Web Finance at FAU

Web Finance Contacts Bob Pope Bob Pope Bob Pope Bob Pope

Training Agenda SCT Product Information SCT Product Information FOAP String FOAP String Accessing and Using Web Finance Accessing and Using Web Finance SCT Product Information SCT Product Information FOAP String FOAP String Accessing and Using Web Finance Accessing and Using Web Finance

SCT Product Information FAU’s purchase of Banner Finance, Human Resources and Student Information System FAU’s purchase of Banner Finance, Human Resources and Student Information System Implementation Schedule Implementation Schedule Timeline Timeline FAU’s purchase of Banner Finance, Human Resources and Student Information System FAU’s purchase of Banner Finance, Human Resources and Student Information System Implementation Schedule Implementation Schedule Timeline Timeline

SCT Banner FOAP Chart of Account Structure F-Fund F-Fund O-Organization O-Organization A-Account A-Account P-Program P-Program I-Index I-Index F-Fund F-Fund O-Organization O-Organization A-Account A-Account P-Program P-Program I-Index I-Index

Fund Code Alpha numeric 6 digit field (SAMAS was 6 numeric) Alpha numeric 6 digit field (SAMAS was 6 numeric) Self balancing set of accounts in which transactions are recorded and segregated to carry on specific activities or attain certain objectives Self balancing set of accounts in which transactions are recorded and segregated to carry on specific activities or attain certain objectives Fund codes are required when we need a Balance Sheet for a University department or specific entity, such as an Auxiliary, a Grant, a Construction Project Fund codes are required when we need a Balance Sheet for a University department or specific entity, such as an Auxiliary, a Grant, a Construction Project Alpha numeric 6 digit field (SAMAS was 6 numeric) Alpha numeric 6 digit field (SAMAS was 6 numeric) Self balancing set of accounts in which transactions are recorded and segregated to carry on specific activities or attain certain objectives Self balancing set of accounts in which transactions are recorded and segregated to carry on specific activities or attain certain objectives Fund codes are required when we need a Balance Sheet for a University department or specific entity, such as an Auxiliary, a Grant, a Construction Project Fund codes are required when we need a Balance Sheet for a University department or specific entity, such as an Auxiliary, a Grant, a Construction Project

Banner Funds We will have many more fund codes than we presently have We will have many more fund codes than we presently have A fund code is required to track cash and fund balance A fund code is required to track cash and fund balance Each grant will have a unique fund rather than a unique organization code Each grant will have a unique fund rather than a unique organization code We will have many more fund codes than we presently have We will have many more fund codes than we presently have A fund code is required to track cash and fund balance A fund code is required to track cash and fund balance Each grant will have a unique fund rather than a unique organization code Each grant will have a unique fund rather than a unique organization code

Organization CODE Alpha Numeric 6 digit field (SAMAS – 9 digit numeric department number) Alpha Numeric 6 digit field (SAMAS – 9 digit numeric department number) Designation for departmental / budgetary subdivisions Designation for departmental / budgetary subdivisions Banner provides hierarchy rollup structure for reporting purposes Banner provides hierarchy rollup structure for reporting purposes Alpha Numeric 6 digit field (SAMAS – 9 digit numeric department number) Alpha Numeric 6 digit field (SAMAS – 9 digit numeric department number) Designation for departmental / budgetary subdivisions Designation for departmental / budgetary subdivisions Banner provides hierarchy rollup structure for reporting purposes Banner provides hierarchy rollup structure for reporting purposes

Samples – Funds and Organizations SAMAS Fund Education and General Banner Fund Banner Fund Grant and Aids (New name for E&G) GTAIDS SAMAS Organization Controller’s Office Banner Organization Controller’s Office F12000

Samples- Continued SAMASBanner SAMASBanner P P U U A A B B B B S S J J07000 There are many, many more codes, of course There are many, many more codes, of course SAMASBanner SAMASBanner P P U U A A B B B B S S J J07000 There are many, many more codes, of course There are many, many more codes, of course

