SCT Banner Introduction and Internet Native Banner Navigation

1. SCT Banner Introduction and Internet Native Banner Navigation Making The Transition From FRS To Banner

2. Training Goals • Overview of Banner • How do I relate FRS to Banner? • Accessing Banner from your desktop – at work or at home • Review Navigation Guide • Navigate through forms • ARIES Training Website • www.bannertraining.vcu.edu

3. Introduction to Banner What is Banner? • Suite of internet-native software applications for higher education • Supports the various functions carried out at the University, such as paying vendors and employees and enrolling students • Banner products have the ability to interface with each other to share information and make transactions What are the products? • Finance – Go live date 7/1/06 • Human Resources – Go live date 7/1/06 • Fixed Assets – Go live date 8/06 • Student - Phase in beginning 1/07 to be completely integrated by Fall 2007

4. Banner Basics FOAPAL An acronym used to identify what used to be the FRS account number or budget code in Banner Finance and Human Resources Fund = the FRS general ledger account number in Banner (0-19005 – Academic Affairs) Organization (ORG) = the FRS budget code in Banner (1-30101 – VP Academic Affairs) Account = FRS object Code (1131 – Classified Salaries) Program = Functional category of an expense for reporting purposes. Instruction, Research, Public Service, etc. Similar to expense line in FRS. Activity is not being used at VCU Location is used for fixed assets only Index - The link to the past The Index, which is the same as the ORG in Banner, is a short-cut key to assist users in transitioning to Banner. The Index is, in most cases, your old FRS budget code.

5. Crosswalk to BannerFRS Account to Index & Organization FRS LedgerType of FRS Account Banner Organization Range • Education & General Operating 1XXXXX 1 Qatar Operating Accounts HQXXXX 2 FACR 2XXXXX 2 HEETF EFTXXX 3 Auxiliary Enterprises 3XXXXX 4 Unrestricted Local 4XXXXX 5 Sponsored Programs 5XXXXX 5 General Fund Appropriations AXXXXX 5 Service CXXXXX 5 General Fund Scholarships FAXXXX 5 Eminent Scholars General Fund SAXXXX 5 Eminent Scholars Foundation SSXXXX 5 Pool Accounts TXXXXX 5 Work Study WXXXXX 6 Restricted Local 6XXXXX 6 Federal Financial Aid FFXXXX 7 Moving and Relocation Accounts PRXXXX 8 Agency Fund 8XXXXX 8 Hospital Services H8XXXX

6. Fund in the Chart of Accounts (COA) • Similar to FRS General Ledger • Contains balance sheet data (assets, liabilities and fund balances) • Hierarchy (Banner Form FTIFNDH) • “Roll Up” 3 levels • Allows financial information to “roll up” to the fund group

7. Organization (Org) in the COA • Similar to the FRS budget code • Classifies operating activity (revenues and expenses) within the Org • Hierarchy (Banner Form FTIORGH) • University – 1 position alpha “U” • Executive Level – 1 position alpha • Senior Management Level – 2 positions numeric • Major Budget Unit – 3 positions numeric • Department – 4 positions numeric • Security/sub department – 5 positions numeric • Lowest level = Budget – 6 positions alpha numeric • Departments will “roll up” financial information at the Org level

8. FRS Account to Organization Crosswalk http://www.bsv.vcu.edu/bannerlookup/

9. Account in the COA • Similar to object codes (revenues and expenses) and account controls (assets, liabilities and fund balances) in FRS • Major difference – • 6 positions instead of 4 positions • Major revision for revenues and expenses • 1XXXXX = Assets • 2XXXXX = Liabilities • 3XXXXX = Fund balances and control accounts • 4XXXXX = Revenues • 5XXXXX = Labor – New faculty types in SOM • 6XXXXX = Other costs (Supplies, services, non-labor costs) • 7XXXXX = Equipment and capital project construction costs • 9XXXXX = Transfers

