· web viewappendix c: employee/student confidentiality and non-disclosure agreement appendix b:...

SAINT LOUIS UNIVERSITYHuman Resources ModuleBanner Version 8.10.1

Human Resources Information System: Navigation Participant Training Guide

Revised 1/30/14

Saint Louis UniversityHuman Resources Division

Office of Human Resources Information Systems3545 Lindell Blvd.

St. Louis, MO 63103(314)977-2360

Saint Louis UniversityHuman Resources Information System: Navigation

Participant Training Guide

IntroductionThe Human Resources Information System (Banner) is part of a web-based, administrative software application developed by Sungard Higher Education. This system provides Saint Louis University with online administrative functionality. The system integrates data from Human Resources, Finance, Student, Financial Aid, and Alumni and Advancement areas. This feature enables authorized users to access information existing on other systems. The Human Resources Information System is a complete employee information and management system within the integrated product. Employees accessing information in the system make a commitment to treat the information as privileged and confidential.

The Human Resources Information System consists of two components: Internet Native Banner (INB), and Self Service-Employee menu.

Authorized employees may access INB to look up departmental employee information, and enter departmental time keeping information (where applicable). Employee authorized to initiate and/or approve personnel record changes access the Self Service, Employee menu to initiate and approve electronic personnel actions (EPAFs).

University employees access Employee Self Service to verify, and in some cases update, their demographic, biographic, benefits, and payroll-related information. In addition, authorized employees will enter their timecard or leave report information electronically in Employee Self Service. Electronic time entry and leave reporting instructions are available through the Payroll Services Office.

This training program is designed to help participants become familiar with basic navigation for Banner and obtain an understanding of commonly used forms in the Human Resources module (version 8.x) of the Internet Native Banner system.

Training for origination of Electronic Personnel Action Forms (EPAFs) is provided in a separate program.

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Table of ContentsChapter 1 Getting Started in Internet Native Banner (INB).......1-1

Lesson 1 – 1: Log on to Internet Native Banner (INB)..................................................................................1-2Lesson 1 – 2: Banner General Menu Overview..............................................................................................1-3Lesson 1 – 3: Customizing the My Banner Menu..........................................................................................1-4Lesson 1 – 4: Log Out of Internet Native Banner...........................................................................................1-6

Chapter 2 INB Forms & Navigation..........................................2-1Lesson 2 – 1: Banner Form Types and Naming Conventions.........................................................................2-2Lesson 2 – 2: Opening and Closing Banner Forms........................................................................................2-3Lesson 2 – 3: Identifying Banner Form Components.....................................................................................2-7Lesson 2 – 4: Form Navigation With Menus..................................................................................................2-8Lesson 2 – 5: Form Navigation With Toolbars.............................................................................................2-11Lesson 2 – 6: Banner Searches – IDs, Names, fields....................................................................................2-14

Chapter 3 Commonly Accessed Forms in the Human Resources Module 3-1

Lesson 3 – 1: Employee Information - PEAEMPL........................................................................................3-2Lesson 3 – 2: Employee Job Information - NBAJOBS..................................................................................3-3Lesson 3 – 3: Position Information - NBAPOSN...........................................................................................3-7Lesson 3 – 4: Position List by Organization - NBIPORG..............................................................................3-8Lesson 3 – 5: Position Incumbent Listing - NBIPINC...................................................................................3-9Lesson 3 – 6: Employee Leave Balances – PEALEAV................................................................................3-10Appendix A: Employee Class Code Listing......................................................................................................AAppendix B: Forms and Navigation Job Aid.....................................................................................................BAppendix C: Confidentiality and Security Agreement......................................................................................C

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CHAPTER 1: GETTING STARTED IN INB

Chapter 1 Getting Started in Internet Native Banner (INB)

Internet Native Banner (INB) is utilized by authorized departmental users to look up information about the positions, labor distribution, and employees in the department. The departmental user will access various forms in the INB system to review this information. To obtain access to the appropriate forms in the Human Resources Module, users need to complete a request for access form, available on the Human Resources website:

https://saintlouis.onbmc.com/arsys/servlet/ViewFormServlet?

Once a user has been authorized to access the Human Resources module of INB, they will need to log on to the system. This chapter covers the log on process and explores the General Menu in INB.

Chapter Objectives:

After completing this chapter, you will be familiar with: Logging on to Internet Native Banner (INB) Navigating in the General Menu Adding and Removing Forms on the My Banner

Menu Logging out of Internet Native Banner (INB)

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https://saintlouis.onbmc.com/arsys/servlet/ViewFormServlet


Lesson 1 – 1: Log on to Internet Native Banner (INB)To access the forms in INB, you must have authorization to view forms in the INB system. (See chapter introduction, previous page.) Once you have the appropriate authorizations, you can log on to INB by following these instructions.

Accessing INB through Gateway

The Banner (INB) system may be accessed through the MySLU portal.

1. Open Microsoft Internet Explorer on your computer.

2. In the Address field, enter: mySLU.slu.edu and press Enter.

3. Enter your username and password. (Contact Information Technology Services Customer Service at 977-4000 if you need assistance with your username or password.)

