Biographic/Demographic Information Training Workbook Release 7.1
Contents
1. 78 General Medical Information GOAMEDI 7 0 C700 Confidential o BIN eet Medical Code DE Disability Type y Disability Onset age Primary Disability Eguipment Code Is Disability Service ei Comment ej User ID Activity Date OO Medical Code mw Disability Type Im Disability Onset Age Primary Disability Equipment Code 7 Disability Service mw Comment L User ID enl Activity Date sq SSS ID number press LIST for person name lD search L Record 1 1 itl Si l lt osc gt SunGard 2004 2005 Biographic Demographic Information Page 50 Section C Day to Day Operations Lesson Entering Medical Information Continued Procedure Follow these steps to enter medical information Enter the age that the person was diagnosed with the disability in the Disability Onset Age field Click the Primary Disability checkbox if this is a primary disability a Double click the Eguipment Code field and select and return a medical eguipment code 9 Double click in the Disability Service field and select a code Enter a free form comment in the Comment field up to sixty characters Click the Save icon Click the Exit icon SunGard 2004 2005 Biographic Demographic Information Page 51 Section C Day to Day Operations Lesson Entering International Information E Introduction The Visa International Information Form GOAINTL allows yo2. ZIP or Postal Code Nation or Country i j From Date rotate EM Telephone Type Area Code Telephone Number Extension ISS Perform a Next Block function to continue Note This screen is for review only to update address or telephone information use PPAIDEN SunGard 2004 2005 Biographic Demographic Information Page 70 Section C Day to Day Operations Lesson Using the Quick New Hire Set Up Procedure Continued Employee and job information screen File Edit Options Block Item Record Query Tools Window Help ORACLE QOD BEBEA PFI BHR Q si HwM 4 6101 Xx 8 New Hire PEAHIRE 7 0 C700 D 610009711 Th James Emory Abbot w E Generate ID Employee Employee Class MU Original Hire K REV dili Home Department Con v Organization jas p 7 Benefit Category ka Job Position JJ suc Title m Begin Date i Job Type L E Deferred Pay Step O 7 Rate Annual Salary Ss Change Reason 7 pM EI em ES Employee Class press LIST for valid codes L Record 1 1 Teil zal l lt osc gt Procedure Follow these steps to enter job information Step Select the Search button in the Employee Class field and return the appropriate one 2 Enter the appropriate date in Original Hire Date field appropriate code organization The Benefit Category field will
3. All other trade names are trademarks or registered trademarks of their respective holders Table of Contents Section Ac Iiteoduc Holl una ana sie na ae lei 4 RE 4 Proeess e Te 5 Section B Set U Wicscissescacscsaciescasacedascevceectocsccseccascunssannccasscancnondeneissassunceaecanscusnecencegsduancesausacsusesdace 7 OVErVIEW ERN ec TC E E aa EAE A a X 7 Rule and Validation Forms That Control General Person Employee Processing 8 Entering Data into a Rule Form iecesns eicere eren trt ta eebe tege 10 vfus MT 14 PIS WEE Key rosacea mE uinum UD SENE EI ee 15 Section C Day to Day Operations cccccssccssscccssccsscsscccssscsccssscscscsssscssscessoessssssessccsoees 16 Eeer 16 Igor cc UOC TION saccades ja NO Ne 18 Generating a New Person Record for an Employee eese 21 Entering Alternate Identification Information 25 Entering Address e ee EE 27 Entenns Telephone INFO NA eebe 29 Entering Biographical Information eee reet tini tn Po oER pe YR REY FE HE LINE RU ERR 2a VR ekon RON Ve Pa okni 30 Fotos E mail InfortiallOfi savna neo ne rana ke above aaa E A pS neb 33 Entering Emergency Contact Information uii rip gedeien 34 Entering General Information isses ccces tiene brin ROI SUD NODUM QM M maf Da E Nd s n DIU 36 Entering Skills Informati olio suus coude oa jan iex M uan E eed re ta mM uda po e ues psa Nu oka 43 Entering Certification Information reete re
4. SUNGARD SCT HIGHER EDUCATION SCT Banner Human Resources Biographic Demographic Information Training Workbook May 2005 Release 7 7 Confidential Business Information This documentation is proprietary information of SunGard SCT and is not to be copied reproduced lent or disposed of nor used for any purpose other than that for which it is specifically provided without the written permission of SunGard SCT Prepared By SunGard SCT 4 Country View Road Malvern Pennsylvania 19355 United States of America SunGard 2004 2005 All rights reserved The unauthorized possession use reproduction distribution display or disclosure of this material or the information contained herein is prohibited In preparing and providing this publication SunGard SCT is not rendering legal accounting or other similar professional services SunGard SCT makes no claims that an institution s use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws rules or regulations Each organization should seek legal accounting and other similar professional services from competent providers of the organization s own choosing SunGard the SunGard logo SCT and Banner Campus Pipeline Luminis PowerCAMPUS SCT fsaATLAS SCT Matrix SCT Plus SCT OnSite and SCT PocketRecruiter are trademarks or registered trademarks of SunGard Data Systems Inc or its subsidiaries in the U S and other countries
5. Section C Day to Day Operations Lesson Entering Biographical Information Continued Procedure Follow these steps to add biographical information Access the Biographical tab Click the Confidential checkbox to mark this information as confidential Note The Confidentiality Indicator field is for reporting purposes only If itis checked it is displayed on the Letter Generation window It has no effect on Web for Employees data Do not check the Deceased field Note If the employee is deceased the Date field should also be entered with the date of death The employee s age at the time of death is calculated by the system This field populates the Deceased box on the W2 report Add or edit the gender birth date and SSN SIN TIN information if needed The person s age will be automatically calculated Notes If you have already entered this information when you generated a new person record in PPAIDEN the information will appear on this tab You can edit this information here The gender of an employee cannot be Unavailable Double click the Citizenship field and select a Citizen Type code Note We suggest setting up codes in STVCITZ for Citizen Resident Alien and Non Resident Alien Double click the Ethnicity field and select an Ethnic Code Optional double click the Marital Status field and select a Marital Status code Optional double click the Religion field and select a Religion code Optional
6. Accompanying Person To Country Not Reported m Number of Children Accompanying Person mi Signature for Availability of Funds SunGard 2004 2005 Biographic Demographic Information Page 56 Section C Day to Day Operations Lesson Entering International Information Continued Procedure Follow these steps to enter nationality information 1 Select the Nationality tab EN Double click in the Nation of Birth field and select the country where the person was born Double click in the Nation of Citizenship field and select the country where the person is a citizen Double click in the Native Language field and select the person s native language Double click in the Sponsor field and select the sponsoring organization 6 Double click in the Employment Type field and select the type of employment Enter the foreign tax ID number in the Foreign Tax ID field Rd acai Person to County field ki namenim Children Accompanying Person field Availability of Funds field Click the Save icon Click the Exit icon SunGard 2004 2005 Biographic Demographic Information Page 57 Section C Day to Day Operations Lesson Entering E mail Information Introduction The E mail Address Form GOAEMAL displays and maintains e mail addresses for any person who has an ID in your database Employees can access their information from this form online when using the Employees Self Service product N
7. Biographic Demographic Information Page 26 Section C Day to Day Operations Lesson Entering Address Information Introduction The Address tab allows you to enter or update an address You can add details such as delivery points or carrier routes Addresses are required for employees This window is optional for non employee records such as Trustees or COBRA person beneficiaries Some persons may have more than one address such as a Mailing address and a Business address These are referred to as Address Types It is important that each address be entered with the appropriate Address Type You can add multiple addresses or see an address history by clicking the Address Type list and selecting Addresses PPIADDR Note When checks are processed the Address Type is a requirement of the payroll system Be sure to use the same Address Type in PPAIDEN as used by HR Payroll For example if the Address Type entered in PPAIDEN is CA Campus Address and the payroll address type is MA Mailing Address when payroll is processed the system will not be able to identify an address for the paycheck SCT Banner form za Identification PPAIDEN 7 1 ID aooo34055 Shawn Dinnocentil Generate ID 5 Current Identification Alternate Identification Telephone Biographical E mail Emergency Contact From Date 27 MAY 2005 Ej To Date 5 Inactivate Address Address Type ma 7 Mailing Source 7 Sequence Number E Stree
