1. RACAR FALL MEETING 2009 1

2. Topics of Discussion  System Requirements  Linking to SCT Banner ® Tables using ODBC data sources  Creating queries and tables  Exporting data  Student Invoices  Third Party Contract Invoices  Emailing Invoices 2

3. System Requirements  Access and Excel should be installed locally on each user’s computer.  Access uses ODBC (Open Database Connectivity) drivers to connect to SCT Banner® Tables.  Users install ODBC drivers locally via a network application. 3

4. Why MS Access for Banner Reporting/Invoices?  Banner reports lack data you need  Desire greater flexibility to sort  Export data to Excel  Merge data to Word or e-mail  Use Banner Views created by SGHE 4

5. Important Information  MS Access cannot update Banner data Banner data is read-only  IT department may need to grant additional Banner privileges – ODBC roles Limit what data you can see 5

6. How do you link the ODBC Drivers to SCT Banner®  “File”  “Get External Data”  “Link Tables” 6

7. Locating the ODBC Database  Change “Files of type” to ODBC Database 7

8. Data Source Name  Select “Machine Data Source” tab  Select the appropriate “Data Source Name”  Click OK 8

9. Login Screens  Enter your username and password if prompted 9

10. SCT Banner ® Tables 10 Select the table(s) containing the appropriate data Click OK

11. Table Object List  The selected tables appear in Access under the “Table Object” list as a linked table. 11

12. Main Accounting Tables  TBRACCD – Accounting Data (TSAAREV)  SPRIDEN – Person Information (SPAIDEN)  SPRADDR – Address Information (SPAIDEN)  GOREMAL – E-mail  Tables are linked by “PIDM” record (Relationships) 12

13. Relationships  Setting Up Table & Query Relationships 13

14. Queries  Setting up the Query 14

15. Using Main Switchboard  Organized Form of Previously Developed Queries and Reports  Point & Click to retrieve data  Query Parameters to limit population to what you need  Additional Queries and Reports can be added 15

16. Using Main Switchboard 16

17. Query Sample 17

18. Extract Query Data to Word or Excel 18

19. Creating Student Invoices  All invoices use the Bill Date to determine what invoice type should be created (1 st notice, 2 nd notice, etc.)  Initial query is executed and data is compiled in a “Make-Table” – Invoice Worksheet Data can be changed – not linked to Banner  When initial query is executed – pop-up prompts will be displayed requesting the bill dates.  Once data is verified – invoices can be created 19

20. Invoice Worksheet 20

21. 21 STUDENT INVOICE EXAMPLE

22. Creating Third Party Contract Invoices  Invoices are created based on three tables: AS_THIRD_PARTY_CONTRACTS AS_STUDENT_ATTRIBUTE TBRACCD  All data is combined into one invoice for each student 22

23. 23 THIRD PARTY CONTRACT INVOICE EXAMPLE

24. Total Access Emailer  Designed specifically for MS Access  Runs as an add-in and includes an interactive, Wizard-like user interface, making it easy to customize your email blasts  Ability to send personalized emails and attach files 24

25. Total Access Emailer  Unlimited Custom Emails Send Email to Everyone Personalize Email Attach Files to Email (PDF format) Send Your Email Again Send to People You Have not Emailed Send HTML and/or Text Messages Show Custom FROM Address Schedule Email Blasts 25

26. Total Access Emailer  Approved by State Accounting Office  Optional Audit Log Feature – keeps track of who received an email along with the date and time.  Saves money on labor, postage, paper, and envelopes  http://www.fmsinc.com/MicrosoftAccess/Emails.asp 26

27. Total Access Emailer 27

28. Total Access Emailer 28

29. Total Access Emailer 29

30. 30 E-mail and Attachment Sent to Student

31. Questions ???? 31