Chapter 6
Interfaces
SCT Banner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3 SCT Banner Advancement Interface to Finance . . . . . . . . . . . . . . . . . . . . . 6-3
6 Interfaces Advancement to Finance Feed. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-3 Dues to Finance Feed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-10 Cashier Sessions and Feeds to Finance . . . . . . . . . . . . . . . . . . . . . . . . . 6-15
SCT Banner HR Interface to Advancement . . . . . . . . . . . . . . . . . . . . . . . 6-17
A. SCT Banner HR Requirements . . . . . . . . . . . . . . . B. SCT Banner A/D Requirements . . . . . . . . . . . . . . . C. SCT Banner A/D: Create Pledge and Pledge Installments . . D. SCT Banner HR: Approve and Create Deductions . . . . . E. SCT Banner HR: Payroll Process/Process Deductions . . . . F. SCT Banner A/D: Create Gifts (Pledge Installment Payments) from Deductions . . . . . . . . . . . . . . . . . . . . . . Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a Continuous Deduction with an Unspecified Limit . Installments/Feed to Finance . . . . . . . . . . . . . . . . . Using a Non-SCT Banner Payroll System . . . . . . . . . . . Deductions From Outside Sources . . . . . . . . . . . . . . Forms and Processes Used in the Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-17 6-18 6-18 6-20 6-21 6-21 6-25 6-29 6-30 6-31 6-31 6-32
SCT Banner Student Interface to Advancement . . . . . . . . . . . . . . . . . . . . . 6-34
Student System Background . . . . . . . . . . . . . . Student Categories . . . . . . . . . . . . . . . . . . Student to Advancement Interface (APPSTDI) . . . . . Information Transferred from Student to Advancement Notes and Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-34 6-34 6-39 6-43 6-46
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Interfaces SCT Banner
SCT Banner
6 Interfaces
The SCT Banner Advancement System offers interfaces with SCT Banner Finance, SCT Banner Human Resources, and SCT Banner Student. SCT Banner Advancement can also feed data to non-SCT Banner automated finance systems and non-SCT Banner automated human resources systems.
SCT Banner Advancement Interface to Finance
Interfaces
The Advancement Interface to Finance provides an automated flow of pledge and gift information from SCT Banner Advancement to SCT Banner Finance. It also allows pledges, gifts and dues data to flow automatically to a site-specific finance system via a generic feed table.
Advancement to Finance Feed Features
• • Option to feed pledges to Finance is defined on the Advancement Control Form (AGACTRL). The Designation Form (ADADESG) and the Designation Base Table (ADBDESG) accept either the SCT Banner Finance System format general ledger credit number or a credit number for a non-SCT Banner finance system.* The Gift/Payment Type Validation Form (ATVGIFT) and the Pledge Type Validation Form (ATVPLDG) accepts an SCT Banner Finance rule class code for each pledge and gift/payment type or a user-defined general ledger debit number for a non-SCT Banner finance system.* The feed indicator and feed data are displayed on the Gift Form (AGAGIFT) and the Gift Adjustment List Form (AGCGADJ) for gift/payments and on the Pledge Form (AGAPLDG) and the Pledge Adjustment List Form (AGCPADJ). A batch process, the Advancement to Finance Feed Process (ADPFEED), feeds Advancement gift and gift related adjustment data to the Generic Feed Table (GURFEED), which stores the data for transfer to SCT Banner Finance (via the Finance Feed Sweep Process (FURFEED)) or to a site-specific finance system. ADPFEED and ADPPFED each generate reports of the interface activity.
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•
•
* If the SCT Banner FINANCE indicator on the Advancement Control Form (AGACTRL) is set to Y, SCT Banner Finance System numbers are used; if it is blank, non-SCT Banner numbers are used.
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Setting Up Indicators for the Feeding of Financial Information
SCT Banner allows the option of feeding gifts, pledge payments, pledges, and dues to SCT Banner Finance or to a non-SCT Banner Finance system. Indicators on the Institution Control Form (GUAINST) must be set to indicate if SCT Banner Finance is installed and is used by systems other than the Advancement system. In addition Advancement must indicate on the Advancement Control Form (AGACTRL) if they will feed financial information to the SCT Banner Finance system or to a non-SCT Banner Finance system.
Finance Interface Window on the AGACTRL Form AUBINST_FINANC E_USED_IND
GUAINST Form GUBINST_FINANCE _INSTALLED
Description Scenario 1 A/D feeds to SCT Banner Finance and other SCT Banner systems use SCT Banner Finance. Scenario 2 A/D feeds to SCT Banner Finance and other SCT Banner systems do not use SCT Banner Finance. Scenario 3 A/D feeds to a non-SCT Banner Finance and other SCT Banner systems use SCT Banner Finance. Scenario 4 A/D feeds to a non-SCT Banner Finance and other SCT Banner systems do not use SCT Banner Finance.
Set indicator to Y
Set indicator to Y
Set indicator to Y
Set indicator to N
Set indicator to N
Set indicator to Y
Set indicator to N
Set indicator to N
Advancement can feed pledges to SCT Banner Finance or to another finance system. The Pledge Feed Rule is defined by selecting Pledge Feed Rules from the navigation frame of the Advancement Control Form (AGACTRL). To feed pledges set the indicator to Y and enter a default pledge type.
Feeding Gift/Payment Information to Finance
The following process describes the steps necessary to feed gift information from Advancement to a Finance system.
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Step 1—Enter gifts on the Gift Form (AGAGIFT). Step 2—Enter any necessary adjustment and voids on the Pledge/Gift Adjustment Form (AGAADJS). Step 3—Finalize the cashier session on the Cashier Session Review Form (AGACREV). Step 4—Run the Advancement to Finance Feed Process (ADPFEED) to update the Generic Feed Table (GURFEED).
The interface puts data in the GURFEED table based on the following criteria:
Gifts
Gift records that have been finalized in cashiering (Session Ind is F), have not previously been sent to finance (Feed Ind is blank), and meet the date requirement (entry date falls between the dates entered for the Period Start Date and Period End Date parameters). Original gift has been fed to finance: a negating amount is fed. Original gift has not been fed to finance: nothing is fed. Original gift has been fed to finance: a negating amount for the original gift record and the new gift record are fed for adjustments to date (if the date adjustment causes a subsequent change to the gift’s fiscal year), amount, gift/payment type, and/ or designation. Original gift has not been fed to finance: information in Advancement is updated for adjustments to amount, gift/ payment type, and/or designation; the information, as adjusted, is fed to finance.
Voids
Adjustments
Once records are written to GURFEED, the feed indicator on the gift and gift adjustment records changes to a Y. The feed date on the gift or gift adjustment table will be updated with the date entered as the feed date parameter (which defaults to the current date if nothing is entered). The Batch ID assigned by ADPFEED is stored with the gift and the adjustments. The next four steps should only be performed by SCT Banner Finance users.
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Step 5—Run the Finance Feed Sweep Process (FURFEED), which reads the GURFEED table and populates the Finance Feed Table (FGBTRNI). FURFEED also deletes the records that were added to GURFEED in Step 4. Step 6—Run the Finance Interface Process (FGRTRNI), which reads the FGBTRNI table and updates SCT Banner Finance.
To see the output from FGRTRNI, run the Transaction Error Report (FGRTRNR).
Step 7—Correct manually any errors that might have occurred due to edit checks. Step 8—Run the Posting Process (FGRACTG), which updates the appropriate finance accounts with the proper amounts. Advancement to Finance Feed Process (ADPFEED)
Parameters Parameters for the Advancement to Finance Feed Process Report (ADPFEED) are described below. None of the parameters allow multiple values or the ORACLE wildcard character (%). Parameter values can be entered either on the Process Parameter Entry Form (GJAPCTL) or from the operating system host command. For further details, see the Job Submission chapter of the General System User Manual. Parameter Period Start Date Period End Date Description Enter the start date of the period you wish to feed. Enter the end date of the period you wish to feed.
Note: ADPFEED looks for gift entry dates, not gift dates. Entry date is the date the gift is entered; it cannot be updated. Use unique cashier sessions to group gifts for feeding. See “Cashier Sessions and Feeds to Finance” in this chapter.
Report or Report/ Update
ADPFEED can be run in report or update mode. In report mode, neither Advancement gift records nor GURFEED will be updated. Both modes generate an output report.
