PLANNING AND INFORMATION TECHNOLOGY

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Banner Facts and Procedures

What is Banner?

Banner is a web-based, administrative software application developed by SunGuard SCT specifically for higher education institutions. Banner provides data through an online environment that allows Morgan State University to perform administrative functions in a highly effective manner that is totally integrated and shared among different departments across the University.

Who are the Banner Data Custodians at Morgan State University?

The former PLUS system was structured so that the IT department was responsible for the data. The Banner system, however, is an integrated user system. This means that certain areas have designated one individual to be the custodian of their department’s data. These data custodians are responsible for their department’s data. They are responsible for deciding a user’s level of access to the Banner system for navigation purposes and Banner data for reporting purposes. The data custodians are as follows:

• Student Records – Mr. Paul Thompson (pthompson@moac.morgan.edu)
• Admissions – Mr. Edwin Johnson (edwin_t_johnson@morganadmissions.com)
• Financial Aid – Mr. Nigel Edwards (nedwards@moac.morgan.edu)
• Billing and Receivables – Mrs. Moni Tenabe (monitenabe@moac.morgan.edu)
• Human Resources – Mrs. Armada Grant (awgrant@moac.morgan.edu)
• Finance – Mr. Patrick O’Brien (pobrien@moac.morgan.edu)
• Housing – Ms. Christina Jones (cjones@moac.morgan.edu)

Do I need to access Banner?

Not everyone who works for the University will need to use the Banner system. Banner comes in two flavors:  Internet Native Banner (INB) and Self-Service Banner (SSB). INB is usually used by department heads (e.g., Vice Presidents, Deans, Chairpersons, and Directors) and others who require a good deal of detailed information. SSB uses a more user-friendly interface that allows a specific set of processes to be completed through the use of hyperlinks. The majority of University employees use SSB.

How do I obtain access to the Banner system?

1. Determine the specific Banner forms or data fields that you would need to view. Explain to your supervisor how access to these data pertains to your job function, particularly if you will be requesting “update” access. Banner access will be granted on a “need to know” basis and, therefore, it is imperative that you specify the purpose of your desired access.

2. Ask your supervisor to send a memorandum approved by your Vice President or Dean to the appropriate data custodian based on the fields that you wish to access. Once your request is approved by the data custodian, your request will be forwarded to the IT department.

3. A representative from the IT department will contact you once your account has been set up. You will be provided with a username and a temporary password which must be changed upon your initial log in to Banner. You will be prompted to change your password periodically. If you do not change your password after 30 days OR if you do not log in to Banner for at least 30 days, your password will expire and it will need to be reset. If you do not log in to Banner after 90 days, you will have to request that your Banner access be reinstated. In order to request that your password be reset you would need to contact Mr. Don Steedman in the IT department (dsteedman@moac.morgan.edu). To have your banner access reinstated, you would need to follow the aforementioned steps in this procedure.

My password expired. Who do I contact?

You will be prompted to change your password periodically. If you do not change your password after 30 days OR if you do not log in to Banner for at least 30 days, your password will expire and it will need to be reset. In order to request that your password be reset you would need to contact Mr. Don Steedman in the IT department (dsteedman@moac.morgan.edu).

I forgot my password. Who do I contact?

If you have had unsuccessful log-ins due to a password that you could not remember, you would need to contact Mr. Don Steedman in the IT department (dsteedman@moac.morgan.edu). Mr. Steedman will issue you a temporary password which you must change the next time you log into Banner

What type of Banner training is available and how do I go about getting it?

There are various types of Banner training available on campus. You should start by determining the Banner module(s) for which you need training. Once you have identified the area(s) for which you require Banner training, contact the appropriate Banner trainer to set up an appointment for training. You must have Banner access PRIOR to receiving Banner training. You will need your Banner username and password for training purposes. The University Banner trainers are as follows:

• Student Records – Mr. Paul Thompson (pthompson@moac.morgan.edu)
• HR Web Time Entry – Mrs. Paulette Quickley (pquickley@moac.morgan.edu)
• Budgets – Mrs. Sharon Oliver-Whitehurst (soliverw@jewel.morgan.edu)
• Finance & Procurement – Mrs. Lois Whitaker (lwhitaker@moac.morgan.edu)

I have received Banner training but still need clarification on the Banner system’s capabilities and features. What other resources are available to me?

In order to enhance or refresh the skills you learned in Banner training, you may either (1) access the documentation related to your training, (2) refer to the SCT Banner Documentation Bookshelf, or (3) contact Mr. Klinghoffer for additional support.