4. On the Tools menu, locate the Internet Native Banner link. Click on the link to open INB. Since you entered your username and password to log in to the MySLU portal, you do not have to log in again for INB.

Figure 1-2: Internet Native Banner link

Figure 1-1: mySLU Tools tab

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Lesson 1 – 2: Banner General Menu OverviewThe General Menu (figure 1-3) is the initial form accessed when you logon to Internet Native Banner (INB). This menu contains all of the sub-menus for accessing the various forms in each functional module (Human Resources, Student, Financial Aid, Alumni/Advancement, or Finance). You may need to adjust your screen resolution to view the entire screen.

1. Menu Bar - The menu bar is similar to those found in windows applications. This menu allows you to select options or commands that help you to navigate and perform various functions in Banner.

2. Products drop down button - Links to other INB systems are provided on this bar, including Finance, Human Resources, Student, Financial Aid, and Alumni. You must be authorized to access the forms in these systems. If you click on a system area, the area’s menu will expand in the Main Menu tree and display additional forms.

3. Forms Access Field - The form access field (“Go To:” field) is used to access specific forms. This topic will be covered in another lesson.

1. Menu bar

6. Auto hint Bar

3. Forms access field 2.

5. Links to related web pages/tools.

Figure 1-3: General

4. Menu Tree (Main

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4. Menu Tree - The menu tree consists of expandable menus for each system, including Finance, Human Resources, Student, Financial Aid, and Alumni. It includes a My Banner menu that can be customized by the user to include forms accessed on a regular basis.

5. My Links – This area contains links to SLU-specific web pages and tools related to the system.

6. Auto Hint Bar - The auto hint bar provides error messages and hints for navigating forms. Be sure to check the Auto Hint bar when you encounter a problem in a form to determine if it provides a solution.

Lesson 1 – 3: Customizing the My Banner Menu

As you become familiar with Banner and the forms you will need to access, you may want to customize Banner to make it more convenient and efficient for you. My Banner is an area that you can use to create your own personal menu of forms. When you first login to Banner, you see My Banner displayed as the first menu area on the General Menu screen and in the Product Links bar. Follow the instructions below to build a My Banner menu.

Building your My Banner menu

1. Logon to Banner.

2. Click on the folder next to My Banner in the General Menu (figure 1-4).

3. Double click on Empty; Select to build. [GUAPMNU] This displays the My Banner Maintenance form (GUAPMNU). Once you have customized My Banner, this option will read Organize My Banner [GUAPMNU].

4. Choose the type of object you wish to add to your personal menu from the drop down window at the top, left corner of the screen. For departmental users, this will be “Oracle Forms Module”.

Note: To sort the list of objects alphabetically so that it is easier to find the item you want, click the Sort Object List button.

Forms will appear in alphabetical order by form name. Sort Objects

Figure 1-4: My Banner Menu

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5. Scroll through the left window pane of items, until you find the object (form) to be added to your personal menu list in the right window pane.You can also type the form name directly into the object field.

6. Select (highlight by double-clicking on the name) the item that you would like to add.

7. Continue scrolling through the form names and select all of the forms you wish to add (highlight each by double-clicking on each form name)

8. Click on the Insert Selection button to add the item(s) to your Personal Menu.

9. Once forms are listed on the right side of your screen, you can change the description for each form by typing over the current description.

System Description for NBIPORG My description typed in for NBIPORG

10. Once you’ve added all the desired forms and entered any new descriptions, click Save.

11. Close the GUAPMNU form. (Click on the button.)

12. Exit Banner and logon again to see changes reflected in your My Banner menu, or just click on the “Menu” link on the Banner Home Page.

Removing forms from My Banner

1. Logon to Banner.

2. Access the GUAPMNU form.

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Add the following forms to your My Banner menu*:PEAEMPL NBAJOBS NBAPOSN NBIPORG NBIPINCPEALEAV

Tips: Sort the forms in alphabetical order using the Sort Object List button. Highlight all of the form names and then click on the insert selection button.*Note: Some of these forms may not be listed due to the access that has been requested and set up for you. If you find that you need access to a form that isn’t available to you during this session, please complete an IT Security Access Request form.

CHAPTER 1: GETTING STARTED IN INB 3. Select (double-click on the item to highlight and select) the items

you wish to remove from the right window pane.

4. Click on the Delete button (<) to remove the selected items from your My Banner menu.

5. When finished, save your changes.

6. Exit the form.

7. Click on the “Menu” link on the Banner Home Page or Exit Banner and log back in to see changes.

Lesson 1 – 4: Log Out of Internet Native BannerWhen you are finished with a Banner session, be sure to log out and close the Banner system to ensure security of SLU’s information.

1. Close the forms you have opened by clicking on the Exit icon (top right of the screen). Close each open form.

2. In the General Menu, click on the Exit icon to exit and log off the Banner system.

3. Close Internet Explorer to complete your system log off.

Exercise 1: Add forms to the My Banner menu

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CHAPTER 2: INB FORMS AND NAVIGATION

Chapter 2 INB Forms & Navigation

A form is an online document where the user may enter and look up information in the Banner system. A form visually organizes information so it is easier to enter and read. In Banner, a form is similar to a paper form, except the information is entered once and then used by other forms, reports, and jobs. Forms may include windows, window panes, dialog boxes, and alert boxes. This chapter provides the user with an overview of Banner forms and navigation options for the Banner system.