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Feed Date
Enter the date you wish assigned to the records fed to finance. The feed date is assigned to each gift and appropriate adjustment record that is fed and is displayed on the Gift Form (AGAGIFT), the Gift/Pledge Adjustment Form (AGAADJS), and the Gift Adjustment List Form (AGCGADJ). It is also used by SCT Banner Finance as the date the transactions are posted against. If blank, the current date defaults.
Sort
Enter N to sort the report by donor name, G to sort the report by gift number, or U to sort by User.
Enter User
Pledges will be fed to finance for these users. This parameter allows multiple values.
Report Format Detail/ Summary
Enter report format. When run in summary mode the output will look like the detail report, but the GURFEED_DOC_REF_NUM will not be updated.
Report Output The process provides a detail report of the data that is fed from Advancement to Finance for each designation (FOAPAL or G/L Credit Number), and gift/payment type, sorted by either user, gift number or alphabetical order. When the detail option is selected, report output includes constituent ID and name, campaign, gift number, gift date, entry date, payment amount, user ID, and adjustment sequence number. In summary mode the gift number will be blank. Both options total the number of gifts and dollars for each gift/payment type within each designation. See the Reports and Processes chapter of this manual for a report sample and parameter description.
Feeding Pledge Information to Finance
The following process describes the steps necessary to feed pledge information from Advancement to a Finance system. The institution must first indicate that pledges will be fed to finance on the Advancement Control Form (AGACTRL). A default pledge type should be identified at this time.
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Step 1—Enter pledges on the Pledge Form (AGAPLDG), the Pledge Mass Entry Form (AGAPMAS) or the Gift Form (AGAGIFT). Step 2—Enter any necessary adjustment and voids on the Pledge/Gift Adjustment Form (AGAADJS). Step 3—Run the Pledge Feed to Finance Feed Process (ADPPFED) to update the Generic Feed Table (GURFEED).
The interface puts data in the GURFEED table based on the following criteria:
Pledges
Pledge records that have not previously been sent to finance (Feed Ind is blank), and meet the date requirement (entry date falls between the dates entered for the Period Start Date and Period End Date parameters), and user requirements. Original pledge has been fed to finance: a negating amount is fed. Original pledge has not been fed to finance: nothing is fed. Original pledge has been fed to finance: a negating amount for the original pledge record and the new pledge record are fed for adjustments to date (if the date adjustment causes a subsequent change to the pledge’s fiscal year), amount, pledge type, and/or designation. Original pledge has not been fed to finance: information in Advancement is updated for adjustments to amount, pledge type, and/or designation; the information, as adjusted, is fed to finance.
Voids
Adjustments
Once records are written to GURFEED, the feed indicator on the pledge and pledge adjustment records changes to a Y. The feed date on the pledge or pledge adjustment table will be updated with the date entered as the feed date parameter (which defaults to the current date if nothing is entered). The Batch ID assigned by ADPPFED is stored with the pledge and the adjustments. The next four steps should only be performed by SCT Banner Finance users.
Step 4—Run the Finance Feed Sweep Process (FURFEED), which reads the GURFEED table and populates the Finance Feed Table (FGBTRNI).
FURFEED also deletes the records that were added to GURFEED in Step 3.
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Step 5—Run the Finance Interface Process (FGRTRNI), which reads the FGBTRNI table and updates SCT Banner Finance.
To see the output from FGRTRNI, run the Transaction Error Report (FGRTRNR).
Step 6—Correct manually any errors that might have occurred due to edit checks. Step 7—Run the Posting Process (FGRACTG), which updates the appropriate finance accounts with the proper amounts. Pledge Feed to Finance Feed Process (ADPPFED)
Parameters Parameters for the Pledge Feed to Finance Feed Process Report (ADPFEED) are described below. None of the parameters allow multiple values or the ORACLE wildcard character (%). Parameter values can be entered either on the Process Parameter Entry Form (GJAPCTL) or from the operating system host command. For further details, see the Job Submission chapter of the General System User Manual. Parameter Period Start Date Period End Date Description Enter the start date of the period you wish to feed. Enter the end date of the period you wish to feed.
Note: ADPPFED looks for pledge entry dates, not gift dates. Entry date is the date the pledge is entered; it cannot be updated. Use unique cashier sessions to group pledges for feeding.
Report or Report/ Update
ADPPFED can be run in report or update mode. In report mode, neither Advancement gift records nor GURFEED will be updated. Both modes generate an output report.
User
ADPPFED can be run for single or multiple users. If left blank, all users will be reported.
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Summary/Detail
Enter the format the pledge information should be sent to finance. Summary will send one summarized record for each Designation/ Pledge type combination. The Detail option sends one transaction for each pledge component and pledge type.
Feed Date
Enter the date you wish assigned to the records fed to finance. The feed date is assigned to each gift and appropriate adjustment record that is fed and is displayed on the Pledge Form (AGAPLDG), the Gift Form (AGAGIFT), the Gift/Pledge Adjustment Form (AGAADJS), and the Pledge Adjustment List Form (AGCPADJ). It is also used by SCT Banner Finance as the date the transactions are posted against. If left blank, the current date defaults.
Sort
Enter U to sort by user, D to sort by date, P to sort by pledge number.
Report Output The process provides a detail or summary report of the data that is fed from Advancement to Finance for each designation and pledge type, sorted in either pledge number, user, or pledge date. When run in detail mode the report output includes constituent ID and name, campaign, pledge number, pledge date, entry date, pledge amount, user ID, and adjustment sequence number. Summary mode summarizes one transaction sent for each pledge type combination. Both options total the number of pledges and dollars for each pledge type within each designation. See the Reports and Processes chapter of this manual for a report sample and parameter description.
Dues to Finance Feed Features
• The Interest Header Form (AAAMINT) and the Interest Base Table (AABMINT) accept either the SCT Banner Finance System format general
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ledger credit number or a credit number for a non-SCT Banner finance system.* • The Gift/Payment Type Validation Form (ATVGIFT) accepts an SCT Banner Finance rule class code for each gift/payment type or a user-defined general ledger debit number for a non-SCT Banner finance system.* The feed indicator and feed data are displayed on the Dues Adjustment List Form (AGCDADJ). A batch process, the Advancement Dues to Finance Feed (AAPFEED), feeds Advancement dues data to the Generic Feed Table (GURFEED), which stores the data for transfer to SCT Banner Finance (via the Finance Feed Sweep Process (FURFEED)) to or a site-specific finance system. AAPFEED also generates a report of the interface activity.
• •
* If the SCT Banner FINANCE indicator on the Installation Control Form (GUAINST) is set to Y, SCT Banner Finance System numbers are used; if it is blank, non-SCT Banner numbers are used.
Feeding Information to Finance
The following process describes the steps necessary to feed dues payment information from Advancement to a Finance system.
Step 1—Enter dues payments on the Dues Entry Form (AAADUES). Step 2—Enter any necessary adjustment and voids on the Dues Adjustment Form (AAAADJS). Step 3—Finalize the cashier session on the Cashier Session Review Form (AGACREV). Step 4—Run the Advancement Dues to Finance Feed (AAPFEED) to update the Generic Feed Table (GURFEED).
The interface puts data in the GURFEED table based on the following criteria: Dues Payments Dues payment records that have been finalized in cashiering (Session Ind is F), have not previously been sent to finance (Feed Ind is blank), and meet the date requirement (entry date falls between the dates entered for the Period Start Date and Period End Date parameters).
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Voids
Original dues payment has been fed to finance: a negating amount is fed. Original dues payment has not been fed to finance: nothing is fed. Original dues payment has been fed to finance: a negating amount for the original dues payment record and the new dues payment record are fed for adjustments to date (if the date adjustment causes a subsequent change to the dues payment’s fiscal year), amount, gift/payment type, and/or interest. Original dues payment has not been fed to finance: information in Advancement is updated for adjustments to amount, gift/ payment type, and/or interest; the information, as adjusted, is fed to finance. Once records are written to GURFEED, the feed indicator on the dues payment and dues payment adjustment records changes to a Y. The feed date on the dues payment or dues payment adjustment table will be updated with the date entered as the feed date parameter (which defaults to the current date if nothing is entered). The Batch ID assigned by AAPFEED is stored with the dues payment and the adjustments.
Adjustments
The next four steps should only be performed by SCT Banner Finance users.
Step 5—Run the Finance Feed Sweep Process (FURFEED), which reads the GURFEED table and populates the Finance Feed Table (FGBTRNI).
FURFEED also deletes the records that were added to GURFEED in Step 4.
