Information Technology
Overview
The Position and Budget Data Load jobs are used to load position and budget data to Banner from data files. Only existing positions may be updated. New positions must be entered in Banner. The jobs may be run directly from Banner and are available for use by Budget Office staff. The process consists of the following steps:
- Run the Position and Budget Data Extracts job to get initial data files.
- Import data files into Excel and edit.
- Load updated files to Banner.
- Run Position and Budget Load program to update position and budget data in Banner.
- Run Labor Distribution Load program to update labor distribution data in Banner.
- Review error reports and data in Banner.
Accessing the Position and Budget Data Load Jobs
You may access the Data Load jobs using Direct Access or the Reports menu. When you select one of the jobs, the Process Submissions Control form (GJAPCTL) will open so that you may enter the parameters required to run the process.
Accessing the Data Load Jobs Using the Reports Menu
- Log into Banner.
- From the main Banner menu, expand Reports and Jobs.
- Expand Finance and Administration.
- Expand Budget Office.
- Select the job you want to run.
Accessing the Report Using Direct Access
- Log into Banner.
- Enter the job name in the Go To box and press the Enter key.
Running the Position and Budget Data Extracts Job
The Position and Budget Data Extracts job will create a .csv file of position and budget data and a .txt file of labor distribution data. To run the job, you first need to set up the required parameters. The Process Submissions Control form (GJAPCTL) is used to enter parameters for reports.
Key Block (Page 1 – Block 1):
The Key block specifies which job you are running.
Enter the following information:
- Process: Process will be pre-populated with the Position and Budget Extracts (BUDG_POSITION_BUDGET_EXTRACTS) job. If it is blank or has the wrong job, enter BUDG_POSITION_BUDGET_EXTRACTS.
- Parameter Set: Enter the name for the set of parameters you wish to use if you have saved a set of parameters previously. Otherwise, leave blank.
Choose Block/Next from the menu bar to move to the Printer Control block or use the mouse to click into the block.
Printer Control Block (Page 1 – Block 2):
The Printer Control block allows you to choose which printer to use, the number of lines to print per page, and the time to submit the job.
Enter the following information:
- Printer: Enter the printer code for where you want report to print. Choose Help/List from the menu bar for valid printer codes. If you do not see your department print queue listed, call our Faculty & Staff Help Desk for assistance. Note: We recommend using SFTP to securely transfer the data files to your personal network drive (p:\BannerFiles).
- Special Print: Leave the value blank.
- Number of Lines: Enter the number of lines per page you wish to print or use the default already entered. Note: If you choose a larger number of lines than will fit on the page, your report will not print properly.
- Submit Time: Leave the value blank if you wish report to run immediately. If you wish the report to run at a later time, enter the time in military format (i.e., 23:00 for 11:00 PM).
Choose Block/Next from the menu bar to move to the Parameter Values block or use the mouse to click into the block.
Parameter Values Block (Page 1 – Block 3):
The Parameter Values block displays a list of parameters used to create the Position and Budget data files. Below the list of parameters is information about the parameter the cursor is on. A description of the parameter, valid value options, whether it’s required, and whether it’s single or multiple is listed here. If the parameter is Multiple instead of Single, it means you may enter multiple values for the parameter. To do this, after entering the first value, choose Record/Insert from the menu bar, enter the number of the parameter (i.e., 06 for CRN), and then enter the parameter value. Repeat until you have entered all of the values for that parameter.
Enter the following information:
- Position Number: Enter the position number to include in the file. Enter % for all.
- Position Status: Enter the position status to include in the file. Choose Help/List from the menu bar for valid codes. Enter % for all.
- Position Title: Enter the position title to include in the file. Case will be ignored when matching. Enter % for all.
- Position Class: Enter the position class to include in the file. Choose Help/List from the menu bar for valid codes. Enter % for all.
- Employee Class: Enter the employee class to include in the file. Choose Help/List from the menu bar for valid codes. Enter % for all.
