TEACHERS COLLEGE Banner Basics
Irit Schwager
Banner Training
Gary Johannes
Financial Systems
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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
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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
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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
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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
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What Is Banner?
Banner is software on the Oracle database 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
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What is Banner?
Interrelated Systems or Modules
Student, Alumni, Finance, Financial Aid, Human Resources Data in the database is shared among the different modules
• Example: have an address as an employee, student, alumni
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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
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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!!!
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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# 10
Everyone log into Banner
Double Click the blue “PROD” Icon
Type: [your Banner login name] TAB Type: [your Banner password] Leave the Database field blank
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Logging into Banner: Review
After installation, this icon will be on your desktop
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Software Design
Menus
Click ONCE to drop down the menu
Welcome Page
Hint and Status Line
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Menu Design
Menus are: expandable and collapsible
Menus contain other menus or forms
Main Menu
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2 Ways to Access a Form
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
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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
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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.
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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 18 Execute Query
Form Navigation
Menu Bar
To use the form correctly, you should understand the parts of a form!
Key Information Block
Drop Down List. Double click in the field
Drop down list
Next Block
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
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Form Navigation
2) Tool Bar 3) Keystroke
Block Separator Line Next Block
CTRL + Page Down
Next Block
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Form Navigation
Key Information Block
To look up an Index in FGIBDST: Enter the Chart of Accounts: 1 Enter the FY Enter the Index #
Next Block There are 3 ways to perform NEXT BLOCK… Menu bar, tool bar, ctrl-pagedown
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Form Navigation
Printing Exit
Tab Across
If there are many transactions: • From the Menu Bar: • Query • Fetch Next Set will retrieve the next page of records
Arrow Down
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!
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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
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Data Extract
For Account Balances: Select Help and Extract Data No Key
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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.
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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
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Navigation Options
Menu bar
Mouse over tool bar to see button functions
Previous Block Execute Query Enter Query Exit
Next Block
Rollback
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Navigating in Banner: Query
To find information in the database you have to Query the database.
Enter Query Execute Query
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Exit and Enter a Form
Exit to any menu Type another form name in the Enter Selection ==> field
PRACTICE: Type in FTIIDEN
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Look up a Vendor ID#
• You should be in FTIIDEN (can go to this form directly from the Go To…. field) Next Block • NEXT BLOCK • In Last Name field (case sensitive) type: %Weeks% • Wildcard character is % returns all Vendors with “Weeks” in the name • EXECUTE QUERY
To find a Vendor ID:
Enter Query Mode
Type here
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Look up a Vendor ID#
‘CH’ Field
• LOOK at “Change Ind” field I = ID change N = Name change NULL = Correct ID
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Navigating in Banner:
Common GUI keystrokes for functions
Function Keystroke Description
Next Block Previous Block
Rollback
CTRL+Page Down CTRL+Page up
SHIFT + F7
Forms have several hidden blocks below the block separator line
Return to the top of a form
Select
DOUBLE CLICK or SHIFT+F3
F8
after you conduct a search, select the student to bring back to the student form
when you are searching for a student in a query form Exit form and return to menu
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Execute Query
Exit
CTRL+q
Personal Menu
Use GUAPMNU to create a personal menu
List will appear when you click on “My Banner” menu item
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GUAPMNU
Drop down list contains: • Forms • Jobs • Menus
• •
HINT: FROM ANY FORM,YOU CAN RIGHT CLICK SELECT ADD TO PERSONAL MENU
Form names
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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 = F-10 When you exit, type “REFRESH” in the GO TO…. Field. Click on the My Banner menu item and you 35 will see the menus you have created.
Security access
Banner accounts are obtained by filling out the Banner application
Located on Exchange under, Public Folders, All Public Folders, TC Forms, and CIS
Once a Banner username has been established, the person responsible for the budget will need to contact Jennifer Sniffen
Provide the list of Index numbers Banner Username
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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
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Practice and Q&A
Do you have any questions about navigating in Banner?
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Last but not least. . .
•
Practice, practice, practice
• If you get stuck in the middle of a query, call me for advice.
Irit Schwager, x3493
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Exit and Enter a Form
Exit to any menu Type another form name in the Enter Selection ==> field
PRACTICE: Type in FGIBDST
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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).
