The Banner System

1
The Banner System

• An Overview

2
Banner is the software

• SCT is the leading global provider of e-education
  technology solutions for institutions of all
  sizes and levels of complexity.
• Banner is completely integrated to handle all of
  the administrative functions of higher education.

3
Multi-system database

• Banner is a multi-system database.
• Each system contains modules that store
  information.
• Some information is shared by each system
• Reduce data entry
• Prevent errors
• Allow queries and reports using information from
  all systems

4
Banner concept

• One database
• Multiple systems
• Advancement
• Finance
• Financial Aid
• Human Resources
• Student
• General

5
User sets security

• Each system contains specific information that is
  relevant to that area and is protected by
  security restrictions.
• Advancement users determine who can have access
  (update or query) to Advancement information.

6
Shared Information

• IDs identification numbers
• Names and name types
• Addresses
• Phone numbers
• E-mail
• Marital status
• Deceased and confidential flags

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Integration
Advancement
Finance
Student
ID, Name Address Phone, e-mail Marital
Status Confidential, deceased Indicators
Financial Aid
Human Resources
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IDs and pidms

• ID
• Format what format will be used
• Generation Banner generates a unique number
• SSN can this be printed on documents
• Pidm Personal identification master
• Internal, unique number assigned to each piece of
  information in the system

9
Share Data

• Why share data
• Data that is common to many systems is stored in
  one place
• Shared data is consistent across all systems and
  is entered only once
• Data from multi systems can be combined for
  effective reporting

10
Issues of shared data

• Who owns the data and who assumes responsibility
  for
• Accuracy
• Data entry standards
• Entering changes
• Varying system requirements

11
IDEN forms

• Each system has an IDEN form where the name and
  address information are created an updated
• APAIDEN, SPAIDEN, FOAIDEN, PPAIDEN, RPAIDEN
• Each AIDEN form is slightly different.
• APAIDEN shows cross referenced spouse
• Other AIDEN forms show only one person

12
Form naming conventions

• Each letter of the form has a meaning.
  Understanding the letters can help you understand
  the use of the form.
• Forms that begin with A are advancement forms
• S are student, F are finance forms
• Forms that begin with G are general forms and
  are used by all systems
• GUASYST, GTVLETR

13
Integrated database

• Data Standards
• Policies need to be determined with other
  departments
• Student, financial aid, finance, human resources
  regarding updates to names, address types,
  indicators
• Format and data entry standards need to be
  developed to insure consistency, punctuation,
  abbreviations

14
Duplicate Records

• Policies and operational procedures need to be
  developed regarding the handling of duplicate
  records
• How to find duplicates
• How to resolve dupes when they exist
• How to train new staff
• How to prevent duplicates

15
Documentation

• Documentation for the current system needs to be
  reviewed and current processes need to be
  evaluated
• Good time to streamline and make changes
• Best practices.
• Documentation needs to be created for Banner
  processes. Used to train existing and new staff.
• Need to document decisions made during training
  process. Decision log.

16
Reports

• Banner provides some standard reports that are
  run from job submission process
• Population selection process allows you to select
  records from the database to be used in standard
  reports, letter generation process, or transfer
  to Excel
• Letter generation process used for receipts,
  thank you letters, other letters or reports
• Ad hoc reports generated via ODBC compliant
  report writer

17
Ad hoc reports

• As we progress through the training, make a list
  of the reports that you will need.
• Work with technical staff to prioritize these
  reports so that they will be available at
  conversion.
• Other report needs can be determined after
  conversion.

18
Upgrades and Enhancements

• SCT provides upgrades to Banner when
• Federal regulations require (Financial Aid)
• Industry standards require (VSE/CFAE)
• Errors detected. Point releases. 5.1, 6.2
• Major upgrades to system are indicated by
  increase of number 5.0 to 6.0

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Upgrades and Enhancements

• Each time a change is made to Banner, SCT
  provides Release Guides that document the changes
  in the version.
• Test these releases with IT staff
• Conversion team needs to continue to work
  together after the completion of the
  implementation.

20
Action Line and Listservs

• SCT action line provides support to Banner
  clients
• www.sct.com Action Web log-in
• Listservs for each system
• Balumni
• To sign up, e-mail
• Email to LISTPROC_at_SCT.COM
• In message, subscribe balumni (your name)

21

• Advancement System

22
Advancement Modules

• Constituents
• Organizations
• Campaigns
• Designations
• Pledges
• Gifts and Pledge Payments
• Prospect Management

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Advancement Modules (cont)

• Gift Society
• Membership
• Solicitor Organization
• Events Management
• Advancement Self-Service
• Self Service for Alumni and Friends
• Self-Service for Advancement Professionals

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Validation Tables

• Banner is table driven
• Tables hold the various values that can be used
• ATVDONR has the VSE/CFAE values
• ATVXREF has the cross-reference values
• Some tables have specific Banner values, others
  are determined by user
• Tables that begin with A are advancement. S
  tables are shared. F tables are finance.