- Budget Type: Enter the budget type to include in the file. Choose Help/List from the menu bar for valid codes. Enter % for all.
- Position Type: Enter the position type to include in the file. Choose Help/List from the menu bar for valid codes. Enter % for all.
- National Occupation Code: Enter the national occupation code to include in the file. Choose Help/List from the menu bar for valid codes. Enter % for all.
- Employment Category: Enter the employment category to include in the file. Choose Help/List from the menu bar for valid codes. Enter % for all.
- Standard Occupational Category: Enter the standard occupational category to include in the file. Choose Help/List from the menu bar for valid codes. Enter % for all.
- Budget Organization: Enter the budget organization to include in the file. Choose Help/List from the menu bar for valid codes. Enter % for all.
- Labor Distribution Index: Enter the labor distribution index to include in the file. Choose Help/List from the menu bar for valid codes. Enter % for all.
- Labor Distribution Fund: Enter the labor distribution fund to include in the file. Choose Help/List from the menu bar for valid codes. Enter % for all.
- Labor Distribution Organization: Enter the labor distribution organization to include in the file. Choose Help/List from the menu bar for valid codes. Enter % for all.
- Labor Distribution Account: Enter the labor distribution account to include in the file. Choose Help/List from the menu bar for valid codes. Enter % for all.
- Labor Distribution Program: Enter the labor distribution program to include in the file. Choose Help/List from the menu bar for valid codes. Enter % for all.
- Use the vertical scrollbar or down and up arrow keys to cursor through the records. After entering your parameter values, choose Block/Next from the menu bar to move to the Submission block or use the mouse to click into the block.
Submission Block (Page 1 – Block 4):
The Submission block allows you to save your parameters for future use and to submit the report.
Enter the following information:
- Save Parameter Set as: If you wish to save the parameters to use again, check this box.
- Name: If you have checked the Save Parameter Set as box, enter a name for the parameter set. If you did not check the Save Parameter Set as box, leave Name blank.
- Description: If you have checked the Save Parameter Set as box, enter a description for the parameter set. If you did not check the Save Parameter Set as box, leave Description blank.
- Hold/Submit: Select the Submit radio button.
Choose File/Save from the menu bar to submit your job. The data files should be available within a few minutes. You will receive an email when they are available on your p drive.
Importing Data Files into Excel and Editing
Before the data files may be edited, they will need to be imported into Excel.
Position and Budget Data File
The position and budget data file is a comma delimited text file (.csv). Open this file in Excel and it will automatically import the data. Edit the data as needed and then save as a .csv file.
Labor Distribution Data File
The labor distribution data file is a text file (.txt) and cannot be opened directly in Excel without the leading zeroes being automatically stripped from fields by Excel. This file has to be imported instead.
- Open a new blank worksheet in Excel.
- Click on Data from the menu bar.
- Click on From Text in the Get External Data box.
- Browse to find the labor distribution text file and click on the Import button.
- The Text Import Wizard screen will pop up. Select Delimited and click on the Next button.
- In the Delimiter box, uncheck Tab and check Comma. Click on the Next button.
- Click on the first column, scroll to the last column, and hit shift-click to select all columns. Then select Text in the Column Data Format box.
- Click on the Finish button.
- Click on the OK button.
- Edit data as needed.
- Save as a .csv file.
Uploading the Data Files to Banner
- Use the Banner File Upload Utility to upload the position and budget data file to Banner. The filename must be budg_position_budget.csv
- Use the Banner File Upload Utility to upload the labor distribution data file to Banner. The filename must be budg_labor_distribution.csv
Running the Position and Budget Data Load Job
To run the job, you first need to set up the required parameters. The Process Submissions Control form (GJAPCTL) is used to enter parameters for reports.
Key Block (Page 1 – Block 1):
The Key block specifies which job you are running. It will be pre-populated with the Position and Budget Load (BUDG_POSITION_BUDGET_LOAD) job.
