UNC to NCDOJ Banner Student Accounts Interface Fayetteville Fort Bragg

Be courteous to others Please silence your electronic gear. Thank You.

Background UNC FIT Initiative Campuses had reported a labor intensive manual entry process to NCDOJ UNC-GA, OSC and DOJ met Viewed an efficiency opportunity DOJ worked to accept XML format UNC-GA worked to develop a Banner interface

We hear all kinds of things… The program is not ready. It’s not recognizing my campus ID. I’m getting too many address errors. It’s quicker to just enter into excel and save as XML. Name prefix/suffix errors.

What do we hear from DOJ? So far, submissions only coming from Banner schools Receiving file uploads from FSU and UNCP Interest expressed by UNCC and ASU Would like to hear where NCSU is with PeopleSoft interface Would like to see more schools use the file upload process rather than manually entering data to their portal record by record Looking to allow uploading of Excel file formats in the future

And what about UNC-GA? Recording the data in excel using DOJ prescribed format and saving as an XML file may be what campuses are doing now. If so, that process may be sufficient and forgo the need for an interface. True? Do we need the Banner interface? How can we make this better? We know the DOJ is using Infoshare software to process delinquent accounts from all state agencies – not just universities and they are considering updating (possibly changing) software in 2017.

Today’s Discussion Educate Share experience Determine additional needs And maybe define “next steps”

So what do we have now? A Department of Justice (DOJ) that wants us to submit a file rather than record by record entry to their system. An “interface” that uses baseline functionality for one ERP (Banner) but not the other one (PeopleSoft.) And, due to limited roll out resources … The Banner interface is only used by 2 campuses.

From UNC-GA, the TWRNCAG Process Written and tested for the Banner ERP in 2013 Provides file of overdue student accounts to the NC DOJ in the XML format that meets their needs.

But first, on the NCDOJ side…

DOJ’s Software Identification Keys Unique File Identifier Unique File Key Unique Contact Key Unique Agency Key Unique Department Key

Unique File Identifier FileUniqueID a unique key for each XML file. It is assigned by the vendor system when each XML file is generated. InfoShare will use it to accept the file once and reject it if this XML is resent.

Unique File Key File UniqueKey is generated by the vendor system, which should be a permanent and unique key in the vendor system. This key is always associated with the Submitting Agency.

Unique Contact Key Contact UniqueKey is generated by vendor system which should be a permanent and unique key in vendor system. It contains identify information about the agency contact within the XML. This key is always associated with the Submitting Agency Contact.

Unique Agency Key Agency UniqueKey and Department UniqueKey will be generated by NCAG’s Infoshare Collection Section and will be used by the vendor when generating the XML file. Each new agency and each new department within each agency will need to ‘register’ with NCDOJ Collection section so that a unique agency key and unique department key can be assigned. DOJ Collection will provide you the Department and Agency keys.

Sample of What’s been assigned NCDOJ assigned “Agency Unique” Keys and “Department” Keys to be used by campuses. Created when 1 st attempted to submit a file.

Making sure you have the correct identifiers in the correct places are the “keys” for successful transmission to NCDOJ.

Using the Process Analyze Accounts Set Up Banner Data GTVSDAX TGACOLC Create the file TWRNCAG

Analyze Your Accounts Everyone has to look at their data Banner TGRAGES WEBFOCUS reporting EXCEL data analysis Determine which accounts need to be turned over to collections

Set up and enter baseline Banner data GTVSDAX

GTVSDAX Form

GTVSDAX – Get DOJ Keys to Banner Unique Key Campus Code Campus Name Department Key Department Name Contact Key Contact User Name Banner GTVSDAX

GTVSDAX – Contact Information

GTVSDAX – Unique Campus Key

GTVSDAX Records

GTVSDAX – Address Type Multiple types can be defined Record the search priority

GTVSDAX – Function Names Known as “Debt Types” on the DOJ side Examples: Accounts Receivable PELL Grant Overpayments Student Loan (1) Student Loan (2)

GTVSDAX – Interest, Fees, Limits INTEREST: Description value is the campus detail code used for charging interest. LATE FEE: Description value is the campus detail code used for charging late fees. LIMIT: Description value of YES means send only 100 records. NO says there is no limit on number of records.

GTVSDAX – SSN Format Define SSN format to be transmitted First 5 characters (gets sent in the format: ) Last 4 characters (gets sent in the format: 6789) All 9 characters (gets sent in the format: )

GTVSDAX – Vendor ID Define the campus Vendor ID for the Attorney General’s Office

Enter IDs on the Banner Form TGACOLC

TGACOLC: Baseline Collections Form Use the VENDORID from GTVSDAX as the “Agency ID” in the header. Then enter student IDs to be turned over for collection in the detail portion of the form.

Run the UNC-GA Banner Program TWRNCAG

TWRNCAG: Attorney General Report Run the GA-developed process to produce an XML file in the format approved by the Attorney General’s Office. You have some options when running the process.

Parameter 01 – Output filename You will need to work with your campus IT to find the output directory where the file resides.

Processing Period

Parameter 04 – Report Mode Y = Produce a REPORT only N = Produce a report and Update the “Last Reported Date” in the TBRCOLC table.

Parameter 05 – Function This parameter was defined so that the interface could be used for multiple purposes in the future. At this time, the only function to be used by this interface is STUDRECV

Parameter 06 – Response Due Date Value is used to populate a required field on the NCDOJ record format but at the time of development, no guidance was given as to how this date would be used.

Parameter 07 – Log Message Level Typically “info” but when set to “debug,” the report provides details in the.log file that assist in diagnosing problems.

Dept. of Justice (DOJ) Portal Submitting the File

DOJ Client Agency Portal

DOJ Client Agency Portal - Upload

DOJ Client Agency Portal - History

Some NCDOJ Data Standards

Lookup: Agency Type

Lookup: Prefix Name

Lookup: Suffix Name

Lookup: Debt Type (GTVSDAX FUNCTIONNAME)

Lookup: Returned Check Reasons

Experiences Errors occur if Banner data does not agree with NCDOJ standards You must use your own keys and identifiers obtained from NCDOJ Clean address records eliminate some errors Comments?

Questions and General Discussion

Thank You David Beach UNC-GA ERP Systems Consulting Fayetteville Fort Bragg