Budget Status Form

How Will You Use Banner? When you need to find out how much money you have in each account, use FGIBDST to look at your account balances. When you need to look at a detailed transaction, drill-down from FGIBDST to FGITRND. To find a Vendor ID # for a check request. . To find if a check request has been paid. . . When a vendor calls about their money, use the form FOIDOCH to review the status of a purchase order or invoice. Navigation is KEY!!!

Budget Forms These are the forms that you will use: (Budget Menu) To view financial reports use: FGIBSUM - The Bottom Line. FGIBDST - Available balance by account (by Index). FGITRND - Transaction detail for an account line. FGIOENC - List of encumbrances (open commitments). To check the status of a document use: FOIDOCH - displays the status of a PO, Requisition, or Invoice FAIVNDH - displays all transactions for a vendor (use this form to view the status of Check Requests). FTIIDEN - to look up a Vendor ID#

Everyone log into Banner Double Click the “PROD” Icon Type: [your Banner login name] TAB Type: [your Banner password] Leave the Database field blank

Logging into Banner: Review After installation, this icon will be on your desktop

Software Design Welcome Page My Banner = Personal Menu Type Menus form name here My Banner = Personal Menu Click ONCE to drop down the menu Welcome Page Hint and Status Line

Menu Design Main Menu Menus contain other menus or forms Menus are: expandable and collapsible Main Menu

2 Ways to Access a Form Hit Enter or Tab 1. TYPE form name in the Go To ….. field Hit Enter or Tab 2. DOUBLE CLICK the form name in My Banner Once you create a Personal Menu of the forms you use most often, click on the name and it will retrieve the form

Forms in Banner Forms retrieve the information from the database and present it to you in a meaningful manner. From any menu, you can type the form name in the Go To…field or click on the form name in the Menu After you type the form name, hit Enter or Tab to get to the form. PRACTICE: Go to the form FGIBDST

Navigation Options Functions are the main method of navigation within a Banner form Next Block, Rollback, Enter Query, Execute Query Located in the Menu Bar and Tool Bar, repeated for your convenience Good, old fashioned, keystrokes Keyboard template To view the keystrokes, from the Help item in the menu bar, click on Show Keys.

Navigation in Banner Key Information Block Next Block Rollback List of Values (Down Arrow) Drop Down List Options in a Menu – in the top menu bar to navigate to a new block or form Printing Hint Line Exit Enter Query Execute Query

Form Navigation To use the form correctly, you should understand the parts of a form! Form Navigation Menu Bar Tool Bar Drop Down List. Double click in the field Key Information Block Drop down list IMPORTANT NOTE! There are several ways to navigate through a form. 1. Use the MENU BAR 2. Use the TOOL BAR 3. Use the KEYSTROKES 4. Or the Options menu Next Block

Form Navigation Block Separator Line Next Block Next Block 2) Tool Bar 1) Menu Bar Block Separator Line 3) Keystroke CTRL + Page Down Next Block Next Block

Menu bar, tool bar, ctrl-pagedown Form Navigation To look up an Index in FGIBDST: Enter the Chart of Accounts: 1 Enter the FY Enter the Index # Key Information Block Next Block There are 3 ways to perform NEXT BLOCK… Menu bar, tool bar, ctrl-pagedown Hint Line

Form Navigation Printing Exit Navigate in the detail block: Tab, arrow Select Detail Transactions from the OPTIONS list in the menu bar Or, rollback to enter another Index Number! Arrow Down If there are many transactions: From the Menu Bar: Query Fetch Next Set will retrieve the next page of records Tab Across

Navigation in Banner Key Information Block Next Block Rollback List of Values (Down Arrow) Drop Down List Options in a Menu Printing Hint Line Exit Enter Query Execute Query

Navigation Options Tool bar Mouse over tool bar to see button functions Previous Block Execute Query Rollback Enter Query Next Block Exit

Navigating in Banner: Query To find information in the database you have to Query the database. Enter Query Execute Query

Exit and Enter a Form Exit to any menu Type another form name in the Enter Selection ==> field PRACTICE: Type in FTIIDEN

