Intermediate Banner Human Resources TABLE OF CONTENTS CONTACTS .................................................................................................................... 2 Protecting Your Electronic Signature.......................................................................... 3 Change Your Password ................................................................................................ 3 Confidentiality and Responsibility............................................................................... 4 Organization Campus Identifiers ................................................................................. 5 Navigation Terminology ............................................................................................... 6 Key Navigation terms in the Oracle environment ...................................................... 6 Key Block .................................................................................................................... 6 Next Block – navigates to information blocks ......................................................... 6 Rollback ...................................................................................................................... 6 Exit............................................................................................................................... 6 Query ........................................................................................................................... 6 Status bar (Auto Help line) ........................................................................................ 6 Common Navigation Commands ................................................................................. 7 General System Flow Diagram of Banner Relational Database ............................... 8 UNIQUE BANNER HR CONSIDERATIONS .................................................................. 9 Human Resources Query Forms and Contents from Introduction to Banner ....... 10 Human Resources Query Forms and Contents in Intermediate Banner ................ 10 PEAEMPL – Employee Identification Form ............................................................... 12 NBAJOBS – Employee Jobs Detail Information ..................................................... 143 PWADATA – MSU Unique HR Data ............................................................................ 16 Intermediate Banner HR Review Exercises - 1 ......................................................... 17 NHIDIST – Labor Distribution Data Inquiry ............................................................... 18 Intermediate Banner HR Review Exercises - 2 ......................................................... 20 Intermediate Banner Human Resources 1 December, 2010 CONTACTS Banner Icon Installation....................HELP DESK..........……….……….994-1777 helpdesk@montana.edu Password Problems......………….....Justin van Almelo....………….……994-7464 justin.vanalmelo@montana.edu MSU Institutional Security………….Adam Edelman………………….…994-5091 aedelman@montana.edu Training .............................................Eric Wold…….…..………...……...994-7601 eric.wold@montana.edu ID Generation & Data Integrity…...…Debra Felkey….…..…………….…994-7366 dfelkey@montana.edu For questions about Banner Applications, or module specific Banner security issues please contact one of the following Module Team Leaders: Student or Financial Aid….........................Mary DeGraw…………………994-4696 mary.degraw@montana.edu Finance……………………………………...Dave Court………..……….…..994-2704 dcourt@montana.edu Human Resources……………………........Paul Lindsay …………………...994-3585 Paul.Lindsay@montana.edu Intermediate Banner Human Resources 2 December, 2010 Protecting Your Electronic Signature Your Banner USERNAME has two primary functions: It determines your personal authority within the various modules (that is, your access to menus, forms and data elements required for query and maintenance activity). It is recorded as an electronic signature on each update transaction completed during your logon session. Because access within Banner forms is based on individual job responsibilities, it is important that only you use your personal electronic signature. To keep that USERNAME secure, when you first receive an assigned password for a Banner instance, use the password-change form described below to change the original assignment to a personal code that cannot be easily guessed by others. Use the password-change form whenever you feel your logon might have been compromised. In addition, it is good practice to change your password periodically (at least once every 3 months). Consider the following when choosing a password to secure your electronic signature: Passwords must be a minimum of eight characters long. Choose a password that contains at least two letters of the alphabet and at least one number (*but* do not start with a number!). Do not use a word that could be easily associated with you personally (for example, James Bond should not use IAM007). Consider using a pass phrase that will help you remember your password. For example: “Bobcats are number one” = “B0bktzR#1” (note that the letter “o” is replaced with the number “0”) Once you have selected your new password, DO NOT SHARE IT WITH ANYONE. Change Your Password 1. Access the Change Password form by clicking on ‘Change Banner Password’ link under My Links on the Main Menu or enter ‘GUAPSWD’ in the Go To…field. 