April 29, 2013
FROM RJASEAR TO NBAJOBS!
 This
presentation will discuss how John Carroll
University (JCU) interfaces:FROM: the
authorizing of Student Employment(SE) jobs
(RJASEAR), TO: the Banner HR and PR modules
as seen in such forms as PEAEMPL, PDADEDN,
NBAJOBS, and related forms.
 Related issues and corresponding Banner
objects will also be discussed in an interactive
format.
KEY RELATIONSHIP SE TO PAYROLL
 An
authorized placement of a student needs to
become a job to be paid.
 RJASEAR - NBAJOBS.
 Position – Position
 Suffix – Suffix
 Pay Rate – Rate
 Start and End Dates – 2 records, one for Start
Date and one for Termination Date
JOHN
 We
CARROLL BACKGROUND INFO(1)
have been on Banner Payroll since 2004,
previously on ADP payroll service
 We have been on Banner Student, A/R, and
Financial Aid since 2004
 Previously, we were on Legacy, in-house written
programming
 Chose Banner after the typical ERP search for
appropriate packaged software. Implemented
via the “Surefire” approach with consultants
JOHN
CARROLL BACKGROUND INFO(2)
 Although
we have kept Banner “vanilla” (no
modifications), we have written our own
programs for reports and some updates
 Sometimes, programs written for conversion of
legacy data were then modified to become
ongoing interfaces, creating jobs named: NZ%,
PZ%, RZ%, etc. according to Banner naming
conventions
JOHN
 This
CARROLL BACKGROUND INFO(3)
is true for the JCU HR/PR functional area,
where for pooled positions (lecturers, resident
assistants, graduate assistants, and students – at
JCU, they typically begin with ‘P’) an interface
was built early on, to save data entry time.
 This interface took data from excel files into a
Work Table, allowed for editing, and then from
the Work Table into the real Banner tables.
JOHN
 So,
CARROLL BACKGROUND INFO(4)
from Excel >> Work Table >> Banner Tables
 So when Financial Aid and Payroll requested an
interface to eliminate data entry of Student
Employment jobs, we designed it to go from:
RJASEAR table >> Work Table >> Banner Tables
ASSUMPTIONS IN OUR INTERFACE(1)
Our institution’s policy is to let our departments manage
their own student employment (SE) budget. If your
institution’s policy is to more tightly manage the SE
budget, your set-up may be different
 Student Employee Positions are pooled positions that
are re-named each Aid Year
1213 Aid Year – PSEC12 is the position
1314 Aid Year – PSEC13 is the position
 Budget for each placement is set high

ASSUMPTIONS IN OUR INTERFACE(2)
All employee records data is standard for each student
other than department and rate, such as: deductions
like Taxes, Social Security; employee class, etc.
 Student with multiple positions will have different suffix
codes, such as 00, 01, 02, etc. The first interfaced is the
Primary, others are Secondary

STEPS IN THE PROCESS
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- VANILLA
Set-up step: RJAPLBD is the form in which placements are
established.
Set-up step: RJRPLRL is the form with which the Placement
Code is associated with the Position Code and the
Organization Code.
For an individual student, RPAAWRD is the form in which all
awarded student aid is seen, including Student Employment.
For an individual student, RJASEAR is the form which
authorizes or assigns the student the job in the placement /
organization. This is done throughout the day.
STEPS IN THE PROCESS
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– JCU CUSTOM
RZPSWFL is a custom batch job that extracts data from the RJASEAR
table and builds the corresponding record in the Work Table
(RZRSWFL).
RZRSWED is a custom batch job that updates the data in the Work
Table (RZRSWFL), adding many columns, and produces an edit
report.
RZPSWJB is a custom batch job that extracts data from the Work
Table (RZRSWFL) and loads the data to the appropriate Banner HR
tables such as PEAEMPL and NBAJOBS and related tables.
These 3 batch jobs are now set-up to run in sequence overnight
without user intervention needed.
RJAPLBD FORM
 RJAPLBD
(Placement Base) - is the online form
with which Placements are established,
irrespective of Financial Aid Year Code.
 The placement code is a 6-position number that
for JCU, usually matches the Organization Code,
see below, such as 204300. Your institution’s
placement codes may look different.
RJRPLRL FORM
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RJRPLRL is the online form with which, for each Financial Aid Year
Code such as 1314, the Placement Code is associated with the
Position Code (such as PSEC13), and the Organization Code.
For our institution (JCU) the 6-position placement code, such as
204300, usually matches the Organization Code, such as 204300, in
this form for this financial aid year code.
The dollar amount of the allocations is set to an arbitrarily high
dollar amount such as 999999999 for us because of the methods
we have chosen to use for each department to manage their own
student employment labor expense dollars.
Again, for your institution, this may look different.
RJRPLRL FORM – CONTINUED
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When the Financial Aid aid year roll job is run (Job is ROPROLL), the
rules in this form are copied from the old aid year to the new aid
year, but the allocation dollars are set to zero.
There is a JCU Banner Job named: RZPROLP that can then be run to
change the position code (the position code for 1314 year will be
PSEC13, and so on for future aid years), and to set the dollars to
999999999. If a new placement code is to be added for an aid year,
it is added online in this form.
So, because of the way JCU has chosen to manage its Student
Employment, this job RZPROLP became necessary and a significant
time-saver for the SE personnel in the Financial Aid office.
STEPS IN THE PROCESS
- RZPSWFL
RZPSWFL is a custom batch job that extracts data from
the RJASEAR table and builds the corresponding record
in the Work Table (RZRSWFL).
 What you see on the RJASEAR screen is copied into the
Work Table which has all the columns needed for the
complete interface to work into the HR/PR tables.
 So, after the running of this first job, many of these
columns remain “blank” or set at default values,
pending the remaining 2 jobs.