Look up a Vendor ID# To find a Vendor ID: Next Block You should be in FTIIDEN (can go to this form directly from the Go To…. field) NEXT BLOCK In Last Name field (case sensitive) type: %Weeks% Wildcard character is % returns all Vendors with “Weeks” in the name EXECUTE QUERY Next Block Type here Enter Query Mode

Look up a Vendor ID# LOOK at “Change Ind” field I = ID change ‘CH’ Field LOOK at “Change Ind” field I = ID change N = Name change NULL = Correct ID

Navigating in Banner: Common GUI keystrokes for functions Description Next Block Previous Block CTRL+Page Down CTRL+Page up Forms have several hidden blocks below the block separator line Rollback SHIFT + F7 Return to the top of a form Select DOUBLE CLICK or SHIFT+F3 after you conduct a search, select the student to bring back to the student form Execute Query F8 when you are searching for a student in a query form Exit CTRL+q Exit form and return to menu

Personal Menu Use GUAPMNU to create a personal menu List will appear when you click on “My Banner” menu item

GUAPMNU Drop down list contains: Forms Jobs Menus Form names HINT: FROM ANY FORM,YOU CAN RIGHT CLICK SELECT ADD TO PERSONAL MENU Drop down list contains: Forms Jobs Menus Form names

ORGANIZE MY BANNER [GUAPMNU] We will now enter the forms names: In the column called “Object” Type in these form names, each on line, arrow down to the next line: FGIBSUM, FGIBDST, FGITRND, FGIOENC, FOIDOCH, FAIVNDH, FTIIDEN Save/Commit the changes you have made keystroke = F10 When you exit, type “REFRESH” in the GO TO…. Field. Click on the My Banner menu item and you will see the menus you have created.

Security access Banner accounts are obtained by filling out the Banner application Located on Exchange under, Public Folders, All Public Folders, TC Forms, and CIS Once a Banner username has been established, the person responsible for the budget will need to contact Jennifer Sniffen Provide the list of Index numbers Banner Username

Almost finished. . . Things we have learned today: FERPA How to navigate through Menus and Forms The parts of a form Banner navigational functions Next Block, Previous Block, Rollback, Exit, etc. Intro to Data Extract on FGIBDST and FGITRND My Banner form Security access

Practice and Q&A Do you have any questions about navigating in Banner?

Last but not least. . . Irit Schwager, x3493 Practice, practice, practice If you get stuck in the middle of a query, call me for advice. Irit Schwager, x3493

Banner Finance Forms To view financial data use: FGIBSUM - Financial Summary of Index. FGIBDST - Available balance by Index and acct. FGITRND - Transaction detail for an account line. FGIOENC - List of encumbrances (open commitments).

Banner Finance Forms To check document information use: FOIDOCH - displays the status of a document Doc Type ‘PO’ = Purchase Order Doc Type ‘INV’ = Invoice FAIVNDH - displays all transactions for a vendor (use this form to view the status of Check Requests). FTIIDEN - to look up a Vendor ID#

Data Extract In FGIBDST and the Detail Transactions form (FGITRND) you are now able to extract your account numbers, balances and transaction data into an Excel spreadsheet

Data Extract For Account Balances: Select Help and Extract Data No Key

Data Extract Click Open with to open the spreadsheet in Excel. Click Save to Disk to save the spreadsheet to your desktop. You can open the spreadsheet from there.