Enter the following information:
- Process: Process will be pre-populated with the Position and Budget Load (BUDG_POSITION_BUDGET_LOAD) job. If it is blank or has the wrong report, enter BUDG_POSITION_BUDGET_LOAD.
- Parameter Set: Enter the name for the set of parameters you wish to use if you have saved a set of parameters previously. Otherwise, leave blank.
Choose Block/Next from the menu bar to move to the Printer Control block or use the mouse to click into the block.
Printer Control Block (Page 1 – Block 2):
The Printer Control block allows you to choose which printer to use, the number of lines to print per page, and the time to submit the job.
Enter the following information:
- Printer: Enter the printer code for where you want report to print. Choose Help/List from the menu bar for valid printer codes. If you do not see your department print queue listed, call our Faculty & Staff Help Desk for assistance.
- Special Print: Leave the value blank.
- Number of Lines: Enter the number of lines per page you wish to print or use the default already entered. Note: If you choose a larger number of lines than will fit on the page, your report will not print properly.
- Submit Time: Leave the value blank if you wish report to run immediately. If you wish the report to run at a later time, enter the time in military format (i.e., 23:00 for 11:00 PM).
Choose Block/Next from the menu bar to move to the Parameter Values block or use the mouse to click into the block.
Parameter Values Block (Page 1 – Block 3):
The Parameter Values block displays a list of parameters used to create the Position and Budget data files. Below the list of parameters is information about the parameter the cursor is on. A description of the parameter, valid value options, whether it’s required, and whether it’s single or multiple is listed here. If the parameter is Multiple instead of Single, it means you may enter multiple values for the parameter. To do this, after entering the first value, choose Record/Insert from the menu bar, enter the number of the parameter (i.e., 06 for CRN), and then enter the parameter value. Repeat until you have entered all of the values for that parameter.
Enter the following information:
- Change Date: Enter the date the changes are effective (DD-MON-YYYY). Date cannot be a future date.
- Fiscal Year: Enter the 4 digit fiscal year associated with the budget. Choose Help/List from the menu bar for valid codes. Generally you will be limited to the current fiscal year. If this is not the value available, send an email to banner@sou.edu to change the value.
Use the vertical scrollbar or down and up arrow keys to cursor through the records. After entering your parameter values, choose Block/Next from the menu bar to move to the Submission block or use the mouse to click into the block.
Submission Block (Page 1 – Block 4):
The Submission block allows you to save your parameters for future use and to submit the report.
Enter the following information:
- Save Parameter Set as: If you wish to save the parameters to use again, check this box.
- Name: If you have checked the Save Parameter Set as box, enter a name for the parameter set. If you did not check the Save Parameter Set as box, leave Name blank.
- Description: If you have checked the Save Parameter Set as box, enter a description for the parameter set. If you did not check the Save Parameter Set as box, leave Description blank.
- Hold/Submit: Select the Submit radio button.
Choose File/Save from the menu bar to submit your job. The data files should be processed within a few minutes.
Running the Labor Distribution Data Load Job
To run the job, you first need to set up the required parameters. The Process Submissions Control form (GJAPCTL) is used to enter parameters for reports.
Key Block (Page 1 – Block 1):
The Key block specifies which job you are running. It will be pre-populated with the Labor Distribution Load (BUDG_LABOR_DISTRIBUTION_LOAD) job.
Enter the following information:
- Process: Process will be pre-populated with the Position and Budget Extracts (BUDG_LABOR_DISTRIBUTION_LOAD) job. If it is blank or has the wrong report, enter BUDG_LABOR_DISTRIBUTION_LOAD.
- Parameter Set: Enter the name for the set of parameters you wish to use if you have saved a set of parameters previously. Otherwise, leave blank.
Choose Block/Next from the menu bar to move to the Printer Control block or use the mouse to click into the block.