8. Form STVNATN State Province Code Validation Form STVSTAT License Certification Status Validation Form PTVLCSV Citizen Type Code Validation Form STVCITZ Language Code Validation Form STVLANG Nation Code Validation Form STVNATN Port of Entry Code Validation Form STVPENT Visa Type Code Validation Form STVVTYP Visa International Information Form GOAINTL SunGard 2004 2005 Biographic Demographic Information Page 82 Section D Reference Lesson Forms Job Aid a Jump mm DL Guide Use this table as a guide to the forms used in this workbook The Owner column may be used as a way to designate the individual s responsible for maintaining a form PTRCERT Certification Code PTRETHN EthnieCode PTREXAM ExamCode PTRSKIL SkillCode PTRSKLV Skilllevek O FIVCOAS Chartof Accounts Code J FTVORGN Organization Code GTVEMAL E mail Address Type Code o GTVLETR LetterCode GTVNTYP Name TypeCode GTVSYSI SystemIndicator J STVZIP sd ZipfPostalCode PIVCMTY CommemtCode PTVEEOC EEOEihnieCode PTVENDS EndorsementCode o PTVLCSV License Certification Status Validation PTVPUBT Publication Code le STVATYP Address Type Code o STVCITZ Citizen Type Code STVCNTY ComtyCoe STVDEGC DegeeCod STVDLEV DegreeLevelCo
9. The SBGI code is user defined and enables you to identify educational institutions 6 Perform a Next Block function Double click the Code field and select and return a Degree Code 8 Enter the person s Grade Point Average in the GPA field 9 If necessary enter the number of hours in the Hours field Enter the dates that the person attended the institution in the Dates of Attendance fields Enter the person s graduation date in the Date of Graduation field 12 Click the Terminal Degree checkbox Note When you check the Terminal Degree field this information will display in Faculty Tracking PEAFACT Use the down arrow to enter more degree information if this employee has multiple degrees with this institution Click the Save icon Perform a Next Block function Double click the Major field and select and return a Major Minor Concentration code Double click the Minor field and select and return a Major Minor Concentration code 18 Double click the Concentration field and select and return a Major Minor Concentration code Click the Save icon SunGard 2004 2005 Biographic Demographic Information Page 37 Section C Day to Day Operations Lesson Entering General Information Continued Examinations tab The Examinations Option is used to capture information about formal exams for minimum gualifications such as a CPA State Bar Medical licenses and any other professional certification or
10. double click the Legacy field and select a Legacy code Note This code is normally used for Alumni purposes however Human Resources could use it to identify any relatives working at the institution SunGard 2004 2005 Biographic Demographic Information Page 31 Section C Day to Day Operations Lesson Entering Biographical Information Continued Jump to TDL Procedure continued Enter the file number in the Veteran File Number field if the person is a veteran Double click the Veteran Category field and select a valid code if the person is a veteran 12 Check the Special Disabled Veteran field if the person is a veteran and disabled Note A special disabled veteran is either of the following 1 A veteran who is entitled to compensation or who would be but for the receipt of military retired pay under laws administered by the Department of Veteran Affairs for a disability i rated at 30 or more or ii rated at 10 or 20 in the case of a veteran who has been determined under Section 1506 of Title 38 who has been determined under Section 1506 of Title 38 U S to have a serious employment handicap 2 A veteran who was discharged or released from active duty because of a service connected disability 13 Enter the date on which the individual separated or was discharged from active military duty in the Active Duty Separation Date field Note This date is used to classify veterans under the newly separate
11. licensing exams It may also be used for an institution s internal exams The examination codes are entered on the Exam Code Rules Form PTREXAM File Edit Options Block Item Record Query Tools Window Help ORACLE PARAGA 55 BOs a Sia DR Le LR LO TX D 610009711 Th James Emory Aboot w Examination Examination Date Score Percent Pass JUTE TOUR Examination Date format DD MON YYYY L Record 1 1 zl Procedure Follow these steps to enter examination information Select the Examination tab 2 Select the Search function in the Examination Code field and select a valid Examination code Enter the date of the exam in the Exam Date field 6 In the Pass Field Pass or Fail is defaulted but can be overridden SunGard 2004 2005 Biographic Demographic Information Page 38 Section C Day to Day Operations Lesson Entering General Information Continued Publications tab The Publication tab is used to enter faculty publications File Edit Options Block Item Record Query Tools Window Help ORACLE AYE BARB 55 BSR A SiehwMiei i Oix ES General Information PPAGENL 7 0 C700 D 10009711 Th James Emory Abbot m REN Pubicaiondate Wem Type Title Publisher Publication Issue Publication Volume Mori Processing tor Registraton ice lt lt EE EE UE Pages E d Procedu
12. populate automatically from the employee class If you need to override the category double click in the Benefit Category field and select the appropriate code Move to the Next Block and enter Job Information 7 Select the Search function in the Position field and select the available positions SunGard 2004 2005 Biographic Demographic Information Page 71 Section C Day to Day Operations Lesson Using the Quick New Hire Set Up Procedure Continued Procedure Follow these steps to complete the process Step Action 8 Enter the suffix number in the Suffix field Verify the title Note The title in the Title field will be displayed based on the position number If you need to override it you can do so here 10 Enter the date the job is starting in the Job Begin Date 11 Select a job type from the drop down list in the Job type field 1 Click the Deferred Pay checkbox if this job will be on a deferred pay cycle Enter a step in the Step field Note If there is no step enter a 0 4 Enter the hourly rate if the job is hourly in the Hourly Rate field 5 Enter the annual salary if the job is salary in the Annual Salary field Enter the appropriate job change reason in the Change Reason field Note For this exercise it would be NEW or the code that your school has created Click the Save icon Notes After clicking the Save icon the system will call each of the related application forms insert
13. position vacancies through the Process Submission Control form PARMAPP You can track official transcripts on this form which is a shared function of the Student System via Faculty Degree Information Form SIAFDEG The assignment of this responsibility should be decided during implementation SCT Banner form Eile Edit Options Block Item Record Query Tools Window Help ORACLE QAO 8688 gt gt BESS Fae CFO ES General Information PPAGENL 7 0 C700 D erooos7i1 v fr James Emory Abbot m Institution seco Ej Diploma or Degree S Degree Cf First Attended Date C O G S GPA ccc pm Last Attended Date OO Hours al Graduation Date C 8 4 Level stil Terminal Degree z B Bi f Tel N E 1 Area of Prior Institution Code press LIST for valid codes Record 1 1 ListofValu osc SunGard 2004 2005 Biographic Demographic Information Page 36 Section C Day to Day Operations Lesson Entering General Information Continued d Jump to TOC Procedure Follow these steps to enter general information Stp 1 Action O Access the General Information Form PPAGENL Enter your person s ID in the ID field or perform a Search Perform a Next Block function Select the Search function in the SBGI Code field and select the person s Institution Note
14. provides an entry into the SCT Banner system It generates a unique ID number for each individual The ID number and name are the minimum requirements to Save the record on the system The name entered on PPAIDEN appears on all paychecks and regulatory forms issued for an employee The Identification Form shares data with all SCT Banner forms and can be updated In PPAIDEN when you add a new person to the system you can also add biographic demographic data The new person does not show up on the employee search form POIIDEN until you have completed the Employee Form PEAEMPL However the name of the person will appear on the Person Search Form SOAIDEN Required fields The following fields are required in PPAIDEN when a person is being defined as an employee birth date first name last name SSN SIN TIN address gender Note Some fields on PPAIDEN are optional and sometimes entire windows are optional SunGard 2004 2005 Biographic Demographic Information Page 21 Section C Day to Day Operations Lesson Generating a New Person Record for an Employee Continued SCT Banner form ID GENERATED 7 Generate ID 5 emus GEH Alternate Identification Address Telephone Biographical Emergency Contact ID NameType 17 SSN SIN TIN ID and Name Source Last Update User Activity Date Origin Preferred First Name Full Legal Name Original Creation User L aa e IN Non P
15. 55 RBs a Simi lt 4 4100 X C700 za General Information PPAGENL 7 0 D konse v wr dames Emory Abbot m Honors and Awards Honors or Award Title Awarding Organization Awarded Date Expired Date Procedure Follow these steps to enter honor and award information Step Enter the date the award was issued in the Date Awarded field Optional enter the date the award expires in the Date Expired field o Click the Save icon SunGard 2004 2005 Biographic Demographic Information Page 41 Section C Day to Day Operations Lesson Entering General Information Continued Transcript tab The Office of the Registrar uses the Transcript option 7a General Information PPAGENL 7 0 C700 p boren v Eugene V Adams Receipt Date 04 Nov 2004 Ej Reviewed Date 18 Nov 2004 Procedure Follow these steps to enter transcript information Select the Transcript tab 2 Click the Official Transcript box if this is an official transcript Enter the date that the transcript was received in the Date of Receipt field Enter the date that the transcript was reviewed in the Date of Review field Click the Save icon 6 Click the Exit icon SunGard 2004 2005 Biographic Demographic Information Page 42 Section C Day to Day Operations Lesson Entering Skills Information Introduction The Person Skills Form PPASKIL maintains information about the skil
