FIS BULLETIN Number 7

Announcements | Calendar | Status | T&T-Q&A | Training | Inside Peek | Odds & Ends

April 1, 1997

IMPORTANT ANNOUNCEMENTS

GENERAL:

LIMITED BANNER AVAILABILITY ON SUNDAY AFTERNOON, APRIL 6: Banner will not be available on Sunday, April 6 after noon. Availability will resume Monday morning. A Banner test database is being updated with data from the production database. While this update is occurring, no one can access the production database. This update will enable us to retest fiscal closing processes in the test database. All closing processes must be retested because of the Banner upgrade that occurred in December.

FIS USERS’ MEETING: The next FIS Users’ Meeting is planned for Friday, April 11. It will be held in the Health Services Conference Room from 10:00 to noon. The tentative agenda includes Banner demonstrations, including expert query (which is discussed in detail in the "Tips & Tricks" section) and a preview of the new Banner form, FYIOPOB - Open PO’s by Buyer. There will also be a brief discussion of the future of Banner. We will also devote some time to breaking up into smaller discussion groups to talk about more specific Banner topics. Our hope is that users with similar Banner interests can share ideas and make new contacts. We would appreciate receiving suggestions for FIS-Banner topics that you would like to discuss. Please email them to Kirk Lew (kllew@cats) by Friday, April 4.

ACQUISITIONS: None

BANNER REPORTS:

STATUS OF NEW REPORT: FZRINOF - ORGANIZATION/FUND EXPENDITURES WITH NO BUDGET": Due to the implementation of the Distributed Banner TOE/TOF process, we were unable to devote sufficient time to "exterminating" the final "bug" in the FZRINOF report. We should have the report ready for distribution by the April 30 ledger distribution date, if not earlier.

OTHER FIS / BANNER ITEMS: None

CALENDAR OF FIS / BANNER EVENTS

Please note that period close-related dates are estimated.

PROJECT STATUS

REPORT PRODUCTION COORDINATION: "Nuts and bolts" work on report production coordination continues.

DISTRIBUTED TRANSFER OF EXPENDITURES/TRANSFER OF FUNDS: Implementation of the Distributed TOE/TOF process has begun. Over 110 inputter and approvers attended the TOE/TOF training classes. All but five service centers are in a position to use the process. We are hoping the remaining five will be in a position by the end of the next TOE/TOF training session to be held in mid-April. We are encouraged by the high level of campuswide participation. It will enable us to make full use of Banner electronic routing and approval capabilities, thereby drastically reducing "paper pushing" and expediting posting of transactions to the ledger. We expect some service centers to begin using the process this week. Once all participating Service Centers are set up to use the Distributed TOE/TOF process, we will notify you that inter-Service Center TOE’s can be processed.

As we reported in the last edition, though we strive for perfection, there might be some minor problems. We anticipate that if there are problems, they are likely to involve either approval queues or questions about rule codes. Problems regarding approval queues should be directed to Monique Leduc (mleduc@cats). Questions about rule codes should be directed to Jim Kendrick (jimk@cats).

INVENTORIAL EQUIPMENT DATA CONVERSION: Work continues, on schedule, on this project.

FISCAL CLOSING PROCESS TESTING: Work is about to begin on testing fiscal closing processes and reporting. This is necessary because of the upgrade made to the Banner system a few months ago.

THE "STEALTH" PROJECT: This unscheduled, "as time allows" project involves developing a nightly process that results in the creation of an Oracle table that contains available balance information (similar to the FWRBBAL report) as of the end of the working day. This data is expected to be accessible through a custom-designed Banner query form. This effort should result in a simple and quick method to access available balance information by fund-org code. Results will be summarized at the pool account code level as of the end of the last working day. Though the data will not be "up-to-the minute" accurate, we feel it will still be very useful in helping make expenditure decisions. Because of the uncertain nature of resource availability for this project, it is difficult to project an implementation date, though we are aiming for early-July 1997. We will continue to update you on the progress of this "project."