Step 6—Run the Finance Interface Process (FGRTRNI), which reads the FGBTRNI table and updates SCT Banner Finance.
To see the output from FGRTRNI, run the Transaction Error Report (FGRTRNR).
Step 7—Correct manually any errors that might have occurred due to edit checks.
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Step 8—Run the Posting Process (FGRACTG), which updates the appropriate finance accounts with the proper amounts. Advancement Dues to Finance Feed (AAPFEED)
Parameters Parameters for the Advancement Dues to Finance Feed (AAPFEED) are described below. None of the parameters allow multiple values or the ORACLE wildcard character (%). Parameter values can be entered either on the Process Parameter Entry Form (GJAPCTL) or from the operating system host command. For further details, see the Job Submission chapter of the General System User Manual. Parameter Period Start Date Period End Date Description Enter the start date of the period you wish to feed. Enter the end date of the period you wish to feed.
Note: AAPFEED looks for the date dues payment were actually entered into the system (and which cannot be updated), and not the date associated with the dues payment. Use unique cashier sessions to group dues payments for feeding. See “Cashier Sessions and Feeds to Finance” below. Report or Report/Update AAPFEED can be run in report or update mode. In report mode, neither Advancement dues records nor GURFEED will be updated. Both modes generate an output report. Enter the date you want assigned to the records fed to finance. The feed date is assigned to each dues payment and appropriate adjustment record that is fed and is displayed on the Dues Adjustment Form (AAAADJS) and Dues List Form (AACDUES). It is also used by SCT Banner Finance as the date the transactions are posted against. If left blank, the current date is used. Enter N to sort the report by member name, T to sort the report by dues payment transaction number.
Feed Date
Sort
Report Output The process provides a detail report of the data that is fed from Advancement to Finance for each interest and gift/payment type, sorted in either transaction number or alphabetical order. Report output includes constituent ID and name, membership program, dues payment transaction number, dues date, entry date, payment amount, user ID, and adjustment sequence number. It also totals the number of dues payments and dollars for each gift/payment type within each interest.
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See the Reports and Processes chapter of this manual for a report sample and parameter description.
Notes and Considerations
1. SCT Banner Finance general ledger credit numbers are validated when they are assigned to designations on the Designation Form (ADADESG). Rule class codes are validated when they are assigned to gift/payment types on the Gift/ Payment Type Validation Form (ATVGIFT) or pledge types on the Pledge Type Validation Table (ATVPLDG). They are also checked in the Transaction Input Process in SCT Banner Finance. Non-SCT Banner finance general ledger debit and credit numbers are free-form entry and are not validated. If the SCT Banner FINANCE indicator on the Advancement Control Form (AGACTRL) is set to Y, the interface will use the SCT Banner Finance System format general ledger credit number from ADADESG and the rule class code from ATVGIFT or ATVPLDG. If the indicator is blank, then the non-SCT Banner general ledger credit number from ADADESG and the general ledger debit number from ATVGIFT or ATVPLDG will be used. The SCT Banner Advancement and Finance Systems must be coordinated for the interface. Information on the System Data Maintenance Form in the Chart of Accounts System Control Module in Finance determines whether the data will be fed from Advancement to Finance in detail or summary form and whether it will be fed in suspend or reject mode. The alumni interface is a oneway feed; data must be fed in suspend mode to permit corrections to the interfaced data to be made in SCT Banner Finance. SCT Banner Finance users need to have the following field values on the System Data Maintenance Form (FTMSDAT): the value for Entity/Usage Code should be FGBTRNI, the value for Optional Code #1 should be ALUMNI. FGBTRNI should be run in suspense mode rather than reject mode. 4. The rule class code controls how the General Accounting Module posts the data being fed to SCT Banner Finance. Only positive amounts are fed. If negative amounts are encountered, the sign and the debit or credit indicator is reversed. The feed process sends detail records with either a C (credit) or a D (debit). SCT Banner Finance rule class codes associated with gift/payment types need to be able to accept transactions with a C or a D. 5. The feed extracts data using the entry date of the gift or pledge rather than the gift or pledge date. To group gifts for a given month to feed to the finance system, unique cashier sessions for these gifts in SCT Banner Advancement is required. See “Cashier Sessions and Feeds to Finance” in this chapter. The Batch ID associated with each gift or pledge in the feed and displayed at the top of the report is system-generated and is calculated in the following way:
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SCT Banner Finance Installed (Y is displayed in SCT Banner FINANCE on the Advancement Control Form (AGACTRL)) Batch ID is Fxxxx where xxxx is a unique document number, generated using an SCT Banner Finance table, that identifies a batch of transactions to Finance. This number does not have to be four characters long. The feed process updates the number (+1) and then uses that updated number. The Batch ID becomes the document number for SCT Banner Finance. This number represents the group of transactions that were fed. SCT Banner Finance Not Installed Batch ID is AYYMMDDx where A stands for Alumni, YY for the last two characters of the current year, MM for the current month, DD for the current day, and x, an integer from 1 to 9, for the number of times the feed has been run that day. A Batch ID of A9904151 would represent the first time the process was run on April 15, 1999. 7. If transactions are read in detail in the FGBTRNI process, the gift or pledge number becomes the transaction’s Document Reference Number in SCT Banner Finance. This number represents an individual transaction within the group of transactions fed.
Cashier Sessions and Feeds to Finance
All of the feeds from the Advancement to a Finance system select transactions that are in time frames specified by parameter entries. The dates you enter for the Period Start and End parameters reflect the date the transaction is entered in the system—not the transaction’s date, which you assign to the transaction when you enter it. Entry dates are system-assigned and cannot be updated; they can only be viewed on the Cashier Session Review Form (AGACREV) with the rest of the transaction detail for gifts, pledge payments, and dues only. (Pledges are not contained in a cashiering session). Transaction dates are userassigned and can be updated. Transaction dates can be viewed on most forms that display information about the transaction, including AGACREV, and are used in report output. One-time gift and pledge payment transaction dates can also be viewed on the original entry form. Transaction dates are displayed with the terms Gift Date, Payment Date, Dues Date, or Transaction Date. To feed all transactions that have a transaction date in the same month (and only those transactions), they must be in unique cashier sessions that are closed, finalized, and fed before sessions including transactions with later entry dates are finalized.
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Feeding a Specific Set of Dated Transactions to a Finance System
Example You want to feed to your Finance system all gifts with December transaction dates. Your staff began entering December gifts on December 3 and finished entering all December gifts on January 7th. All of these gifts have December transaction dates; the gifts entered in December have December entry dates and the gifts entered in January have January entry dates. You have a few gifts that were received in January that you have not yet entered. When you enter these gifts, you plan to give them January transaction dates. Solution 1. Check your gift dates. If you have entered any January gifts, make sure that (1) none of them are entered in sessions that include gifts with December transaction dates and that (2) none of them are in finalized sessions. If either of these conditions are true, then you cannot feed only gifts with December transaction dates. Close and reconcile all sessions that include gifts with December transaction dates. Finalize those sessions. Run ADPFEED: For the Period Start and End parameters, use a start date on or before the Earliest Date of the first cashiering session you are including, and an end date on or after the Latest Date of the last cashiering session you are including. In this example, you would enter December 3rd for the Earliest Date and January 7th for the Latest Date. When ADPFEED has completed, all of your December gifts are fed to your Finance system. Note: Dues payment transactions may be fed in the same manner.
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SCT Banner HR Interface to Advancement
This interface allows for deductions from payroll in SCT Banner HR to become gifts/installment payments in SCT Banner Advancement. The interface runs two ways: SCT Banner Advancement first feeds pledges to SCT Banner HR, and then SCT Banner HR feeds the deductions back to create the gift/installment payment records.
A
BANNER HR Requirements C
A/D D Create Pledge and Installments
HR E Approve and Create Deductions
HR F
A/D
Payroll Process: Process Deductions
Create Gifts
B
BANNER A/D Requirements Adjustments
Feed to Finance
Cashier Session
Feed to Finance
This flow shows an overview of the interface process. Each item in the flow is explained in the following pages.
A. SCT Banner HR Requirements
SCT Banner HR must accomplish the following tasks related to employees and deduction codes:
Step 1—Define the payroll deduction code(s) on the Benefit/Deduction Rule Form (PTRBDCA) that will be used for the deduction(s) associated with this interface.
Proper finance accounting distribution is done on this form along with assigning a calculation rule to the deduction.