16. Block function Double click the System field and select a System Indicator code i e H Human Resources 5 Double click the Letter field and select and return a Letter code 6 Enterthe date that the letter was initiated in the Initiation Date field 8 Double click the Signer s Initials field and select an Initials code 9 Enter the number of days between initiating and printing the letter in the Wait field SunGard 2004 2005 Biographic Demographic Information Page 61 Section C Day to Day Operations Lesson Entering Comments Information Introduction The Comment Form PPACMNT enables you to enter comments about a person and to track and comment upon specific employee or applicant situations Some examples would be grievances accidents or committee memberships Payroll uses this form for garnishments You can also copy and paste text into the free form comments field Note We suggest that free form comments be initialed and dated SCT Banner form File Edit Options Block Item Record Query Tools Window Help ORACLE 0 8688099 SES Gs Hee SOX 78 Comment PPACMNT 7 0 C700 iD 610009711 v wr James Emory Abbot m Coded Comments Code bos vjPeer Advisor Group Comment Has held Chairperson position for one year Code TT Comment cove 5 Comment Free Form Comments As Chairperson has initiated two successful benefit events S
17. EDN or PEAESCH When to Use PEAHIRE The PEAHIRE form can be used only for new employees It cannot be used for current employees previously terminated employees or deceased employees If a Person Identification Form PPAIDEN was previously completed for the employee any information on the associated employee record is displayed in the corresponding fields of PEAHIRE This information is display only on PEAHIRE Any updates to this data must be made on PPAIDEN IF you want to THEN use Set up a new employee with minimal PEAHIRE personal information and link to a job immediately Set up a new employee with detailed PPAIDEN personal information and link to a job later Note You can use the PEAHIRE form to link a person to a job without having to re enter data submitted through PPAIDEN Update information about a person PPAIDEN SunGard 2004 2005 Biographic Demographic Information Page 64 Section C Day to Day Operations Lesson Using the Quick New Hire Set Up Procedure Continued PEAHIRE Process Overview When using PEAHIRE to set up a new employee in SCT Banner you will be prompted to enter the following information new person record information biographical information address and telephone information employee information job information If you have already entered information in PPAIDEN then use the Search function to access the person you want to link to ajob Revie
18. General Person Employee Processing 8 Enterne Data mio a Rule Pom sssini de nir PARV LABOR Icd ep A a DN dS 10 Self Check eT M M 14 Pun dg e H 15 SunGard 2004 2005 Biographic Demographic Information Page 7 Section B Set Up Lesson Rule and Validation Forms That Control General Person Employee Processing X Jump to UL Introduction Before SCT Banner can process an applicant general person or new employee in the system there are several codes and rules that need to be set or created Types of rule forms needed These forms are used to set the rules and parameters in SCT Banner for new persons in the system Certification Code i Exam Code Skill Code Skill Level SunGard 2004 2005 Biographic Demographic Information Page 8 Section B Lesson Set Up Rule and Validation Forms That Control General Person Employee Processing Continued Forms continued Validation Forms Ethnic Codes Initials Code Language Code Major Minor Concentration Code Medical Code Martial Status Code Nation Code Port of Entry Code Relation Code Source Background Institution Code State Province Code Telephone Type Visa Type Code SunGard 2004 2005 Biographic Demographic Information Page 9 Section B Set Up Lesson Entering Data into a Rule Form Rule form example For our example we ll use th
19. Generate ID function Notes If the person was an applicant prior to being hired use the Employee Search Form POIIDEN If applicant tracking is not used at your institution use the Person Search Form SOAIDEN If you know the person s ID enter it in the ID field When you click the Generate ID icon a more detailed form will open so that you can 7 enter information about the new employee The word Generated defaults to the ID field This does not change until the record is Saved Select a matching source in the Matching Source field from the drop down list Enter the person s last name in the Last Name field Note As per the institution s data standards enter the Last Name exactly as it appears on the Social Security Card for payroll purposes 5 Enter the person s first name in the First Name field Optional enter the person s middle name in the Middle Name field Double click in the Address Type field and select the code identifying the type of address Note SCT Banner defaults to the home address Enter the employee s address in the Address field Note Address Line 1 is required Enter the city associated with the address in the City field Double click the State or Province field and select the state or province code 11 Enter the zip code in the ZIP or Postal Code field Note You may also double click the ZIP or Postal Code field and select the zip postal code associated with the address A search func
20. MD 12 15 04 net e ES Sc lt osc gt L SunGard 2004 2005 Biographic Demographic Information Page 62 Section C Day to Day Operations Lesson Entering Comments Information Continued Procedure Follow these steps to enter comments Action Access the Comment Form PPACMNT Enter your new person s ID in the ID field or perform a Search Perform a Next Block function Double click the Code field and select a Comment Type Enter a free form comment in the Comment field up to sixty characters 6 Enter additional text into the Free Form Comments field Click the Save icon 8 Click the Exit icon SunGard 2004 2005 Biographic Demographic Information Page 63 Section C Day to Day Operations Lesson Using the Quick New Hire Set Up Procedure E IN Introduction The New Hire Form PEAHIRE provides a simple efficient method to establish an employee in the system The form utilizes the default functionality with SCT Banner HR and requires only a minimum amount of data to be entered All information entered on this form will automatically be entered in the Person Identification Form PPAIDEN the Employee Form PEAEMPL and the Employee Job Form NBAJOBS PEAHIRE provides a method to enter records for new employees It does not allow maintenance of existing employee records All maintenance must be performed on the appropriate application form PPAIDEN PEAEMPL NBAJOBS PDAD
21. ation forms If the forms do not contain these values processes associated with these forms will not run correctly You can tailor some of the forms by adding or deleting values but certain forms must remain as delivered Validation forms enable you to tailor the Human Resources System to your needs by providing the system with lists of coded values that can be entered at specific prompts Note When tailoring these codes be mindful of the impact on other modules i e Student or Alumni Refer to your institution s data standards policy and procedures as well to ensure compliance Example For example the Major Minor Concentration Code Form STVMAJR allows you to enter the employee student person s major subjects at your institution or another that they attended When a value is entered in any Major Minor Concentration field the system checks the validation form verifies the code and issues an error message if necessary Shared validation forms Some of the validation forms that need to be set up will be tables that are maintained by other areas of SCT Banner Validation forms beginning with STV are shared with the SCT Banner Student System Those beginning with GTV are SCT Banner General System forms Some of these forms can be viewed but not changed without proper security access SunGard 2004 2005 Biographic Demographic Information Page 11 Section B Set Up Lesson Entering Data into a Rule Form Continued Acces
22. ce Information Continued Options Applicant s Reference File Edit Options Block ltem Record Query Tools Window Help ORA AOD AGRE 55 BGR aA E HMI LR TO LX 7a Person Experience PPAEXPR 7 0 C700 ID e 0009711 vw James Emory Abbot II Telephone og EEN Extension Je Procedure Follow these steps to enter applicant reference information Step Enter any comments that require notation in the Comments field Click the Save icon o Click the Exit icon SunGard 2004 2005 Biographic Demographic Information Page 49 Section C Day to Day Operations Lesson Entering Medical Information Introduction The General Medical Information Form GOAMEDI enables you to enter medical information about an applicant or employee Note We recognize the highly sensitive nature of this information and recommend that each institution set up enterprise wide confidential policies to ensure only the proper access be granted to this information Careful consideration by the institutions Data Standard Committee and periodic reviews of the policy and use of this screen after implementation are highly recommended to allow the institution to take advantage of this screen s functionality and to maintain the highest level of controlled access SCT Banner form File Edit Options Block Item Record Query Tools Window Help ORACLE FOER OER jj Bd A kisl 0 X
