Kentucky Banner Users Group
Interfaces/3 rd Party
Presented by: Doris Settle
Diane Carver
Western Kentucky University
February 3, 2012

Session Rules of Etiquette
• Please turn off your cell phone/pager
• If you must leave the session early, please do so as discreetly as possible
• Please avoid side conversation during the session
Course ID 0662
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Introduction
• The purpose of this session is to show the many interfaces WKU uses in Financial Aid, Finance,
Accounts Receivables and Auxiliary Systems
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Introduction
• How long has Western Kentucky University been on
Banner?
— Financial Aid – March 1999
— Admissions/Student/AR – October 2000
— Finance – July 2001
— Human Resources – January 2002
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Introduction
• WKU has approximately 2,100 full-time employees and
21,000 students
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We are currently on the following versions of Banner
— Financial Aid – Version 8.13
— Accounts Receivables – Version 8.3
— Student – Version 8.5
— Finance – Version 8.6
— Human Resources – Version 8.6
— General – Version 8.4
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Course ID 0662

Topics of Discussion
• Financial Aid Interfaces
• Accounts Receivables Interfaces
• Finance Interfaces
• Auxiliary Interfaces
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Kentucky Banner Users Group

Financial Aid Interfaces
• CAP (College Access Program) Awards
 CAP estimates are built based on our rules & applicant information when we package
 Once Kheaa is no longer making awards, we remove CAP from packaging priority
 Go to Kheaa’s website and pull the last College Weekly
Summary file from Kheaa and load file in Banner using script wkup_fam_cap_awards
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Course ID 0662

RPAAWRD
Course ID 0662
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RPAAWRD
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Financial Aid Interfaces
• CAP (College Access Program) Awards
 By the designated date, we send the enrollment verification file to Kheaa using the script wkus_fam_cap_elig_verif. Once the GRTEVF file is created, it is uploaded to Kheaa’s website.
Course ID 0662
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Financial Aid Interfaces
• KEES (Kentucky Education Excellence Scholarship) Awards
 Estimates for freshmen are generated from a file we send and receive back from Kheaa.
 To create the file (kees01) we send to Kheaa, we run script wkus_fam_kees_projecting_file
 To load into Banner the file (kees06) we receive back from
Kheaa, we run script wkus_fam_kees_awards
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Course ID 0662

Financial Aid Interfaces
• KEES (Kentucky Education Excellence Scholarship) Awards
 Estimates for returning students are generated after we receive a file (kees31) from Kheaa of students and return to them a file (kees32) of those students with their gpa. We then upload the kees awards from another Kheaa file
(kees33).
 To create the file (kees32) we send to Kheaa, we run script wkus_fam_kees_renewal_elig_file2
 To load into Banner the file (kees33) we receive back from
KHEAA, we run script wkus_fam_kees_renewal_awards
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Course ID 0662

Financial Aid Interfaces
• KEES (Kentucky Education Excellence Scholarship) Awards
 Once the 100% drop/add period is over, we will send a file to Kheaa so they can generate actual awards based on what the student’s enrollment was at that time.
 Once they have processed this file, we will receive a response file. At that point, we will load such information into Banner and replace the estimates with actuals.
 To create the file we send to Kheaa, we run script wkus_fam_kees_elig_verif
 To load into Banner the file we receive back from Kheaa, we run script wkus_fam_kees_fall_awards and wkus_fam_kees_spring_awards
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Financial Aid Interfaces
• Affordability Study for CPE
 In November you must submit your colleges affordability study file
 Institutional Research will provide a cohort file of undergraduate students
 I run a Crystal Report that uses a stored procedure to pull all the data needed in the file
 The report pulls awards from Financial Aid tables as well as contracts from Account Receivables tables
 The report is exported to excel
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Financial Aid Interfaces
• NCAA Automated Load for Athletes into Compliance Assistant
(CAI) website
 In https://sso.ncaa.org
you must have a user id and password. The new aid year must be set up. Funds must be created or updated in their system
 Script wkus_ncaa_data will create 2 tables for awards and student information
 Cost of Attendance and Grant in Aid is stored in a table and updated each aid year
 Awards are grouped together depending on how they are set up in CAI
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Financial Aid Interfaces
• NCAA Automated Load for Athletes into Compliance Assistant
(CAI) website
 Script wkus_ncaa_award_xml will create an xml file of
Financial Aid Awards
 Script wkus_ncaa_gpa_xml will create an xml file of
Student Information (ex. Addresses, Gpa, etc..)
 Log into the CAI website and upload the files
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Kentucky Banner Users Group

