Banner Finance Grant Queries - Wichita State Universitywintrain.wichita.edu/WIN/Banner Finance Grant Queries.… · · 2010-11-05and maintenance of grant information in Banner

Confidential Business Information This document is for use at Wichita State University for the purpose of training and is considered confidential. Contact Applications Training at 316-978-5800 or [email protected]

Banner Finance Grant Queries

Banner Module: Finance Last revised: February 13, 2008

Banner Finance Grant Queries

Banner Finance Grant Queries – February 13, 2008 Page 2 of 23

Table of Contents

A. Get Connected ..................................................................................................... 3 B. Add *WSUGRANT to My Banner .......................................................................... 4

Exercise: Add *WSUGRANT to My Banner .............................................. 4 WSU Grant Inquiry (*WSUGRANT) ........................................................... 5

C. Banner Grant Inquiry Forms ................................................................................. 6 Office of Research Administration (ORA) .................................................. 6 Terminology ............................................................................................... 6

D. Grant Code Inquiry (FRIGRNT) ............................................................................ 7 Review of Query Commands ..................................................................... 8 Exercise: Using Grant Code Inquiry (FRIGRNT) ...................................... 9

E. Grant Code Maintenance (View Only) FRAGRNT .............................................. 11 F. Organizational Budget/Review Officer (FWABROF) ........................................... 14 G. Grant Organization Inquiry (FRIORGH) .............................................................. 15 H. Grant Personnel Inquiry (FRIPSTG) ................................................................... 16 I. Grant Inception to Date (FRIGITD) ..................................................................... 17

Exercise: How to View a Single Fund for a Grant ................................... 17 Grant Dates ............................................................................................. 18 Account Summary ................................................................................... 18 Fund Summary ........................................................................................ 20 Exercise: How to View Multiple Funds for a Grant .................................. 20 Exercise: Using Grant Transaction Detail (FRIGTRD) ............................ 22

Wichita State University


Get Connected Section

AA

Faculty/Staff Cube Searchable knowledgebase to view how to demos, docs and guides.

Look for this icon in myWSU:

Applications Training

Training and Support

Assists faculty and staff with myWSU, Banner, Self Service and Reporting Services

5800 [email protected]

Help Desk

Passwords, hardware and software support for students, faculty and staff

HELP (4357)

[email protected]



Add *WSUGRANT to My Banner Section

BB

My Banner For detailed instructions regarding My Banner Personal Menu, refer to Banner Finance Queries.

Exercise: Add *WSUGRANT to My Banner

Add WSU Grant Inquiry to My Banner.

1 From the General Menu, double click on My Banner to open (expand) the options. Current My Banner users: Select Organize My Banner. [GUAPMNU]

2 The following form will display. The cursor is active in the Object box in the right panel.

3 In the Object box: On an empty row, enter *WSUGRANT for the grant inquiry forms folder.

Press the [Tab] key to display the description.

4 **Invalid object** will display in the Description box if: The form name was entered incorrectly or The user does not have security to the form.

An *ERROR* message will also display in Auto Hint if an option was entered without the proper security.

5 When complete, verify the cursor is NOT on a blank row. Save the record. (F10 on the Menu bar) Exit the form. (X on the Menu bar)

6 In the Go To: box, type REFRESH and press [Tab] or [Enter]. 7 My Banner automatically collapses.

Double click on My Banner to view the new options.



WSU Grant Inquiry (*WSUGRANT)

WSU Grant Inquiry

The forms discussed in this learning guide are included in the My Banner, WSU Grant Inquiry folder.

Grant Inquiry forms

Description Form Name Also from Section

Grant Code Inquiry FRIGRNT * Q

Grant Inception to Date Options> Grant Transaction Detail

FRIGITD FRIGTRD

FRIPSTG *

V

Grant Maintenance (View Only) FRAGRNT FRIGITD FRIORGH FRIPSTG

R

Grant Organization Inquiry FRIORGH T

Grant Personnel Inquiry FRIPSTG U

Organizational Budget/Review Officer FWABROF * S *Information is also accessible from Reporting Services Financial Reports folders, Self Service Finance using Budget Queries or View Document.



