Wilkes University BANNER FUNDAMENTALS TRAINING GUIDE

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1 Wilkes University BANNER FUNDAMENTALS TRAINING GUIDE

Introduction This handbook describes the basic features of the Banner System. Learning to use these features is the foundation for using Banner at your institution.

2 Introduction This handbook describes the basic features of the Banner System. Learning to use these features is the foundation for using Banner at your institution. Goal The goal of this session is to provide you with the knowledge and practice to accurately navigate through the Banner system. This handout is divided into five sections: What is Banner What is Banner Main Menu Menu Bar Toolbar Navigation Banner is a fully integrated solution to support all campus constituents. Whether an institution purchases some or all of Banner s systems, those systems will work together smoothly. Banner also integrates and shares data with the Luminis Platform. Figure 1: Banner: Integrated Solution for Higher Education Interfacing Banner Products Banner products have the ability to interface with each other for the purpose of sharing information and making transactions. Multiple systems have the ability to share the same data for different purposes. Example: The Banner Human Resources system will interact with the Banner Student system to track a person if they are an employee and also a student at an institution using the unique identification number assigned to the person when initially entered into the Banner System.

3 About Banner s Systems Student Banner Student helps institutions support learners and prospects. With Banner Student, you can: Allow learners to search and register for classes by term or date, and to retrieve financial aid data. Allow faculty to manage course information and direct students effectively. Consolidate each learner s records into one, from recruiting to alumnus. Communicate quickly with prospects, applicants and students via . Create flexible scheduling, registration, teaching and learning modes. Access faculty classroom and office hours with multiple calendar views. Advancement Banner Advancement manages alumni, donors, parents and friends of an institution. With Banner Advancement, you can: Automate fundraising, corporate giving, and alumni programs. Access groups of constituents, alumni giving history, contact information, and reports from any Internet-connected device. Allow alumni to update their profiles, learn about upcoming campus events and news, and donate to the institution online. Finance Banner Finance helps institutions manage both day-to-day and long-term budgetary issues. With Banner Finance, you can: Manage fiscal resources by channeling together information from disparate systems. Create a central repository for all financial transactional processing. Put critical, updated budgetary information at departments fingertips. Financial Aid Banner Financial Aid helps institutions administer financial aid from recruiting through graduation, helping students obtain and manage loans, grants and other forms of aid. With Banner Financial Aid, you can: Administer financial aid from recruiting through graduation. Guarantee equitable treatment of learners. Control institutional eligibility. Support enrollment management goals. Support traditional and online learners. Streamline applications, student communication, awarding and reporting to make processing easier. Human Resources Banner Human Resources helps institutions manage faculty, staff and payrolls. With Banner Human Resources, you can: Manage personnel information across an institution.

4 Automate payroll administration. Automate and track personnel actions, including compensation changes, promotions, leaves and termination. Streamline budgeting policies and procedures. Provide up-to-date answers to personal and payroll questions for employees. Enable employees to enter time sheets, leave reports, and/or leave requests online.

The Main Menu Objectives After completing this section, you will be able to: Describe the areas of the Banner Main Menu. Navigate through the main menu hierarchical structure.

5 The Main Menu Objectives After completing this section, you will be able to: Describe the areas of the Banner Main Menu. Navigate through the main menu hierarchical structure. Utilize methods for accessing forms. Personalize My Banner. The Main Menu provides an overview of the menus, forms, and jobs on Banner. You use the Main Menu to navigate through Banner. Banner Main Menu Menu Bar Tool Bar Product Link Go To Field Hierarchical Menu Structure My Links Canvas Broadcast Message Canvas Auto Hint Status Line Figure2: GUAGMNU: Banner General Menu The most common ways to navigate Banner is by: Clicking on the Hierarchical Menu item.

Typing in the form or job name in the Go To field. o Using the Object Search Function. o Use wildcards (%, ) with a partial form or job name in the Go To field and pressing enter.