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Step 2—Associate the payroll deduction code(s) to appropriate benefit categories on the Benefit/ Category Rule Form (PTRBCAT). Step 3—Define each employee on the Identification Form (PPAIDEN) with at least the following information:
• • • • • Date of Birth Ethnicity Gender Social Security Number Address
Step 4—Define each employee on the Employee Form (PEAEMPL) and assign an employee class and a benefit category. Step 5—Define each employee’s job on the Employee Job Form (NBAJOBS).
B. SCT Banner A/D Requirements
SCT Banner Advancement must accomplish the following tasks related to constituents:
Step 1—Define the ID on the Advancement Identification Form (APAIDEN). Step 2—Establish the ID as a constituent on the Constituent Information Form (APACONS).
• For information on creating a constituent, see the “Entering People into SCT Banner” section of the Processing chapter of this manual.
C. SCT Banner A/D: Create Pledge and Pledge Installments
This step begins the interface process. All deductions must be initialized, creating a pledge with a specific pledge type. Installments must be created for each pledge. The installments feed information to SCT Banner HR. This is done online and does not require any automated processes.
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Step 1—Create Pledge Types on the Pledge Type Validation Form (ATVPLDG).
Pledge types that have P(ayroll) in the Deduction Ind column signify pledges whose installment payments will be created by the interface. Additional valid values in this column are O(ther) and blank.
Step 2—Enter Pledges.
Pledges can be entered one at a time on the Pledge Form (AGAPLDG), in volume on the Pledge Mass Entry Form (AGAPMAS), or concurrently with the first pledge payment on the Gift Form (AGAGIFT). Enter the pledges of employees who want to make their pledge installment payments through payroll deductions. These pledges must be assigned a pledge type that has a P in the Deduction Ind column on ATVPLDG. Enter in Pledge Amt (on either form) the entire amount of the pledge, not the amount of an individual deduction/installment payment. • • To create a pledge with continuous deductions and an unspecified amount, see “Creating a Continuous Deduction with an Unspecified Limit” in this chapter. If you are using AGAPMAS to enter pledges, see the notes in the next item regarding installments.
Step 3—Create Installments.
Pledge installments can be created on the Pledge Installment Form (AGAPINS) or, as pledges are entered, on the Pledge Mass Entry Form (AGAPMAS) or the Gift Form (AGAGIFT). Installments are the source of the information needed by SCT Banner HR. Once installments are created, the following data is sent to SCT Banner HR: • • • • • • • • Constituent ID Full Pledge Amount Pledge Type Date of First Installment (Date when deductions should begin) Amount of First Installment (Amount to be deducted per payroll) Pledge Frequency Code (how often deduction should be made; from AGAPINS) Pledge Number Pledge Comment
The information that is fed to HR can only be viewed on the Deduction List Form (AGCFDED); it is updated by payroll personnel on the Constituent Pledge Payroll Deduction Form (PEAFDED).
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D. SCT Banner HR: Approve and Create Deductions
This step is where payroll personnel: • • • indicate that the employee has approved the deduction, assign a deduction code to the pledge, and create the deduction record which the payroll process uses.
Step 1—Indicate that the employee has approved the deduction by checking the Received Signature field on the Constituent Pledge Payroll Deduction Form (PEAFDED).
This form displays the information that was fed to SCT Banner HR when the pledge installments were created. When Received Signature is checked, the current date defaults into Signature Date and Status is updated to A(ctive). Fields on PEAFDED and the Employee Benefit/Deduction Form (PDADEDN) that can be adjusted are: Deduction Amount Deduction Start Date Amount to be deducted per payroll. Date when first deduction should take place. The frequency of the payroll and the date that Y is entered in Signature Indicator will identify whether this date needs to be changed. Defaults to current date but can be overwritten.
Signature Date • •
Updates made to information on PEAFDED can be viewed in SCT Banner Advancement on the Deduction List Form (AGCFDED). For more information on adjusting, see “Adjustments,” below.
Step 2—Associate a deduction code with the pledge by entering a valid deduction code associated with the employee’s benefit category in Payroll Deduction Code.
Note: If a constituent has more than one pledge for which payroll deductions are taking place, each pledge must have a separate deduction code. This ensures that deduction amounts for each pledge are distinct.
Step 3—Save the information entered in Steps 1 and 2.
This creates a deduction record on the Employee Benefit/Deduction Form (PDADEDN). The payroll process looks at this record to identify which deductions to process.
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E. SCT Banner HR: Payroll Process/Process Deductions
The HR payroll process is a series of steps which involves several reports and one COBOL program. The Pay Period Update Process (PHPUPDT) creates the deductions for the pledge installment payments. PHPUPDT places the deductions in a temporary table (GURALMP) which then allows SCT Banner Advancement to create pledge payments. The information created in the temporary table includes: • • • • • Employee’s/Constituent’s ID Deduction Amount (pledge installment payment amount) Payment source code of BPAY Pledge Number Payment Date (date printed on the check)
F. SCT Banner A/D: Create Gifts (Pledge Installment Payments) from Deductions
To complete this step, you need to run the Automatic Deduction Process (AGPALMP), which evaluates the deduction information, creates the gifts, and updates all appropriate giving history records for the constituent. The process can be run in report or update mode.
Step 1—On the Payment Source Validation Form (ATVSRCE):
• • Create the code BPAY, SCT Banner HR Payroll Deduction. Associate with BPAY valid gift/payment type and an optional gift class. This type and class will be assigned to each pledge installment payment created by the interface. SCT Banner HR puts the source code of BPAY on every deduction record identified for SCT Banner Advancement.
Step 2—Run the Automatic Deduction Process (AGPALMP).
This creates the pledge installment payments from the deducted amounts.
Automatic Deduction Process (AGPALMP)
Parameters for the Automatic Deduction Process (AGPALMP) are described below. Parameters that allow multiple values are identified with M; none of the parameters allow the Oracle wildcard character (%).
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Parameter values can be entered either on the Process Parameter Entry Form (GJAPCTL) or from the operating system during execution. For further details, see the Job Submission chapter of the General System User Manual.
Parameters 1. Delete Old Processed Records
Descriptions Regarding deduction records in the temporary table GURALMP for which gift/installment payments have already been created: Enter Y to delete the records. Enter N to allow the records to remain.
2.
Report or Report/Update
Enter R to produce a report of gift/installment payments without updating the database. Enter U to produce a report, create gift/installment payments from deductions, and update the database.
3.
Source Code M
Enter BPAY, the code that SCT Banner HR associates with every deduction. If your institution accepts pledge payments from outside sources, see “Deductions from Outside Sources,” below.
4.
User
Enter the SCT Banner user ID to be associated with the payments. This ID is necessary for cashiering purposes. If an invalid user ID is entered, the user ID of the person running the report will be used.
5.
Start Payment Date
Enter the first day (inclusive) of the range in which the payment date of the deductions being included must fall. The payment date associated with each deduction is the check date that comes from payroll. If left blank, default is the beginning of time.
6.
End Payment Date
Enter the last day (inclusive) of the range in which the payment date of the deductions being included must fall. The payment date associated with each deduction is the employee’s payroll check date. If left blank, default is the end of time.
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Parameters 7. Single/Multiple Payment
Descriptions IDs with more than one deduction payment per pledge that has not yet been processed: Enter S to create one gift/installment payment from the sum of all deduction payment amounts per pledge. S is the default Enter M to create one gift/installment payment for each deduction payment.
Report Output The output for the report, whether run in report or update mode, shows all the pledge installment payments that were created. At the end of the output, the report control information is printed, showing the values entered for the parameters. The information in the output is described below. For a complete sample report, see the Reports chapter of this manual. Field ID and Employee Name Payment Amount Gift Number Payment Date Description Constituent/Employee ID and name. Amount of the installment payment. Gift number of the installment payment. Only appears if the process is run in update mode. Date entered as the gift/installment payment date. Same as the date printed on the employee’s payroll check. When the Single Payment option is chosen, the payment date will reflect the maximum payment date from the employee’s payroll check. Y If solicitation information for the gift was created because solicitation information existed on the pledge. (blank) If no solicitation information exists. Pledge number the gift/installment payment is applied to. Campaign/designation combination associated with the gift/installment payment. Same combination(s) that is (are) associated with the pledge.
Solicitation Indicator
Pledge Number Campaign/ Designation/ Amount
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Split Gift Information
ID, Name, Amount, and Type of Split. This information appears for all IDs who receive memo or multiple credit as the result of a split rule. Only appears if split rules exist for the ID or for the institution (split rules are defined on the Institution Split Rules Form (AGASPRL) and the ID Split Rules Form (AGAIDRL)), and the ID’s pledge qualifies for a split rule.