23. click the Relationship field and select and return a Relationship code from the Address Type Y aldako form 10 Double click the State Province field and select and return a State Province code j Enter the contact person s zip code in the ZIP Postal Code field Optional Enter 157 in the Nation field for the United States of America Note You can also double click the Nation field and select a Nation code Enter the contact GE Enter the contact person s phone number in the Phone field Click the Save icon eee Complete the process IF you want to THEN Review the new record and add more information Select the desired iab Add another new employee Click the Generate ID icon Assign a job to this new employee Exit this form and access the New Hire Form PEAHIRE See section C for details Exit this form SunGard 2004 2005 Click the Close X icon Biographic Demographic Information Page 35 Section C Day to Day Operations Lesson Entering General Information Introduction The General Information Form PPAGENL captures person or employee general qualifications normally submitted by an applicant including education experience examination results and publications You can easily access this form using the Options menu on the Person Identification form Note PPAGENL is closely affiliated with Applicant Tracking and matching applicants to
24. d System Voice Response Code Description CIPC Major Minor Concentration Occupation Get Required Message Number fat pn oe o a z D SEVIS Equivalent Activity Date 05 Nov 2004 Major Code Record 1 2 Iul l l osc SunGard 2004 2005 Biographic Demographic Information Page 12 Section B Set Up Lesson Entering Data into a Rule Form Continued Procedure Follow these steps to enter data into a validation form 1 Access the form by entering STVMAJR in the Go To field Then press enter 2 Verify that the information on the form is accurate for your institution __ Edit the table if necessary eee IF THEN You have access to the table Addidelete information using the add delete functions ERE You do not have access to the Contact the person who table maintains the table to ask them to add the information that you will need Click the Save icon Click the Exit icon SunGard 2004 2005 Biographic Demographic Information Page 13 Section B Set Up Lesson Self Check Directions Use the information you have learned in this workbook to complete this self check activity Question 1 Rule codes are updated immediately after they are added or changed True or False Question 2 Only management has access to Rule and Validation forms True or False SunGard 2004 2005 Biographic Demographic Information Page 14 Section B Set Up Les
25. d veterans category on the VETs 100 reports whose active duty separation date falls within the VETS reporting period SunGard 2004 2005 Biographic Demographic Information Page 32 Section C Day to Day Operations Lesson Entering E mail Information Introduction The E mail tab allows you to add details regarding a person s e mail information and add comments It automatically records the activity date when you save the record ID A00034055 m Shawn Dinnocentil J Generate ID E Current Identification Alternate Identification Address Telephone Biographical Emergency Contact E mail Address E mail Type m E mail Address O Preferred Inactivate O Display on Web O URL Comment Activity Date User zc a E mail Type L Te E mail Address Preferred O Inactivate O Display on Web O URL Comment Activity Date a User ae al Procedure Follow the steps below to enter e mail information Click the E mail tab Select an E mail type in the E mail Type field 6 Select another tab to continue adding information or Click the Exit icon SunGard 2004 2005 Biographic Demographic Information Page 33 Section C Day to Day Operations Lesson Entering Emergency Contact Information Introduction The Emergency Contact tab on the Identification Form PPAIDEN is used to enter Emergency Contact Information for a person em
26. ddress in the Comments field Click the Save icon Click the Exit icon SunGard 2004 2005 Biographic Demographic Information Page 59 Section C Day to Day Operations Lesson Entering Correspondence Information Introduction The Mail Form PUAMAIL displays and maintains correspondence records SCT Banner form File Edit Options Block Item Record Query Tools Window Help ORACLE QOD AGRR 5 BSS QA SiMe lt 4 101X za Mail PUAMAIL 7 0 C700 S ip o 610005711 Ich James Emory Abbot H J System Se METE Initiation Date Ej Signer sinitiats Y Published Generation Date Wait a Generated User Originator E System s Ir Letter IESSEN CH Initiation Date Signer sinitiats 7 8 Published Generation Date E Walt 0 Generated User Originator a Em Letter HM Initiation Date Signer sinitiats 7 8 Published Generation Date Wait 9 Generated System Indicator press LIST for listing Record 1 List of Valu lt osc gt SunGard 2004 2005 Biographic Demographic Information Page 60 Section C Day to Day Operations Lesson Entering Correspondence Information Continued Procedure Follow these steps to maintain correspondence records Access the Mail Form PUAMAIL Enter ma person s ID in the ID field or perform a Search 3 Perform a Next Block function a Next
27. de STVETHN EthnieCodes STVINIT lmitialsCode STVLANG LanguageCode STVMAIR Major Minor ConcentrationCode STVMEDI MedicalCode STVMRTL Martial StatusCode STVNATN NationCode le SunGard 2004 2005 Biographic Demographic Information Page 83 Section D Reference Lesson Forms Job Aid Continued Guide continued STVPENT ss PortofEntryCode STVRELT RelationCode O STVSBGI Source Background Institution Code STVSTAT State Province Code STVTELE Telephone Typ STVVTYP Visa Type Code PPAIDEN IdentificationForm LI PRASKIL Person SkillsForm le PPACMNT jCommetFom PRPAEXPR Person Experience Form PPAGENL General InformationForm PRPACERT Certification Information Form PRPATELE Telephone Form le GOAMEDI General Medical Information Form PUAMAIL MalFom GOAEMAL E MailAddressFormm PEAHIRE Lens Pom GOAINTL i Visa International Information Form SunGard 2004 2005 Biographic Demographic Information Page 84 Release Date This workbook was last updated on 11 03 2005
28. e Certification Code Rule Form PTRCERT that allows you to define codes for professional certifications File Edit Options Block Item Record Query Tools Window Help ORACLE BOB LB 9 9 9 PFI BOR al Si 9 LE LR LO TX nm z 5 s P 5 T 5 v d um D te d s IN Geessen Resusetaten O NN Beer K m mm or znana D n O KS Ee n m o m CC m C as CC ee o um DLL n m O EC e C a mi EC g m n O pe m E n m CC EE n D Certification Code Record 1 5 Procedure Follow the steps below to complete the form Access the Certification Code Rule Form PTRCERT Perform an Insert Record function 3 Enter a certification code up to four characters in the Certification Code field Enter a description of the certification in the Description field Click the Date Required checkbox 6 Enter the minimum score required in the Numeric Value field if required 8 Click the Exit icon HP SunGard 2004 2005 Biographic Demographic Information Page 10 Section B Set Up Lesson Entering Data into a Rule Form Continued Introduction The Human Resources System works in conjunction with other SCT Banner systems Certain processes in SCT Banner Human Resources are associated with specific values in valid
29. entification Number is generated There are two types of ID s generated e Person employee or non employee who has a personal relationship to the institution COBRA beneficiary e Non Person someone who does not have a personal relationship with the institution such as a vendor It is often used to enter corporations and or companies for Events Management and SCT Banner Finance Employee and other records Beneficiary used in SCT Banner Human Resources cannot be entered as non persons When an employee is entered a social security number must be entered into the SSN SIN TEN field The following table further defines the SSN SIN TEN field Where Used Social Security Number United State of America Social Insurance Number Canada Fax Filing Number Standards We recommend that your institution develop data standards for defining how names titles and IDs should be entered For example you must determine if all names will have a prefix Ms Miss Mrs Mr or will they be entered simply as first and last names If your institution routinely uses Social Security Numbers as Identification and you do not know the Social Security Number of a non employee your institution should devise a data standard for the ID number SunGard 2004 2005 Biographic Demographic Information Page 20 Section C Day to Day Operations Lesson Generating a New Person Record for an Employee Introduction The Identification Form PPAIDEN
30. ersity State or Province Pa gt Nation 157 Isi Start Date 0 Auc 1ees E End Date Employer Experience Type feo zJHigher Education Reason for Leaving Relocated Job Duties soe H Job Duties Number of Employees Supervised E Supervisor Name Telephone Area nei Extension OK to Contact Salary Current or Ending Salary KH Current or Ending Rate SS Comments e E al q OERE n nes eee e nese res ee a Ce Reason for Leaving Record 1 1 SunGard 2004 2005 Biographic Demographic Information Page 47 Section C Day to Day Operations Lesson Entering Person Experience Information Continued Procedure Follow these steps to enter person experience information Enter data in the following fields within the Experience Information section Employer Name State Prov Nation Start Date End Empr Exp Type perform a search to view the List of Values and Reason for Leaving Enter data in the following fields within the Job Duties section Job Title Job Duties and of Employees Supervised Enter data in the following fields within the Supervisory Information section Name Phone Number OK to Contact 7 Enter data in the following fields within the Salary Information section Current Ending Salary Current Ending Rate Comments Click the Save icon SunGard 2004 2005 Biographic Demographic Information Page 48 Section C Day to Day Operations Lesson Entering Person Experien