2. Key your old code in the Oracle Password field, and click in the New Oracle Password field. 3. Choose a personal code based on the considerations outlined above 4. Key your new code in both the New Oracle Password and the Verify Password fields. 5. Click the Save icon or press the F10 key. 6. Use your new password the next time you log on for a Banner session. Important note: If you forget your password, contact the Banner Security Coordinator for your campus. Intermediate Banner Human Resources 3 December, 2010 Confidentiality and Responsibility I understand that this administrative office account is assigned to me at the request of the Department Head to be used only in connection with my assigned duties as an employee of the University and may be revoked without notice upon the request of this administrator. I understand and accept the following terms and conditions: I am aware that passwords are the first line of security on BANNER. I agree not to reveal my password nor allow anyone to use the account assigned to me. I am responsible for any changes made to the database under my user name. I agree to abide by the Family Education Rights and Privacy Act of 1974 (FERPA) regulations. Under this act, information about current and former MSU students is legally designated as private. I agree to refer all outside request for student information to the Office of the Registrar, unless I have been authorized by the Registrar to release pre-designated information. I must maintain the confidentiality of any and all data that I retrieve from BANNER in the course of my job duties, including data that I use for reporting purposes or in other software products. Access to administrative data will be determined by the requirements of my job, and therefore I am only authorized to retrieve this data on a “need to know” basis. I agree to comply with all institutional policies on security, computer access, confidentiality of data, data standards, and data integrity. I am aware that any violation of these policies may lead to the immediate suspension of my computer privileges. I understand that unauthorized release of sensitive or restricted information is a breach of data security and may be cause for disciplinary action, which could include dismissal. Intermediate Banner Human Resources 4 December, 2010 Organization Campus Identifiers First Digit of Organization indicates Campus or Agency 3-MSU COT-Great Falls 4-MSU Bozeman (including Ag Experiment Stations, Extension Service & Fire Services Training School) 6- MSU Billings 7-MSU Northern Human Resources Organization Security MSU implemented Human Resources Organization security in Banner similar to that already used in the Finance module. There are a number of reasons for tightening the HR security in Banner; however, two stand out above the rest : to reduce the exposure of employee's personally identifiable information in Banner, and to pave the way for implementing new functionality in the future, such as departmental time entry, approval queues, etc. You will need to fill out the Request for Banner HR Orgn Access form requesting access to your department's Finance orgn's that include personnel services' budget or salary expense which you need to access in the course of performing your job. Please note this will NOT affect any Banner access you have in the Finance module. We realize that most of you are more familiar with your Index numbers than Orgns, so you might want to go into the FGIBDST form, put in your Index, and it will automatically populate the Orgn associated with that Index. Please work with your supervisor in filing out this form as they need to sign it before you send it back to your HR MTL. Fax number, phone number and mailing address are all on the bottom of the form. The online form to request Banner HR Orgn Security is available on the SAIS website https://sais.montana.edu , then choose the link HR Organization Security Request . The online form to request a ‘New’ user account or to ‘Change’ your Banner account is available on the New Banner Account Request link. Paul Lindsay Banner Human Resources Module Team Leader Tele: (406) 994-3585 Paul.Lindsay@montana.edu