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 Banner
contains all retrieves the data
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 Welcome Page
the menu
Hint and
Status Line
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Menu Design
Menus
contain
other
menus
Menus are:
expandable or forms
and
collapsible
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
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Execute Query
To use the form
Form Navigation correctly, you should
understand the parts
of a form!
Menu Bar
Key Drop Down List.
Information Double click
in the field
Block
Drop down list IMPORTANT NOTE!
There are several ways
to navigate through a
form.
Next Block 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
CTRL + Page Down
Line
Next Block
Next Block
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Form Navigation
To look up an Index in
FGIBDST:
Key Enter the Chart of
Information Accounts: 1
Block
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
Arrow Down Navigate in the detail block:
• Tab, arrow
• Select Detail Transactions
from the OPTIONS list in
the menu bar
If there are many transactions:
• From the Menu Bar:
• Or, rollback to enter
Tab
•
•
Query
Fetch Next Set will retrieve the
another Index Number!
next page of records
Across
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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 26
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 To find a Vendor ID:
FTIIDEN (can go to
this form directly from
the Go To…. field) Next Block
• NEXT BLOCK
• In Last Name field
(case sensitive) type:
%Weeks%
Type here
• Wildcard character is
% returns all Vendors
with “Weeks” in the
name
• EXECUTE QUERY Enter Query Mode 30
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 CTRL+Page Forms have several
Previous Block Down hidden blocks below the
CTRL+Page up block separator line
Rollback SHIFT + F7 Return to the top of a
form
Select DOUBLE CLICK after you conduct a
or search, select the
SHIFT+F3 student to bring back to
the student form
Execute Query F8 when you are searching
for a student in a query
form
Exit CTRL+q Exit form and return to
menu
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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 • HINT: FROM ANY FORM,YOU CAN RIGHT CLICK
• SELECT ADD TO PERSONAL MENU
Drop down
list contains:
• Forms
• Jobs
• Menus
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
will see the menus you have created. 35
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 Extension 3379
David Novick Extension 4109
Matthew Turk Extension 8257
Maria Gervacio Extension 4175
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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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