31. erson Name SunGard 2004 2005 Biographic Demographic Information Page 22 Section C Day to Day Operations Lesson Generating a New Person Record for an Employee Continued Procedure Follow these steps to generate a new person record for an employee Note Before you begin choose a name for the new person you will enter into the system You may want to perform a search to ensure that the person you are entering is not already in the system Step Action 1 1 Access the Identification Form PPAIDEN 2 Click the Generate icon Note When you click the Generate ID icon the word Generated defaults to the ID field This does not change until the record is saved Click the Next Block icon Enter the employee s social security number in the SSN SIN TIN field Enter the person s last name in the Last Name field Note As per the institution s data standards enter the Last Name exactly as it appears on the Social Security Card for payroll purposes 6 Enter the person s first name in the First Name field 7 Optional enter the person s middle name in the Middle Name field 8 Optional enter a prefix Ms Mrs Miss Mr Dr Rev Admr in the Prefix field Optional enter a suffix M D Jr in the Suffix field Optional enter the person s preferred first name in the Preferred First Name field Note The Preferred First Name field does not print or display
32. ess the Telephone tab Double click the Telephone Type field and select a telephone type Enter the employee s phone number in the Telephone field Click the Primary checkbox if this is the person s primary phone number Click the Save icon 6 Select another tab to continue adding information or Click the Exit icon SunGard 2004 2005 Biographic Demographic Information Page 29 Section C Day to Day Operations Lesson Entering Biographical Information Introduction The Biographical tab on the Identification Form PPAIDEN is used to enter biographic and demographic information for a person employee Many of the fields such as Date of Birth Gender and Citizenship are required for IPEDS reporting Note You can select the Confidential option to mark this information as confidential This tab is also to record an employee s death SCT Banner form 7 1 ID 00034055 Shawn Dinnocentil Generate ID 5 Current Identification Alternate Identification Address Telephone E mail Emergency Contact Gender Male Birth Date C Confidential Age Deceased SSN SIN TIN Deceased Date Ej Citizenship O Ethnicity 9 Marital Status m Religion w Legacy 9 Last Update Veteran File Number me tee N Veteran Category one Activity Date Active Duty Separation Date Co C Special Disabled Veteran SunGard 2004 2005 Biographic Demographic Information Page 30
33. et easi ta aka SR SEP e Ia NENNEN ER een 44 Entering Person Experience Information 45 eite nta rigo tar obed zaledje RUM at und ea Aqu UOS 47 Enterme Medical Informati n eoo tores tbe e RR to Rad boe dE n ea DID MN dka uM E 50 Entering International Intormapon 52 Entering E mail IONA OE aaa na a rs dpud nian ced ta vnu a ok obna wa ub ah 58 Entering Correspondence Information EE 60 Entering E Ee ee e 62 Using the Quick N w Hire Set Up Procedure iuo esce ok dea pu ek steers gue 64 Self e S 13 Answer TRY se remy neia E EN ie ee eee es 75 PRPS TVG Ac RE POT EE 77 Section D Referentes ananasa aaa a danje 78 RE 78 Setup Forms and Where Used RT 79 Day to Day Forms and Setup Needed ies nal kaka kanale ad oa na a aka na neki 81 Form NS NI UI jele bere 83 Section A Introduction Lesson Overview Workbook goal The goal of this workbook is to provide you with the knowledge and practice to accurately define persons and employees into the SCT Banner system at your institution The workbook is divided into three sections Introduction e Set Up Day to day Operations Intended audience Human Resources administrators and staff who are responsible for setting up Human Resources Rule and Validation forms in the SCT Banner System and or those who are responsible for adding new employees to the SCT Banner syste
34. ith marriages or divorces SCT Banner form sa Identification PPAIDEN 7 1 ID aooo3sa055 v Shawn Dinnocentil Generate ID 5 Current Identification Reiger DESEN Address Telephone Biographical E mail Emergency Contact Alternate Names or IDs ID User Last Name Activity Date First Name Create User Middle Name nmm Create Date Name Type m Change Type m Origin Last Name Activity Date FirstName Create User Middle Name F Create Date Name Type TI Change Type v Origin Last Name Activity Date FirstName OO Create User Middle Name s Create Date x Note You can enter multiple alternative identifications for a person but you cannot delete an alternative identification once it is saved in SCT Banner SunGard 2004 2005 Biographic Demographic Information Page 25 Section C Day to Day Operations Lesson Entering Alternate Identification Information Continued Procedure Follow the steps below to enter alternate identification information 5 Enterthe person s first name in the First Namefield o Optional enter the person s middle name in the Middle Name field Click the Save icon Note When an employee changes his her name on PPAIDEN the alternate name field will be populated automatically in SCT Banner 8 Select another tab to continue adding information or Click the Exit icon SunGard 2004 2005
35. l and level of expertise of a specified applicant or employee Skill information is populated on the PTRSKIL rule form and PTRSKLV rule form SCT Banner form File Edit Options Block Item Record Query Tools Window Help ORA BOB SEBE 55 BSR QA BIER CIO x 7a Person Skills PPASKIL 7 0 C700 r D 610009711 v wr James Emory Abbot m Skilt bom kzoseg O O OOo Levet ES stato ff Endpat S Lastuse EJ C Read we Speak Translate Teach Native Language Comments Procedure Follow these steps to enter skill information Enter the date that the employee stopped using this skill in the End Date field Enter the date that the employee last used this skill in the Last Used field Click the Read Write Speak Translate Teach and or Native Lang check box es if the employee s skill is a language Enter any additional information regarding this skill in the Comments field Click the Save icon Click the Exit icon SunGard 2004 2005 Biographic Demographic Information Page 43 Section C Day to Day Operations Lesson Entering Certification Information Introduction The Certification Information Form PPACERT collects data on applicant employee certifications and endorsements The certification codes are pulled from PTRCERT You can also use this form to track both formal certifications and completion of internal education programs The Pending Action Report will list upcoming expira
36. m Section contents oy aA GA EEE E E nae 4 Process e Te 5 SunGard 2004 2005 Biographic Demographic Information Page 4 Section A Introduction Lesson Process Introduction Introduction The SCT Banner New Employee process uses several user defined codes that are necessary when entering a new employee into the system Once these codes are created they are used throughout the SCT Banner HR system as the new employee is processed Flow diagram This diagram highlights the processes used to enter an employee into the SCT Banner system within the overall Human Resource process You are here Sg A 8 Open Applicant Employee is hired Employment record is Employee benefit position information is created and maintained information is created and reviewed and for employee established budgeted interviews are held o O o CeO ii Q O lt a dei oon Employee Employee labor Change to employee Payroll is processed Employee records safety union information is JO records are for the employee hours worked incident is maintained if e recorded if required approve necessary 0 0 Oe boo z Employee e Employee Faculty Tax process is Fi ffi H m EE reviews information is administered Human personal maintained for employees a Resource information Office SunGard 2004 2005 Biographic Demographic Information Page 5 Section A Introduction Lesson Process Intr
37. nd return a License Certification Status Validation Form PTVLCVS Double click in the State Province field and select and return the issuing State code from the State Province Code Validation Form STVSTAT from the Nation Validation Form Pn NAME M Perform a Next Block function 1 Next Block function SunGard 2004 2005 Biographic Demographic Information Page 45 Section C Day to Day Operations Lesson Entering Certification Information Continued Options Comment za Certification Comments PPACERT 7 0 C700 Comments Procedure Follow these steps to add comments Stp 0 1 tio 0 0 0 0 Select Comment from the Options menu Enter any free form comments up to 2000 characters in the Comment field Click the Save icon Click the Exit icon SunGard 2004 2005 Biographic Demographic Information Page 46 Section C Day to Day Operations Lesson Entering Person Experience Information Introduction The Person Experience Form PPAEXPR maintains records on an applicant s experience and references This form may not be required if your institution has resume imaging software SCT Banner form File Edit Options Block Item Record Query Tools Window Help ORACL QOD BERR 55 BGR A 2 He lt 1 4101 x 78 Person Experience PPAEXPR 7 0 C700 X E D konse v wr James Emory Abbot m Experience Employer Name Forrest Univ
38. ntroduction The purpose of this section is to provide reference materials related to the workbook Section contents OV NVIEW ee TP ETUR 78 Setup Forms and Where NINE EE 79 Day to Day Forms and Setup Needed cccssscccossssesssecsseccssssscessecesenascessenesenescessaneseecerses 81 POTE OD FIG MET 83 SunGard 2004 2005 Biographic Demographic Information Page 78 Section D Reference Lesson Setup Forms and Where Used lt Jump to TOC Guide Use this table as a guide to the setup forms and the day to day forms that use them Certification Code PTRCERT Certification Information PPACERT Form Zip Postal Code GTVZIPC PTVEEOC Endorsement Code PTVENDS Certification Information PPACERT Form License Certification Status PTVLCSV General Information Form PPAGENL Validation Certification Information PPACERT Form STVATYP Citizen Type Code STVCITZ STVCNTY SunGard 2004 2005 Biographic Demographic Information Page 79 Section D Reference Lesson Setup Forms and Where Used Continued a Jump to DL Guide continued STVETHN PUAMAIL Major Minor Concentration STVMAJR General Information Form PPAGENL Code Medical Code STVMEDI General Medical Information GOAMEDI Form STVMRTL Nation Code STVNATN Certification Information PPACERT Form Visa International Form GOAINTL Port of Entry Code STVPENT Visa International Form GOAINTL Relation Code STVRELT Identification Form PPAIDEN Sou