The report output is sorted in alphabetical order by the ID’s last name within the payment source code. Totals are given by source code with a grand total for all source codes. If no external payroll deductions are being processed (that is, the only payroll deductions being processed are those from SCT Banner HR with a source code of BPAY), the amounts in Total and Grand Total will always be the same. Records Marked with Asterisks Records with asterisks placed in front of them were processed and need to be manually evaluated. The two reasons for not processing a record are: Negative Pledge Amount Pledge does not exist The report found a pledge with a negative amount. The amount is shown in the output, but no gift/pledge installment payment as created for it. The report did not find a pledge number in the constituent’s record. The amount is shown in the report, but no gift/pledge installment payment is created for it.
Payments with a Zero Amount If the report finds a deduction/installment payment that has a zero amount, it will mark the transaction as processed (so that it will not be selected by the report again), but it will not include that record in the report output (see “Adjustments”).
Paying the Entire Pledge/Completing the Deductions
When the entire amount of the pledge has been deducted, the Pay Period Update Process (PHPUPDT) deletes the record that was viewed on the Deduction List Form (AGCFDED) and the Constituent Pledge Payroll Deduction Form (PEAFDED). If the record no longer displays on AGCFDED, then the pledge has been completely paid. Pledge information can still be viewed on the Pledge Form (AGAPLDG), the Pledge List Form (AGCPLDG), and the Pledge/Gift List form (AGAPPAY); pledge installment information can still be viewed on the Pledge Installment Form (AGAPINS).
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Step 3—Close and Finalize the Gifts in a Cashier Session for the User Who Ran AGPALMP.
Adjustments
Both SCT Banner Advancement and SCT Banner HR can adjust an employee’s deduction information causing the deduction payment, when it is processed, to change. Adjustments made on the SCT Banner Advancement side do not change the actual deduction record but do change the information displayed on AGCFDED and PEAFDED. Adjustments in SCT Banner HR should be made on PEAFDED. This then updates the deduction record on the Employee Deduction Form (PDADEDN). Adjusting in this manner allows SCT Banner Advancement users to always see the most current information on AGCFDED, because adjustments made directly on PDADEDN do not adjust the information displayed on AGCFDED or on PEAFDED.
Pledge Status Codes
Pledge status codes may be active or inactive. Whether a status code is active or inactive is determined by the setting of the Active indicator for each status code, and shouldn’t be confused with status codes named Active or Inactive. For example, A(ctive) and N(otified of Late Payment) could be active pledge status codes; C(ancelled), I(nactive), and P(aid in Full) could be inactive pledge status codes. Each active status code has a value in the CHG column. This value is an inactive status code and represents a “paid-off” status. When a pledge that has an active status is paid off or is overpaid (balance of zero or less), its status changes to the status code entered in CHG.
SCT Banner HR Adjustments
Terminating a Deduction Enter Terminated in Status in the Deduction Information of the Employee Deduction Form (PDADEDN). The next time the Pay Period Update Process (PHPUPDT) is run, it will put I(nactive) in Status on AGCFDED and PEAFDED.
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Adjusting Amount after the Deduction is made
•
HR updates the amount of the deduction on the Payroll Adjustment Form (PHAADJT). The next time PHPUPDT is run, the adjustment to the deduction is made. If a gift/installment payment has been created by AGPALMP: PHPUPDT puts the negative of the deduction amount in the temporary table and recognizes that deduction transaction’s record as needing to be manually evaluated and possibly adjusted in Advancement.
•
•
If a gift/installment payment has not yet been created by AGPALMP: PHPUPDT updates the amount of the deduction previously created.
Example:
$50 is deducted from a check. The deduction is later adjusted in HR by $-10 on PHAADJT.
••
If a $50 gift/installment payment is not yet created in Advancement, PHPUPDT updates the deduction to be $40 instead of $50. If a gift/installment payment has been created in Advancement, PHPUPDT creates an additional deduction of $ -10. When AGPALMP is run next, the record of the negative deduction will have asterisks placed next to it, signifying that it needs manual evaluation.
••
Note: If the sum of adjustments on an individual deduction transaction is $0, they do not appear in AGPALMP’s output. The deduction transaction will be marked as a processed transaction. Therefore, if a deduction of $50 was adjusted by $-50 (removing an unintentional deduction), the sum of the adjustments is $0; that is the amount AGPALMP will evaluate. See “Payments with a Zero Amount,” above.
SCT Banner A/D Adjustments
Adjustments in SCT Banner Advancement can be made on the Pledge/Gift Adjustment Form (AGAADJS) or the Pledge Installment Form (AGAPINS). Adjustments made on these forms update Ded Status on AGCFDED and Status on PEAFDED. Adjustments made on PEAFDED update PDADEDN; however, adjustments made on PDADEDN do not update PEAFDED. Since PHPDUPT uses the amounts and dates associated with the deduction record on PDADEDN, and not the record associated with PEAFDED (or AGCFDED), adjustments do not take effect until payroll personnel update Received Signature and Signature Date on PEAFDED.
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Deduction status codes are displayed in Ded Status on AGCFDED and Status on PEAFDED. Pledge Amount Pledge/Gift Adjustment Form (AGAADJS) Updates installment amounts on the Pledge Installment Form (AGAPINS).
Note: On AGCFDED: If Ded Status is blank, the amount is updated with the new pledge amount minus payments already made. If Ded Status has a value, it is updated to C(hanged), Received Signature and Signature Date is blanked out, and Pledge is updated with the new pledge amount of the pledge minus amounts already deducted. These changes are not effective until Received Signature and Signature Date are entered again on PEAFDED, noting approval of the change and updating the deduction record used by the payroll process. Pledge Type Pledge/Gift Adjustment Form (AGAADJS): From deduction to non-deduction: On AGCFDED: • • If Ded Status is blank, the deduction record is deleted. If Ded Status is C(hanged) or A(ctive), an Autohelp warning message will appear and the adjustment is made. If Ded Status is I(nactive), the adjustment is made. If installments exist: An Autohelp message appears noting that a record is created on AGCFDED and PEAFDED for the deduction. If installments do not exist: An Autohelp warning message appears instructing you to create installments. Without installment information, the deductions cannot be turned into pledge installment payments because the pledge information is not interfaced to SCT Banner HR.
• From non-deduction to deduction:
•
•
Status Pledge/Gift Adjustment Form (AGAADJS):
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To an Inactive status from an Active status:
On AGCFDED: • • If Ded Status is blank, the deduction record is deleted. If Ded Status is A(ctive) or C(hanged), an Autohelp warning message will appear and the adjustment is made. If Ded Status is I(nactive), the adjustment is made. And information already displays on AGCFDED and PEAFDED:
••
• To an Active status from an Inactive status: • • • •
If Ded Status is A(ctive) or I(nactive), the status changes to C(hanged). If Ded Status is blank, nothing is updated.
••
And information does not display on AGCFDED and PEAFDED: •• Installments exist: information is created for AGCFDED and PEAFDED; an Autohelp warning message appears noting the deduction record creation. The amount in Amount on AGCFDED becomes the remaining balance; amounts already deducted have been subtracted.
••
Installments do not exist: an Autohelp warning message appears instructing you to create installments. Without installment information, information cannot be fed to HR.
Installment Information Pledge Installment Form (AGAPINS) Adjusting Amounts/Dates/ Frequency Note: Information fed to HR from installments includes the date and amount of the first installment and the frequency of subsequent installments. • • If Ded Status on AGCFDED and Status on PEAFDED are blank, this information is updated. If Ded Status is A(ctive) or I(nactive), it is adjusted to C(hanged) and Amount and/or Date are updated as necessary on the deduction record on AGCFDED. If the pledge has an inactive status, information on AGCFDED and PEAFDED is neither updated (if it exists) nor created (if it doesn’t already exist).
•
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Deleting Installments
•
Any information on AGCFDED and PEAFDED remains; an Autohelp warning message appears noting the deletion.
Voiding the Pledge Pledge/Gift Adjustment Form (AGAADJS) • If Ded Status on AGCFDED and Status on PEAFDED are blank or I(nactive), pledge information will be deleted. If Ded Status is A(ctive) or C(hanged), the pledge cannot be voided on this form. Voiding a pledge is done by HR on PDADEDN. After it is voided on PDADEDN, PHPUPDT can then read it and put an I in Ded Status. Once this is done, the pledge can be voided on AGAADJS.