Chapter Objectives:

After completing this chapter, you will be familiar with: Banner form types and naming conventions Opening and closing Banner forms Banner form components Navigating in Banner forms (Menus and Toolbars) Searching in Banner forms

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Lesson 2 – 1: Banner Form Types and Naming ConventionsFor departmental users, there are four types of forms in Internet Native Banner (INB):

Table 2-1: Types of FormsForm Type Used toMain menu Navigate through Banner. It provides an

overview of the menus, forms, jobs, and QuickFlows in the system.

Application forms

Enter, update, and query information. These are the most common types of forms.

Query forms

Look up existing information and to return information to the application form. These forms are accessed from another form. They cannot be accessed from the Main Menu.

Inquiry forms

Look up existing information. These forms can be accessed from another form, the main menu, or with Direct Access.

Form Naming Convention

INB uses a specific form naming convention. Each form is identified by a 7-character name. Each character in the name signifies information about where the form is located and its purpose in the system.

Example of a form name and INB naming convention:Form:PPAIDEN

P Indicates the system the form belongs in (P=HR/Payroll/Personnel)

P Indicates the module that owns the form (P=General Person)A Indicates the type of form (A=Application)IDEN Indicates the actual form. (IDEN=Identification)

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Lesson 2 – 2: Opening and Closing Banner FormsThere are various ways to access forms in Banner, including:

the form access bar (Go To: field) on the General Menu expanding the menus listed on the General Menu to find the form

and double-clicking on the form name to open it on screen; using File, Direct Access from the Menu Bar; selecting available forms from the Options drop down menu on the

Menu Bar (available in each of the forms, not from the General Menu), and

right-clicking in the window and selecting an available option/form.

General Menu Access from the Form Access Bar (Go To:)

1. Click in the form access bar (Go To: field).

2. Type the name of the form to be accessed (e.g., PEAEMPL)

3. Press Enter. The form appears in your window.

Expanding Menus

1. On the General Menu, Double click on the item name or the folder next to the menu item

2. Once the menu is expanded, double- click on the (folder) next to a submenu title to expand that submenu;or double click on an

item name (or the icon) to open a specific form.

Figure 2-1: Form Access Bar Go: field

Figure 2 - 2: Expanded Human Resources

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Collapsing Menus

Menus are collapsible by double-clicking on the (folder icon) next to the menu/item description to “drill up” (collapse or close) the selected item. You may also double click on an expanded item name to collapse its menu.

Menu Bar Form Access: File, Direct AccessYou can access (open) an additional form when you are already in a different form in Banner.

1. Click on File at the top of your Banner screen (on the Menu Bar) (Figure 2-3)

2. Click on Direct Access in the drop down menu.

3. A Direct Access field box appears (Figure 2- 4) below the menu and icon bars. Type a form name in the Go To: field and press <enter>. The form appears in the window.

Checkpoint - When using Direct Access, other forms are not closed. When you exit the Banner System, you will need to close out of all open forms.

Menu Bar: Options Menu

The Options menu on the Menu Bar provides access to related forms or blocks from the form currently in use. This menu is dynamic, providing different options based on the form currently accessed. This menu is not available from the General Menu.

In the example displayed in figure 2-5, the PEAEMPL form has been accessed and the options menu provides a list of additional forms that may be helpful to the user.

Figure 2-3: File Menu

Figure 2-4: Direct Access Field

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To access a form using the options menu:

1. Access a form (such as PEAEMPL)

2. Click on Options on the Menu bar.

3. Select the form you wish to access and click on the name (such as NBAJOBS).

4. The form appears in your window, providing you are authorized to view the form and the person’s information.

Right-Click Menu on a Banner Form

You may also access optional form menus by right-clicking in an open area on a form. The menu will be similar to an options menu in that it will by dynamic – the menu changes based on the form you have accessed and the options available for that form.

Figure 2-5: Options Menu

Figure 2-5: Options Menu from the Menu Bar

Figure 2-6: Right-Click Menu5


Close a Banner FormTo close a banner form, locate the button on the icon bar and click on it once. Banner closes the current form and returns you to the General Menu.

When you use this button on the General Menu, you will view a confirmation box asking you if you want to exit the system. If you click on the “Yes” button, you will be closed out of INB. If you click on the “No” button, you will return to the General Menu.

Exercise 2: Open and Close a Form

1. Access the NBAJOBS form.2. Use the Options menu to access the NBIPORG form.3. Return to the General Menu.

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Lesson 2 – 3: Identifying Banner Form ComponentsEach INB form contains the following components: Title Bar – displays the 7-letter form name and form description (title).Key Block – contains key information that determines what is entered or displayed on the form. Note: Information must be entered in the key block before you can bring up additional information in subsequent blocks.

Generally an ID (9-digit Banner ID number) or a name will need to be entered in the Key Block.