Accounts Receivables Interfaces
• Download Meal Plans to Cbord
 Students can pick their meal plans on-line
 Cumulative download at the start of the semester
(cbord_dl_new.sql)
 Daily downloads afterwards
(wkus_cbord_dl_supplement.sql)
 Meals are assessed (SLRFASM) nightly into Banner
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Accounts Receivables Interfaces
• Download Big Red & Dining Dollars to Cbord
 Students can purchase Big Red Dollars on-line
 Students can purchase Dining Dollars on-line
 Charge to student accounts until two weeks into the semester
 Pay by credit card anytime
 These files are downloaded daily into Cbord
(wkus_stu_idcenter_dat.sql)
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Accounts Receivables Interfaces
• Download bank files (BB&T) into Banner
 Daily bank files (containing checks) are received
 Files are reformatted into a readable file
 Load the file into Banner (TSRLBOX)
 Reports are sent to the Accounts Receivables Office
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Accounts Receivables Interfaces
• Download payment data into Banner
 Tuition Management Systems (TMS) allow students to pay their bill
 Online through a free electronic debit from checking or saving account
 Online with a MasterCard, Discover, or American Express credit card
 Data is loaded into Banner real-time
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Accounts Receivables Interfaces
• Download Bookstore Charges from the Nebraska(Prism)
 Bookstore creates a file of transactions
 Files are sent to our server
 A script is ran to load data into Banner
(wkus_bar_tbraccd_bookstore_ad2.sql) nightly
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Accounts Receivables Interfaces
• Download Parking Charges from T2
 Parking creates a file of transactions
 Files are sent to our server
 A script is ran to load data into Banner
(wkus_bar_tbraccd_t2_add.sql) nightly
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Kentucky Banner Users Group

Finance Interfaces
• Bookstore (PRISM) Vendor Invoices
 Script wkus_ncaa_award_xml will create an xml file of
Financial Aid Awards
 Script wkus_ncaa_gpa_xml will create an xml file of
Student Information (ex. Addresses, Gpa, etc..)
 Log into the CAI website and upload the files
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Auxiliary Interfaces Outgoing Files
• Send data file to Health Services (Allscripts)
Nightly file (healthmat.dat) of enrolled students names and demographics (wkus_health_download.sql)
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Send data file to Bookstore (Prism)
Nightly files (enrolled.dat and balance.dat) of enrolled students names, demographics and amount maximums
(wkus_txt_student_dat_new.sql)
• Send data file to Parking (T2)
Nightly files (parking.dat) of enrolled students names and demographics (wkus_parking_download.sql)
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Auxiliary Interfaces Outgoing Files
• Send data file to Academic Computing (Uniprint)
 File is sent from the ID Center with ids and card number
 Combine data from Banner and the ID Center file
 Nightly files (current_term.dat and future_term.dat) of enrolled and future students names, courses and demographics (wkus_uniprint_download.sql)
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Auxiliary Interfaces Outgoing Files
• Send data to Preston Center Recreation (CSI)
 Nightly file (CSIAU.csv) of enrolled students names and demographics (wkus_csi_download.sql)
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Send data to ID Center (Cbord)
 Nightly file (inactive.dat) of no longer enrolled students or inactive employees (wkus_stu_inactive_dat.sql)
 Nightly file (mealplan.chr) of enrolled students who have changed their meal plan (wkus_stu_mealplan_dat.sql)
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Auxiliary Interfaces Incoming Files
• Receive Parking (T2) holds file (pa_flags.dat)
 Add parking holds in banner (wkus_t2_hold_add.sql)
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Receive Parking (T2) remove holds file (pa_remove.dat)
 Remove parking holds in banner
(wkus_t2_hold_delete.sql)
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Summary
• NRA withholding tax can be accomplished using Banner forms and a few scripts
• For this to work correctly many departments must be involved: Tax Compliance, Accounts Payables, Financial
Aid, Accounts Receivables and IT
• Now something that was very manual has become automated
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Questions & Answers
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Thank You!
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