STEPS IN THE PROCESS
- RZRSWED
RZRSWED is a custom batch job that updates the data in
the Work Table (RZRSWFL), adding values to many
columns, and produces an edit report.
 For example, it will populate many 1-position columns
that indicate whether certain HR data already exists, or
not. For example, do employee records and deduction
records already exist, or not.
 The job also produces an edit report, which is now rarely
even used or needed, but during the “early years” was
scrutinized and helped refine the processing.

STEPS IN THE PROCESS
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- RZPSWJB
RZPSWJB is a custom batch job that extracts data from the Work
Table (RZRSWFL) and loads the data to the appropriate Banner HR
tables such as PEAEMPL and NBAJOBS and related tables.
This is where the “heavy lifting” of inserts and updates to real
Banner tables in the HR module is done.
This programming package was written before the existence of the
Banner-provided APIs (Application Program Interfaces), which
would be an approach to improve this JCU interface even more, by
calling the Banner APIs versus calling the JCU procedures.
These 3 batch jobs are now set-up to run in sequence overnight
without user intervention needed.
END RESULTS OF THE PROCESS
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PEAEMPL employee master record.
PDADEDN records for the 5 deductions (taxes).
PEIEHIS employee history records.
PDABENE record, which is a required employee beneficiary record.
NBAJOBS records, which are multiple records representing the
placement, position, job record that the student employee now
holds and will get paid for his hours worked. Both a begin date and
a terminate date record (2 records).
Jobs records includes the Labor Distribution to the proper FOAPAL
in the Banner General Ledger system.
ALL OF THE ABOVE: AUTOMAGICALLY!
STEPS IN THE PROCESS
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- VANILLA
Now, we complete the cycle from Payroll back to Financial Aid
after each pay period, standard Banner processing.
Set-up step: RJRPAYL is the form in which the Financial Aid
Calendar is set-up, in synch with the Payroll Calendar
PTRCALN.
Once a given pay period is completed, RJRLOAD is the batch
job that brings over payroll earnings from the Payroll module
to the Financial Aid module.
For an individual student, RJISEWH is the form which shows
the student’s earnings by pay period by specific job.
Totals are also seen on RJASEAR and RPAAWRD.
RJASEAR CHANGES THAT ARE NOT
INTERFACED
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The initial RJASEAR authorization is interfaced to Payroll as
discussed through the above presentation.
However, JCU has not yet invested in enhancing its interface to
handle all changes made on the RJASEAR form automatically.
Instead, the SE personnel in Financial Aid work closely with the
Payroll department and have been give access to NBAJOBS.
The Banner HR / Payroll module has special security that JCU has
configured to allow for such access to only student workers.
Regarding minimum wage mid-year changes, JCU has programmed
a special process to automate those increases in both RJASEAR and
NBAJOBS.
But other mid-year pay rate changes, or early job terminations, are
handled online by the same person in RJASEAR and NBAJOBS.
TIMESAVERS FOR FINANCIAL AID SE
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(1)
JCU has developed a “roll process” of SE Placements (RJASEAR)
from old aid year to new aid year.
This process will take AUTH status placements from 1213 to PEND
status placements for 1314.
Returning student criteria: enrolled for the Fall of the new year, as
an undergraduate (not graduated).
New student criteria: enrolled for the Fall of the new year, with an
award of Student Employment. Given a placement of 000000,
pending hire.
Then, when placing for the next year, change the status from PEND
to AUTH, which is recognized by the interface to bring that record
over through the interface.
TIMESAVERS FOR FINANCIAL AID SE
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(2)
Financial Aid SE works closely with the Payroll department to
streamline the collection of I-9 and W-4 employment verification
for returning students.
Financial Aid brings the I-9 and W-4 employment verification
requirement over through use of RRAAREQ, a Pop Sel set, and the
RORPOST job.
Direct deposit information is collected for new students and will
remain the same as they become returning students.
QUESTIONS, COMMENTS
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CONTACT INFORMATION
Dennis Rowinski, Coordinator, Special Projects, (ITS)
(216) 397-1956
drowinski@jcu.edu
Claudia Wenzel, Director of Financial Aid
(216) 397-4270
cwenzel@jcu.edu
Jean Tibbs, Manager of Payroll and General Accounting
(216) 397-4457
jtibbs@jcu.edu
Lori Sprague, Human Resources IS Analyst
(216) 397-4962
lsprague@jcu.edu
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