Printer Control Block (Page 1 – Block 2):
The Printer Control block allows you to choose which printer to use, the number of lines to print per page, and the time to submit the job.
Enter the following information:
- Printer: Enter the printer code for where you want report to print. Choose Help/List from the menu bar for valid printer codes. If you do not see your department print queue listed, call our Faculty & Staff Help Desk for assistance.
- Special Print: Leave the value blank.
- Number of Lines: Enter the number of lines per page you wish to print or use the default already entered. Note: If you choose a larger number of lines than will fit on the page, your report will not print properly.
- Submit Time: Leave the value blank if you wish report to run immediately. If you wish the report to run at a later time, enter the time in military format (i.e., 23:00 for 11:00 PM).
Choose Block/Next from the menu bar to move to the Parameter Values block or use the mouse to click into the block.
Parameter Values Block (Page 1 – Block 3):
The Parameter Values block displays a list of parameters used to create the Position and Budget data files. Below the list of parameters is information about the parameter the cursor is on. A description of the parameter, valid value options, whether it’s required, and whether it’s single or multiple is listed here. If the parameter is Multiple instead of Single, it means you may enter multiple values for the parameter. To do this, after entering the first value, choose Record/Insert from the menu bar, enter the number of the parameter (i.e., 06 for CRN), and then enter the parameter value. Repeat until you have entered all of the values for that parameter.
Enter the following information:
- Fiscal Year: Enter the 4 digit fiscal year associated with the budget. Choose Help/List from the menu bar for valid codes. Generally you will be limited to the current fiscal year. If this is not the value available, send an email to banner@sou.edu to change the value.
Use the vertical scrollbar or down and up arrow keys to cursor through the records. After entering your parameter values, choose Block/Next from the menu bar to move to the Submission block or use the mouse to click into the block.
Submission Block (Page 1 – Block 4):
The Submission block allows you to save your parameters for future use and to submit the report.
Enter the following information:
- Save Parameter Set as: If you wish to save the parameters to use again, check this box.
- Name: If you have checked the Save Parameter Set as box, enter a name for the parameter set. If you did not check the Save Parameter Set as box, leave Name blank.
- Description: If you have checked the Save Parameter Set as box, enter a description for the parameter set. If you did not check the Save Parameter Set as box, leave Description blank.
- Hold/Submit: Select the Submit radio button.
Choose File/Save from the menu bar to submit your job. The data files should be processed within a few minutes.
Reviewing Error Reports
The data loads will potentially create the following error reports for you to review:
- File Log – This report is a log file of the initial loading of records into a temporary holding table in Banner. It will list the number of records successfully loaded, the number of records not loaded due to errors, and the number of records not loaded due to failing the “WHEN” clause. Normally only header records fail the “WHEN” clause. This report should be reviewed to be sure the number of records loaded match the data file.
- Bad File – This report will list the records in the File Log that did not load due to errors. These types of errors most often occur when a required field is null.
- Error Report – This report will list the records that were successfully loaded into the temporary holding table but did not meet the criteria for updating the Banner tables.
Possible Position and Budget Data Load Errors
Below is a list of all possible position and budget data load errors listed in the order they are checked. If an error is encountered, the record is rejected and no further error checking is done on it.