Banner Grant Inquiry Forms Section

CC

Office of Research Administration (ORA)

Mission The mission of Office of Research Administration is to enhance faculty and staff success in obtaining external funding for research, training and service activities and to assist in the management of awards.

Contact information

Names, telephone numbers and email address are located in Section B, Contact Information of this learning guide.

Banner The Office of Research Administration (ORA) is responsible for the creation and maintenance of grant information in Banner.

Terminology

Chart of Accounts

The Chart of Accounts (COA) is the number “1”.

Grant code A unique code assigned to each grant award.

Fund code Each funding source is associated with a grant and is assigned a fund code. All grants must be assigned at least one fund. Multiple funds can be assigned to a single grant. The fund code is used for all grant expenditures in combination with the organization code.

Organization code

Represents the Principle Investigator (PI) responsible for the grant.



Grant Code Inquiry (FRIGRNT) Section

DD

How to access

Grant Code Inquiry (FRIGRNT) is used to query valid grant codes. The information is maintained by Office of Research Administration.

Grant A unique code assigned to each grant award.

Principle Investigator ID and name

PI responsible for the grant. Query search techniques can be used to locate the PI using the myWSU ID, last and/or first name.

Agency Code and name of sponsoring agency associated with the grant.

Current Amount

The most recent amount awarded for the grant. This amount is used for informational purposes only.

Cumulative Amount

The amount awarded from the sponsoring agency to date. This amount is for informational purposes only.

Maximum Amount

Amount that has been committed by the sponsoring agency. This amount is for informational purposes only.

Status Status code of the grant. Active grants are coded “A”. At this time, all grants are flagged Active in Banner.

Status Date The most recent activity date in Banner

Continued on next page



Grant Code Inquiry (FRIGRNT), Continued

Project Start Date

Start date for the project period of the grant.

Project End Date

End date for the project period of the grant.

Sponsor ID Grant identification code, if applicable, assigned by the sponsoring agency.

Responsible Organization

Chart of Accounts (COA) code, organization code and description.

Review of Query Commands

See Section E, Using Banner Queries of the Banner Finance Queries learning guide for more details regarding navigation tips, wildcards, query commands and search techniques.

Execute Query, Execute on the Menu bar or Execute Query on the Icon bar or F8 on the keyboard.

Recall last executed query

From the Menu bar, Query, Last Criteria or F7 twice on the keyboard.

Enter Query, Enter on the Menu bar

or Enter Query on the Icon bar or F7 on the keyboard.



Exercise: Using Grant Code Inquiry (FRIGRNT)

FRIGRNT is used to locate and review summary grant information.

1

Access the Banner form Grant Code Inquiry (FRIGRNT) from: My Banner, WSU Grant Inquiry

or Grant Maintenance (View only)

(FRAGRNT); click on the search drop down arrow and select from the list.

This form is case sensitive!

2 Grant code – how to search for all or part of a grant code. Enter a complete grant code R44171 or Enter a partial code and a wildcard.

R71% will return all grant codes

staring with “R71” %71% containing “71” R%71 starting with “R” and ending with “71”

Execute (F8) query and review the results. Enter query (F7) to clear the form and enter different selection criteria.

3 Grant Description/Title – how to search for all or part of a grant title. The title is not case sensitive. Using the examples below as a guide, enter all or part of the grant title.

%Kinbre% will return all grants whose title

contains “KINBRE” kinbre% starts with “KINBRE” %KINBRE ends with “KINBRE”

Execute the query and review the results. Were records always returned? Remember, the position of the wildcard is important.