6 Typing in the form or job name in the Go To field. o Using the Object Search Function. o Use wildcards (%, ) with a partial form or job name in the Go To field and pressing enter. Using the Site Map Selecting a recently visited form from the File Menu item. Hierarchical Tree Structure If And Then You click the closed folder to expand You will see additional closed folders You can expand further until you find your form you would like to access. You click the closed folder to You see the open folder It cannot be opened further. expand The menu cannot be expanded further You see the form that you want Double-click on the form to access it. Figure Figure 3: Hierarchical Menu

Figure 4: Accessing Menu Items Using Object Search (Go To ) You can use Object Search to access a form, job, or QuickFlow if you know all or part of its name, description, or type.

7 Figure 4: Accessing Menu Items Using Object Search (Go To ) You can use Object Search to access a form, job, or QuickFlow if you know all or part of its name, description, or type. When you use the Object Search from a form, the current form remains open. When you exit the requested object, you return to the original form. Note You cannot search for an object using code/description lookup in this field. You can, however, search by selecting the Search button and then performing your search on GUIOBJS. To Use Object Search: 1. Type the form name, or double-click the Go To field on the main menu to bring up the Object Search form GUIOBJS. You can also use the Search button. OR Select File > Object Search from any form.

the letters you know and press enter to retrieve the Search box results to select the form or process. 2.

8 Figure 5: Using the Object Search (Go To...) Figure 6: Using "Go To" Search Note If you know only part of the form name, using wildcards (%, ), enter the letters you know and press enter to retrieve the Search box results to select the form or process. 2. Enter your search criteria on the Object Search Form (GUIOBJS). You can use any or all of the Name, Description, and Type fields. You can use the Oracle wildcards % and (See Wildcards ).

9 Figure7: GUIOBJS (Object Search) Figure 8: Object Search (Cropped) 3. Select the Execute Query function (F8). A list of all matches appears. Figure 9: Executing the Query on GUIOBJS

10 4. Scroll to the desired name. 5. Double click the desired name or click the Start button. Display the Navigation Window Key while in a Form While in a form, Banner allows the Display Navigation Window Go To to display at the top of a form currently accessed that allows you to enter the name of another form you wish to navigate to. This key is F5. The navigation mini-window also contains the My Institution link that appears on the main menu. To exit the navigation window, press F5 again, or perform a Next Block or Previous Block function. Figure10: Display Navigation Window (cropped) Tip On some forms, you can click a form field as a way of closing the navigation window. But this method only works for forms with updateable fields. Using F5 to close the navigation window works on all forms. Using the Site Map The site map appears on a separate page accessible by selecting the Site Map link on the main menu. It lists the top-level menus in your installation, and one level below them. There are no fields on it, only links to the various menus and forms. If you select a menu from the site map, the main menu appears, displaying the menu you selected with one level expanded. If you select a form, a process, or a QuickFlow, it will be displayed. Figure 11: Accessing the Site Map

11 Figure 12: Site Map (cropped) Using the File Menu You can quickly re-access a form that was previously opened in the current session. The bottom of the File pull-down menu lists the last forms (up to ten) you used in this session. You can re-access any form in the list. Note The only forms that never appear in this list are the QuickFlow Form (GUAQFLW), Direct Access Form (GUAPARM), and the Object Search Form (GUIOBJS) To access a form from the File pull-down menu: 1. Access the File pull-down menu. 2. Select the form name from the list at the bottom of the pull-down. Figure 13: File Menu Option

12 Banner Naming Conventions Banner forms, reports, jobs, and tables all have a unique seven character name. Each name is built from the following four components: Item Name System Module Object Type Unique Identifier SPAIDEN S (Student) P (Person) A (Application) IDEN (Identification) GJRRPTS G (General) J (Job Submission) GTVZIPC G (General) T (Validation Form/Table) R (Report) V (Validation Form/Table) RPTS (Report and Parameter Information) ZIPC (Zip/Postal Code) - System The first component identifies the primary system owning the form, report, job, or table. - Module The second component identifies the module of the form, report, job, or table. - Object Type The third component identifies the type of form, report, job, or table. i.e. A is an application form where information can be updated, I is a Inquiry form, R is a report run from job submission, P is a process that Banner performs and is executed from job submission.