•
Creating a Continuous Deduction with an Unspecified Limit
There are three ways to set up a pledge/deduction cycle that continues indefinitely and totals an unspecified amount. They are explained below using a sample scenario. Scenario John Smith, an employee and alumnus of your institution, asks you to deduct $10 a month from his paycheck indefinitely for his support of the capital campaign. Option 1 Alumni personnel set up a pledge for John, giving it a specified duration such as a year. The total amount of these pledges is calculated as (Number of Deduction Periods in the Pledge Duration) x (Amount Withheld for Each Deduction). When this pledge expires, establish another one like it. This process can be repeated for as long as the unspecified amount is to be deducted. Pros: Provides Alumni personnel with an opportunity to ask John to increase his pledge at the end of the pledge period. Cons: Requires Alumni personnel to set up (and remember to set up) a new pledge for each time period. Option 2 Alumni personnel set up John's pledge with an unreachable amount (e.g., $99999.99). Pros: The deduction is continuous.
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Cons: The pledge amount inflates pledge totals for campaigns. Option 3 Alumni personnel set up a realistic pledge for John with a pledge type indicating an unspecified limit. Based on this pledge type, payroll personnel then update the PDADEDN Amount 2 field with an amount like 99999.99. Pros: Alumni personnel have a realistic pledge total. Cons: Payroll must add a step to the deduction process. When you create Alumni deduction codes on the Benefit/Deduction Rule Form (PTRBDCA), you should give careful attention to the value you enter at the Calc Rule prompt. It is important to remember the following: • • Calc rule 10 is an annual limit that continuously takes deductions up to the Amount 2 limit each calendar year. Calc rule 12 crosses calendar years and continuously takes the deduction until the Amount 2 limit is reached.
Installments/Feed to Finance
As shown in the flow chart at the beginning of this section, both SCT Banner HR and Advancement feed to finance the transactions relating to the deductions. These transactions cannot be posted twice. This process is similar to the way FICA deductions are handled between SCT Banner HR and Finance. Finance personnel need to enter a transaction to offset a liability account and produce an accounts payable check. This ensures that the money gets to the correct “bank” and fund. The proposed procedure for payroll deduction gifts as far as the finance system is concerned:
Step 1—HR captures the deduction amount that is used to create a gift/ installment payment in Advancement.
The deduction creates a credit to a liability account when HR feeds the same deduction to finance.
Step 2—Finance creates a transaction to offset the liability. This may result in a check being produced.
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Step 3—Finance creates a second transaction to credit Accounts Receivable and debit Cash Receipt. Step 4—Advancement feeds the same gift/installment payment with a gift/payment type (such as rule class) that will debit Accounts Receivable and credit the actual designation of the gift/installment payment.
Using a Non-SCT Banner Payroll System
If your institution does not have SCT Banner HR but decides to use this interface, the following steps must be performed:
Step 1—Enter pledges and installments as if SCT Banner HR were installed (see above). Step 2—Create a process to take the information in the table GURFDED (created from installments) and load it into the site specific payroll system. Step 3—Run the payroll process and insert information regarding payroll deductions for SCT Banner Advancement into the table GURALMP with a specific source code. Step 4—Create on the Payment Source Validation Form (ATVSRCE) the source code associated with deductions and give it an appropriate gift/ payment type and an optional gift class. Step 5—Run the Automatic Deduction Process (AGPALMP) to create the payments using as a parameter the payment source code identified with each of the deductions.
Deductions From Outside Sources
If your institution has other outside sources that perform automatic deductions which eventually become gifts (such as from banks and credit card companies) this interface can be used to assist in that deduction process:
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Step 1—On the Pledge Type Validation Form (ATVPLDG), enter a pledge type and enter O(ther) in Deduction Ind to identify that an “other” deduction will take place.
Entering pledges and installments using this pledge type creates records in GURFDED. Any data entered in Comment on the Pledge Form (AGAPLDG) is passed to this table. This can be information such as a bank routing number.
Step 2—These deductions can be viewed on the Deduction List Form (AGCFDED). Step 3—Your institution must then create a process that takes the information from GURFDED and puts it into the format the other deduction source needs. Step 4—Once your institution receives the information from the outside source regarding the deductions they have made, your institution must create a process to load information into the GURALMP table.
A specific payment source code must be established on the Payment Source Validation Form (ATVSRCE) and used for these deductions.
Step 5—Make sure that the payment source code used for those deductions has an appropriate gift/payment type and an optional gift class on ATVSRCE. Step 6—Run the Automatic Deduction Process (AGPALMP), using the payment source code as a parameter entry, to create the payments.
Forms and Processes Used in the Interface
The Pledge Type Validation Form (ATVPLDG) lets you define the pledge types that are assigned to pledges. The Source Code Validation Form (ATVSRCE) lets you define codes and descriptions for payment sources. Each source code must be associated with a gift/payment type code defined on the Gift/Payment Type Validation Form (ATVGIFT), and may optionally be associated with a gift class defined on the Gift Classification Code Validation Form (ATVGCLS). The Pledge Form (AGAPLDG) lets you enter new pledges and query existing pledges.
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The Pledge Mass Entry Form (AGAPMAS) lets you enter high volumes of pledges with single campaign/designation combinations and establish installment and solicitation information, if necessary. The Pledge Installment Form (AGAPINS) lets you create and maintain installment plans for pledges and to provide data for the interface to the SCT Banner Human Resources System. The Deduction List Form (AGCFDED) displays all deduction information for a single ID. The Automatic Deduction Process (AGPALMP) lets you create gift/installment payments in Advancement from the deduction information in SCT Banner Human Resources. The Constituent Pledge Payroll Deduction Form (PEAFDED) lets you approve the payroll deductions for gifts in the SCT Banner Human Resources System. This is used to create the deduction information on the SCT Banner Human Resources Employee Benefit/Deduction Form (PDADEDN). The Employee Benefit/Deduction Form (PDADEDN) lets you maintain the base information for deduction payments in the SCT Banner Human Resources System.
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SCT Banner Student Interface to Advancement
This interface adds records to SCT Banner Advancement from SCT Banner Student that define individuals as constituents, and updates information on existing constituents. The interface selects individuals who meet criteria based on the values entered for the parameters below. A person is identified in the Advancement System when information exists for that person on the Constituent Information Form (APACONS). This information constitutes a constituent record. If a constituent record already exists for an individual selected by the student interface, new academic and employment information is added. Information that exists in the constituent record is not overwritten. The report’s output lists all students to be added or updated to the Advancement System. Identification, person, and address information is shared among all SCT Banner Systems and therefore is not affected by the interface. Student academic information is retrieved from the Admissions, Academic History, and Registration modules. Upon request, and if the information is available, student cooperative education information is retrieved for employment history and added to the Employment History Form (APAEHIS) and student activity information is retrieved and added to the Activities Form (APAACTY).
Student System Background
The grade roll process must be done either online or in batch to create Academic History records for students. (The two online forms are the Class Roster Form (SFASLST) and the Class Attendance Roster Form (SFAALST); the batch process is the Grade Roll to Academic History (SHRROLL).) Much of the information created by the grade roll process is used in the Student to Advancement Interface (APPSTDI) such as the term header records, degree records, and hours earned by the student. Timing of the grade roll and APPSTDI needs to be coordinated depending on your institution’s needs. For example, if your institution wants to have students become constituents after their first semester, then APPSTDI must be run after the grade roll to insure that the term header records exists. If no term header record exists for a student, then that student will not be selected in the interface.
Student Categories
All students who have Academic History Term Header records (have had grades rolled for a term) for the term matching the term(s) entered for the Academic History Terms to Include parameter is considered for one of the following categories. Individuals who qualify for one of the following categories are added or will have their records updated to the Advancement System. If the student does not qualify for any one of the categories, processing is stopped on that student.
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Categories
Graduates Non-Graduates A degree has been awarded. No degree has been awarded, no registration exists as of a specified term, and a minimum number of credits has been earned, i.e., the student is someone who attended and cumulated a certain number of credits, did not earn a degree, and is no longer attending your institution.