Exercise: Using Grant Code Inquiry (FRIGRNT), Continued

4 Principal Investigator – how to search for the PI using all or part of the last

name. The boxes are case sensitive. Using the examples below as a guide, enter all or part of a PI’s last name in the middle column of the row Principal Investigator ID:

Hendry will return all Principal Investigators

whose last name

is “Hendry” %Hendry% contains “Hendry” Hendry% starts with “Hendry” %Hendry ends with “Hendry”

Execute the query and review the results.

5

Dates – how to query dates. Using the examples below, enter the dates in Project End Date, Execute each query and review the results. Multiple boxes can be searched at one time, allowing for a refined search. In these examples, the PI last name “Hendry” is used in conjunction with the Project End Date search.

Date and wildcard search examples: %2008%

will return all Project End Date(s) containing “2008”

%Sep%2008 for September, 2008 30-SEP-2008 of 09/30/2008



Grant Code Maintenance (View Only) FRAGRNT Section

EE

FRIGRNT and FRAGRNT

The information on FRAGRNT is similar to Grant Code Inquiry (FRIGRNT).

View Only Grant Maintenance (FRAGRNT) was made view only through security.

How to access

FRAGRNT is accessed from the General menu and from Options on: Grant Organization Inquiry (FRIORGH) and Grant Personnel Inquiry (FRIPSTG).

Key block Grant

Enter a grant code. (Note: when accessed through FRIORGH and

FRIPSTG, the grant code is automatically entered.) or Search for a grant by clicking on the search drop down arrow to access

FRIGRNT.

After locating the grant, double click on the grant code to select and return to FRAGRNT.

Key block Proposal

Proposal is not used at this time, leave the box blank.

Navigation tips

Next Block to view the information. To move from tab to tab, click on the tab or Next Block. Rollback to return to the Key block and select a different grant.



Grant Code Maintenance (View Only), Continued

Main tab

Grant Agency tab

Location tab Not used at this time.




Grant Code Maintenance (View Only), Continued

Cost Code tab

Personnel tab

Billing tab

User Defined Data tab

Not used at this time.



Organizational Budget/Review Officer (FWABROF)

Section

FF

Organizational Budget/Review Officer (FWABROF) is a WSU custom form used to review contact information and funds associated with a finance organization code.

My Banner FWABROF is located under My Banner, WSU Grant Inquiry.

Reporting Services

A report similar to this Banner form is available in the Reporting Services Financial Reports – Organizations folder.

Organization code

Enter an organization code or click on the Search drop down arrow to find/select from a list. The Status code in the top, right hand corner indicates if the organization code is Active or Inactive.

Details Next Block to view the details.

Rollback To select a different organization code, click the Rollback.

Exit When finished, click the Exit icon on the Menu bar.

Corrections The Budget Officer or Budget Review officer is asked to e-mail corrections to

Michel Winters in the budget office: [email protected].



Grant Organization Inquiry (FRIORGH) Section

GG

Grant Organization Inquiry displays all grants associated with an organization code and displays summary information.

Key block The Chart of Accounts (COA) value “1” is entered automatically and should

not be changed. Organization code is required. In this example, code 700151 is used.

Navigation tips

Next Block to view the information block. Rollback to return to the Key block and enter a different grant code.

Information block

All grants associated with the organization code are displayed.

Total

Total, located at the bottom of the form, is a “running” total. If the scroll bar on the right is multi-colored, scroll to the bottom of the form for the final total.



Grant Personnel Inquiry (FRIPSTG) Section

HH

Grant Personnel Inquiry displays the grants for a Principal Investigator.

Key block Enter the myWSU ID of the Principal Investigator (PI) or click on the search

drop down arrow to access the search form FTIIDEN. For more information on the Entity Name/ID Search (FTIIDEN), see Section H, Banner Finance Queries learning guide.



Grant Inception to Date (FRIGITD) Section

II

Grant Inception to Date (FRIGITD) is used to review a grant’s financial information. Finance security is required to view grant financial information.

Exercise: How to View a Single Fund for a Grant

Access Grant Inception to Date (FRIGITD). Use these steps to view budget, expenditures and available balance information for a grant and fund.

