1. Kentucky Banner Users Group Interfaces/3 rd Party Presented by: Doris Settle Diane Carver Western Kentucky University February 3, 2012

2. Course ID 0662 2 Session Rules of Etiquette Please turn off your cell phone/pager If you must leave the session early, please do so as discreetly as possible Please avoid side conversation during the session Thank you for your cooperation!

3. Course ID 0662 3 Introduction The purpose of this session is to show the many interfaces WKU uses in Financial Aid, Finance, Accounts Receivables and Auxiliary Systems

4. Course ID 0662 4 Introduction How long has Western Kentucky University been on Banner? —Financial Aid – March 1999 —Admissions/Student/AR – October 2000 —Finance – July 2001 —Human Resources – January 2002

5. Course ID 0662 5 Introduction WKU has approximately 2,100 full-time employees and 21,000 students We are currently on the following versions of Banner —Financial Aid – Version 8.13 —Accounts Receivables – Version 8.3 —Student – Version 8.5 —Finance – Version 8.6 —Human Resources – Version 8.6 —General – Version 8.4

6. Course ID 0662 6 Topics of Discussion Financial Aid Interfaces Accounts Receivables Interfaces Finance Interfaces Auxiliary Interfaces

7. Kentucky Banner Users Group Financial Aid Interfaces

8. Course ID 0662 8 Financial Aid Interfaces CAP (College Access Program) Awards  CAP estimates are built based on our rules & applicant information when we package  Once Kheaa is no longer making awards, we remove CAP from packaging priority  Go to Kheaa’s website and pull the last College Weekly Summary file from Kheaa and load file in Banner using script wkup_fam_cap_awards

9. RPAAWRD Course ID 0662 9

10. 10 RPAAWRD

11. Course ID 0662 11 Financial Aid Interfaces CAP (College Access Program) Awards  By the designated date, we send the enrollment verification file to Kheaa using the script wkus_fam_cap_elig_verif. Once the GRTEVF file is created, it is uploaded to Kheaa’s website.

12. Course ID 0662 12 Financial Aid Interfaces KEES (Kentucky Education Excellence Scholarship) Awards  Estimates for freshmen are generated from a file we send and receive back from Kheaa.  To create the file (kees01) we send to Kheaa, we run script wkus_fam_kees_projecting_file  To load into Banner the file (kees06) we receive back from Kheaa, we run script wkus_fam_kees_awards

13. Course ID 0662 13 Financial Aid Interfaces KEES (Kentucky Education Excellence Scholarship) Awards  Estimates for returning students are generated after we receive a file (kees31) from Kheaa of students and return to them a file (kees32) of those students with their gpa. We then upload the kees awards from another Kheaa file (kees33).  To create the file (kees32) we send to Kheaa, we run script wkus_fam_kees_renewal_elig_file2  To load into Banner the file (kees33) we receive back from KHEAA, we run script wkus_fam_kees_renewal_awards

14. 14 Financial Aid Interfaces KEES (Kentucky Education Excellence Scholarship) Awards  Once the 100% drop/add period is over, we will send a file to Kheaa so they can generate actual awards based on what the student’s enrollment was at that time.  Once they have processed this file, we will receive a response file. At that point, we will load such information into Banner and replace the estimates with actuals.  To create the file we send to Kheaa, we run script wkus_fam_kees_elig_verif  To load into Banner the file we receive back from Kheaa, we run script wkus_fam_kees_fall_awards and wkus_fam_kees_spring_awards

15. 15 Financial Aid Interfaces Affordability Study for CPE  In November you must submit your colleges affordability study file  Institutional Research will provide a cohort file of undergraduate students  I run a Crystal Report that uses a stored procedure to pull all the data needed in the file  The report pulls awards from Financial Aid tables as well as contracts from Account Receivables tables  The report is exported to excel

16. 16 Financial Aid Interfaces NCAA Automated Load for Athletes into Compliance Assistant (CAI) website  In https://sso.ncaa.org you must have a user id and password. The new aid year must be set up. Funds must be created or updated in their systemhttps://sso.ncaa.org  Script wkus_ncaa_data will create 2 tables for awards and student information  Cost of Attendance and Grant in Aid is stored in a table and updated each aid year  Awards are grouped together depending on how they are set up in CAI