10. Crosswalk to BannerFRS Object Code to Account FRS Banner Object Code RangeFRS Object Code Category Account Range 0010 – 0999 Revenue 4XXXXX 9942 & 9944 Transfers-Revenue 4XXXXX 1100 – 1197 Personal Services 5XXXXX • Moving & Relocation 5XXXXX 1556 Insurance Group Life 5XXXXX 1424, 1428 & 1429 Tuition Waivers 5XXXXX 1470 – 1476 Insurance/Workers Compensation 5XXXXX 1200 – 1297 Contractual Services 6XXXXX 1300 – 1396 Supplies 6XXXXX 1400 – 1455 Honorariums & Stipends 6XXXXX 1500 – 1574 Rent, Lease payments & Insurance 6XXXXX 1600 – 1644 Utilities 6XXXXX 1700 – 1781 Postage, Telecommunications 6XXXXX 2100 – 2499 Equipment & Construction costs 7XXXXX 3000 – 3131 Debt & Interest Payments 6XXXXX 49XX, 97X Recoveries/Expenditure Transfers 6XXXXX 8700 – 8712 Indirect Cost Expense 6XXXXX 9811 – 9961 Transfers 9XXXXX

11. Account – Object Code Crosswalk http://www.bsv.vcu.edu/bannerlookup/

12. Program in the COA • Similar to expense line in FRS • Represents the functional category of an expense for reporting purposes • Instruction, Research, Public Service, etc. • Designates how the Organization is used • Helpful when preparing IDTs to ensure that they do not cross programs

13. Activity & Location Codes Activity Code • An optional field in Banner – not used at VCU Location Code • Used to represent location for fixed assets • Hierarchy 5 levels • Room • Floor • Building • Campus • 6 positions long

14. Confused? • Fund replaces the FRS general ledger account number. • Organization replaces FRS subsidiary ledger account number or budget code. • Program replaces the FRS expense line. • Index brings all three together in Banner. • Use “FRS to Banner Crosswalk” • Banner Index and Organization values • Accounts for revenues and expenditures

15. Reports • Standard Banner Reports • In review by members of the Reporting Team • Ad Hoc Reporting • Operational Data Store (ODS) replaces the current Data Warehouse • A SAS web-based tool will replace Web Focus

16. Data Security • New State data privacy and protection standards • Prohibit downloads of sensitive data to unsecured computers • May impact users who extract data from Banner or other software applications to meet ad hoc reporting needs • Not a result of conversion to Banner • Types of Sensitive Information • Student Information • Employee Data, such as SSNs and personal information • Protected Health Information • Research or Intellectual Property Information • Relevant Websites • Information Management Security Program • http://www.ts.vcu.edu/security/ismanagement.html • VCU Security Policy Implementation Procedures • http://www.ts.vcu.edu/policies/security_procedures.htm

17. Accessing Banner At Work or Home • Banner runs on the browser by displaying Oracle Forms • Website: https://antrim.vcu.edu:9099 • First time Banner users: • Follow “First Time Setup Instructions” • Requires administrative rights to the computer being used • Turn off the “pop-up blocker”

18. Logging In Start INB Banner by going to https://antrim.vcu.edu:9099/ Username: trng15 Password: trng15 Database: trng

19. Banner Main Menu [1] Banner Menu Bar [2] Go To [3] Banner General Menu [4] Auto Help

20. Banner Main Menu • Banner Menu Bar – • Click on “File” to view the pull-down menus • Click on “Help” to view the Help options • GoTo - • Access a form quickly by entering the Banner form name • Banner General Menu • Navigate through the tree structure to submenus and forms • Expand or collapse a menu by double-clicking the menu name • Return to the Banner Main Menu from a form by clicking on “File” on the Banner Menu Bar • Auto Help Line • Status line displays error messages or important information about your next step

21. Navigating To The Organization Budget Status (FGIBDST) Form When the general menu (GUAGMNU) appears, open the FGIBDST form. • Go method: • Type FGIBDST in the Go field. • Press ; the FGIBDST form appears. • MenuNavigation method • Click on the following selections to open the form: • SCT BANNER • Financial [*FINANCE] • General Ledger [*FINGENLL] • General Accounting Query Forms [*FINGENLQ] • General Budget Query Forms [*FINGBUDQ] • Organization Budget Status [FGIBDST]

22. Navigating To Organization Budget Status (FGIBDST) Go Method Type form name in the Go field and press Menu NavigationMethod Open menus and click Organization Budget Status {FGIBDST}.