A position number may be required for some forms. A date may be required for some forms to tell the system

when to begin to look for an action.Information Block – displays data about the information entered in the Key Block (e.g., employee’s employment information). A form may have one, two, or more related information blocks. On most forms, the information blocks are displayed in a tabbed format. You may click on a tab to access the additional information.Auto Hint – displays information about the form and whether an error has been encountered. May provide assistance/steps to resolve issues when processing.

Key Block

Title Bar

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Lesson 2 – 4: Form Navigation With MenusAs in many windows applications, there are multiple ways to accomplish single actions in Banner. Various keystroke combinations, toolbar icons (buttons), and menus are available to move through the system and the forms. This lesson covers some menus that are available to help you navigate in Banner. The next lesson covers various toolbar iconic buttons and keystrokes that may be used to navigate in Banner. Some actions that can be performed using menus may also be executed using iconic buttons (toolbar buttons) or keystrokes.

Menu Bar

The Banner menu bar, located at the top of every form, contains pull-down menus. You can access a pull-down menu at any time, except when you are in a dialog box, alert box, or accessing a list of values for a field. You must respond to these windows before you can access a pull-down menu.

Figure 2-8: Menu and Toolbar in INB

Key Block

Figure 2-7: NBAJOBS Form and Form Components

Menu Bar

Horizontal Toolbar

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CHAPTER 2: INB FORMS AND NAVIGATION Note: If a pull down menu item is dimmed, that menu items is currently disabled and cannot be accessed.

The File, Options, Block, and Query menus are covered in this lesson. Other menus may be explored at the user’s convenience.

File Menu

This menu contains standard Banner functions. The bottom of the menu lists the last forms (up to ten) accessed during the current session. You can select any form in this list to re-access it.

Some of the menu items allow you to call another form. When you exit the called object, you return to the object you were previously using.

Generally, the file menu is used to perform a Direct Access function, print a screen, or exit the INB system.

Table 2-2: File Menu OptionsUse ToDirect Access Access a form by its 7-character nameSelect Return to the calling form entering the selected

value into the field that called the form

Figure 2-9: File Menu

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CHAPTER 2: INB FORMS AND NAVIGATION Use ToRollback Clear all information, except key information.

Returns you to the first enterable field in the key block.

Save Save all changes entered since the last time you saved

Refresh Update the screen to reflect system and other changes made outside of your session

Print Print the current windowExit Take you out of the current form or window.

Prompts you to Save new data and changesExit Banner Exit from the Banner System and log outReturn to Menu

Returns you to the General Menu

Preferences Display the Personal Preferences Maintenance Form (GUAUPRF), which is used to customize Banner for individual users

Last 10 Quickly return to forms that were used previously in this session (up to ten).

Options Menu

Navigation options vary from form to form and depend on where the cursor is located. You can use the Options menu in the menu bar to navigate within Banner. Some options take you to other blocks and windows within the current form. Other options take you outside the current form to other related forms. If you are looking for a piece of related information that isn’t displayed on your current form, look in the Options menu to see if it is available on another form.

Block Menu

This pull-down menu contains the functions used to navigate among the blocks of information on a form.

Table 2-3: Block Menu Options

Figure 2-10: Block Menu

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Use ToNext Move the cursor to the next block that has at least

one enterable field. If the next area is in another window, that window is opened.

Previous

Move the cursor to the previous block that has at least one enterable field. If the previous block is in another window, that window is opened.

Clear Clear all information from the current block. (Information is not removed from any records or tables.)

CHAPTER 2: INB FORMS AND NAVIGATION Query Menu

This pull-down menu contains the functions used to query information in the database based on specified criteria.

Table 2-4: Query Menu OptionsOption DescriptionEnter Puts the form into query mode allowing you to enter

search criteria to select information already in the database

Execute Searches the database and displays the first set of records that match your search criteria.

Last Criteria

Enters the criteria from your last search.

Cancel Cancels the query and takes the form out of query mode.

Lesson 2 – 5: Form Navigation With ToolbarsToolbars contain iconic buttons that perform common functions. Banner contains a horizontal toolbar appearing directly under the menu bar. When you move your cursor (mouse pointer) to an iconic button and pause, a bubble appears with text that describes the function of that button. Standard iconic buttons are delivered on the horizontal toolbar. These buttons help you navigate through banner menus, forms, and fields.

Figure 2-11: Query Menu

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CHAPTER 2: INB FORMS AND NAVIGATION Accessing a toolbar button

To use a toolbar button, guide your mouse so that the pointer is on the button and click on the button to activate its function.

Note: You can click on a button any time, except when you are in a dialog box, alert box, or List of Values (LOV). You must respond to these windows before you can continue to click a button. If a button is dimmed, the button is disabled and cannot be clicked.

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Buttons, Icons and Alternatives

Descriptions and actions for commonly used buttons are listed in the following tables. Appendix C contains a job aid that summarizes common navigation buttons and keystrokes.