39. nty field and select and return the county associated with the address 10 Optional Enter 157 in the Nation field for the United States of America Note You can also double click the Nation field and select the country code associated with the address This is only required if the State Province field is not complete Click the Save icon Select another tab to continue adding information or Click the Exit icon SunGard 2004 2005 Biographic Demographic Information Page 28 Section C Day to Day Operations Lesson Entering Telephone Information Introduction The Telephone tab allows you to add details regarding a person s phone number and add comments It automatically records the activity date when you save the record ID A00034055 DRM Shawn Dinnocentil J Generate ID 8 Current Identification Alternate Identification Address Biographical E mail Emergency Contact International Access address Type EJ sequence 2 activity Date AMATAS user EES Telephone Type TT Telephone 7 J O Primary Ounlisted C Inactivate International Access a Sa Comment Address Type Sequence M Activity Date User i Telephone Type C X Telephone S 553 Primary Unlisted C Inactivate International Access Comment Address Type L X9 Sequence Activity Date User J iv Procedure Follow the steps below to enter current identification information Acc
40. o Day Operations Lesson Answer Key Continued Ouestion 4 It is after hours and someone needs to reach Professor Anderson They are reguesting her home phone number How do you determine if Professor Anderson will allow this number to be released without calling her Biographical tab of PPAIDEN Ouestion 5 Match the following forms to their description a PPACMNT D A Certification Information Form b PPAEXPR G General Medical Information Form c PPAGENL H w Mai Form d PPACERT A Comment Form e PPASKIL B Person Experience Form f PPAIDEN I E mail Address Form g GOAMEDI E Employee Skill Form h PUAMAIL CU General Information Form 1 GOAEMAL E Person Identification Form SunGard 2004 2005 Biographic Demographic Information Page 76 Section C Day to Day Operations Lesson Appendix A Reports Introduction The following describes the reports that support Recruitment and Applicant Tracking For more specific information about these reports please refer to Chapter 20 Reports and Processes in the SCT Banner Human Resources User manual Reports The following chart lists the report its SCT Banner name and its functionality Report Name SCT Banner Name Functionality Skills Inventory Report PPRSINV Lists employees with special skills or skill combinations SunGard 2004 2005 Biographic Demographic Information Page 77 Section D Reference Lesson Overview I
41. oduction Continued About the process e Rule and validation forms are set up on the SCT Banner system Unless a new code is required this step is only performed once e The new person employee is entered into the SCT Banner system SCT Banner has several ways of entering new hire information and the one method of a new hire quick set up will be discussed in this manual e Detail is added to the person employee record as necessary SunGard 2004 2005 Biographic Demographic Information Page 6 Section B Set Up Lesson Overview Introduction The purpose of this section is to outline the set up process and detail the procedures to set up your SCT Banner system to handle new employees Intended audience Human Resources administrators and staff who are responsible for setting up Human Resources Rule and Validation forms in the SCT Banner System Objectives At the end of this section you will be able to create the rules and set parameters used to process employee data Prerequisites You should have e completed the SCT Education Practices computer based training CBT tutorial Banner 7 Fundamentals or have equivalent experience navigating in the SCT Banner System completed the Human Resources Overview training workbook administrative rights to create the rules and set the validation codes in SCT Banner Section contents OVETVIEW una ea anale aa on kev kolena ege Eege 7 Rule and Validation Forms That Control
42. or any other form or report but can be built into reports through customizations Optional enter the person s full legal name in the Full Legal Name field 12 Click the Save icon 13 Click the Biographical tab 4 5 T 10 11 12 13 SunGard 2004 2005 Biographic Demographic Information Page 23 Section C Day to Day Operations Lesson Generating a New Person Record for an Employee Continued Procedure continued Step Action 14 Enter the employee s date of birth in the Birth Date fields Warning The fields appear in Day Month Year order Be careful to enter the day prior to the month 15 Select the employee s gender in the Gender field 16 Click the Save icon 17 Complete the process SunGard 2004 2005 Biographic Demographic Information IF you want to THEN Review the new record and add Select the desired tab more information Add another new employee Click the Generate ID icon Assign a job to this new Exit this form and access the employee New Hire Form PEAHIRE See section C for details Exit this form Click the Close X icon Page 24 Section C Day to Day Operations Lesson Entering Alternate Identification Information Introduction The Alternate Identification tab is used to enter a current previous or alternate name for a person This is helpful when you need to record name changes associated w
43. ote You can enter a person s e mail address on PPAIDEN when you set them up initially This form is useful when you need to update an e mail address SCT Banner form File Edit Options Block Item Record Query Tools Window Help ORACLE Qo E 8 4 8 m PP BoB a aie miei Bir ix Confidential D 610009711 v wr James Emory Abbot m E mail Type el E mail Address KH Comment actratyoate FT en o E mail Type TT E mail Address Preferred Dinactivate O Display on Web 3URL Comment Activity Date OO ww 7 0 E mail Type E E mail Address Preferred Cl inactivate O Display on Web Muri Comment Activity Date eer Record 1 1 SunGard 2004 2005 Primary indicator checked indicates this e mail is the preferred e mail address osc Page 58 Biographic Demographic Information Section C Day to Day Operations Lesson Entering E mail Information Continued Procedure Follow these steps to enter e mail address information 3 Check the Preferred checkbox if this is the person s preferred e mail address Note Only one e mail address can be selected as preferred If a preferred address becomes inactive the preferred status is removed 7 Tab over the Inactive field Click the Display on Web checkbox if you want the person s e mail address to appear on the web Enter any comments about this e mail a
44. oyee seen 21 Entering Alternate Identification Information 25 Entering Address e ere EE 27 Entering Telephone Information ueeies eret rrr t a tyre ER nei het ku no EINEN seevasesndeeeevanerends 29 Entering Biographical Information ege opo oa scura mi br e neka aa kanona neon 30 Fosse E mail Informalloli oie sei oblanje n p o EE 33 Entering Emergency Contact Information ener nennen nennen 34 Entering G neral Information EE 36 Entering Skills Information m sen neni i Ena ES AT E P 43 Entering Certification Information saisaciosacsnessivncesaswajoctucnaacoaednaiasaersaayeaadeaasesacsesansddanieveasaqaeene 44 Entering Person Experience Information sanja vo e pu ee ASJA eats eee 47 Entering Medical Information sncisccescassiceascdeicssihadadeiavstacvatedoesssanieddsasnateddaonedanwabasedesasnsccdeaaagoans 50 Entering International Inform gion jani eege 52 ee E mail Informallall ea ea a aaa ke ae E alk 58 Entering Correspondence Information reni pe vee Eee e aj kak ea e RR Lege UR Lee a Eae 60 Entering Comments TEEN en bena ivana aaa CRF SU aa a enko 62 Using the Quick New Hire Set Up Procedure Petr pii EGA ana Eh 64 Self e 73 ANSWET BV d O A EN EE 75 Appendix A ROPOT EE 11 SunGard 2004 2005 Biographic Demographic Information Page 17 Section C Day to Day Operations Lesson Process Introduction About the process The Human Resource Office can e create a record for a person or non person who has never been identified to the
45. ployee The Emergency Contact information is optional If you do choose to maintain this information the Name and Priority fields are required The Emergency Contact list may be prioritized according to the order in which the contacts should be notified of an emergency Emergency Contact information can be accessed from the Web if allowed by your institution SCT Banner form ID aoo0s405s 7 Shawn Dinnocentil Generate ID 5 Current Identification Alternate Identification Address Telephone Biographical Priority D Contact Last Name First Name Middle Initial B BE Relationship Address Type Street Line 1 Street Line 2 Street Line 3 cer a State or Province ZIP or Postal Code X Last Update Nation Ce Ee re Telephone EJ JI oo Activity Date REES SunGard 2004 2005 Biographic Demographic Information Page 34 Section C Day to Day Operations Lesson Entering Emergency Contact Information Continued a Jump to 100 Procedure Follow these steps to enter emergency contact information 1 Access the Emergency Contact tab Enter a number in the Priority field to specify the order of contact priority Note Even if you only have one emergency contact you must enter a 1 When adding others add the change with the next available priority number save then go back and renumber without saving until you have changed all that is needed 6 Double