Banner Organization Codes The 1 st Digit = Executive Level or Campus The 1 st Digit = Executive Level or Campus P-President P-President R-VP Research R-VP Research A-Provost and CAO A-Provost and CAO F-Sr. VP Finance and COO F-Sr. VP Finance and COO G-Vice President and Architect G-Vice President and Architect S-Sr. VP Student Affairs S-Sr. VP Student Affairs U-Sr. VP University Advancement U-Sr. VP University Advancement The 1 st Digit = Executive Level or Campus The 1 st Digit = Executive Level or Campus P-President P-President R-VP Research R-VP Research A-Provost and CAO A-Provost and CAO F-Sr. VP Finance and COO F-Sr. VP Finance and COO G-Vice President and Architect G-Vice President and Architect S-Sr. VP Student Affairs S-Sr. VP Student Affairs U-Sr. VP University Advancement U-Sr. VP University Advancement

Banner Organization Codes- 1 st Digit (Cont.) B-Boca Campus B-Boca Campus C-Commercial Campus C-Commercial Campus D-Davie Campus D-Davie Campus E -Sea Tech E -Sea Tech J -Jupiter Campus J -Jupiter Campus K-Port St. Lucie Campus K-Port St. Lucie Campus T - Ft. Lauderdale – Downtown T - Ft. Lauderdale – Downtown H-Pembroke Pines H-Pembroke Pines V-Vero Beach V-Vero Beach

Banner Organization Codes – 2 nd through 6 th Digits 2 – 4 = Digits 2 – 4 of the current SAMAS numbers whenever possible – some cases we had conflicts / repeats 2 – 4 = Digits 2 – 4 of the current SAMAS numbers whenever possible – some cases we had conflicts / repeats Why? – Gives some recognition of old numbers Why? – Gives some recognition of old numbers 5 – 6 = 00 – 99 and we have available AA-ZZ if we need it 5 – 6 = 00 – 99 and we have available AA-ZZ if we need it 2 – 4 = Digits 2 – 4 of the current SAMAS numbers whenever possible – some cases we had conflicts / repeats 2 – 4 = Digits 2 – 4 of the current SAMAS numbers whenever possible – some cases we had conflicts / repeats Why? – Gives some recognition of old numbers Why? – Gives some recognition of old numbers 5 – 6 = 00 – 99 and we have available AA-ZZ if we need it 5 – 6 = 00 – 99 and we have available AA-ZZ if we need it

Account Code Alpha Numeric 6 digit field (SAMAS – 6 digit numeric object code) Alpha Numeric 6 digit field (SAMAS – 6 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 descriptions for Banner, with some consolidation We have retained the SAMAS codes and descriptions for Banner, with some consolidation Alpha Numeric 6 digit field (SAMAS – 6 digit numeric object code) Alpha Numeric 6 digit field (SAMAS – 6 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 descriptions for Banner, with some consolidation We have retained the SAMAS codes and descriptions for Banner, with some consolidation

Program Code Alpha numeric six digit code (SAMAS – 2 digit numeric – External Program Code) Alpha numeric six digit code (SAMAS – 2 digit numeric – External Program Code) Each Organization code will have one Program Code, similar to SAMAS Each Organization code will have one Program Code, similar to SAMAS Will be used for IPEDS and DCU reporting Will be used for IPEDS and DCU reporting Alpha numeric six digit code (SAMAS – 2 digit numeric – External Program Code) Alpha numeric six digit code (SAMAS – 2 digit numeric – External Program Code) Each Organization code will have one Program Code, similar to SAMAS Each Organization code will have one Program Code, similar to SAMAS Will be used for IPEDS and DCU reporting Will be used for IPEDS and DCU reporting

Index Code The Index Code expedites data entry by defaulting the Fund, Organization Code and Program Code The Index Code expedites data entry by defaulting the Fund, Organization Code and Program Code It will be the same as either the Organization Code or the Fund Code It will be the same as either the Organization Code or the Fund Code The Index Code expedites data entry by defaulting the Fund, Organization Code and Program Code The Index Code expedites data entry by defaulting the Fund, Organization Code and Program Code It will be the same as either the Organization Code or the Fund Code It will be the same as either the Organization Code or the Fund Code