1 Required Entry: Chart of Accounts –“1” is automatically entered and should not be

changed. Grant – Enter the valid grant code. Fund – Enter the associated fund code. Organization – Enter the grant’s organization code.

2 There are a number of optional parameters on FRIGITD. The most frequently used options are discussed below.

3 After completing the Key block, Next Block to view the financial information.



Grant Dates

Changing time frame

Different time frames can be viewed by selecting various grant month and/or year.

Conversation date

During the conversion of grant data from the Legacy system to Banner, 1988 was used as the beginning year (Date From).

Inception date When a grant is entered into Banner by ORA, Date From is the inception month and year.

Account Summary

Account Summary

Click the drop down arrow and select one of the options. Level 1 Account Types Level 2 Account Types All Levels

Account Summary Level 1

View a fund’s financial information by Level 1 Account Type.




Account Summary, Continued

Account Summary Level 2

View a fund’s financial information by Level 2 Account Type.

Account Summary All Levels

View a fund’s financial information for all levels.



Fund Summary

Fund Summary

Fund summary can be used to view summary financial information for all funds associated with a grant and organization. Typically, it is used when viewing multiple funds for a grant, as outlined in the following exercise.

Exercise: How to View Multiple Funds for a Grant ‘

Viewing multiple funds for a grant code in FRIGITD. Grant and Organization codes must be completed. Fund must be blank. Fund Summary box checked.

1 In the Key block section of FRIGITD: enter a valid Grant code or click on the Grant search drop down arrow and select List of Grant Codes (FRIGRNT) to locate a valid code. Press [Tab] to view the description.

2

Enter the Organization code and advance to Step 3 or follow these steps and Banner will enter the Organization code. Enter the same Grant code in Fund. Press [Tab].

The associated code will default into Organization.

3

Delete the Fund code. To navigate back to Fund, press [Shift] + [Tab] or mouse click on

the code. When the Fund code is highlighted, press

[Delete].




Exercise: How to View Multiple Funds for a Grant, Continued

4 Check the Fund Summary box.

5 Next Block. 6 The Grant Summary by Fund Code Window will display.

Fund Codes are listed on the top block and its corresponding detail in the bottom block. Arrow down or click on the next Fund Code to view its corresponding detail.

7 Rollback to return to the Key block and change selection criteria in FRIGITD.



Exercise: Using Grant Transaction Detail (FRIGTRD)

Detailed transactions are viewable from Grant Inception to Date, (FRIGITD).

1

Access Grant Inception to Date, (FRIGITD) and complete the Key block. To view financial detail for a specific month and/or year, change the Date From and/or Date To dates in the Key block. Next Block to view the accounting information.

2 Highlight an Account code.

Select Options > Grant Detail Information (FRIGTRD).

3 The grant’s detail transactions are displayed for the selected account code.

4 Items of interest on FRIGTRD: Invoice numbers for on-campus charges are shown in Description.

Business Procurement Card (BPC) transactions are coded with a

document type starting in “S”.




Exercise: Using Grant Transaction Detail (FRIGTRD), Continued

4

(cont) Various Field codes identify the type of transaction that is posted to the account code. There are five commonly used codes at WSU.

Code Description OBD Original budget ABD Budget adjustment YTD Expense and revenue ENC Encumbrances RSV Reservations

FRIGTRD is a detail transaction form. If a requisition is turned into a Purchase Order (PO) and the PO is cancelled and re-entered, multiple transactions will display. If partial payments are posted, more transactions will display. This form can become confusing and the amount of data overwhelming.

5 Grant and detailed transaction questions should be directed to ORA: Linda Tedder (ext. 6802) Sarah Hunt (ext. 6804)

Documents

Banner Finance Grant Queries - Wichita State Universitywintrain.wichita.edu/WIN/Banner Finance Grant Queries.… · · 2010-11-05and maintenance of grant information in Banner