Intermediate Banner Human Resources 5 December, 2010 Navigation Terminology Key Navigation terms in the Oracle environment Block- Working area for maintaining and displaying information from tables (validation, rule or data) Record- Grouping of related fields (example: address lines, city, state, zip, county, nation) Field- Item (element) of information Blocks are used to access records stored in tables, and records are made up of fields. Key Block Area for entering over-riding criteria for display or maintenance. Next Block – navigates to information blocks Action required to move through records related to criteria defined in Key Block Rollback Returns to the top of current form or Key Block Exit Closes current form- returns to prior form or menu Query Way to locate specific records or limit information displays. Two Steps: 1. Enter query 2. Execute query Status bar (Auto Help line) At bottom of form- check here for messages related to any action taken! Intermediate Banner Human Resources 6 December, 2010 Common Navigation Commands Next Block – Moves the cursor to the following block on a form or From the menu bar, choose Block then Next Click the icon titled Next Block or Previous Block – Moves the cursor to the preceding block on a form or From the menu bar, choose Block then Previous Click the icon titled Previous Block or Rollback – Moves the cursor to the key block or From menu bar, choose File then Rollback or Click the icon titled Rollback List of Choices – Populates a list from which to choose Click the icon titled Object Search or Select – Chooses or selects a record Click the icon titled Select Double click the record of choice Intermediate Banner Human Resources or 7 December, 2010 Common Navigation Commands continued Initiate Query – Will clear the form so a query can be entered or From the menu bar, choose Query then Enter Click the icon titled Enter Query or Execute Query – Sends the query to the database for execution or From the menu bar, choose Query then Execute or Click the icon titled Execute Query Exit – Will take you out of a form or From the menu bar, choose File then Exit Click the icon titled Exit or General System Flow Diagram of Banner Relational Database Banner Finance Banner Student Banner Utilities General System Banner Financial Aid Intermediate Banner Human Resources Banner Human Resources 8 December, 2010 UNIQUE BANNER HR CONSIDERATIONS FTE (full time equivalency) indicates the decimal equivalency of a full time job. 1.00 FTE represents Full Time .50 FTE represents Half Time .33 FTE represents 1/3 time The FTE is reflected in the hours per pay which is used to calculate Assign Salary and Annual Salary. The Rate is not affected by FTE. Longevity, incremental pay increase afforded Classified staff for each 5 years of service, is not reflected in the rate fields on the NBAJOBS form, but may be viewed on the special “MSU Unique” form, PWADATA. Several fields are associated with both budgeted position and employee (encumbrances, grade, etc.)-always make sure you are orienting your interpretation on either the position or the employee. There are several date types associated with HR forms: Query Date- generally defaults to “today”; query usually include information from the query date forward, however a few forms (NBIPINC for example) include data from query date back in time. Please be aware of dates included in the output. Begin/End Date - span of time for a particular job Effective Date - date a change (for benefits, rate, etc.) affects pay for an employee Personnel Date - actual date of a personnel action, regardless of the effective date. Examples of Effective Date different from Personnel Date: 1. A personnel termination date of May 15th may require an effective date of June 30th to allow pay-out of leave balances. 2. The effective date of a retroactive job change would be the first day of the following pay period, while the personnel date would be the actual date of the change. Suffix (found on NBAJOBS) provides another layer of detail for differing pay rates within a single position number. Faculty/Staff suffixes are normally 00; work study suffixes range from 00-99; suffixes on student positions range from S1-S9. Employee Class - associates attributes such as earn codes, leave accruals and available benefits to groups of employees. Examples of Employee Class: AF - full time administrator HP - Classified hourly part-time SF - Classified salary full-time Intermediate Banner Human Resources 9 December, 2010 Human Resources Query Forms and Contents from Introduction to Banner Where do I find…? Incumbent GID Incumbent Name General Position Information from Query date back Employee Status Employee Class (ECLS) Employee Leave Category Employee Benefit Category Employee Full Time or Part Time Employee Service