17. 17 Financial Aid Interfaces NCAA Automated Load for Athletes into Compliance Assistant (CAI) website  Script wkus_ncaa_award_xml will create an xml file of Financial Aid Awards  Script wkus_ncaa_gpa_xml will create an xml file of Student Information (ex. Addresses, Gpa, etc..)  Log into the CAI website and upload the files

18. Kentucky Banner Users Group Account Receivables Interfaces

19. Accounts Receivables Interfaces Download Meal Plans to Cbord  Students can pick their meal plans on-line  Cumulative download at the start of the semester (cbord_dl_new.sql)  Daily downloads afterwards (wkus_cbord_dl_supplement.sql)  Meals are assessed (SLRFASM) nightly into Banner 19

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25. Accounts Receivables Interfaces Download Big Red & Dining Dollars to Cbord  Students can purchase Big Red Dollars on-line  Students can purchase Dining Dollars on-line  Charge to student accounts until two weeks into the semester  Pay by credit card anytime  These files are downloaded daily into Cbord (wkus_stu_idcenter_dat.sql) 25

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31. Accounts Receivables Interfaces Download bank files (BB&T) into Banner  Daily bank files (containing checks) are received  Files are reformatted into a readable file  Load the file into Banner (TSRLBOX)  Reports are sent to the Accounts Receivables Office 31

32. Accounts Receivables Interfaces Download payment data into Banner  Tuition Management Systems (TMS) allow students to pay their bill  Online through a free electronic debit from checking or saving account  Online with a MasterCard, Discover, or American Express credit card  Data is loaded into Banner real-time 32

33. Accounts Receivables Interfaces Download Bookstore Charges from the Nebraska(Prism)  Bookstore creates a file of transactions  Files are sent to our server  A script is ran to load data into Banner (wkus_bar_tbraccd_bookstore_ad2.sql) nightly 33

34. Accounts Receivables Interfaces Download Parking Charges from T2  Parking creates a file of transactions  Files are sent to our server  A script is ran to load data into Banner (wkus_bar_tbraccd_t2_add.sql) nightly 34

35. Kentucky Banner Users Group Finance Interfaces

36. 36 Finance Interfaces Bookstore (PRISM) Vendor Invoices  Script wkus_ncaa_award_xml will create an xml file of Financial Aid Awards  Script wkus_ncaa_gpa_xml will create an xml file of Student Information (ex. Addresses, Gpa, etc..)  Log into the CAI website and upload the files

37. Auxiliary Interfaces Outgoing Files Send data file to Health Services (Allscripts) Nightly file (healthmat.dat) of enrolled students names and demographics (wkus_health_download.sql) Send data file to Bookstore (Prism) Nightly files (enrolled.dat and balance.dat) of enrolled students names, demographics and amount maximums (wkus_txt_student_dat_new.sql) Send data file to Parking (T2) Nightly files (parking.dat) of enrolled students names and demographics (wkus_parking_download.sql) 37

38. Auxiliary Interfaces Outgoing Files Send data file to Academic Computing (Uniprint)  File is sent from the ID Center with ids and card number  Combine data from Banner and the ID Center file  Nightly files (current_term.dat and future_term.dat) of enrolled and future students names, courses and demographics (wkus_uniprint_download.sql) 38

39. Auxiliary Interfaces Outgoing Files Send data to Preston Center Recreation (CSI)  Nightly file (CSIAU.csv) of enrolled students names and demographics (wkus_csi_download.sql) Send data to ID Center (Cbord)  Nightly file (inactive.dat) of no longer enrolled students or inactive employees (wkus_stu_inactive_dat.sql)  Nightly file (mealplan.chr) of enrolled students who have changed their meal plan (wkus_stu_mealplan_dat.sql) 39

40. Auxiliary Interfaces Incoming Files Receive Parking (T2) holds file (pa_flags.dat)  Add parking holds in banner (wkus_t2_hold_add.sql) Receive Parking (T2) remove holds file (pa_remove.dat)  Remove parking holds in banner (wkus_t2_hold_delete.sql) 40

41. 41 Summary NRA withholding tax can be accomplished using Banner forms and a few scripts For this to work correctly many departments must be involved: Tax Compliance, Accounts Payables, Financial Aid, Accounts Receivables and IT Now something that was very manual has become automated

42. 42 Questions & Answers

43. 43 Thank You! Doris Settle Doris.settle@wku.edu Diane Carver Diane.carver@wku.edu