Web Finance at FAU

Web Finance Contacts Bob Pope Bob Pope Dr. Rosanna Star Berzok Dr. Rosanna Star Berzok

Module Summary SCT Product Information SCT Product Information FOAP String FOAP String Accessing Self-Service Finance Accessing Self-Service Finance Looking up Codes Looking up Codes Performing a Budget Query Performing a Budget Query Performing an Encumbrance Query Performing an Encumbrance Query Viewing Documents Viewing Documents

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

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

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

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 See SAMAS vs Banner Codes on See SAMAS vs Banner Codes on vs Banner vs Banner

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

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

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

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

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

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

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

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

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 vs Banner Codes GO TO: SAMAS vs Banner CodesSAMAS vs Banner SAMAS vs 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 Self-Service Finance Enter the URL Address: Enter the URL Address: P_GenMenu?name=homepage P_GenMenu?name=homepage This is for training purposes only. You will be issued a personalized log in and a new url address Enter Secure Area Enter Secure Area From main menu, click on Financial Information Menu From main menu, click on Financial Information Menu

Financial Information Budget Query Budget Query Encumbrance Query Encumbrance Query Approve Documents Approve Documents View Budget View Budget

Look up Codes – this exercise for showing the wildcard feature Click on Requisition Click on Requisition Scroll down to Code Look up section Scroll down to Code Look up section Chart of accounts will be “1” Chart of accounts will be “1” Code Criteria, we can choose what we are looking for Code Criteria, we can choose what we are looking for Use wildcard “%” Use wildcard “%”

Budget Query Create a New Query Create a New Query Type Type Budget Status by Account Budget Status by Account Budget Status by Organizational Hierarchy Budget Status by Organizational Hierarchy Budget Quick Query Budget Quick Query Choose one and depress “Create Query” OR You can Retrieve Existing Query Click on down arrow from “Saved Query” Click on down arrow from “Saved Query” Use retrieve query

Encumbrance Query Always use “1” Search for the fund Search for the organization