| Error Code | Error Description |
|---|---|
| Change Date | Change Date parameter cannot be a future date. |
| Fiscal Year | Fiscal Year parameter must be a valid fiscal year code. |
| Missing Reqd | A required field is missing (position, status, title, position class, employee class, position appointment percent, budget type, position type, base units, budget basis, annual basis, budget appointment percent). |
| Position | Position number does not exist in Banner. It must be defined in the Position Definition form (NBAPOSN). |
| Status not A | Position status is not active. |
| Posn Class | Position class must be defined in the Position Class Rule form (NTRPCLS). |
| Empl Class | Employee class must be defined in the Employee Class Rules form (PTRECLS). |
| Position Type | Position Type must be S (Single) or P (Pooled). |
| Pos Appt Pcnt | Position appointment percent must be between 0 and 100. |
| Budget Type | Budget Type must be P (Permanent), T (Temporary), C (Casual), or N (None). |
| Natl Occup | National Occupation Category must be defined in the National Occupational Category Code form (NTVPNOC). |
| Employmnt Cat | Employment Category must be defined in the IPEDS Specific Employment Category Inquiry form (PTIECIP). |
| Std Occup Cat | Standard Occupational Category code must be defined in the Standard Occupational Category Code Inquiry form (PTIESOC). |
| SB Stat Not A | Salary Budget status must be A (Approved). |
| Budget Orgn | Budget Organization must be defined and active in the Organization Code Validation form (FTVORGN). |
| Base Units | Based Units must be between 0 and 99.9 |
| Bud Appt Pcnt | Budget Appointment Percent must be between 0 and 100. |
| Budget Basis | Budget Basis must be between 0 and 9999. |
| Annual Basis | Annual Basis must be between 0 and 9999. |
| Basis/Percent | Budget Basis, Annual Basis and Appointment Percent must all be 0 or all be > 0. |
| FTE | FTE could not be calculated correctly. Check to see if Annual Basis, Budget Basis, and Appointment Percent are all valid values. |
| Budg ID/Phase | Budget ID and Budget Phase must be defined in the Operating Budget List form (FTVOBUD) and the Budget Phase List form (FTVOBPH). |
| Appr-No Match | Approved record exists for same position but Budget ID and/or Budget Phase do not match. |
Possible Labor Distribution Data Load Errors
Below is a list of all labor distribution data load errors listed in the order they are checked. If an error is encountered, the record is rejected and no further error checking is done on it. If one labor distribution record within a group has an error, this can lead to associated records getting rejected (i.e., Sum of percent not equal to 100).
| Error Code | Error Description |
|---|---|
| Invalid Fiscal Year Parameter | Fiscal Year parameter must be a valid fiscal year code. |
| Invalid Position Number | Position number does not exist in Banner. It must be defined in the Position Definition form (NBAPOSN). |
| Missing FOAPAL | Account Index or Fund, Organization, Account, and Program must be entered. |
| Invalid Index | Index must be defined and active in the Account Index Code Validation form (FTVACCI). |
| Invalid Fund | Fund must be defined and active in the Fund Code Validation form (FTVFUND). |
| Invalid Organization | Organization must be defined and active in the Organization Code Validation form (FTVORGN). |
| Invalid Account | Account must be defined and active in the Account Code Validation form (FTVACCT). |
| Invalid Program | Program must be defined and active in the Program Code Validation form (FTVPROG). |
| Invalid Percent | Percent must be between 0 and 100. |
| Sum(Percent) <> 100 | The sum of all percents for the position must equal 100. |
| Labor Distribution exists but not in file | A Labor Distribution record exists in the Position Budget form (NBAPBUD) that is not in data file. |
| Invalid Budget ID or Phase | Budget ID and Budget Phase must be defined in the Operating Budget List form (FTVOBUD) and the Budget Phase List form (FTVOBPH). |
| Invalid Row ID | The Row ID in the file does not match a Row ID found in the Labor Distribution table. Row IDs must not be changed in the data file. When adding a new record, Row ID should be null. |
| FOAPAL Changed | Once a Labor Distribution record has been created, the FOAPAL may not be changed. You must set the percent to 0 for existing record and then create new record with new FOAPAL. |
| Approved – No Match on Budget ID or Phase | A Labor Distribution record exists for same position and fiscal year but with different Budget ID or Phase. |
| No Salary Budget Record | Salary Budget record doesn’t exist for the position and fiscal year. |
Help
For additional help, please call the Faculty & Staff Help Desk at 552-6900 or email banner-support@sou.edu
Contact IT
Email: helpdesk@sou.edu
Phone: (541) 552-6900
Support Website: support.sou.edu