Table 2-5: Toolbar Icons AlternativesUse (Icon) To Menu

Commands

Keys

Save Save all changes entered since the last save

File Save

F10

Rollback Clear all information (except key information) and return to the first entry field in the previous block

File Rollback

Shift-F7

Select Select a record when a query is executed or double click your choice

File Select

Shift-F3

Insert record Insert a record after the current record

Record Insert

F6

RemoveRecord

Remove the current record Record Remove

Shift-F6

Previous

Record

Move the cursor to the first entry field in the current information area

Record Previous

Shift-Up Arrow

Next

Record

Move the cursor to the first entry field of the next record current information block. If you are on the last record, a new record is created.

Record Next

Shift-Down Arrow

Previous

Block

Move the cursor to the previous information block with at least one entry field.

Block Previous

Ctrl-Page Up

Next Block Move the cursor to the next information block with at least one entry field. If the next area is in another window, the window is opened.

Block Next

Ctrl-PageDown

Enter Query Put the form into query mode allowing search criteria to be entered. Use to see if the information is already in the database

Query Enter

F7

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CHAPTER 2: INB FORMS AND NAVIGATION Use (Icon) To Menu

Commands

Keys

Execute

Query

In query mode, searches the database for matching records. Displays matches.

Query Execute

F8

Cancel

Query

Remove the form from query-mode. Does NOT affect a currently executing query

Query Cancel

Ctrl-Q

Print Capture and print the current window

File Print

Shift-F8

Exit Close current window or form. If you are at the opening screen, it exits Banner.

File Exit

Ctrl-Q

Accessing drop-downs and list of values for a fieldThe button next to a field provides the user with access to a list of valid values that may be entered in that field. Click on this button to view the list. Use your left-mouse button to select and double-click on the value you want to bring back to the calling form.

Accessing the Information Blocks in Forms:

1. Enter a form name to access in the Go To: field on the General Menu.

2. Enter the Banner ID for the employee in the ID: field of the form’s Key Block. <Tab> to fill in the name.

3. Enter any additional key block information, if required.

4. Use the Next Block function to move into and populate the information block.

Click on the Next Block button in the toolbar; or Use the Block menu and select Next; or Press and hold the <CTRL> key and then press the <Page

Down> key.

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CHAPTER 2: INB FORMS AND NAVIGATION Exercise 3: Navigating INB with Menus and Toolbar Buttons

Lesson 2 – 6: Banner Searches – IDs, Names, fieldsIn many Banner forms the person’s Banner identification number will need to be entered in the key block area before additional information can be accessed using the Next Block functionality. If you do not know the employee’s Banner ID, you will need to ask them to view their ID card or contact the HRIS office for assistance.

Checkpoint - It is very important that you select the correct person/ID in the Banner system.

QueriesYou can perform a query search in Banner for fields with a drop down button next to them. There are three functions available to use when performing queries in Banner.

Table 2-6: Query FunctionsUse To Menu

Commands

Key-stroke

Enter Query Put the form into query mode allowing search criteria to be entered. Use to see if the information is already in the database

Query Enter

F7

Execute

Query

In query mode, searches the database for matching records. Displays matches.

Query Execute

F8

Cancel

Query

Remove the form from query-mode. Does NOT affect a currently executing query

Query Cancel

Ctrl-Q

1. Access the PEAEMPL form.2. Enter your Banner ID in the ID field and press <Tab> to fill in your

name.3. Navigate to the information block (Hint: use the menu, a button,

or keystrokes for Next Block)4. Rollback to the Key Block.5. Exit and Return to the General Menu.

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Wildcard Search Characters

Wildcards are essential to performing quality searches in INB. Wildcards are characters used as “place-holders” for letters that you do not know. If you were searching for the NBAPOSN form but could only remember the first two letters of the form, NB, you could use a wildcard as a placeholder for the other characters and search for the form.

Wildcard symbols that may be used in searches are:% (percentage sign) represents any number of unspecified

characters._ (underscore) represents one occurrence of an unspecified

character.

Table 2-7: Wildcards in Name SearchesTo get these results Enter thisAll last names that start with Pa Pa%All names that have “nan” in them %nan%All names that end in eau %eauAll names that start with Sm and end with th

Sm_th

All names that have “U” as the second letter

_u%

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Name field


Employee Name Search

1. On the General Menu, type the name of the form to be accessed in the Go To: field. For this example, type: PEAEMPL

2. Press Enter. The form (PEAEMPL in this example) appears in your window.

3. Press the Tab key to move the cursor to the 2nd field – this is the name field. (If you have already looked up someone or entered a Banner ID for a previous form, you will need to highlight the Banner ID number and press the space bar on your keyboard to remove it and begin the name search.)

4. Type all or a portion of the employee’s name in the field.a. If you know their last name but are unsure of the first name,

type the last name, a comma, and a percent sign (wildcard placeholder): Brown,%

b. If you know the first few letters of the last name but are unsure of the full spelling, type the first few known letters and a percent sign: Brow%

c. If you know their full first and last names, type in the last name, a comma, and the first name: Brown, Bartholomew.

Note: The more you can type in for the person’s name, the narrower the results.

Figure 2-13: Name field in Key Block

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CHAPTER 2: INB FORMS AND NAVIGATION 5. Press Enter. The ID and Name Extended Search box appears with

the results of your search. The number of matches for your search is displayed on the right.

