1 SCT Banner ODS OPERATIONAL DATA STORE Presented by Penney Doughtie revised 1/29/2016 SCT Banner ODS OPERATIONAL DATA STORE Presented by Penney Doughtie revised 1/29/2016

2 What is ODS? OPERATIONAL DATA STORAGE SCT Banner Product for Reporting SCT Banner Product for Reporting Retrieves production data Retrieves production data Inquiry only, no update Inquiry only, no update

3 How Do I Get Security Access? Security access to Banner Finance will provide access to ODS. Security access to Banner Finance will provide access to ODS. User Name = PirateID User Name = PirateID Password = is a random number issued by ITCS. Password = is a random number issued by ITCS. An automated will be sent to each user when Banner Finance security access is granted and the temporary password is included. An automated will be sent to each user when Banner Finance security access is granted and the temporary password is included.

4 How Do I Get the Software I Need? Create an Online Request ticket at Create an Online Request ticket athttps://ithelp.ecu.edu/ Request PC installation of ODBC drivers for “REPT” Request PC installation of ODBC drivers for “REPT” This is no charge to the department This is no charge to the department

5 What data is available? Transaction Detail History Transaction Detail History General ledger balance data General ledger balance data Operating ledger balance data Operating ledger balance data Encumbrance Summary Encumbrance Summary Finance data starting 07/01/1995 thru last night Finance data starting 07/01/1995 thru last night Payroll History Payroll History

ODS Finance Data Banner Finance Data Banner Finance Data July 1, 2005 to present July 1, 2005 to present Database = REPT Database = REPT Owner= ECU Owner= ECU Table = FS_Transactions_with Check Table = FS_Transactions_with Check FRS Finance Data FRS Finance Data July 1, 1995 to January 31, 2006 July 1, 1995 to January 31, 2006 Database = Rept Database = Rept Owner = ECUHIST Owner = ECUHIST Table = FRS_Transactions Table = FRS_Transactions 6

ODS Human Resources Data FRS HR Data FRS HR Data July 1, 1995 to January 31, 2006 July 1, 1995 to January 31, 2006 Database = Rept Database = Rept Owner = ECUHIST Owner = ECUHIST Table = FRS_Payroll_Trans Table = FRS_Payroll_Trans ******Missing payroll data from February 1, 2006 to June 30, 2007 can be requested by contacting Systems Coordination at This data timeframe is located on SBPD instance in ECUHISTORY.PY_HIST_BASE by payroll check date and SSN, this is not included in ODS security. Banner HR Data July 1, 2007 to present July 1, 2007 to present Database = Rept Database = Rept Owner = ECU Owner = ECU Table = PY_PAYROLL_HISTORY Table = PY_PAYROLL_HISTORY Use transaction date Use transaction date 7

8 ODS Quick Queries located on the Systems Coordination website ( Banner Vendor History Search Banner Vendor History Search Document Search Document Search Operating Ledger Balances (with Pool Account Subtotals) Operating Ledger Balances (with Pool Account Subtotals) Transactions Transactions Banner Encumbrance Summary Banner Encumbrance Summary Payroll History Payroll History Banner Cash Balances by Orgn (for Foundations and Special Funds) Banner Cash Balances by Orgn (for Foundations and Special Funds) Banner Account Description Banner Account Description

9 Go to the Systems Coordination website ( Scroll down to the Quick Query List Scroll down to the Quick Query List Click “Banner Vendor History Search” Click “Banner Vendor History Search” Click “Enable Content”, beside Security Warning Click “Enable Content”, beside Security Warning

10 Click “Enable Content”, beside Security Warning

Enter the Banner Vendor Number and Fiscal Year Tab to cell A9, then click REFRESH 11

12 Service name will default to REPT, enter PirateID in the “User Name” field, enter REPT password. Click OK.

Query Results 13

14 Go to the Systems Coordination website ( Scroll down to the Quick Query List Scroll down to the Quick Query List Click “Document Search” Click “Document Search” Click “Enable Content” Click “Enable Content”

15 Click “Enable Content”, beside Security Warning

Enter the Document Number, Tab to cell A7, click REFRESH 16

17 Service name will default to REPT, enter PirateID in the “User Name” field, enter REPT password. Click OK.

18 Query Results

19 Go to the Systems Coordination website ( Scroll down to the Quick Query List Scroll down to the Quick Query List Click “Operating Ledger Balances” Click “Operating Ledger Balances” (with Pool Account Subtotals) (with Pool Account Subtotals) Click “Enable Content”, beside Security Warning Click “Enable Content”, beside Security Warning

Click “Enable Content”, beside Security Warning 20

Enter Fund, Orgn, Program, Fiscal Year and Calendar Month, Tab to cell A9, click REFRESH 21

Service name will default to REPT, enter PirateID in the “User Name” field, enter REPT password. Click OK. 22

Query Results 23

24 Go to the Systems Coordination website ( Scroll down to the Quick Query List Scroll down to the Quick Query List Click “Transactions” Click “Transactions” Click “Enable Content Click “Enable Content Enter Fiscal Year Enter Fiscal Year Enter Fund or % for all Funds Enter Fund or % for all Funds Enter Organization or % for all Funds Enter Organization or % for all Funds Enter Effect Cash (Y, B, E, or %) Enter Effect Cash (Y, B, E, or %) Y = Revenue & Expense Transactions Y = Revenue & Expense Transactions B = Budget Transactions B = Budget Transactions E = Encumbrance Transactions E = Encumbrance Transactions % = All Transactions % = All Transactions Enter Beginning Account Number and Ending Account Number Enter Beginning Account Number and Ending Account Number

