Web Finance at FAUWeb Finance at FAU

Web Finance ContactsWeb Finance Contacts

Bob Pope 7 - 2712 Bob Pope 7 - 2712 pope@fau.edupope@fau.edu Dr. Rosanna Star Berzok 7 - 2932 Dr. Rosanna Star Berzok 7 - 2932

rberzok@fau.edurberzok@fau.edu

Module SummaryModule Summary

SCT Product InformationSCT Product Information FOAP StringFOAP String Accessing Self-Service FinanceAccessing Self-Service Finance Looking up CodesLooking up Codes Performing a Budget QueryPerforming a Budget Query Performing an Encumbrance QueryPerforming an Encumbrance Query Viewing DocumentsViewing Documents

SCT Product InformationSCT Product Information

FAU’s purchase of Banner Finance, FAU’s purchase of Banner Finance, Human Resources and Student Human Resources and Student Information SystemInformation System

Implementation ScheduleImplementation Schedule TimelineTimeline

SCT Banner FOAPSCT Banner FOAPChart of Account StructureChart of Account Structure

FF -- FundFund OO -- OrganizationOrganization AA -- AccountAccount PP -- ProgramProgram

Fund CodeFund Code

Alpha numeric 6 digit field (SAMAS was 6 Alpha numeric 6 digit field (SAMAS was 6 numeric)numeric)

Self balancing set of accounts in which Self balancing set of accounts in which transactions are recorded and segregated transactions are recorded and segregated to carry on specific activities or attain to carry on specific activities or attain certain objectivescertain objectives

Fund codes are required when we need a Fund codes are required when we need a Balance Sheet for a University department Balance Sheet for a University department or specific entity, such as an Auxiliary, a or specific entity, such as an Auxiliary, a Grant, a Construction ProjectGrant, a Construction Project

Banner FundsBanner Funds

We will have many more fund codes We will have many more fund codes than we presently havethan we presently have

A fund code is required to track cash A fund code is required to track cash and fund balanceand fund balance

Each grant will have a unique fund Each grant will have a unique fund rather than a unique organization rather than a unique organization codecode

See See SAMAS SAMAS vsvs Banner Banner CodesCodes on on http://http://www.fau.edu/admin/fiscal/sctwww.fau.edu/admin/fiscal/sct//

Organization CODEOrganization CODE

Alpha Numeric 6 digit field (SAMAS – Alpha Numeric 6 digit field (SAMAS – 9 digit numeric department number)9 digit numeric department number)

Designation for departmental / Designation for departmental / budgetary subdivisionsbudgetary subdivisions

Banner provides hierarchy rollup Banner provides hierarchy rollup structure for reporting purposesstructure for reporting purposes

Account CodeAccount Code

Alpha Numeric 6 digit field (SAMAS – 6 Alpha Numeric 6 digit field (SAMAS – 6 digit numeric object code)digit numeric object code)

Codes used for asset, liability, equity, revenue, expenditure and/or transfer account classifications

(TYPICAL BEAN COUNTER STUFF) We have retained the SAMAS codes and We have retained the SAMAS codes and

descriptions for Banner, with some descriptions for Banner, with some consolidationconsolidation

Other Banner FeaturesOther Banner Features

On Line Real Time Access to Data, On Line Real Time Access to Data, Transactions and ReportsTransactions and Reports

Can use Microsoft Xcel, Access, Word Can use Microsoft Xcel, Access, Word to import and export data and for to import and export data and for reportingreporting

On Line Document ApprovalsOn Line Document Approvals Security to limit access to data by Security to limit access to data by

individual or multiple FOAP codesindividual or multiple FOAP codes

Samples – Funds and Samples – Funds and OrganizationsOrganizations

SAMAS FundSAMAS Fund

Education and Education and GeneralGeneral

000210000210

Banner FundBanner Fund

Grant and Aids (New Grant and Aids (New name for E&G)name for E&G)

GTAIDSGTAIDS

SAMAS OrganizationSAMAS Organization

Controller’s OfficeController’s Office

0120-000-000120-000-00

Banner OrganizationBanner Organization

Controller’s OfficeController’s Office

F12000F12000

Samples- ContinuedSamples- Continued

SAMASSAMAS BannerBanner 0001-000-000001-000-00 P00100P00100 0005-000-000005-000-00 U00500U00500 1000-000-011000-000-01 A00000A00000 1100-000-011100-000-01 B10000B10000 1600-000-011600-000-01 B60000B60000 4060-000-624060-000-62 S06000S06000 1070-000-141070-000-14 J07000J07000 There are many, many more codes, of There are many, many more codes, of

coursecourse

Program CodeProgram Code

Alpha numeric six digit code (SAMAS Alpha numeric six digit code (SAMAS – 2 digit numeric – External Program – 2 digit numeric – External Program Code)Code)