TIPS & TRICKS / QUESTIONS & ANSWERS

TIPS & TRICKS

EXPERT QUERY - FINDING THOSE EXISTING PURCHASE ORDERS:
(Courtesy of Rich Apple)

For those of you who don't drink enough coffee to remember the precise Purchase Order number and commodity descriptions of items ordered for every single Purchase Order you've ever entered into Banner, the 'List' function from the 'Purchase Order:' field in either FPIPURR or FPAPURR takes you to FPIPOHD (Purchase Order List Validation Form) from where you can search Bannerland in its entirety for the exact Purchase Order for which you're looking.

Unfortunately, this query screen only allows you to query on the Purchase Order Code, a couple dates, and/or the Complete/Approved Indicators. Expert Query is a way to get beyond those screen limiting few fields Banner is offering and customize your query to really get down to what it is you're looking for. Unfortunately, Expert Query is a somewhat 'techie' place where Standard Query Language (SQL) and pocket protectors rule. Fortunately, following a given set of instructions can guide even the most 'technophobic' Bannerite through this process and possibly yield some helpful results.

The following instructions will allow you to find POs that have items having a particular 'string' (serial number like "402-86", word like "Eppendorf"...) in the commodity description. (At the end of these instructions is a variation of the instructions that will allow you to find all Purchase Orders having a particular Buyer Code and bring them back with those most recently created or modified listed first.)

1. Get into FPAPURR or FPIPURR
2. With the cursor on the first field (Purchase Order:) press List (F10)
3. This will take you to the FPIPOHD screen, which will be waiting for you to enter a query. Enter just a colon (:) and press Execute Query (F8).
4. This will bring up a box that says "Query Where" and "Criteria:". Enter into that box the following: fpbpohd_code IN (select fprpodt_pohd_code from fimsmgr.fprpodt where fprpodt_comm_desc like '%XXXXXX%')

(You might want to cut and paste this in from this saved e.mail version of this FIS Bulletin to make this easier. Every little letter, space, and underscore has to be exactly right for this to work.)

Once this is in the box, change the XXXXXX to whatever 'string' you want to look for in the Commodity Description fields for all the POs. (Note that upper case, lower case makes a difference; searching for "eppendorf" would not find "Eppendorf".) For example, change the XXXXXX to 402-86 to find any PO having a commodity with "402-86" in the Commodity Description field. This would then look like: fpbpohd_code IN (select fprpodt_pohd_code from fimsmgr.fprpodt where fprpodt_comm_desc like '%402-86%')

5. Once you have the 'string' you're looking for in between the two percent signs (%), press the Commit key (lower right hand Enter on an IBM keyboard - probably the same on a Mac).

See? As easy as 1,2,3,4,5. The POs that get returned by this query will be only those having commodity items with the 'string' you entered between the percent signs (%) in the commodity description field.

Note that this Expert Query mode works in addition to the 'queryable' fields already offered by FPIPOHD. Say you knew the PO Number started with "P0001" and included an item with a catalog number of "MBE569". For Step 3 above you could enter "P00001%" in the first field (Code) and place the colon (:) in the next field (Chg Seq) and press Execute Query (F8). Then follow the instructions for Steps 4 and 5, using "MBE569" as the string to search for, and Voila!

The following variation of Step 4 above will allow you to find all Purchase Orders having a particular Buyer Code and bring them back with those most recently created or modified listed first.

Steps 1-3 are the same as above.

4. This will bring up a box that says "Query Where" and "Criteria:". Enter into that box the following: fpbpohd_buyr_code = 'XXX' order by fpbpohd_activity_date DESC

(You might want to cut and paste this in from this saved e.mail version of this FIS Bulletin to make this easier. Every little letter, space, and underscore has to be exactly right for this to work.) Once this is in the box, change the XXX to the Buyer Code for which you want to find Purchase Orders. (Buyer Codes are all caps, i.e. 'SYH'...)