Monthly Budget Reports

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Monthly Grant Reports

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Sample Grant Status Report - Summary 1.) AS OF DATE is the cutoff date for the reporting period. 2.) GRANT NUMBER is also the Index number assigned to the grant. It is the key code for transacting processing. 3.) PROJECT PERIOD indicates the entire time period for the life of the grant (also called project life). 4.) BUDGET PERIOD indicates a specific time period within the life of the entire project (This is not the College’s fiscal year). 5.) AGENCY is the sponsor that provides the funding for the grant. 6.) FUND is a component of the grant that separates activities into distinct budget periods based on the terms of the grant. 7.) ORGN is the department area responsible for grant. 8.) PI / MANAGER is the Principal Investigator financially responsible for the grant. 9.) BUDGET AMINISTRATOR is the person designated by the PI who is responsible for the daily operations of the grant. 10.) ACCT is the general ledger account number used to record expenses. 11.) ORIGINAL BUDGET is the grant award as of the start date of the grant. 12.) REVISED BUDGET includes all modifications to the original budget. It is used to determine the available budget. 13.) CURRENT ACTIVITY is the total of the current month’s transactions. It is determined by the “As of” date of the report. 14.) ACCUMULATED ACTIVITY is the aggregate of all the transactions from the onset of the grant budget period. 15.) BUDGET COMMITMENT is the open encumbrances as of the reporting date. 16.) BUDGET BALANCE AVAILABLE is the net between the “Revised Budget” less “Cumulative Activity” and “Budget Commitments”. 17.) % USED is the percentage of the budget used out of the total budget (the percent is indicated at pool level).

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Sample Grant Status Report - Detail 1) FOR THE PERIOD OF DATE is the reporting period for current transactions. 2) GRANT NUMBER is also the Index number assigned to the grant. It is the key code for transacting processing. 3) PROJECT PERIOD indicates the entire time period for the life of the grant (also called project life). 4) BUDGET PERIOD indicates a specific time period within the life of the entire project (This is not the College’s fiscal year). 5) AGENCY is the sponsor that provides the funding for the grant. 6) FUND is a component of the grant that separates activities into distinct budget periods based on the terms of the grant. 7) ORGN is the department responsible for grant. 8) PI / MANAGER is the Principal Investigator financially responsible for the grant. 9) BUDGET AMINISTRATOR is the person designated by the PI who is responsible for the daily operations of the grant. 10) ACCT is the general ledger account number used to record expenses. 11) DOC. NO. is the document transaction number. It could be an invoice, feed, or journal entry number. 12) TYPE is the transaction code used to process the activity (HGRS = Payroll, INNI = Accounts Payable, PORD = Purchasing, JE30 and JE32 = Journal Entry). 13) DESCRIPTION is the description of the transaction. It could be the name of the vendor or an explanation of a journal entry. 14) BUDGET column lists the current month budget entries. 15) TRANSACTION column lists the dollar value of the current month’s transactions. The totals of this column must equal the “Current Activity” column of the Summary report. 16) BUDGET COMMITMENTS column is where current month encumbrances and encumbrance liquidations are listed.

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Sample Grant Labor Distribution Report 1) FOR THE PERIOD OF DATE is the reporting period for current transactions. 2) GRANT NUMBER is also the Index number assigned to the grant. It is the key code for transacting processing. 3) PROJECT PERIOD indicates the entire time period for the life of the grant (also called project life). 4) BUDGET PERIOD indicates a specific time period within the life of the entire project (This is not the College’s fiscal year). 5) AGENCY is the sponsor that provides the funding for the grant. 6) FUND is a component of the grant that separates activities into distinct budget periods based on the terms of the grant. 7) ORGN is the department area responsible for grant. 8) PI / MANAGER is the Principal Investigator financially responsible for the grant. 9) BUDGET AMINISTRATOR is the person designated by the PI who is responsible for the daily operations of the grant. 10) ACCT is the general ledger account number used to record salary expenses. 11) ID is the identification number of the employee paid on the grant. It is usually a persons social security or temporary number. 12) EMPLOYEE NAME is self explanatory. 13) TYPE refers to the payroll cycle used to pay the employee (B2 & BW = Bi-weekly and MN = Monthly). 14) POSITION NO. code refers to the employee’s position number. Each job number has its own position number. 15) SUFFIX code is a component of the position number that identifies whether it is a primary or secondary appointment (00 is a primary appointment and all others are a secondary appointment). 16) AMOUNT column lists the amount of salary expense charged to the grant for the employee during the current month (Includes labor redistributions).

Contacts: Grants & Contracts John Hernandez David Novick Matthew Turk Maria Gervacio Extension 3379 Extension 4109 Extension 8257 Extension 4175

Contacts: Budgets Omar Mayyasi, Extension 3804 James Dwyer, Extension 3281

Office of the Controller Questions? Gary Johannes Ext. 3934 Office of the Controller Johannes@tc.columbia.edu

The End THANK YOU! J