Click “Enable Content”, beside Security Warning 25

Enter Fund, Orgn, Program, Beg Transaction Date, End Transaction Date, Fiscal Year, Tab to cell A9, click REFRESH 26

Service name will default to REPT, enter in the “User Name” field, enter REPT password. Click OK. 27

Query Results 28

Format the Data Once the data is returned, it can be reformatted. For example…in the Banner Vendor History Search Quick Query Click Review Click Review Click Unprotect Worksheet Click Unprotect Worksheet Click the drop down in the desired column heading Click the drop down in the desired column heading A pop up window will have options, like sorting or selecting the elements of the FOAPAL. A pop up window will have options, like sorting or selecting the elements of the FOAPAL. 29

30 Go to the Systems Coordination website ( Scroll down to the Quick Query List Scroll down to the Quick Query List Click “Banner Encumbrance Summary” Click “Banner Encumbrance Summary” Click “Enable Content”, beside Security Warning Click “Enable Content”, beside Security Warning

Click “Enable Content”, beside Security Warning 31

Enter Fund, Orgn, Tab to cell A9, click DATA 32

Service name will default to REPT, enter in the “User Name” field, enter REPT password. Click OK. 33

Query Results 34

Closely review all open encumbrances to determine if a manual liquidation is needed in PORT. Contact Materials Management to request “manual liquidation” in PORT and Banner Finance. Log onto Pirate Port Select “PORT – Purchasing Request” Select desired Purchase Order under “Action Items” Click “Available Action” (on the top right) Select “Add a Comment” Click “Go” Type an explanation in the comment box including the reason why manual liquidation is needed. Click “Add Comment” You may also call Materials Management at or Systems Coordination at Closely review all open encumbrances to determine if a manual liquidation is needed in PORT. Contact Materials Management to request “manual liquidation” in PORT and Banner Finance. Log onto Pirate Port Select “PORT – Purchasing Request” Select desired Purchase Order under “Action Items” Click “Available Action” (on the top right) Select “Add a Comment” Click “Go” Type an explanation in the comment box including the reason why manual liquidation is needed. Click “Add Comment” You may also call Materials Management at or Systems Coordination at

36 Create a customized query Open Microsoft Excel Open Microsoft Excel Click “Data” Click “Data” Click “Get External Data” Click “Get External Data” Click “From Other Sources” Click “From Other Sources” Click “From Microsoft Query” Click “From Microsoft Query” In the “Choose Data Source” window, scroll down and select “REPT*” In the “Choose Data Source” window, scroll down and select “REPT*” Click “OK” Click “OK” Type PirateID in the User Name, type REPT password. Type PirateID in the User Name, type REPT password. Click OK Click OK Congratulations – You are now in ODS ! Congratulations – You are now in ODS !

37 Select the desired table Click Option Click Option Select “ECU” as the Owner for Banner Data Select “ECU” as the Owner for Banner Data Select “ECUHIST” as the Owner for FRS Data Select “ECUHIST” as the Owner for FRS Data Click “OK” Click “OK” Select the desired table (FS_TRANSACTION_WITH_CHECK) Select the desired table (FS_TRANSACTION_WITH_CHECK) The Query Wizard will then lead you through the development of a query. The Query Wizard will then lead you through the development of a query.

Helpful Tips Use Effects Cash as a Filter Use Effects Cash as a Filter Y=Receipt and Expense transactions B=Budget and Encumbrances transactions Use Fiscal Year as a Filter Use Fiscal Year as a Filter Use FOAP as a Filter Use FOAP as a Filter Account number greater than 49999, this will exclude the Assets and Liabilities that regular users don’t need. Account number greater than 49999, this will exclude the Assets and Liabilities that regular users don’t need. 38

39 To Request Security Access The following website provides detailed instructions on how to request Banner Finance Security Access. If you have questions regarding this security form, please contact Penney Doughtie If you have questions regarding this security form, please contact Penney Doughtie or or

Helpful Rule Codes (also called Transaction Type) 40 Rule CodeDescription ADEIAdditional charges on Invoice BD01Original Budget B22Temporary budget transfer CORDPurchase Order Change D44Disbursement adjustment E090Year End Encumbrance Accrual HGRBHR Benefit Transactions HGRSHR Salary Payroll Transactions INEIInvoice with encumbrance (purchase order) INNIInvoice without encumbrance (no purchase order) J51Internal Sales (ECU departments billings within ECU J63ID Charge / Journal Entry PORDPurchase Order R30Cash Receipt SI1Medical Supplies Storeroom SI3Office Supplies Storeroom SI5Maintenance Supplies Storeroom XYZMiscellaneous Cash Receipt

41 BANNER OPERATING BUDGET ACCOUNTS Also known as Budget Pool Accounts Supplies Budget Library Books Budget Equipment Budget Contractual Services Budget Travel Budget Current Services Budget Fixed Charges Budget Undistributed Budget Grants and Aides Education Awards Utilities Budget BANNER SALARY BUDGET ACCOUNTS Miscellaneous Salary Budget EPA Non Teaching Salary Budget EPA Faculty Salary Budget SPA Staff Salary Budget SPA LEO Salary Budget Benefits Budget

42 Websites for additional Banner Information 