Banner Hierarchy Structure All Banner codes are hierarchical All Banner codes are hierarchical Allows for roll up reporting up to the highest level Allows for roll up reporting up to the highest level Funds – 4 Levels Funds – 4 Levels Organizations – 5 levels Organizations – 5 levels Accounts – 4 levels Accounts – 4 levels All Banner codes are hierarchical All Banner codes are hierarchical Allows for roll up reporting up to the highest level Allows for roll up reporting up to the highest level Funds – 4 Levels Funds – 4 Levels Organizations – 5 levels Organizations – 5 levels Accounts – 4 levels Accounts – 4 levels

Other Banner Features On Line Real Time Access to Data, Transactions and Reports On Line Real Time Access to Data, Transactions and Reports Can use Microsoft Xcel, Access, Word to import and export data and for reporting Can use Microsoft Xcel, Access, Word to import and export data and for reporting On Line Document Approvals On Line Document Approvals Security to limit access to data by individual or multiple FOAP codes Security to limit access to data by individual or multiple FOAP codes On Line Real Time Access to Data, Transactions and Reports On Line Real Time Access to Data, Transactions and Reports Can use Microsoft Xcel, Access, Word to import and export data and for reporting Can use Microsoft Xcel, Access, Word to import and export data and for reporting On Line Document Approvals On Line Document Approvals Security to limit access to data by individual or multiple FOAP codes Security to limit access to data by individual or multiple FOAP codes

Banner Information on WEB Crosswalk of SAMAS to BANNER Organization Codes and Funds: Crosswalk of SAMAS to BANNER Organization Codes and Funds: GO TO: SAMAS Crosswalk to Banner GO TO: SAMAS Crosswalk to BannerSAMAS Crosswalk to BannerSAMAS Crosswalk to Banner Please look at this and notify Bob Pope , or Sharon Brown if you see any problems or missing codes Please look at this and notify Bob Pope , or Sharon Brown if you see any problems or missing codes Crosswalk of SAMAS to BANNER Organization Codes and Funds: Crosswalk of SAMAS to BANNER Organization Codes and Funds: GO TO: SAMAS Crosswalk to Banner GO TO: SAMAS Crosswalk to BannerSAMAS Crosswalk to BannerSAMAS Crosswalk to Banner Please look at this and notify Bob Pope , or Sharon Brown if you see any problems or missing codes Please look at this and notify Bob Pope , or Sharon Brown if you see any problems or missing codes

Accessing Web Finance Enter the URL Address: Enter the URL Address: Enter Secure Area From main menu, click on Financial Information Menu From main menu, click on Financial Information Menu Enter the URL Address: Enter the URL Address: Enter Secure Area From main menu, click on Financial Information Menu From main menu, click on Financial Information Menu

Training Sign On During this training session only, your user i.d. will be: During this training session only, your user i.d. will be: TRAIN01 to TRAIN25 TRAIN01 to TRAIN25 PIN is PIN is You will be assigned an i.d. by the instructor You will be assigned an i.d. by the instructor During this training session only, your user i.d. will be: During this training session only, your user i.d. will be: TRAIN01 to TRAIN25 TRAIN01 to TRAIN25 PIN is PIN is You will be assigned an i.d. by the instructor You will be assigned an i.d. by the instructor

Web Finance I.D. You will receive your Web Finance I.D. via AFTER completing the security form You will receive your Web Finance I.D. via AFTER completing the security form It will start with UPPER CASE Z It will start with UPPER CASE Z Your initial PIN will be Your initial PIN will be To change your PIN, go to Personal Settings and select Change PIN To change your PIN, go to Personal Settings and select Change PIN PLEASE DO NOT CHANGE THE PIN FOR THE TRAIN I.D., HOWEVER PLEASE DO NOT CHANGE THE PIN FOR THE TRAIN I.D., HOWEVER You will receive your Web Finance I.D. via AFTER completing the security form You will receive your Web Finance I.D. via AFTER completing the security form It will start with UPPER CASE Z It will start with UPPER CASE Z Your initial PIN will be Your initial PIN will be To change your PIN, go to Personal Settings and select Change PIN To change your PIN, go to Personal Settings and select Change PIN PLEASE DO NOT CHANGE THE PIN FOR THE TRAIN I.D., HOWEVER PLEASE DO NOT CHANGE THE PIN FOR THE TRAIN I.D., HOWEVER

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