23. Parts Of Banner Forms [A] Icon Buttons [B] Form Title Bar [C] Key Block Area [D] Field Name [E] Block Line [F] Field [G] Auto Help Line

24. Parts Of Banner Forms • Icon Buttons - Buttons are small squares that contain an icon (picture) - Short-cut keys for one or more actions that can be performed for the associated field or record - For example, the or EXIT button closes out the form B. Form Title Bar – - Displays the Banner form name, the Banner release number, and the database you are using C. Key Block Area - First block of a form - Contains input information related to the form’s function - For example, on FGIBDST, it allows you to enter Index or Org values - Click (Next Block) or press + - Displays account balances in the next block - Forms may contain several blocks - Click (Next Block) or press + until no more blocks are presented.

25. Parts Of Banner Forms • Block Line - Indicates the block boundary • Field Name - Field Name precedes the Field - Describes the Field contents • Field - Contains data - Display existing data values - Users can enter, query or change field contents when a field is enabled, or you can change the contents of a field - Fields in black type can be changed - Fields in gray type cannot be changed • Auto Help Line - Displays error messages & important information about your next step

26. Using Organization Budget Status FGIBDST • View basic budget information for Organizations (Orgs) in Banner • Similar to FRS screen 19 • Security will limit access to the Organizations (Orgs) you are authorized to view • Open the FGIBDST form • Use the instructions in the section Navigating To Organization Budget Status (FGIBDST). • FGIBDST opens with your cursor in the Chart field. Always use “V” for VCU Chart of Accounts. • Enter the following information to find budget status • In the Index field, enter your departmental index, which is current FRS account (for training purposes use 140101), and then press key • Organization, Fund and Program fields will automatically be populated. or • In the Orgn field, enter your Organization code • In the Fund field, enter your fund code. • In the Program field, enter your program code.

27. Using Organization Budget Status FGIBDST (Cont.) • Click (Next Block) or press + • Use the slide bar on the right side of the screen to view accounts not visible • To look at another Index or Organization (Org) use the rollback button to move to the previous block • If the field “Include Revenue Accounts” is checked, revenues and expenditures are added together on FGIBDST. The total for the “Budget Available will be blank. • If the field “Include Revenue Accounts” is not checked, only expenditure accounts will be displayed. The total for the “Budget Available” will equal the “Adjusted Budget” less “YTD Activity” and “Commitments”.

28. Using Organization Budget Status FGIBDST

29. Detail Transaction Information

30. Transaction Detail By Account • Similar to Screen 023 in FRS - Obtain detail transactions within an Org and Account • Place cursor on the Account • On the Banner Menu Bar select “Options” • Select “Transaction Detail Information [FGITRND] • Move the slide bar at the bottom of the screen to view all of the data

31. Practice Makes Perfect • Set aside some time each week to get in and move around in Banner. • From the Banner web page, users can log into training site, INB Trng, on their desktops and practice. • Training guides will be available on the Banner training website as they are developed. • Listen for training opportunities and hands on practice sessions. • Sign up early. • Work with others in your area to advance your skills.

32. Additional Web Based Training From your Browser: • Users can access SCT Banner 7 Computer Based Training directly at: http://iserver.adm.vcu.edu/banner/7xcbt/index.html • Click “Continue”. • Log in using your first and last name. The course menu covers an introduction to Banner, user interface, forms, help features and customization. From Banner: • On the Banner Main Menu page, right-hand sidebar is a section entitled “My Links”. • Click on “Navigation Training”. • Click “Continue”. • Log in using your first and last name. The course menu covers an introduction to Banner, user interface, forms, help features and customization.

33. The Banner Navigation CBT • The Banner Navigation CBT is available in the VCU Reporting Center under the Faculty Reports or Staff Reports section. • This is a self-paced course to gain a further understanding of the basics of the SCT Banner Internet Native Banner (INB) system.

34. Questions? • Questions or Comments? • Upcoming training sessions • Sessions will focus on Org inquiry and processing transactions, i.e. IDTs • ARIES Training Website • www.bannertraining.vcu.edu • Evaluation • Please go to the website below to complete the evaluation form • http://www.pubinfo.vcu.edu/training/eval/ • Enter the course number

35. User Group Contacts • Cindy Cull on the MCV Campus • tlcull@vcu.edu • Delores Collier on the MCV Campus • ddcollier@vcu.edu • Gary Pantaleo on the MCV Campus • gmpantal@vcu.edu • Linda Dorsey on the Monroe Campus • ltdorsey@vcu.edu • Greg Vaeth on the Monroe Campus • gbvaeth@vcu.edu