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Constituent Module

• Stores basic ID information
• Names, IDs addresses, e-mail
• Stores biographical information
• Gender, birth date, age, ethnicity
• Stores other information
• Cross references, interests

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Constituent Module (cont)

• What defines a constituent
• A constituent must have at least one donor
  category and a preferred address. If the
  constituent is an alumnus, then he must have a
  college code and class year
• Persons as well as non-persons can be
  constituents. Organizations, corporations,
  foundations

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Constituent Module (cont)

• A person or organization must be a constituent in
  order to process additional information retained
  in the Advancement module.
• Gifts, pledges, memberships, or to be tracked as
  a prospect.

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Organization Module

• Organizations, like persons, must have a donor
  category code
• For organizations, Banner stores
• Donor category code, primary contacts, secondary
  contacts, matching gift information, cross
  references to employees
• Financial information, activities, relationships
  to others, funding areas

29
Campaigns

• Should reflect the structure and priorities of
  your fund raising efforts
• Should represent an over-all fund raising
  strategy over a period of time
• Tracks gifts and pledges
• Flexible Provides on-line, up to the second
  reporting

30
Campaigns (cont)

• Cornerstone of Banner reporting
• Monitors progress of fund-raising goals
• Must be developed before gifts and pledges can be
  processed.

31
Designations

• Directs the gift or pledge to a specific account
• Specifies a purpose for the gift or pledge
• Must be associated with at least one campaign
  before a gift can be processed
• Provides purpose for VSE/CFAE reporting
• Interfaces with Finance

32
Pledges

• Add and maintain pledges
• Store installment plans and solicitation
  information
• Mass entry of similar pledges

33
Gift and Pledge Payment

• Record and track gifts and pledge payments
• Enter matching gifts

34
Interfaces

• There are three interfaces to other Banner
  systems
• Feed to Banner Finance
• Passes gift and/or gift and pledge information
  Finance Requires FOAPALS in Finance
• Feed with Human Resources if donor wants funds
  taken from paycheck
• Student to Advancement
• Makes new grads alumni
• Advancement can select students on credit hours

35
Prospect Management

• Allows Advancement to manage the relationship
  between the donor and the institution
• Assignment of staff with different roles
• Rate the prospect in different ways
• Track contacts made with a prospect
• Embed call reports in Banner contacts

36
Prospect Management

• Tools
• Create strategic plans for prospect moves
  management
• Create and track proposals
• Available via Self-Service for Advancement
  Professionals (web product)

37
Gift Society

• Allows institution to recognize donors at various
  levels
• Institution determines rules for recognition for
  gift society membership
• Facilitates the preparation of the honor role of
  donors

38
Membership

• Allows an institution to track constituents
  involvement in membership programs
• Maintains dues payments, generates reminders and
  renewal notice mailings
• Provides a dues payment acknowledgement process

39
Solicitor Organizations

• Track results of solicitation efforts
• Give appropriate credit to solicitation effort
  responsible for the gift
• Give credit to solicitor who contacted the donor
• Track responses to solicitation efforts
• Compare results of solicitation efforts over time

40
Event Management

• Allows institution to track participation and
  attendance at events
• Part of the general system and can be used by
  other Banner systems

41
Alumni Self Service (web)

• Each Banner system has a self-service product
• Alumni Self-Service allows communication between
  the constituents and the institution
• Allows for job posting, mentoring involvement,
  tracking of interests
• Allows for change of address and select other
  information direct to Banner database (with
  audit)
• Allows for pledges and gifts via the web

42
Self-Service for Advancement

• Allows for creation of constituent profiles on
  line
• Allows processing of contact/call reports via the
  web
• Allows creation of population selections

43
Action Line and Listserv

• SCT action line provides support to Banner
  clients
• www.sct.com Action Web log-in
• Listservs for each system
• Balumni
• To sign up, e-mail
• Email to LISTPROC_at_SCT.COM
• In message, subscribe balumni (your name)

44
Consultant

• Julia A. Paris, Functional Consultant
• Banner Advancement
• SCT Consulting Practices
• ( Office 434.946.1060
•   Cell 434.851.2767
• Ejparis_at_sct.com
• Wwww.sct.com
• Leadership-Choices-Excellence

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• Self-service for students, faculty and staff
• Ease of communication
• Access information
• Manage the big picture

• Exchange information
• Automate actions
• Integrate learning
• Microsoft TCO
• Easy to deploy

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