13 Personalizing Banner My Banner You can use My Banner for the forms, jobs, menus, and QuickFlows that are most important in your daily work. You can access My Banner from the main menu. Figure 14: Accessing MY BANNER (cropped) The following forms are used to create and copy My Banner menus: GUAPMNU (My Banner Maintenance Form) Lets you create and change My Banner GUTPMNU (My Banner Maintenance and Copy Form) Lets you copy a My Banner menu to or from another user. There are several ways to add Banner objects to My Banner: Scroll through the object list to find what you want to add. Enter the name of the object Query the object list to narrow your search. You can also delete objects from My Banner either one at a time or all at once. Creating My Banner 1. Access the My Banner Maintenance Form (GUAPMNU) by double clicking on the My Banner menu item.

14 Figure 15: Accessing MY BANNER (cropped) 2. Double click on the Empty: Select for Build option. Figure16: "Empty: Select for Build" (cropped) 3. Use the pull-down list above the left pane to select the object type you want to display and click the refresh icon. The left pane lists the objects of the selected type.

Oracle Forms Module: All forms in Banner Job Submission Objects: All jobs in Banner QuickFlow Objects: All QuickFlows Menu Objects: Main Menu Objects Dynamically Linked Library: Tools linked to

Note You can query (F7/F8) to reduce the object list. You can also make multiple selections and insert them all at once. 5. Click in the right pane where you want to place the selected items. 6.

15 Oracle Forms Module: All forms in Banner Job Submission Objects: All jobs in Banner QuickFlow Objects: All QuickFlows Menu Objects: Main Menu Objects Dynamically Linked Library: Tools linked to Banner Menu Message Object Figure 17: GUAPMNU Objects (cropped) 4. In the left pane, select each object you want to add to the menu by double-clicking on it. The object will be highlighted. Note You can query (F7/F8) to reduce the object list. You can also make multiple selections and insert them all at once. 5. Click in the right pane where you want to place the selected items. 6. Click the Insert Selection button in the middle of the form. The selected objects will be added to the right pane. 7. (OPTIONAL) You may change the object descriptions. 8. Save and Exit. Click to add objects from the left to the right Figure 18: GUAPMNU (My Banner Maintenance Window)

Default Expanded Menu The Banner Main Menu appears when you first access Banner. You can change the default product menu that is expanded to suit your personal preference.

16 Default Expanded Menu The Banner Main Menu appears when you first access Banner. You can change the default product menu that is expanded to suit your personal preference. To specify the default expanded menu: 1. Access the General User Preference Maintenance Form (GUAUPRF). Figure 19: GUAUPRF (General User Preference Form) 2. Choose the Menu Options tab. Figure 20: Menu Options Tab (cropped)

3. In the User Default field, enter the name of the menu that you want as the default, or click the Search button to search for it using the Object Search Form (GUIOBJS). Figure 21: List of Objects 4.

17 3. In the User Default field, enter the name of the menu that you want as the default, or click the Search button to search for it using the Object Search Form (GUIOBJS). Figure 21: List of Objects 4. Save your changes. Note Changes to customizing Banner will not appear on the main menu until you log out and log back in. My Links You can create a link from the main menu to a web site or Banner object using Personal Links. Make sure you do not have pop-ups blocked with any third-party software. Pop-up blockers can interfere with the performance of your personal links. To create a link: 1. Go to the General User Preferences Maintenance Form (GUAUPRF). 2. Choose the My Links tab.