Step 5 is the same as above.

I hope these couple of Expert Query examples can help some of you in your daily struggles with our sometimes ominous Financial System.

FOR BANNER BUYERS:

Print these instructions for whenever you need to find PO’s that have items having a particular 'string' (serial number like "402-86", word like "Eppendorf"...) in the commodity description. Following these instructions could help you to find appropriate vendors and POs you're looking for.(Feel free to share these instructions...)

Get into FPAPURR or FPIPURR.

With the cursor on the first field (Purchase Order:) press List (F10).

The form will be waiting for you to enter a query. Enter just a colon(:) and press Execute Query (F8).

This will bring up a box that says "Query Where" and "Criteria:". Enter into that box the following:
fpbpohd_code IN (select fprpodt_pohd_code from fimsmgr.fprpodt where fprpodt_comm_desc like '%XXXXXX%')
(You might want to cut and paste this in from this saved e.mail to make it easier. Every little letter, space, and underscore has to be exactly right for this to work.)

Once this is in the box, change the XXXXXX to whatever 'string' you want to look for in the Commodity Description fields for all the POs. (Note that upper case, lower case makes a difference; searching for "eppendorf" would not find "Eppendorf".) For example, change the XXXXXX to 402-86 to find any PO having a commodity with "402-86" in the Commodity Description field. This would then look like: fpbpohd_code IN (select fprpodt_pohd_code from fimsmgr.fprpodt where fprpodt_comm_desc like '%402-86%')

Once you have the 'string' you're looking for in between the two percent signs (%), press the Commit key (lower right hand Enter on an IBM keyboard - probably the same on a Mac). The POs that get returned by this query will be only those having commodity items with the 'string' you entered between the percent signs (%) in the commodity description field.

QUESTIONS & ANSWERS: None submitted over the past month

________________________
Questions or problems regarding the Banner system can be directed to:
Acquisitions, Accounts Payable - Karsen Jones kjones@cats
Ledger Reports, Fiscal Closing - Vicki Gutzwiller vickig@cats
Banner Security, Access - Monique Leduc mleduc@cats
Other questions - Kirk Lew kllew@cats

INSIDER’S PEEK AT FIS

BANNERSLUG IN PHILADELPHIA: THE LATEST SCOOP FROM SCT/BANNER.

Six days in the life of a Travelin’ Slug:

Day 1: Arrived in Philadelphia in the early evening to perfect weather. Temps in the high 40’s with lots of clouds and drizzle. They expect nearly 3,000 Banner users to attend. The Annual Philadelphia Flower and Garden Show which is reputed to be the biggest in the country is going on at the same time at the Convention Center. Went over and visited relatives staying at the English Garden exhibit. Dinner was bland.

Day 2: Perfect cool, damp weather again. Drizzle. First day of conference started with the Banner Finance Product Manager, who was newly assigned in November, absolving himself of made by his predecessor promises (which included many improvements to Banner). Not a good start in the minds of me and many others. He got more defensive as the days passed. Received confirmation that support for Banner 2.0.7 (the version we’re using) will end in Summer. No major enhancements will be made to version 2.1. All major enhancements will be made in version 3.0, which is now scheduled to be released in Sept (originally scheduled for July, although I still say December, no earlier, and I’ll take all wagers). Many complaints voiced by users that SCT needs to stop and fix what doesn’t work in Banner (hear, hear). Found out that most institutions are still using version 2.0.5 or 2.0.7. Several institutions either using or testing version 2.1 mentioned many things that didn’t work right in Banner 2.1 including some Purchasing functions and the Contracts and Grants module. SCT mentioned that version 2.1.11, which was conveniently released just prior to the conference fixed many of the problems. Of course no institution has had time to install and test it to confirm SCT’s assertion. (SCT has indeed learned the time-honored Bannerland saying: "Timing is everything.")