(1)   To review manuals and tips for training sessions please visit one or more or the following links:

• HR Web Time Entry - http://www.morgan.edu/admin/HumanResrcs/update.asp
• Housing - http://www.morgan.edu/computing/pdf/Banner7_Training.pdf
• Finance & Procurement - http://www.morgan.edu/admin/Procurement/Banner/Finance.html

(2)   Mr. Klinghoffer, the University’s former Registrar, can assist some users by providing tips and answers to some Banner navigation questions. You may contact Mr. Klinghoffer at hklingho@jewel.morgan.edu.

(3)   The Banner Bookshelf is a series of Banner User Guides and other documents developed by SCT to provide a general overview of the features of Banner. They are a good resource for learning what Banner can do. The Banner Bookshelf documents do not reflect the University’s policies and procedures, but rather explain the SCT Banner system. To access the Banner Bookshelf visit:  http://inb1.cgw.morgan.edu:9090/bookshelf-banner7/bkshlf7x.pdf. Keep in mind that this is an internal document and, therefore, you will only be able to access it on campus.  

How can I get the data I see in Banner in the form or a data file or report?

1. Visit the Institutional Research web page at http://www.morgan.edu/admin/Planning/data.asp if you are seeking institutional data (i.e., official University data).

2. If you do not find the institutional data you need on that page, contact Ms. Cheryl Rollins (crollins@moac.morgan.edu) in the Office of Institutional Research (IR). Ms. Rollins has access to all sorts of institutional data that can be retrieved. These data are static and, therefore, represents a snapshot of data from a particular timeframe. Since the data only go as far back as the fall 2000 semester, you will need to skip to step #3 if you require data that predates this period.

3. If the data you are seeking are non-institutional data or are not available through the IR web page or Ms. Rollins, you will need to request your data file/report via a different route. You would first need to determine what data you would like to see and specify (whenever applicable) a sorting condition, data timeframe (e.g., fall ’07 semester, fiscal year ’06, award year ’08), output preference (data file or hard copy), number of copies, desired completion date, and/or any other special conditions, parameters, criteria, or special definitions related to your query or target population.

4. Send your request to the appropriate data custodian for approval based on the data that you are requesting. For example, if you are requesting students’ SAT scores, you would contact the Admissions data custodian.

5. Once your request is approved, the data custodian will forward it to the IT department. A representative from the IT department will contact you once your request has been completed.

What if I have a series of existing data files/ reports that I need generated periodically?

If you have a series of data files/ reports that have already been produced by IT which require periodic updates, you may be a candidate for APEX. APEX is a user-friendly product that allows users to run queries and generate reports via the Internet using a secured site. The data used in APEX comes directly from Banner and is updated every 24 hours. In order to determine whether or not you are a candidate for APEX, follow the steps below:

1. Determine which existing data files/ reports you would like to access on a frequent basis. It would be most helpful if you have the name of the program used to generate the output.

2. Send your request to the appropriate data custodian for approval based on the data that you are requesting. For example, if you are requesting students’ SAT scores, you would contact the Admissions data custodian.

3. Once your request is approved, the data custodian will forward your request to the IT department. A representative from the IT department will contact you once your request has been completed. You will be issued a URL link, username, and password so that you can log in and begin generating your own output.

I need access to raw data so that I can write my own queries using a programming language or Microsoft Access. How do I obtain access to a Data Warehouse?

1. Determine what data fields you would like to access. Be prepared to SPECIFICALLY identify ALL data fields that you would like to view in the data warehouse.

2. Send your request to the appropriate data custodian for approval based on the data that you are requesting. For example, if you are requesting access to data files containing students’ GPA’s, majors, or credit hours, you would contact the Student Records data custodian. Once your request is approved, the data custodian will forward your request to the IT department.

3. A representative from the IT department will contact you once your request has been completed. You will be provided with a user ID and password to access the data.

4. Call the Help Desk (X-4357) to request installation of the OBDC driver on your desktop which will enable you to access the Data Warehouse

5. For further assistance and tips you may access the Banner Bookshelf by visiting http://inb1.cgw.morgan.edu:9090/bookshelf-banner7/bkshlf7x.pdf. Keep in mind that this is an internal document and, therefore, you will only be able to access it on campus. Alternatively, you may contact Mr. Sabah Karam (skaram@jewel.morgan.edu) for more details on the Banner Bookshelf or if you wish to learn basic Microsoft Access navigation techniques and usage.