18 Figure 22: My Links Tab 3. Enter a description of your link in the User Value field associated with the first personal link description. 4. Enter the URL or Banner object name in the User Value field associated with the first personal link URL or Banner object. 5. Save. You must exit Banner and log back in to see your changes. Note You can create up to six personal links. Each personal link is comprised of two records the description and the URL/object. Make sure the description record matches the corresponding URL or Banner object record. The following example illustrates a personal link for a weather web site. Field Name Name of Link URL or Banner Object Description Enter the description for the My Personal Link 1 link. Enter the URL or Banner object for the My Personal Link 1 link. Default Value Your personal link description Your first personal link URL or Banner object. User Value My Weather Page Displayed Form Names You can choose whether form names are displayed in the following places: Options pull-down menu Left pane of menu maintenance forms List of open windows on the Window pull-down menu

Figure 23: Displaying Form Names To display or hide form names: 1. Access the General User Preferences Maintenance Form (GUAUPRF). 2. Choose the Display Options tab. 3.

19 Figure 23: Displaying Form Names To display or hide form names: 1. Access the General User Preferences Maintenance Form (GUAUPRF). 2. Choose the Display Options tab. 3. Check the Display Form Name on: a. Title Bar b. Main Menu, AND/OR c. Check the box to display the Banner Release Number. d. Check the box to display Database instance. 4. Save. 5. Exit the form. Note A change to the display options will require you to exit and restart Banner before they take effect. Changing Your Alerts Alert options enable you to customize how you are prompted by Banner in certain situations. Access the Display Options tab on GUAUPRF to customize any of the following: Check the Prompt Before Exiting Banner check box if you want Banner to verify that you want to quit the Banner session before exiting. Check the Display Additional Confidential Alert check box if you want Banner to display an extra Confidential pop-up message for records that contain confidential information.

Check the Display Additional Deceased Alert check box if you want Banner to display an extra Deceased message for records associated with a deceased person.

20 Check the Display Additional Deceased Alert check box if you want Banner to display an extra Deceased message for records associated with a deceased person. Check the Display Duplicate SSN/SIN/TIN Warning to display a message when entering new Person/Non-Persons. Change Color Settings You can access File > Preference to change the color used in Banner for icons, canvas, menu links, and other forms.

21 The Help Menu Using Banner Data Extract SunGard Higher Education delivers the extract feature on most validation forms, and also on a limited number of rule, application, and inquiry forms where the feature has been tested. This feature has not been test on all forms. Extract results are unpredictable on forms that have not been tested with this feature. If you want to extract data on an untested form, your system administrator can consider enabling the extract feature on GUAOBJS. SunGard Higher Education does not support this feature on untested forms, but will, however, continue to test more forms and expand support with future releases. You can extract data from a Banner form to a spreadsheet. On some forms, you have the option to extract detail data from the current block either with or without data from the key block included. Once in a spreadsheet, you can easily make graphs and reports for the data. You can tell that the extract feature is enabled on a specific form if one or both of the following options are enabled in the Help pull-down menu for the form: Extract Data with Key extracts details in the current block with key data. Extract Data No Key extracts details in the current block without key data. The Data Extract Option field on GUAOBJS determines whether one, both, or neither of these extract options is available for a form. Figure 24: Data Extract Option

Online Help Banner online help contains information about forms and fields, as well as tasks you can perform with Banner. This help system runs in a web browser.

From there, you can expand the help window to browse through other topics, or to use the search and index features to look for specific topics. Figure Error! Bookmark not defined.

22 Online Help Banner online help contains information about forms and fields, as well as tasks you can perform with Banner. This help system runs in a web browser. When you access online help, information about the current form is displayed. From there, you can expand the help window to browse through other topics, or to use the search and index features to look for specific topics. Figure Error! Bookmark not defined.: Online Help Banner Documentation Bookshelf The Banner Documentation Bookshelf is an easy way to access Banner documents directly from your computer. The Bookshelf includes both user and technical documentation. Documents in the Bookshelf appear in PDF (portable document format). They look the same as the hard copy versions, regardless of the computer you are using. You can print any document locally. Figure 25: Where to Access Banner Bookshelf

minimum and maximum values. This is also very useful when writing Ad-hoc reports through SQL or another reporting tool.