Dates Employee Home Department (Orgn) Employee Check Distribution Department (Orgn) Employee Campus Location Employee I-9 Information Employee Termination Information Form Name, access by... NBIPINC – by Position Number Form Description Position Incumbent List PEAEMPL – by Name Employee Information or ID Human Resources Query Forms and Contents in Intermediate Banner Where do I find…? Employee Name Employee Addresses Employee Generated ID Employee Biographic Info Employee Veteran Status Job Begin Date Job End Date Job Type Job Accrues Leave? Job On Board of Regents Contract? Job Salary Encumbrance Balance Job Status Job Title Job Effective Date Job Personnel Date Job Assigned FTE Intermediate Banner Human Resources Form Name, access by.. Form Description PPAIDEN – by Name or ID Person Identification NBAJOBS – by Name, by Position Number, Suffix Jobs-Ties the Person (Employee) to the Position 10 December, 2010 Job Hours per Day Job Employee Class (ECLS) Job Hourly Rate Job Hours per Pay Job Assigned Salary (Rate per Pay) Job Annual Factors/Pays Job Annual Salary (Base Rate per Year) Job Change Reason Job Employer Code (Campus) Job Default Earnings by Code, Hours or Rate Job Labor Distribution by…… Index, Fund, Orgn, Acct, Program and % Position Longevity Increment (Classified) Base Hourly Rate Longevity Hourly Rate (Classified) Total Hourly Rate Base Annual Rate Administrative Stipend (Non Classified) Total Annual Rate (Non Classified) Additional Comp as Posn 4ADCMP PWADATA – by Name or ID Information unique to Montana State University (longevity, admin stipend, additional comp as a separate position) Human Resources Query Forms and Contents in Intermediate Banner–continued Form Contents GID Name Pay Event Position Employee Class Rule Code Fund, Orgn, Acct, Prog Document Number Fiscal Year Earn Code Benefit/Deduction Code Hours Amount Dr/Cr Indicator Intermediate Banner Human Resources Form Name, access by.. NHIDIST – by Finance Document Number, Finance Index or Fund, Orgn, Acct, Program, Date Range, Expenses, Liabilities or Encumbrances 11 Form Description Labor Distribution Data Inquiry December, 2010 PEAEMPL – Employee Identification Form Employee’s employment information o Employee Class – what type of employee o Leave Category – eligibility to what type of leave Annual + Sick, Sick Only, or No Leave Eligible for Overtime or Not Eligible for Overtime o Benefit Category – eligibility for benefits Retirement + Benefits, Retirement Only, No Benefits or Retirement Union or Non Union Employee paid 9, 10, or 12 months of the year o Dates of Service: Campus Curr Hire: Employee’s most recent hire date (could be brand new employee, or the date an MSU employee returned to MSU after a 5 day break in service) Campus Orig Hire: Date of first employment with MSU Longevity Date: Track classified employees who will receive an increase in pay for every 5 years of un-interrupted state service. Annual Lv Accrual: Drives an employee’s annual leave accrual rate for employee’s eligible for annual leave. Enter ID or click ‘Search’ key Ctrl + Page Down or Select the Next Block icon Intermediate Banner Human Resources for ‘person’ search by name 12 December, 2010 NBAJOBS – Employee Jobs Form Job assignment information tying an employee to a position. Enter ID or click ‘Search’ key Enter Position Number and Suffix or click ‘Search’ key , List of Employee’s Jobs (NBIJLST) and select Position Number. (Query Date may need to be changed). Next Block for ‘person’ search by name Select Base Job tab or from menu ‘Options’ or right click in canvas choose Base Job to view the following: Job begin and end dates, job type, job reported to IPEDS, job accrues leave, job on Montana University System Contract, salary encumbrance remaining and fringe benefit encumbrance remaining. Select appropriate tab or from menu ‘Options’ or right click in canvas choose: Job Detail Information – see page 14-15 for form description and information Default Earnings – must check for appropriate Query/effective date from menu ‘Options’ or right click in canvas and choose ‘View Earn Code effective dates to view: types of earnings by Earn Code that default each pay period (Regular, Admin, Stipend, etc.) Extra compensation shows only on Posn 4ADCMP. Job Labor Distributions – distribution of pay by Index (FOAP) for the job. From ‘Options’ choose View Labor Dist Effective Dates to be certain you are looking at the appropriate labor distribution (usually the most recent date). Intermediate Banner Human Resources 13 December, 2010 Excluded Deductions – used for special situations Work Schedules – not currently used Special Notes: ID, Position Number, Suffix, and Query Date are required. Job Type – for external reporting purposes – ‘Primary ’- job with the largest % of time; ‘Secondary’ jobs relate to an