6. Click on the drop-down arrow box to view the search results.

7. When you see the person you are searching for, click on their name. The person’s ID number and name will be returned to the calling form. You are ready to complete additional key block information, or if all key block information is complete, to go to the next block.

Checkpoint - If you are unsure whether you have identified the correct record for the person you are searching for, please contact the Human Resources Information Systems (HRIS) department for assistance.

Field Searches in Forms

When you are in a form, some fields will allow you to search for the data you wish to input. Form fields with search capability have a drop-down button next to the field.

In some fields, you can type in part of the field value along with a wildcard symbol, then press ENTER. A separate window appears where you can choose from a list of records containing the criteria entered.

You will need to be familiar with the Enter Query, Execute Query, and Exit Query functions to complete these searches. Queries are not covered in detail in this course. Please contact Human Resources ([email protected]) if you need additional information on querying the INB system.

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Accessing a List of Values (LOV)

1. Open the desired form.

2. If a field is displayed with a drop-down button, this form field requires data values from a preset list.

3. Click on the drop down button to obtain a list of valid values.

4. From the list appearing in the pop-up box, select (double-click) the correct entry to place selected data in the original form.

Exercise 4: Finding Banner ID Numbers

1. Access the PEAEMPL form.2. Look up your Banner ID Number using a name search.3. Remove your ID Number from the Key block (Press <Spacebar>

in the ID Field).4. Find another employee in your department using Name Search

techniques.

Challenge Question: If there are multiple results with the same last name, how can you verify that you have selected the correct employee?

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CHAPTER 3: HUMAN RESOURCES MODULE – COMMONLY USED FORMS

Chapter 3 Commonly Accessed Forms in the Human Resources Module

The human resources module of the Internet Native Banner system provides authorized departmental users with access to information about the department’s employees, positions, labor distributions, and other relevant information. This chapter provides an overview of some commonly accessed forms in the human resources module. The following forms will be covered:

PEAEMPL – Employment Information NBAJOBS – Employee Job Information NBAPOSN – Position Description NBIPORG – Position list by Organization NBIPINC – Incumbent Information PEALEAV – Employee Leave Balances

Chapter Objectives:

After completing this chapter, you will be familiar with: Departmental User forms in the Human

Resources Module

Chapter

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Lesson 3 – 1: Employee Information - PEAEMPL Checkpoint - Users must be authorized to access and view the

information on the forms. Requests for additional organizational security to view forms may be requested through the Human Resources Information Systems (HRIS) department.

The PEAEMPL form provides basic information about an employee’s employment status at Saint Louis University. Only one block of information is available on this form.

Viewing the PEAEMPL form:1. In the Go To: field on the General Menu, enter PEAEMPL.

2. Press <Enter>

3. Key block information must be entered in order to view additional detail in the information blocks of a form. For this form, an Employee ID (Banner ID number) or name will need to be entered. Enter the Employee ID number and press the <Tab> key to fill in the name.

First information block

Figure 3-1: PEAEMPL Form

Key Block

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CHAPTER 3: HUMAN RESOURCES MODULE – COMMONLY USED FORMS 4. Click on the Next Block button (or press Ctrl-PgDn) to fill in the

information block.

5. If you are authorized to view this employee’s information, the block will fill in; however, if you are not authorized to view their information, an error message will appear on the Autohint bar at the bottom of the screen.

6. To close this form, click on the Exit button.

Checkpoint – The employee’s primary job Employee Class will be reflected on this form. A list of Employee Class codes and descriptions is provided in Appendix A.

Lesson 3 – 2: Employee Job Information - NBAJOBSThe NBAJOBS form provides basic information about an employee’s jobs at Saint Louis University. Multiple blocks of information are available on this form; however, only some blocks are populated at SLU.

Viewing Current Job Information for an Employee on NBAJOBS

1. In the Go To: box on the General Menu, type NBAJOBS.

2. Press <Enter>.

3. The NBAJOBS form appears. Note that Key Block information (Employee Banner ID Number, Position Number, Query Date) must be completed to access additional information blocks.

Figure 3-2: NBAJOBS form

Information blocks display details about the employee’s job(s). Use the tabs to view other information blocks. Use next record and previous record keys to view activity for this job.

Key block: Enter a Banner ID, position number, suffix (00) and Query Date

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4. Enter the employee’s Banner ID number.

5. <Tab> to the Position: field. Click on the Search button (drop down button next to the position field) to view a list of the employee’s current jobs.

6. In the Options list, select “List of Employee’s Jobs (NBIJLIST)” by clicking on this title.

7. Banner will take you to the Employee Job Inquiry form and list the employee’s current job. Review the position (positions) listed in the middle section of this form.

Note: If no position information is listed, you may need to rollback, change the query date to 01/01/2005, and then go to Next Block to view older job assignment records.

8. Select the position that you would like to view on NBAJOBS by highlighting the position number and double clicking on the highlighted position number field. Banner will return the selected position number to the calling form - NBAJOBS.

9. Click on the Next Block button (or select Block,

Next from the menu bar) to move into the first information block.