Each Organization code will have one Each Organization code will have one Program Code, similar to SAMASProgram Code, similar to SAMAS

Will be used for IPEDS and DCU Will be used for IPEDS and DCU reportingreporting

Banner Hierarchy StructureBanner Hierarchy Structure

All Banner codes are hierarchicalAll Banner codes are hierarchical Allows for roll up reporting up to the Allows for roll up reporting up to the

highest levelhighest level Funds – 4 LevelsFunds – 4 Levels Organizations – 5 levelsOrganizations – 5 levels Accounts – 4 levelsAccounts – 4 levels

Banner Organization CodesBanner Organization Codes

The 1The 1stst Digit = Executive Level or Campus Digit = Executive Level or Campus PP -- PresidentPresident RR -- VP ResearchVP Research AA -- Provost and CAOProvost and CAO FF -- Sr. VP Finance and COOSr. VP Finance and COO GG -- Vice President and ArchitectVice President and Architect SS -- Sr. VP Student AffairsSr. VP Student Affairs UU -- Sr. VP University AdvancementSr. VP University Advancement

Banner Organization Codes- 1Banner Organization Codes- 1stst Digit (Cont.)Digit (Cont.)

BB -- Boca CampusBoca Campus CC -- Commercial CampusCommercial Campus DD -- Davie CampusDavie Campus E E -- Sea TechSea Tech J J -- Jupiter CampusJupiter Campus KK -- Port St. Lucie CampusPort St. Lucie Campus T T - - Ft. Lauderdale – DowntownFt. Lauderdale – Downtown HH -- Pembroke PinesPembroke Pines VV -- Vero BeachVero Beach

Banner Organization Codes – Banner Organization Codes – 22ndnd through 6 through 6thth Digits Digits

2 – 4 = Digits 2 – 4 of the current 2 – 4 = Digits 2 – 4 of the current SAMAS numbers whenever possible – SAMAS numbers whenever possible – some cases we had conflicts / some cases we had conflicts / repeatsrepeats

Why? – Gives some recognition of old Why? – Gives some recognition of old numbersnumbers

5 – 6 = 00 – 99 and we have 5 – 6 = 00 – 99 and we have available AA-ZZ if we need itavailable AA-ZZ if we need it

Banner Information on WEBBanner Information on WEB

http://www.fau.edu/admin/fiscal/sct/http://www.fau.edu/admin/fiscal/sct/ Crosswalk of SAMAS to BANNER Crosswalk of SAMAS to BANNER

Organization Codes and Funds:Organization Codes and Funds: GO TO: GO TO: SAMAS SAMAS vsvs Banner Banner CodesCodes Please look at this and notify Bob Please look at this and notify Bob

Pope 7-2712, or Sharon Brown 7-4475 Pope 7-2712, or Sharon Brown 7-4475 if you see any problems or missing if you see any problems or missing codescodes

Accessing Self-Service Accessing Self-Service FinanceFinance

Enter the URL Address:Enter the URL Address:

http://oasis2.fau.edu:8050/pls/TRNG/twbkhttp://oasis2.fau.edu:8050/pls/TRNG/twbkwbis.P_GenMenu?name=homepagewbis.P_GenMenu?name=homepageThis is for training purposes only. You will be This is for training purposes only. You will be

issued a personalized log in and a new url issued a personalized log in and a new url addressaddress

Enter Secure AreaEnter Secure Area From main menu, click on Financial From main menu, click on Financial

Information Menu Information Menu

Financial InformationFinancial Information

Budget QueryBudget Query Encumbrance QueryEncumbrance Query Approve DocumentsApprove Documents View Budget View Budget

Look up Codes – Look up Codes – this exercise for showing the this exercise for showing the wildcard featurewildcard feature

Click on RequisitionClick on Requisition Scroll down to Scroll down to

Code Look up Code Look up sectionsection

Chart of accounts Chart of accounts will be “1”will be “1”

Code Criteria, we Code Criteria, we can choose what can choose what we are looking for we are looking for

Use wildcard “%”Use wildcard “%”

Budget QueryBudget Query

Create a New QueryCreate a New Query Type  Type  

Budget Status by AccountBudget Status by Account Budget Status by Organizational HierarchyBudget Status by Organizational Hierarchy Budget Quick QueryBudget Quick Query

Choose one and depress “Create Query”Choose one and depress “Create Query”OROR

You can Retrieve Existing QueryYou can Retrieve Existing QueryClick on down arrow from “Saved Query” Click on down arrow from “Saved Query” Use retrieve queryUse retrieve query

Encumbrance QueryEncumbrance Query

Always use “1”

Search for the fund

Search for the organization