individual with more than one job The salary and fringe encumbrances reflect remaining amounts to be paid for the fiscal year. NBAJOBS – “Job Detail” tab: Employee Jobs Detail Information Detail in this Jobs block specifically relates to the employee in this job. Displays effective date, personnel date, status, title, FTE, employee class, grade, base salary, employment duration, as well as past and future changes to the job. Intermediate Banner Human Resources 14 December, 2010 Select appropriate tab or from ‘Options’ choose: Payroll Default – o Shows timesheet department (ORGN) o Pay ID # o Whether longevity pay is applicable Default Earnings – pay that will default each pay period if no adjustments reported Job Labor Distribution – same as on General Job form Exclude Deductions – used in specific situations Deferred Pay, Miscellaneous, Work Schedules – not currently used Special Notes: Change history under the View Job Detail Effective Dates option lists the most recent changes first. FTE will reflect the % of ‘full-time’ worked but will have no affect on pay. Pay will be determined by hours per pay. Change Reason – explanation of change to record (new effective date). Appt % - always 100% for current calculation of leave. Compensation amounts represent Base Salary only and do not include longevity or Admin Stipend – see form PWADATA for those additional pay elements. Hours per pay–determines pay calculations and reflects default hours for a payroll cycle (for students & temporary staff, the default is 1 hour and adjusted during time entry). Factor and Pays – reflects months worked and paid. Rate – Hourly Base Rate Assign Salary – Rate * Hours per Pay (at BZ reflects monthly base rate) Annual Salary – Assign Salary (monthly base rate) * Pays (# of months worked) Intermediate Banner Human Resources 15 December, 2010 PWADATA – MSU Unique HR Data Stores and displays data elements unique to Montana State University. Enter ID click ‘Employee ID’ for ‘person’ search by name Displays Position Number and Suffix, Longevity Increment, Base Hourly Rate, Longevity Hourly Rate, Total Hourly Rate, Base Annual Rate, Annual Stipend, Total Annual Rate. Special Notes: Base Hourly – Base Hourly Salary Rate for all employees Longevity – Additional Hourly Rate for Classified staff only, based on longevity increments times the relevant percentage. Total Hourly – Base Hourly + Longevity = Total Hourly Rate for all employees except those with Additional Compensation. Annual Rate for Classified = Total Hourly * # hours Base Annual – Base Annual Salary Rate for all employees Stipend – Annual Administrative Stipend Rate for Department Heads Grant – Not currently being used – See Additional Compensation below Total – Total Annual Salary Rate for non-Classified employees except those with Additional Compensation. Represents Base Annual Rate only for Classified employees. NOTE: Additional Compensation can only be viewed as a separate position 4ADCMP Billings Data, COT Data, Board of Regents Data, Group Code and Special Code are all reserved for reporting purposes. Intermediate Banner Human Resources 16 December, 2010 Intermediate Banner HR Review Exercises - 1 1 What is the base hourly pay rate for Hupka, Connie, as of: a. b. c. 6/30/04 1/01/05 10/01/06 ___________ ___________ ___________ 2 What significant status change occurred on 7/31/08 for the above employee’s job? a. b. c. Leave without pay Employer Code change Termination 3 By accessing the NBAJOBS or MSU Unique form(PWADATA), what is: 1 2 3 a. The hourly longevity pay attributed to DuHoux, Jamie?__________ b. Brett Gunnink’s annual Stipend amount? ____________________ c. Annual Additional Compensation amount for Larry Baker? ______ a 22.827597, b 23.077597, c 24.964929 c a .573791, b 14,4000.00, c 6,000.00 Intermediate Banner Human Resources 17 December, 2010 NHIDIST – Labor Distribution Data Inquiry Important Note: Data viewed on NHIDIST will display more quickly if the query can be refined to a smaller group. For large inquiries, please be patient! Displays expenditure detail by person, earn codes and/or benefit codes within an index (FOAP elements), category and date range (for a Finance posting range) entered in the key block. Special Instructions: Enter the desired Index (not organization) which will populate Fund, Orgn and Program. Note: you must have both Finance and HR Fund and/or Orgn security to view data associated with the Orgn related to this Index; contact your supervisor if you do not have access. Enter the desired From Date and To Date range. This form is extracting data from Finance, so orient your request to the check date rather than to the earning month. For example, to see the data for the July 2005 pay cycle, paid in August 2005, enter or use the calendar icon to enter the following: From Date: