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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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!!!

10. 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#

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

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

13. 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

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

15. 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

16. 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

17. 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.

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

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

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

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

27. 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

28. 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

29. 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

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

31. 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

32. 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.

33. 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

34. 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

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

36. 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

37. 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).

38. 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#

39. 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

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

41. 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.

42. Monthly Budget Reports

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47. Monthly Grant Reports

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50. 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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52. 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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54. 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).

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

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

57. Office of the Controller
Questions?
Gary Johannes
Ext. 3934
Office of the Controller

58. The End
THANK YOU! J