46. rce Background Institution STVSBGI General Information Form PPAGENL Code State Province Code STVSTAT Identification Form PPAIDEN Person Experience Form PPAEXPR General Information Form PPAGENL Certification Information PPACERT Form PEAHIRE Telephone Type STVTELE _ Telephone Form PPATELE Visa Type Code STVVTYP Visa International GOAINTL Information Form SunGard 2004 2005 Biographic Demographic Information Page 80 Section D Reference Lesson Day to Day Forms and Setup Needed Guide Use this table as a guide to the day to day forms and the setup forms needed for each Identification Form Ethnic Code Rule Form PRTETHN PPAIDEN Name Type Code Validation Form GTVNTYP Zip Postal Code Validation Form GTVZIPC EEO Ethnic Code Validation Form PTVEEOC Ethnic Code Validation Form STVETHN Address Type Code Validation Form STV ATYP Citizen Type Code Validation Form STVCITZ County Code Validation Form STVCNTY Martial Status Code Validation Form STVMRTL Nation Code Validation Form STVNATN State Province Code Validation Form STVSTAT Relation Code Validation Form STVRELT Exam Code Rule Form PTREXAM Skill Code Rule Form PTRSKIL Skill Level Rule Form PTRSKLV Person Skills Form PPASKIL Comment Form PPACMNT Comment Code Validation Form PTVCMTY Person Experience Form e State Province Code Validation Form STVSTAT PPAEXPR General Information Form PPAGENL e License Certifica
47. re Follow these steps to enter publication information 6 Enter the Volume name in the Publication Volume fc 8 Enter the date in the Publication Date field SSCS 9 j ChkmeSawicn O SunGard 2004 2005 Biographic Demographic Information Page 39 Section C Day to Day Operations Lesson Entering General Information Continued Driver s License tab File Edit Options Block item Record Query Tools Window Help ORACI BOR BERE PE BGR A Siew si S 01 X 78 General Information PPAGENL 7 0 C700 D 10009711 Wr James Emory Abbot m License Number Status orm Issue Date BENZ Expiration Date us reen OO r untesStaesofAmerna State or Province Nation Procedure Follow these steps to enter driver s license information Step Select a status code from the drop down menu in the Status field Note SCT Banner defaults to C Current but you can also select among the following status options E Expired S Suspended In Process 6 Enter the date the license expires in the Expiration Date fiel 8 Double click in the Nation field and select and return a Nation code 9 j ClkmeSavion SunGard 2004 2005 Biographic Demographic Information Page 40 Section C Day to Day Operations Lesson Entering General Information Continued Honors and Awards tab File Edit Options Block Item Record Query Tools Window Help BYORI ACR RI
48. s and review For each validation table listed on the previous pages access the table and review the information that is presented within the table There will be instances that the information will need to be tailored to meet the needs of your institution When this happens the table can be edited to meet the needs SCT Banner Form The following example uses the Major Minor Concentration Code Validation Form STVMAJR File Edit Options Block Item Record Query Tools Window Help ORACLE AOD LOB i iem 128 ER Bes ERR ajor Minor Co ode V VMAJR 7 0 Financial Major Aid System Voice Response Code Description ici Major Minor Concentration Occupation Eligibility Required Message Number SEVIS Equivalent O Activity Date Financial Major Aid System Voice Response Code Description CIPC Major Minor Concentration Occupation Eligibility Required Message Number acct Accounting E n n m v O 2 SEMIS Equivalent Activity Date cie 0 7 Financial z Major Aid System Voice Response Code Description CIPC Major Minor Concentration Occupation Eligibility Required Message Number ALIT American Literature D D Iw D v O SEMIS Equivalent Activity Date Ion Financial Major Aid System Voice Response Code Description CIPC Major Minor Concentration Occupation ligibility Required Message Number TH Anthropology v e O O D O SEVIS Equivalent Activity Date ier A Financial Major Ai
49. son Answer Key Question 1 Rule codes are updated immediately after they are added or changed True or False Question 2 Only management has access to Rule and Validation forms False It depends on responsibilities SunGard 2004 2005 Biographic Demographic Information Page 15 Section C Day to Day Operations Lesson Overview Introduction The purpose of this section is to explain the procedures in adding a new employee to the SCT Banner system Intended audience Human Resources staff who are responsible for adding new employees to the SCT Banner system Objectives At the end of this section you will be able to e generate a new person record for an employee e add detail information to an employee record e adda new employee to the system using the Quick New Hire Set Up procedure Prerequisites You should have e completed the SCT Education Practices computer based training CBT tutorial SCT Banner 7 Fundamentals or have equivalent experience navigating in the SCT Banner System e completed the Human Resources Overview workbook You will also need to ensure that the rules and validation codes in SCT Banner needed for employee processing have been set up for you SunGard 2004 2005 Biographic Demographic Information Page 16 Section C Day to Day Operations Lesson Overview Continued Section contents Keeser 16 Process TIM TO RC eegene 18 Generating a New Person Record for an Empl
50. system e add or update biographic demographic information about a person or non person who was previously defined in SCT Banner Flow diagram This diagram highlights the processes used to enter a new employee into the SCT Banner HR oe oe o e df r ei e Provide pertinent Ensure that the Generate a new Enter employee Enter employee information to the person doesn t person in Banner biographic and skills experience Human Resources already exist in demograpic medical and other office Banner information into general information Banner into Banner Om z Employee z Human If required enter Resource employee Office information through the New Hire Setup Procedures SunGard 2004 2005 Biographic Demographic Information Page 18 Section C Day to Day Operations Lesson Process Introduction Continued What happens The stages of the process are described in this table Human Resources office Employee provides pertinent information to the Human Resources office The Human Resources office ensures that the person doesn t already exist in SCT Banner Generate a new person in SCT Banner Enter employee biographic and demographic information information into SCT Banner Procedures SunGard 2004 2005 Biographic Demographic Information Page 19 Section C Day to Day Operations Lesson Process Introduction Continued Terminology When a person is entered into the SCT Banner system an ID Id
51. t Line 1 4 Country View Road Street Line 2 Delivery Point El Street Line 3 Correction Digit B City Malvern OO Carrier Route KH State or Province pa v Pennsylvania ZIP or Postal Code hes T Nur LE Last Update User SAISUSR Telephone Type MA 7 Mailing Activity Date 27 mav 2005 Telephone BE L jJ z SunGard 2004 2005 Biographic Demographic Information Page 27 Section C Day to Day Operations Lesson Entering Address Information Continued b Jump to TUE Procedure Follow the steps below to update address information Step Access the Address tab Optional enter dates in the From and To fields indicating when the person started living at that address The From field defaults to the current day If the address is no longer active select the Inactive field Double click in the Address Type field and select the code identifying the type of address Note SCT Banner defaults to the home address 5 Enter the employee s address in the Address field Note Address Line 1 is required 6 Enter the city associated with the address in the City field Double click the State or Province field and select the state or province code Enter the zip code in the ZIP or Postal Code field Note You may also double click the ZIP or Postal Code field and select the zip postal code associated with the address A search function is available Optional double click the Cou
52. t Name flames Middle Name Emory Prefix Mo 7 Suffix kk SSNISINTEN Name Type amos rsovivs P me PO Gender Ethnicity EJ v African American Citizenship B ta Citizen Alternate Name Type Code press LIST for values Record 1 1 d ListofValu osc Note Use PPAIDEN to change information displayed on this screen Procedure Follow these steps to enter biographic and demographic information Perform a Next Block function Optional enter the prefix associated with the employee s name in the Prefix field i e Mr Mrs Dr Double click the Name Type field and select a name type code 4 Double click the Ethnicity field and select an ethnic code 5 2 4 Double click the Citizenship field and select a citizenship code Note After completing the fields on this screen the Address and Telephone screen opens SunGard 2004 2005 Biographic Demographic Information Page 69 Section C Day to Day Operations Lesson Using the Quick New Hire Set Up Procedure Continued Address and Telephone screen File Edit Options Block Item Record Query Tools Window Help ORACLE FEELT TI IV I I FIFINEFICIKICIH 7a New Hire PEAHIRE 7 0 C700 10009711 eh James Emory Abbot m Ci Generate ID Address and Telephone Address Type IB Mm m Sequence Number Sred tne Street Line 2 Street Line 3 Siate or nen E ge
53. the data you have entered into the associated fields and place default values into the remaining fields When the Save process is complete the Auto Hint will display New Hire Process Complete At this point all of the selections on the Options menu are enabled SunGard 2004 2005 Biographic Demographic Information Page 72 Section C Day to Day Operations Lesson Self Check Directions Use the information you have learned in this workbook to complete this self check activity Question 1 When is the SSN SIN TFN field on PPAIDEN required a Before the person is defined on the system b When the person is being defined in the system as an employee c The SSN SIN TEN is not required on PPAIDEN d When the person is being defined in the system as a person Question 2 The New Hire Form PEAHIRE form can be used only for new employees True or False Question 3 Which fields are required in PPAIDEN when a person is being defined as an employee a Birth date ethnicity last name gender and address b Birth date ethnicity first name last name SSN address citizenship code and gender c Birth date first name last name SSN address and gender d Birth date first name last name SSN and gender SunGard 2004 2005 Biographic Demographic Information Page 73 Section C Day to Day Operations Lesson Self Check Continued Ouestion 4 It is after hours and someone needs to reach Professor Anderson The