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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#
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Monthly Budget Reports
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Monthly Grant Reports
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Sample Grant Status Report - Summary
1.) AS OF DATE is the cutoff date for the reporting period. 2.) GRANT NUMBER is also the Index number assigned to the grant. It is the key code for transacting processing. 3.) PROJECT PERIOD indicates the entire time period for the life of the grant (also called project life). 4.) BUDGET PERIOD indicates a specific time period within the life of the entire project (This is not the College’s fiscal year). 5.) AGENCY is the sponsor that provides the funding for the grant. 6.) FUND is a component of the grant that separates activities into distinct budget periods based on the terms of the grant. 7.) ORGN is the department area responsible for grant. 8.) PI / MANAGER is the Principal Investigator financially responsible for the grant. 9.) BUDGET AMINISTRATOR is the person designated by the PI who is responsible for the daily operations of the grant. 10.) ACCT is the general ledger account number used to record expenses. 11.) ORIGINAL BUDGET is the grant award as of the start date of the grant. 12.) REVISED BUDGET includes all modifications to the original budget. It is used to determine the available budget. 13.) CURRENT ACTIVITY is the total of the current month’s transactions. It is determined by the “As of” date of the report. 14.) ACCUMULATED ACTIVITY is the aggregate of all the transactions from the onset of the grant budget period. 15.) BUDGET COMMITMENT is the open encumbrances as of the reporting date. 16.) BUDGET BALANCE AVAILABLE is the net between the “Revised Budget” less “Cumulative Activity” and “Budget Commitments”. 17.) % USED is the percentage of the budget used out of the total budget (the percent is indicated at pool level).
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Sample Grant Status Report - Detail
1) FOR THE PERIOD OF DATE is the reporting period for current transactions. 2) GRANT NUMBER is also the Index number assigned to the grant. It is the key code for transacting processing. 3) PROJECT PERIOD indicates the entire time period for the life of the grant (also called project life). 4) BUDGET PERIOD indicates a specific time period within the life of the entire project (This is not the College’s fiscal year). 5) AGENCY is the sponsor that provides the funding for the grant. 6) FUND is a component of the grant that separates activities into distinct budget periods based on the terms of the grant. 7) ORGN is the department responsible for grant. 8) PI / MANAGER is the Principal Investigator financially responsible for the grant. 9) BUDGET AMINISTRATOR is the person designated by the PI who is responsible for the daily operations of the grant. 10) ACCT is the general ledger account number used to record expenses. 11) DOC. NO. is the document transaction number. It could be an invoice, feed, or journal entry number. 12) TYPE is the transaction code used to process the activity (HGRS = Payroll, INNI = Accounts Payable, PORD = Purchasing, JE30 and JE32 = Journal Entry). 13) DESCRIPTION is the description of the transaction. It could be the name of the vendor or an explanation of a journal entry. 14) BUDGET column lists the current month budget entries. 15) TRANSACTION column lists the dollar value of the current month’s transactions. The totals of this column must equal the “Current Activity” column of the Summary report. 16) BUDGET COMMITMENTS column is where current month encumbrances and encumbrance liquidations are listed.
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Sample Grant Labor Distribution Report
1) FOR THE PERIOD OF DATE is the reporting period for current transactions. 2) GRANT NUMBER is also the Index number assigned to the grant. It is the key code for transacting processing. 3) PROJECT PERIOD indicates the entire time period for the life of the grant (also called project life). 4) BUDGET PERIOD indicates a specific time period within the life of the entire project (This is not the College’s fiscal year). 5) AGENCY is the sponsor that provides the funding for the grant. 6) FUND is a component of the grant that separates activities into distinct budget periods based on the terms of the grant. 7) ORGN is the department area responsible for grant. 8) PI / MANAGER is the Principal Investigator financially responsible for the grant. 9) BUDGET AMINISTRATOR is the person designated by the PI who is responsible for the daily operations of the grant. 10) ACCT is the general ledger account number used to record salary expenses. 11) ID is the identification number of the employee paid on the grant. It is usually a persons social security or temporary number. 12) EMPLOYEE NAME is self explanatory. 13) TYPE refers to the payroll cycle used to pay the employee (B2 & BW = Bi-weekly and MN = Monthly). 14) POSITION NO. code refers to the employee’s position number. Each job number has its own position number. 15) SUFFIX code is a component of the position number that identifies whether it is a primary or secondary appointment (00 is a primary appointment and all others are a secondary appointment). 16) AMOUNT column lists the amount of salary expense charged to the grant for the employee during the current month (Includes
labor redistributions).
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Contacts: Grants & Contracts
John Hernandez David Novick Matthew Turk Maria Gervacio
3379 Extension 4109 Extension 8257 Extension 4175
Extension
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Contacts: Budgets
Omar Mayyasi, Extension 3804
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Questions?
Gary Johannes
Ext. 3934 Office of the Controller Johannes@tc.columbia.edu
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The End
THANK YOU!
J
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