Figure 3-3: Options List for NBAJOBS Position field in Key Block

Figure 3-4: Employee Jobs Inquiry Form

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CHAPTER 3: HUMAN RESOURCES MODULE – COMMONLY USED FORMS 10. The first information block provides basic information about when

this job began and whether it is the Primary, Secondary, or Overload job.

11. Click on the Job Detail tab to go to the second information

block.

The Job Detail block provides information about the employee’s selected job – including FTE, Appointment Percent, Employee Class for this job, and pay rates. 12. Use the Previous Record and Next Record buttons to navigate

through activity for this job. Note the effective and personnel dates reflect when changes to the job occurred.

Previous Record Next Record

Note: To view details for other activity on this position, you may also select the Options menu and select “View Job Detail Effective Dates”. If there are multiple changes associated with this position, a list will appear. Select the record you wish to view from the list. Job Detail will populate with the selected record information.

13. To view the labor distribution for the selected job, click on the Job Labor Distribution tab. The Labor Distribution information block displays. View the labor set up for this job.

Figure 3-6: Job Detail tab for NBAJOBS.

Figure 3-5: Tabbed forms on NBAJOBS

Figure 3-6: Job Detail block on NBAJOBS

Figure 3-7: Job Labor Distribution Tab

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Note: To view details for other labor distribution activity on this position, you may also select the Options menu and select “View Labor Distribution Effective Dates”. If there are multiple changes associated with this position, a list will appear. Select the record you wish to view from the list. Labor Distribution will populate with the selected record information.

14. To exit from the NBAJOBS form, click on the to go back to the

main menu.

Viewing Future Job Information for an Employee on NBAJOBS

If a future dated action has been applied to the Banner system, you may need to change the query date to view the future job.

1. In the Go To: box on the General Menu, type NBAJOBS and press <Enter>.

2. The NBAJOBS form appears. Note that Key Block information (Employee Banner ID Number, Position Number,and Query Date) must be completed to access additional information blocks.

3. Enter the employee’s Banner ID number.

4. <Tab> to the Query Date field. Enter the begin date of the future action for the Query Date (to view job information after the date of the future action).

5. <Tab> to the Position: field. Click on the Search button next to this field to view a list of the employee’s jobs. In the Options list, select “List of Employee’s Jobs (NBIJLST)” by clicking on this title.

6. The Employee Job Inquiry form displays a listing of the employee’s job(s). Review the position (positions) listed in the middle section of this form.

7. Select the position that you would like to view by highlighting the position number and double clicking on the highlighted position number field. The selected position number is returned to the calling form - NBAJOBS.

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8. Click on the Next Block button (or select Block, Next from the menu bar) to move into the Job Detail block. The Job Detail block provides information about the employee’s selected job – including FTE, Appointment Percent, Employee Class for this job, and pay rates.

9. Click on the tabs to view other information about the selected job.

10. To view details for other jobs, select the Options menu and select “View Job Detail”. If there are multiple changes associated with this position, a list will appear.

11. Click on the OK button to leave this information box.

12. To view the labor distribution set up for the selected job, click on the Job Labor Distribution tab. The Labor Distribution information block will display and you may view the accounts/percents set up for this job.

13. To exit from the NBAJOBS form, click on the exit button to go back to the main menu.

Lesson 3 – 3: Position Information - NBAPOSNThe NBAPOSN form provides access to position information.

1. In the Go To: field on the General Menu, enter NBAPOSN.

2. Press <Enter>

3. Key block information must be entered in order to view additional detail in the information blocks of a form. For this form, a position number must be entered. Enter the Position number.

4. Click on the Next Block button (or press Ctrl-PgDn) to fill in the information block.

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Figure 3-8

5. If you are authorized to view this position information, the block will fill in; however, if you are not authorized to view their information, an error message will appear on the Autohint bar at the bottom of the screen.

6. Use the scroll bar on the right side of the screen to view additional leave codes and balances.


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Lesson 3 – 4: Position List by Organization - NBIPORGTo view a list of the positions that have been set up for your organization (department), use the NBIPORG form.

1. In the GO: field on the General Menu, enter NBIPORG.

2. Press <Enter>

3. Key block information must be entered in order to view additional detail in the information blocks of a form. For this form, <Tab> to the Orgn. Field and enter the Organization (department) code (e.g. D123 or Z444). Press <Tab> to fill in the Orgn. name. For current information, enter the most current date for the query date.

Note: To view a list of Organization codes, click on the drop down button next to the Organization field.


5. If you are authorized to view this department’s information, the block will fill in; however, if you are not authorized to view the information, an error message will appear on the Autohint bar at the bottom of the screen.

6. Use the scroll bar on the right side of the screen to view additional position numbers for this Orgn.


Figure 3-9: NBIPORG Form

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CHAPTER 3: HUMAN RESOURCES MODULE – COMMONLY USED FORMS Hint: To print a list of position numbers for a department, use the File menu and select Print from the Menu bar. You will need to print the first visible page and then scroll down and File, Print again to print additional pages.Lesson 3 – 5: Position Incumbent Listing - NBIPINCTo view a list of employees who are currently in or who have been in a specific position in the department, use the NBIPINC form.