23 Help (Item Properties) Help (Item Properties) lists all the properties of any current field your mouse cursor is located in. For example, you can find its internal database name, whether it is query-able, whether it is required, type of data (character or numeric), maximum length, and minimum and maximum values. This is also very useful when writing Ad-hoc reports through SQL or another reporting tool. To display Help (Item Properties) for a field: 1. Place the cursor in the field you wish to view properties for. 2. Select the Help (Item Properties) function. Figure 26: Viewing Item Properties (cropped) Figure 27: Properties (cropped)

Show Keys Show Keys lists the Oracle functions and associated keystrokes available in your environment for the current field, window,

From the Help Menu, select the Show Keys function. 2.

Figure 28: Show Keys (cropped) Auto Hint Line The auto hint at the bottom of the form can contain the following information for the

24 Show Keys Show Keys lists the Oracle functions and associated keystrokes available in your environment for the current field, window, and form. Specific keystrokes for a function depend on your environment. To display Show Keys: 1. From the Help Menu, select the Show Keys function. 2. An information box will display showing keyboard strokes for performing basic navigation in Banner. Figure 28: Show Keys (cropped) Auto Hint Line The auto hint at the bottom of the form can contain the following information for the field where the cursor is located: Brief field description Error and processing messages Keyboard equivalents (if you can access other blocks, windows, or forms from the field) Example: Querying a vendor on FTIIDEN will display actions in Auto Hint Line. the Figure 29: Auto Hint Line

25 Banner Common Functions Many of the common functions you can perform in Banner can be accessed via the File menu Figure 30: File Menu Common Functions (cropped) The Toolbar Icons Select Rollback Save Print Exit Options Shortcut Menu The Options shortcut menu contains form-specific options as well as Rollback, Save, Exit, Print, and Add to Personal Menu. You can access this menu by right-clicking while you are in a form (not in a field). Figure 31: Access Options while in a Form

26 Navigation Equivalents Use the table as a guide to the navigation equivalents for the File menu options. Function Key(s) Menu Bar Toolbar Save F10 File/Save Print File/Print Rollback Shift + F7 File/Rollback Basic Next Field Tab Previous Field Shift + Tab Banner Navigation & Shortcuts Block Record Query Clear Field Ctrl + U Item/Clear Display Go To Field F5 Exit Form/Query Ctrl + Q File/Exit Online Help Help Next Block Ctrl + Page Block/Next Down Previous Block Ctrl + Page Block/Previous Up Clear Block Shift + F5 Block/Clear Previous Record Up Arrow Record/Previous Next Record Down Record/Next Arrow Clear Record F7 Record/Clear Remove Record Shift + F6 Record/Remove Insert Record F6 + Down Record/Insert Arrow Duplicate Record F4 Record/Duplicate Enter Query F7 Query/Enter Execute Query F8 Execute Query Count Query Hits Shift + F2 Query/Count Hits Cancel Query Ctrl + Q Query/Cancel Mouse Options Menu Calendar Right Click outside of fields to display Options Menu Double click in a date field to display the calendar

27 Wildcards You can use these wildcards with queries: % (percent sign) represents any number of characters o %Educ will result in anything ending with Educ. o %Educ% will result in anything with Educ in any part of the request o Educ% will result in anything beginning with Educ. _ (underscore) represents one occurrence of a character. Follow these steps to perform a query 1. Access the SCT Banner form from which you want to perform a query. 2. Perform an Enter Query function to put the form in query mode. 3. Enter the data you wish to find, using wildcards if appropriate. 4. Perform an Execute Query function to find search results.