Current Students No degree has been awarded, a current registration exists, and a minimum number of credits has been earned or is currently being earned. You can select information for one or more student categories by entering values for a specific set of parameters. The data source for two of the output fields, Preferred Class and Preferred College, varies with respect to the student category for which information is retrieved. To select information for more than one category, enter all parameters for each category you want. For the parameters that are needed for more than one category, such as Level of Student, enter a value for each category. For example, if you are selecting graduates and non-graduates, you need to enter all levels that both graduates and non-graduates may have. The parameter sets and corresponding data sources are shown below. All of the report parameters are explained in the next section. Note: The numbers shown for parameters are those displayed on the Process Parameter Entry Form (GJAPCTL) when you run the process using SCT Banner Job Submission. Parameters are unnumbered and may appear in a different order if you submit the process from your operating system host command. For these Student Categories: Define these parameters in APPSTDI: Graduates
2. Level of Student (on SHADEGR)
Non-Graduates
2. Level of Student (on SGASTDN) 3. Student Type (on SGASTDN) 4. Student College (on SGASTDN) 5. Student Campus (on SGASTDN)
Current Students
2. Level of Student (on SGASTDN) 3. Student Type (on SGASTDN) 4. Student College (on SGASTDN) 5. Student Campus (on SGASTDN)
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For these Student Categories:
Graduates
Non-Graduates
6. Student Site (on SGASTDN)
Current Students
6. Student Site (on SGASTDN)
7. Degree College (on SHADEGR) 8. Degree Campus (on SHADEGR) 9. Date Range Start for Degree (on SHADEGR) 10. Date Range End for Degree (on SHADEGR) 11. Donor Code for Degree Students 12. Donor Code for NonDegree, Non-Students 13. Minimum Credits for Non-Degree, Non-Students 14. Last Active Term for Non-Students
12.Donor Code for NonDegree, Non-Students 13.Minimum Credits for Non-Degree, Non-Students 14.Last Active Term for Non-Students
15. Donor Code for Non-Degree, Students 16. Minimum Credit for Current Students
17. Current Term for Students and Non-Degree, Non-Students 18. Academic History Terms to Include 18. Academic History Terms to Include
17. Current Term for Students and Non-Degree, Non-Students 18. Academic History Terms to Include
Values are
Preferred Class
Graduates
Year of Graduation Date in first degree record on SHADEGR College on Primary Curriculum in first degree record on SHADEGR
Non-Graduates
Year of Expected Graduation Date in most recent student record on SGASTDN College on Primary Curriculum in most recent student record on SGASTDN
Current Students
Year of Expected Graduation Date in most recent student record on SGASTDN College on Primary Curriculum in most recent student record on SGASTDN
Preferred College
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Parameter Mapping
The following schematics show how the parameter mappings are used in the interface for students, non-graduates, and graduates.
Students
Information for this parameter is drawn from the following areas of Student Form Field/Section
Level Type College Campus Site Minimum Credit Hours Earned Current Term SGASTDN SGASTDN SGASTDN SGASTDN SGASTDN SHARQTC Level (Student Information section) Std Type (Student Information section) College (Student Information section) Campus (Student Information section) Site (Additional Student Information window) Total Hours Earned (Current Student Status window)
Table
SGBSTDN SGBSTDN SGBSTDN SGBSTDN SGBSTDN SHRTGPA
SGASTDN SFAREGS SHAINST SHAINST
Student Information section Status (Registration Information section) Term Header information Term Header information
SGBSTDN SFBETRM SHRTTRM SHRTTRM
Academic History Term
The value in the first column for Advancement is calculated from the field value in Student Form Field
Preferred Class Preferred College SGASTDN SGASTDN Expected Graduation Date (Graduation Data window) College (Primary Curriculum section of Student Information)
Table
SGBSTDN SGBSTDN
Non-Graduates
Information for this parameter is drawn from the following areas of Student Form Field/Section
Level Type College SGASTDN SGASTDN SGASTDN Level (Student Information section) Std Type (Student Information section) College (Student Information section)
Table
SGBSTDN SGBSTDN SGBSTDN
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Information for this parameter is drawn from the following areas of Student Form Field/Section
Campus Site Last Active Term SGASTDN SGASTDN SFAREGS SHAINST SHARQTC Campus (Student Information section) Site (Additional Student Information window) Status (Registration Information section) Term Header information Total Hours Earned (Current Student Status window)
Table
SGBSTDN SGBSTDN SFBETRM SHRTTRM SHRTGPA
Minimum Credit Hours Earned Current Term
SGASTDN SFAREGS SHAINST SHAINST
Student Information section Status (Registration Information section) Term Header information Term Header information
SGBSTDN SFBETRM SHRTTRM SHRTTRM
Academic History Term
The value in the first column for Advancement is calculated from the field value in Student Form Field
Preferred Class Preferred College SGASTDN SGASTDN Expected Graduation Date (Graduation Data window) College (Primary Curriculum section of Student Information)
Table
SGBSTDN SGBSTDN
Graduates
Information for this parameter is drawn from the following areas of Student Form Field/Section
Level of Student College Campus Date Range Start Date Range End Academic History Term SHADEGR SHADEGR SHADEGR SHADEGR SHADEGR SHAINST Level (Degree Information section) College (Degree Information section) Campus (Degree Information section) Date (Graduation Information section) Date (Graduation Information section) Term Header information
Table
SHRDGMR SHRDGMR SHRDGMR SHRDGMR SHRDGMR SHRTTRM
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The value in the first column for Advancement is calculated from the field value in Student Form Field
Preferred Class SHADEGR Anticipated Graduation Date (Graduation Information section) College (Primary & Secondary Curriculum for Degree window)
Table
SHRDGMR
Preferred College
SHADEGR
SHRDGMR
Student to Advancement Interface (APPSTDI) Parameters
Parameters for the Student to Advancement Interface (APPSTDI) are described below. Parameters that allow multiple values are identified with M; parameters that allow the ORACLE wildcard character (%) are identified with %. Parameter values can be entered either on the Process Parameter Entry Form (GJAPCTL) or from the operating system during execution. For further details, see the Job Submission chapter of the General System User Manual.
Parameter 1. Address Priority and Type M
Description Enter the address type priority followed by address type. This value determines the preferred address type for a constituent as identified on the Constituent Information Form (APACONS). Based on the priority entered, the process looks for an existing address type that matches the parameter value. Address types must exist on the Address Type Code Validation Form (STVATYP). If no matching address is found for a student, a default preferred address type of MA (mailing) is entered.
2.
Level of Student M
Enter the level code from the Level Code Validation Form (STVLEVL) of students being extracted. This code indicates the current academic level of the student, for example, undergraduate or graduate. To retrieve students of all levels, leave blank.
3.
Student Type M
Enter the student type from the Student Type code Validation Form (STVSTYP).
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4.
Student College M
Enter the college of the student from the College Code Validation Form (STVCOLL).
5.
Student Campus M
Enter the campus of the student from the Campus Code Validation Form (STVCAMP).
6.
Student Site M
Enter the site of the student from the Site Code Validation Form (STVSITE).
7.
Degree College M
Enter the college of degree from the College Code Validation Form (STVCOLL).
8.
Degree Campus M
Enter the campus of degree from the Campus Code Validation Form (STVCAMP).
9.
Date Range Start for Degree
Enter the starting date range for degree to consider for the interface. DD-MON-YYYY.
10. Date Range End for Degree
Enter the ending date range to consider for the interface. DD-MON-YYYY.
11. Donor Code for Degree Students
Enter the donor code from the Donor Category Code Validation Form (ATVDONR) that is entered on APACONS for alumni who have been awarded degrees at the institution (as identified on the Degrees and Other Formal Awards Form (SHADEGR)). Leave this parameter blank if you do not wish to extract degree students.
12. Donor Code for Non-Degree, Non-Students
Enter the donor code from ATVDONR that will be entered on APACONS for constituents who have not been awarded a degree at the institution, have earned a minimum number of credits, but have not attended the institution since a particular term. The minimum number of credits earned and the “last active” term are entered in the next two parameters. Enter this parameter if you wish to extract students who meet this criteria. If this parameter is left blank, the next two parameters should also be left blank.
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13. Minimum Credit for Non-Degree, Non-Students
Enter the minimum number of credits for nodegree-awarded, non-current students. This parameter only needs to be entered if the Donor Code for Non-Degree, Non-Students parameter is entered. The minimum credits entered as the parameter value is compared to the student’s total hours earned at the institution, as displayed in Total on the Transcript Request Form (SHARQTC).
14. Last Active Term for Non-Students
Enter the term code for the latest term since which the no-degree-awarded students have not been active. The student cannot have an effective term record for any term after (not including) this term. This parameter only needs to be entered if the Donor Code for Non-Degree, Non-Students parameter is entered. Valid terms are found on the Term Code Validation Form (STVTERM).