1. In the GO: field on the General Menu, enter NBIPINC.

2. Press <Enter>

3. Key block information must be entered in order to view additional detail in the information blocks of a form. For this form, enter the position number (the other fields will default in from the system). Enter the most recent date for the query date.


5. If you are authorized to view this form, the block will fill in. If you are not authorized an error will appear on the Autohint bar.

Figure 3-10: NBIPINC Form

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CHAPTER 3: HUMAN RESOURCES MODULE – COMMONLY USED FORMS 6. If you only want to view active employees, enter a query (F7), and

enter A in the status field. Execute the query (F8).

7. Use the scroll bars to view additional information.

8. To close this form, click on the Exit button. Lesson 3 – 6: Employee Leave Balances – PEALEAVThe PEALEAV form provides access to employee balances including sick, vacation, and holiday banked time. This balance information is also available to employees on the Self Service system and a departmental report is available for authorized users to run and review.

8. In the Go To: field on the General Menu, enter PEALEAV.

9. Press <Enter>

10. Key block information must be entered in order to view additional detail in the information blocks of a form. For this form, an Employee ID (Banner ID number) or name will need to be entered. Enter the Employee ID number and press the <Tab> key to fill in the name.


Figure 3-11: PEALEAV Form

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CHAPTER 3: HUMAN RESOURCES MODULE – COMMONLY USED FORMS 12. If you are authorized to view this employee’s information, the

block will fill in; however, if you are not authorized to view their information, an error message will appear on the Autohint bar at the bottom of the screen.

13. Use the scroll bar on the right side of the screen to view additional leave codes and balances.


Exercise 5: Reviewing Banner Forms

1. Find your current employee class code, status and service date.2. Look up your current job information. Note your position number.3. Determine if any previous activity has occurred for your current

job.4. Determine if anyone else has held your position.5. Find a list of your department’s current position numbers. 6. Log out of the INB system.

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APPENDIX B: FORMS AND NAVIGATION JOB AID

Appendix A: Employee Class Code Listing

A

Code

Description Pay ID

Leave Category

Benefit Category

01 FT Faculty MN NL FT02 Post Doc Fellow/Asst MN NL FT04 FT 12 Month Faculty UMG MN FS FT10 PT Faculty Salaried MN NL PT11 Summer Faculty MN NL PT12 PT Faculty Salaried UMG MN NL PT20 Temporary Faculty Salaried MN NL MB30 FT Staff Salaried MN SM FT31 FT Staff – Hourly Web BW SB FB32 FT Staff-Hourly Timeclock BW SB FB33 FT Staff-Hourly Union 1 BW L5 U534 FT Staff-Hourly Union 2 BW L2 U235 FT Staff – Hourly

ProfessionalBW SP FB

40 PT staff Salaried MN SM or NL PT41 PT Hourly Web BW SB or NL PT42 PT Hourly Timeclock BW SB PT50 Temporary Staff Salaried MN NL MB51 PT Temporary Hourly Web BW NL MB52 PT Temporary Hourly

TimeclockBW NL MB

60 Grad Asst/Student MN NL MB61 Student Worker Web BW NL ST62 Student Worker Timeclock BW NL ST63 FWS student Web BW NL ST64 FWS student Timeclock BW NL ST90 Housestaff MN NL HS91 Non Employee MN NL NE92 Retiree/Buyout MN NL RT93 Previous Employee MN NL NEZB One Pay Biweekly BW SB FBZM One Pay-Monthly MN SM FT

Pay IDMN – MonthlyBW - Biweekly

Leave CategoriesNL – No LeaveFS – Faculty Loaded SickSM – Staff monthlySB – Staff biweeklySP – Staff Professional BWL2 – Union Local 2L5 – Union Local 50

Benefit CategoriesFT – Full Time MonthlyPT – Part timeMB – Minimal BenefitsFB – Full time BWF2 – Union Local 2F5 – Union Local 50

APPENDIX B: FORMS AND NAVIGATION JOB AIDAppendix B: Forms and Navigation Job AidFormsBanner forms are online documents where you can enter and look up information in the database. A form visually organizes information so it is easier to enter and read. In Banner, the form is similar to a paper form, except the information is entered once and then used by other forms, reports, and jobs.

Key Block – Contains information that determines what is entered or displayed on the form. Hint: Information must be entered in the key block before viewing additional information in the Information block.

Information Block - Displays data about the information entered in the Key Block. If multiple information blocks are available, use the Next Block function to view the blocks (Block menu/Next, Next Block button, or Ctrl-PgDn)

Navigation

Use the TAB key to go to the next field in a form. Use Shift-Tab keys to go to the previous field.

Click on the X icon to exit from a form, or on the General Menu to exit from Internet Native Banner.

B

Search/drop down list or list of valid values for a field.

B

APPENDIX C: EMPLOYEE/STUDENT CONFIDENTIALITY AND NON-DISCLOSURE AGREEMENT Appendix C: Confidentiality and Security Agreement

C

APPENDIX C: EMPLOYEE/STUDENT CONFIDENTIALITY AND NON-DISCLOSURE AGREEMENT

D

· web viewappendix c: employee/student confidentiality and non-disclosure agreement appendix b:...

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