28 Population Selections Purpose Once a population selection is defined, the Population Selection Extract Process (GLBDATA) is used to extract IDs (people and nonpersons) from the Banner database based on the rules entered on the Population Selection Definition Rules Form (GLRSLCT). If the results of this extract identify the population receiving a letter, it should be executed before running the Letter Extract Process (GLBLSEL). If the results of this extract identify the population to be used in a report, it must be executed before running that report. The Process Submission Control Form (GJAPCTL) lets you run a report or process and save the parameters as user-level defaults. If you want to save more than one set of parameters for the report or process, you can save the current set with a unique name. The defaults in each set are associated with the user ID and the job parameter set. Running a Population Selection Run the Population Selection Extract Process (GLBDATA) 1. Access the Population Selection Extract Process (GLBDATA). 2. Perform a NEXT BLOCK function. 3. Enter the desired printer name in the Printer field. (Optional) NOTE: You can enter DATABASE to write the report to a table for on-line viewing and to enable the saving of the report to a shared folder on a designated network drive. 4. Perform a NEXT BLOCK function. 5. There are three (3) required parameters required to run a population selection. a. The name of the population selection (Parameter 01 Selection Identifier 1). b. The name of the application (Parameter 06 Application Code) c. The user name of the person who created the selection ID (Parameter 07 Creator ID of Selection ID) NOTE: If the population selection includes prompts, the prompts will display as Parameter 88 when you run the Population Selection Extract Process (GLBDATA). Go back and add the prompt, then re-run GLBDATA. 6. Perform a NEXT BLOCK function. 7. Save (F10) or click the save icon on the file menu.

29 Figure 32: Running a Population Selection Extract (GLBDATA) 8. On the file menu, click Options Figure 33: Accessing GLBDATA Extract 9. Click the File Name search icon. Figure 34: Accessing the file

log file Figure 36: Population Selection Extract results Viewing a Population Selection The result of a population

30 10. Double click on the.log file. You will be able to see the results of the extract for the population selection. Figure 35: Accessing the.log file Figure 36: Population Selection Extract results Viewing a Population Selection The result of a population selection can be viewed in several ways depending on whether you want to: View the number of IDs selected for the population you just extracted View the number of IDs for all populations by application View and sort a population

View and modify a population manually Immediately after running GLBDATA, you can select Review Output from the Options menu to see the number of IDs selected (see figure 36).

If you want to view the number of IDs for all populations within an application, you would use the Population Selection Inquiry Form (GLISLCT).

31 View and modify a population manually Immediately after running GLBDATA, you can select Review Output from the Options menu to see the number of IDs selected (see figure 36). This form is called the Saved Output Review Form (GJIREVO). GJIREVO allows you to view, save, or print your results. If you want to view the number of IDs for all populations within an application, you would use the Population Selection Inquiry Form (GLISLCT). You can click on any population selection in the Selection ID column to select it. Once selected, the corresponding User ID and Count Fields display in the Selection Counts blocks. Figure 37: Population Selection Inquiry Form (GLISLCT) If you want to view and sort the IDs within the population, you would use the Population Selection Extract Inquiry Form (GLIEXTR). You can sort by name or by ID. Figure 38: Population Selection Extract Inquiry (GLIEXTR)

32 Modifying a Population Selection To modify a population selection, you must use the Population Selection Extract Data Form (GLAEXTR). Use the Insert Record icon to manually add an ID to the population selection. Use the Remove Record icon to remove IDs from the population selection. Figure 39: Population Selection Extract Data Form (GLAEXTR) Once a name is added manually, the Manual radio button is automatically selected.

Unit 1: Navigation. Supplemental Materials

Unit 1: Navigation. Supplemental Materials Unit 1: Navigation Supplemental Materials This document is a compilation of all Job Aids and Printable Versions from Unit 1: Navigation. U1_SpplmntlMtrls Supplemental Materials Page 1 Table of Contents