15. Donor Code for Non-Degree Students
Enter the donor code from ATVDONR that is entered on APACONS for constituents who have not been awarded a degree at the institution, have earned a minimum number of credits, and are currently attending the institution. The minimum number of credits and the current term are entered as the next two parameters. Enter this parameter to extract students who meet these criteria. If this parameter is not entered, then the following parameter should be left blank.
16. Minimum Credit for Current Students
Enter the requirement for the minimum number of credits earned. This parameter does not need to be entered if the Donor Code for Non-Degree Students parameter is left blank. The institution credit hours earned by the student are displayed on SHARQTC.
17. Current Term for Students and Non-Degree, Non-Students
Enter the current term. Valid values are found on STVTERM. Academic history hours up to and including the current term will be totaled.
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18. Academic History Terms to Include %
Enter the selection term. All students to be considered for the interface must have an term header record in the Term Header information on the Term Course Maintenance Form (SHAINST) for the term entered. This means that students to be considered must have grades for the term(s) and those grades must have been rolled to academic history.
19. Create Employment History
Enter Y or N to create or not create employment history data on the Employment History Form (APAEHIS) from the Cooperative Education Form (SGACOOP). If Y is entered here and R is entered for the Update Database parameter, then employment history records will not be created.
20. Create Activities
Enter Y or N to apply or not apply adds/updates to activities in the Advancement database from Student Activities window of SGASTDN and the Student Sport information on the Student Sport Form (SGASPRT). If Y is entered here, and R is entered for the Update Database parameter, then activity information will not be created.
21. Report or Report/Update
Enter U to apply the adds/updates to the Advancement database from SCT Banner Student and produce a report of all of the adds/updates. Enter R or leave blank to generate the report output without updating the database, regardless of other parameters entered.
Report Output The report output contains the following information: ID, name, status, donor category code, preferred address, preferred class year, preferred college, indicators for whether employment and activity information was interfaced (Y if yes, blank if no), indicators for whether a secondary curriculum exists and if more than 5 honors exist (Y if yes, blank if no), institution code of the school where a degree was received, degree, and college where a degree was received. The status indicates if the student is being added as a constituent (ADD) or is already a constituent and is being updated (UPD).
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Information Transferred from Student to Advancement
The available information listed below is added to the Advancement System for each student selected who is not currently a constituent. If a person selected already exists on the Advancement System, then the following information is added if it does not match existing information: Donor Codes Degree/Honors from Previous College/Major Information Employment History/Comments Activity Codes/Years Graduation Year Bulletin Year Campus Code Department Code (2) Minors (2) Concentrations (6) Institutional Honors (5) Departmental Honors (5) Comments
Constituent Information (Form APACONS, Table APBCONS)
The Constituent Base Table (APBCONS) identifies a person on the Advancement System. One constituent record exists per person on this table. The preferred college and class is derived from the graduation date on the first degree record for degree students on the Degrees and Other Formal Awards Form (SHADEGR), and from the current student record for no-degree-awarded students on the General Student Form (SGASTDN). If an ID has a preferred class of 0000 or a preferred college of 00 (as would happen if the student was initially created with no preferred class) and the interface has identified that ID to be updated, the preferred class and preferred college fields are updated with the appropriate value. The class year is derived from the date that is used. For example, a graduation date of 15-MAY-1991 would become a class year of 1991. The preferred address type is selected in the order of the address types specified in the address parameter input.
Preferred Class Preferred College Preferred Address Type Code
0000 00 MA
(default) (default) (default)
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Category Codes (Form APACONS, Table APRCATG)
The Advancement Category Repeating Table (APRCATG) holds the category codes for each constituent. There may be an unlimited number of these records per constituent. Donor Codes Parameter entered
Academic Degree Information (Form APAADEG, Table APRADEG)
The Academic Degree Repeating Table (APRADEG) contains academic information for each degree. There may be an unlimited number of these records per constituent. Institution degrees are taken from the Degrees and Other Formal Awards Form (SHADEGR). Prior college degrees and majors are taken from the Prior College Form (SOAPCOL). Transfer degrees are taken from the Transfer Course Form (SHATRNS). College, honors, year, campus and department information is not available for transfer degrees; it is added or updated for degree students only. Institution Code Degree Code College Code Graduation Year Bulletin Year Campus Code Department Code (5) Minors (2) Concentrations (6) Institutional Honors (5) Departmental Honors (5) Comments Institution identified on the Advancement Control Form (AGACTRL) 00 (default for transfer degrees) College code entered for prior and transfer degrees
Major Codes (Form APAADEG, Table APRAMAJ)
The Academic Major Repeating Table (APRAMAJ) holds the majors associated with each of the degrees in the APRADEG table. An unlimited number of major records may exist per degree. All majors will be transferred for institution degrees and prior degrees from SHADEGR and SOAPCOL, respectively. None will be entered for transfer degrees as this information is not available. Major Codes
Employment History (Form APAEHIS, Table APREHIS)
The Employment History Repeating Table (APREHIS) table contains employment information for a constituent. An unlimited number of employment history records may exist in Advancement for each constituent. This information is derived from
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the Cooperative Education Form (SGACOOP) if the Create Employment History parameter is set to Y. Employer From and To dates
Employment History Comments (Form APAEHIS, Table APRECMT)
The Employment Comment Repeating Table (APRECMT) contains the comments associated with each employment history record for a constituent. An unlimited number of comments may exist for each employment history record. This information is derived from the duties described in the Cooperative Education Duties comment lines on the Cooperative Education Duties window of SGACOOP if the Create Employment History parameter is set to Y. Employment History Comments
Activities (Form APAACTY, Table APRACTY)
The Activity Repeating Table (APRACTY) contains activities in which the constituent has participated. An unlimited number of activities may be entered. This information is derived from the Student Activity window of the General Student Form (SGASTDN) and the Student Sport information on the Student Sport Form (SGASPRT) if the Create Activities parameter is set to Y. Activity Codes
Activity Years of Participation (Form APAACTY, Table APRACYR)
The Activity Year Repeating Table (APRACYR) contains the years of participation in activities. An unlimited number of years may be entered. Years are derived from Term in the Student Activity window of SGASTDN and the key information of SGASPRT if the Create Activities parameter is set to Y. The academic term is used for the year. Activity Years
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Notes and Considerations
1. The user ID used to run the interface must have insert and update capability for the above mentioned Advancement tables, and select capability for the following student tables: SFRSTCR SGRSPRT SHRTTRM STVEMPL SGRSACT SHRDGIH SORDEGR STVLEVL SGBSTDN SHRDGMR SORMAJR STVTERM SGRCOOP SHRTGPA SORPCOL SGRDUTY SHRTRAM SPRCOLR
SFBETRM SGRSACT SHRTRIT STVDEGS 2.
Your institution must be entered in Institution on the Advancement Control Form (AGACTRL) for this process to run successfully. Timing of the interface run and the parameter values entered will need to be coordinated to extract the correct students. The grade roll process must be done online or in batch prior to extracting any students in the current term. Refer to the Student System Background section of this document for details. Employment history records may be added via this interface. On the Advancement System, employer IDs are optional for creating employment history, but are required for creating an employee-employer cross reference. Since employer IDs are not available in the Student System, employeremployee cross references cannot be built in this interface. This should be checked manually. The Student to Advancement Interface (APPSTDI) report output indicates the students for whom employment history data was created. The interface will not select the records of deceased students. All students to be considered for the interface must have grades rolled to academic history for the term(s) identified in the Academic History Terms to Include parameter. To see if a student has term academic history, access the Term Course Maintenance Form (SHAINST) and then double-click in the Term field or select Count Query Hits to access the Term Summary Query Form (SHQTERM). If degree students are being rolled, the interface looks on the Degrees and Other Formal Awards Form (SHADEGR) for students who have been awarded a degree. The status associated with a degree that has been awarded has its Awarded Indicator set to A on the Degree Status Code Validation Form (STVDEGS). Preferred class and preferred college will be updated on a person’s constituent record (displayed on the Constituent Information Form (APACONS)) if those fields have zero values and the interface calculates a preferred class and/or college. This can occur if the student was initially established as a constituent with no values for preferred class or college because the expected graduation date and college or primary curriculum were unknown. When the student becomes a graduate, the preferred college and class are then known.
3.
4.
5. 6.
7.
8.
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