54. tion Status Validation Form PTVLCSV e Publication Code Validation Form PTVPUBT e Degree Code Validation Form STVDEGC e Degree Level Code Validation Form STVDLEV e Major Minor Concentration Code Validation Form STVMAJR e Source Background Institution Code STVSBGI e State Province Code Validation Form STVSTAT e Nation Code Validation Form STVNATN SunGard 2004 2005 Biographic Demographic Information Page 81 Section D Reference Lesson Day to Day Forms and Setup Needed Continued 4 Jump to 100 Guide continued Certification Information e Certification Code Rule Form PTRCERT Form PPACERT e License Certification Status Validation Form PTVLCSV e State Province Code Validation Form STVSTAT e Nation Code Validation Form STVNATN e Endorsement Code Validation Form PTVENDS Telephone Form PPATELE e Telephone Type Validation Form STVTELE Form GOAMEDI e Initials Code Validation Form STVINIT GOAEMAL New Hire Form PEAHIRE Ethnic Code Rule Form PTRETHN Chart of Accounts Code FTVCOAS Organization Code Validation Form FTVORGN Name Type Code Validation Form GTVNTYP Zip Postal Code Validation Form GTVZIPC EEO Ethnic Code Validation Form PTVEEOC Address Type Code Validation Form STVATYP Citizen Type Code Validation Form STVCITZ County Code Validation Form STVCNTY Ethnic Code Validation Form STVETHN Martial Status Code Validation Form STVMRTL Nation Code Validation
55. tion is available SunGard 2004 2005 Biographic Demographic Information Page 67 Section C Day to Day Operations Lesson Using the Quick New Hire Set Up Procedure Continued Procedure continued Action Optional double click the County field and select and return the county associated with the address Optional Enter 157 in the Nation field for the United States of America Step Note You can also double click the Nation field and select the country code associated with the address This is only reguired if the State Province field is not complete Enter the employee s social security number in the SSN SFN TEN field Enter the employee s date of birth in the Birth Date fields Warning The fields appear in Day Month Year order Be careful to enter the day prior to the month Enter the employee s phone number in the Area Code Phone Number Extension field Click the Duplicate Check icon Click Yes to create a new record Click OK SunGard 2004 2005 Biographic Demographic Information Page 68 Section C Day to Day Operations Lesson Using the Guick New Hire Set Up Procedure Continued Biographic and Demographic screen File Edit Options Block Item Record Query Tools Window Help ORACLE BOR BERR 55 SSS Qi Bye 4 iOix ES New Hire PEAHIRE 7 0 C700 D 610009711 wr James Emory Abbot m E Generate ID Biographic and Demographic Last Name Abbot j Firs
56. tions of these certifications SCT Banner form File Edit Options Block Item Record Query Tools Window Help ORACLE BOR AAR SP BSS I BIEEICISIO Xx S Certification Information PPACERT 7 0 C700 ID 10009711 Y ch dames Emory Abbot H Next Certification Certification Certification Certification Expiration Code Number Endorsement Endorsement Code Date Certification Code CPR Next Certification Date format DD MON YYYY Record 1 1 EI eal SunGard 2004 2005 Biographic Demographic Information Page 44 Section C Day to Day Operations Lesson Entering Certification Information Continued a Jung te DL Procedure Follow these steps to enter certificate information Step Action Access the Certification Information Form PPACERT Enter your person s ID in the ID field or perform a search Perform a Next Block function Select the Search function in the Certification Code field and select a code from the Certification Code Rule Form PTRCERT Enter the license certification number in the Certification Number field 6 Enter the date that your person was certified in the Certification Date field Enter the next date that the person will be certified in the Next Certification Date field 8 Enter the date that the certification will expire in the Expire Datefield i Double click in the Status field and select a
57. u to enter visa and nationality data for citizens of countries other than the one in which your institution is located SCT Banner form Visa Information Sequence Number Visa Type Visa Number rer sri NumberofEntries Nation of Issue 7 Date Requested E BS Issuing Authority C D Date Issued i Port of Entry m Start Date C B End Date E Document Information Date M Description Source Description nu Disposition eessen Aen a LL LB S ke LCS LIB Na LC LII Lj emeng L L Ji se z z LO O a s SunGard 2004 2005 Biographic Demographic Information Page 52 Section C Day to Day Operations Lesson Entering International Information Continued Procedure Follow these steps to enter visa information 6 Double click in the Nation of Issue field and select the appropriate country 8 Double click in the Port of Entry field and select the appropriate port of entry 9 Performa Next Block function SunGard 2004 2005 Biographic Demographic Information Page 53 Section C Day to Day Operations Lesson Entering International Information Continued Passport tab za International Information GOAINTL 7 0 C700 Passport Number Nation of issu sl Expiration Date ce Admission and Departure Status Expiration Date MEE Alien Registration N
58. umber SENSN Duration of Stay Procedure Follow these steps to enter passport information 6 Enterthe expiration date of the admission departure in the Expiration Date field 8 Click the Duration of Stay checkbox if the visa is for the duration of the stay 9 jClicktheSaveicon SunGard 2004 2005 Biographic Demographic Information Page 54 Section C Day to Day Operations Lesson Entering International Information Continued Certification of Eligibility tab za International Information GOAINTL 7 0 C700 Certification C C2 Number Sas Issue Date ni Receipt Date Admission Request sl Procedure Follow these steps to enter certification information ES Double click in the Certification Code field and select the appropriate certification of eligibility code Double click in the Admission Request field and select the appropriate admission request code Click the Save icon ce Enter the date that the certification was received in the Receipt Date field SunGard 2004 2005 Biographic Demographic Information Page 55 Section C Day to Day Operations Lesson Entering International Information Continued Nationality tab ES International Information GOAINTL 7 0 C700 Nationality Nation of Birth C 0O Nation of Citizen lO Native Language E 7 Sponsor m Employment Type SS 7 Foreign Tax ID id Family Spouse
59. w information previously entered and perform a Next Block function until you are able to enter the employee information All null fields on PEAHIRE must be completed as described below If you are creating a new record that is if a PPAIDEN form was not completed for the employee all fields on PEAHIRE will be null and must be completed as described on the next page SunGard 2004 2005 Biographic Demographic Information Page 65 Section C Day to Day Operations Lesson Using the Guick New Hire Set Up Procedure Continued SCT Banner form File Edit Options Block Item Record Query Tools Window Help ORACLE UODIBEBB iar See a aie D De LR LO LX ES New Hire PEAHIRE 7 0 C700 S ID 7 E Generate iD Biographic and Demographic ttm 1 Firstname O weien D Ferran sm em SSNISINTEN RED Name Type o O Birth Date Age C Gender C B Ethnicity OA Citizenship 9 ID number LIST for person COUNT HITS for none person DUP ITEM to generate ID DUPLICATE RECORD for Alternate ID look up Record 1 1 m l SunGard 2004 2005 Biographic Demographic Information Page 66 Section C Day to Day Operations Lesson Using the Quick New Hire Set Up Procedure Continued 4 Jump to 100 Procedure Follow these steps to set up a new hire Note This following procedure assumes that Common Matching is turned on Action Access the New Hire Form PEAHIRE 2 Select the
60. y are requesting her home phone number How do you determine if Professor Anderson will allow this number to be released without calling her Ouestion 5 Match the following forms to their description a PPACMNT Certification Information Form b PPAEXPR General Medical Information Form c PPAGENL Mail Form d PPACERT Comment Form e PPASKIL Person Experience Form f PPAIDEN E mail Address Form g GOAMEDI Employee Skill Form h PUAMAIL General Information Form i GOAEMAL Person Identification Form SunGard 2004 2005 Biographic Demographic Information Page 74 Section C Day to Day Operations Lesson Answer Key Ouestion 1 When is the SSN SIN TEN field on PPAIDEN required a Before the person is defined on the system b When the person is being defined in the system as an employee c The SSN SIN TEN is not required on PPAIDEN d When the person is being defined in the system as a person Question 2 The New Hire Form PEAHIRE form can be used only for new employees True Question 3 Which fields are required in PPAIDEN when a person is being defined as an employee a Birth date ethnicity last name gender and address b Birth date ethnicity first name last name SSN address citizenship code and gender c Birth date first name last name SSN address and gender d Birth date first name last name SSN and gender SunGard 2004 2005 Biographic Demographic Information Page 75 Section C Day t
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