o 01-AUG-05 To Date: o 31-AUG-05 Intermediate Banner Human Resources 18 December, 2010 NHIDIST – Labor Distribution Data Inquiry continued Leave the Category set to “expenses” – this will provide the most effective search for departmental purposes. Move to the Next Block. To view all detail for the Index and Date ranges specified in the key block, execute a query with no additional criteria (click the Execute Query icon or press F8). Searches may also be limited to a specific person, earnings code and/or benefits (BDCA) code. However, SSN searches will not work for person queries – you must use a GID number or Name. Remember, the Working message in the bottom left may be there for a while. If no records are retrieved from your query, click on Exit to return the form to “active mode”, then either change the Next Block criteria or Rollback and change the key criteria as required. When records are retrieved, note that Net Hours and Amount columns represent the sum of amounts viewed only. To see the totals for all data returned, click ‘Options’ and ‘View Full Totals’. Record Count in the lower left of the screen will indicate which record of the total records you are viewing. Special Notes: NHIDIST detail will not be current until the HR-to-Finance feed has been completed for a payroll cycle. BDCA (Benefit) codes for limiting queries (first digit is a number, last two are letters) Regulated Benefits: 0SO FICA (Social Security) – Employer Share 0SM Medicare – Employer Share 0SU Unemployment 0WC Worker’s Comp Medical Benefits: Prior to 03/01/2010 1ES Employer Contribution – Medical 1ER Employer Contribution – Medical Reserve After 03/01/2010 1ES Employer Contribution – 12 month employee 1EB Employer Contribution – 10 month employee 1EC Employer Contribution – 9 month employee Retirement Benefits: 2PE Public Employees Retirement – Employer Share 2TC TIAA-CREF Retirement (Classified) – Employer Share 2TI TIAA-CREF Retirement (Non Classified) – Employer Share 2TL TIAA-CREF Retirement (Professional) – Employer Share 2TM MPERA Portion of TIAA-CREF Retirement – Employer Share 2TR Teachers Retirement System – Employer Share 2TS TRS Portion of TIAA- CREF Retirement – Employer Share 2GW Game Wardens Police Officer Retirement – Employer Share Intermediate Banner Human Resources 19 December, 2010 NOTE: ‘%’ in BDCA column will return all employer benefits associated with a query. ‘%’ in Earn column will return all salaries associated with a query. Intermediate Banner HR Review Exercises - 2 1 Please find the dollar amounts for the following in Index 443600 for the month of March 2007: a. Total earnings _____________________________ b. Total benefits _____________________________ c. Total costs for employee ‘Slade’ ______________ d. Total employer costs for retirement _____________ 1. a 6,249.03 b 2,129.69 c 4,834.61 d 507.67 Intermediate Banner Human Resources 20 December, 2010 Position # Position Title 4M Classified Salaried 4N Classified Hourly # of Hours Full FTE 174 Based on working hours in month ECLASS Acct Code Full Time: SF Part Time: SP OT Exempt: SE Full Time: HV Part Time: HP 61125 61125 Example Titles Administrative Assistant II Custodian I 4M2 Classified Temporary Fixed Term Salaried 174 TS 61125 4N2 Classified Temporary Fixed Term Hourly Based on working hours in month TM 61125 Custodian I President Vice President Assistant to Provost Assistant to President Director Assistant Director Research Assistant Assistant Director 4E Executive Salaried BOR 173.33 EX 61128 4C 173.33 4C Professional Salaried LOA 173.33 4B Fiscal Year Faculty MUS 173.33 Full Time: AF Part Time: AP Full Time: PF Part Time: PP Full Time: PF Part Time: PP AY: PY Full Time: FF Part Time: FZ 61128 4C Professional Salaried MUS Administrator Professional Salaried MUS 4B Fiscal Year Research Faculty USRA appointment Fiscal Year Research Faculty LOA Faculty 10 months MUS 173.33 61123 4A Faculty 9 months MUS (Should only be researchers) 173.33 Full Time: FF Part Time: FZ Full Time: FF Part Time: FZ Full Time: FA Part Time: FZ Full Time: FA Part Time: FZ 4A 4A Faculty 10 months LOA Faculty 9 months LOA (Should only be researchers) 156 173.33 4H 4T 4D Professional Hourly Short Term Worker Graduate Students 4S 4S Students Work Study 4B 4A Intermediate Banner Human Resources 173.33 61124 61124 61123 Professor Associate Prof Assistant Prof Associate Research Prof Assistant Research Prof Associate Research Prof Assistant Research Prof Instructor 61123 Researcher FJ FJ 61123 61123 Adjunct Instructor Research Faculty Hourly Hourly Stipend PH TH 1S Professional Hourly Temp Hourly Graduate Students Hourly Hourly 1H 1H 61224 61224 GTA = 61126 GRA = 61127 61225 Federal = 61226 State = 61228 173.33 156 21 61123 Administrative Assistant II Program Coordinator I 61123 December, 2010 Students Students