Day 3: Woke up to cold drizzle. It snowed in the afternoon. In a session geared towards discussing how various institutions are going to upgrade to the next version of Banner, a large number of institutions similar to ours mentioned plans to upgrade directly from 2.0.7 to 3.0. Using this strategy, version 2.1 would not be put into production. Institutions cited a number of reasons for pursuing this strategy: stable 2.0.7 systems, dubious advantages to using version 2.1 (i.e. anticipated costs outweighed the benefits), user retraining and relearning requirements, and the amount of effort required to implement an upgrade. Many concluded that upgrading to version 2.1 was not worth it. On a related matter, in another session, I saw the version 2.1 GUI (Graphical User Interface) screen for the first time. As you might expect, I was not impressed. It looked like a character-based screen, with some nice "window dressing" features, like graphical fonts and shadow boxes around the input areas. There were no icons or a toolbar, and the poorly positioned pushbuttons looked to be more of hindrance than a help. Version 3.0 adds icons and a tool bar. In addition, pushbuttons are supposed to be repositioned. This should make things look and act more like a standard GUI.

Day 4: Back to perfect cloudy, cool, drizzly weather. Found out about all the grand improvements planned for the Contracts and Grants (C&G) module in version 3.0, including a total rethinking of the C&G ledger. I had to use "Bannerthink" to figure out what it meant. (Bannerthink involves using reverse deductive logic or something like that). My conclusion: There must be a few things in the current version of the C&G module that will probably never work and won’t be worth our time to try and fix. Unfortunately, the SCT speakers slip out before I can corner them. Those SCT types are mighty slippery. (Tempted to drop a few letters from "slippery" and add an "m," though from my perspective, it’s OK to be physically that way). An interesting technical presentation (lots of techie types in the room, making this functional slug kind of nervous because I’m not wearing an "Oracle - We Know What’s in Your Future, but You Don’t Know What’s in Ours" T-shirt or a "The World Revolves Around Sun Systems" T-shirt). Looks like there’s a fairly nice way to deliver Banner 3.0 services to Macintosh users. It will come at a price, of course. We’ll have to look into this when I get back. Heard in the halls that other financial system vendors who are about to roll out new systems have recently decided to drop support for a Mac interface, leaving some institutions in a bit of a pickle. A very big and sour one. There are even a few UC campuses in this barrel. I guess I won’t be hearing stuff like, "Sorry to hear about your financial system, our’s is going to be so great. It’ll do this and that and blah, blah, blah." To this I can now proudly reply (with a sufficiently smug grin), "Well, at least we’ve got a working system." Having thought about this, though, I’m faced with a huge moral dilemma - I might have to admit that Banner isn’t all that bad after all. (Made for a fitful night’s sleep.)

Day 5: Can’t believe it, another cloudy, drizzly day topped off by steady rain. Can’t beat the weather here. It’s a slug’s paradise. Attended another session where, slipping into Bannerthink again, I concluded that the Budget Availability form (FGIBAVL) in version 2.0.7 and version 2.1 won’t work. SCT mentioned that it was completely reprogramming the function using new logic in version 3.0. Thinking about it, though, it’s not all bad news. We were about to start to try to make it work. That would that would have been one big waste of time. Besides, at another session early in the morning that was really boring (made worse by a hotel bagel that was hard and stale), I got an inspiration for what might be a nifty alternative (See the "Stealth" project in the "Project Status" section.). Also, I was relieved to have figured a way out of my moral dilemma of yesterday - I’ll just never admit that Banner’s good. That’ll work, at least for now.

Day 6: I love this place, drizzle again. Wish I could stay, but I miss the ol’ redwood tree called home. Someone told me I’d never find a redwood tree here or any wood for that matter. All the buildings in Philadelphia have to be made of stone, concrete, steel or brick. No wood. (Please feel free to use this information to impress a friend). Oh, well, another slug’s paradise lost. Back to the reality of Bannerland.

In the next issue:
Fred & Ginger, Ozzie & Harriet, Abbott & Costello, User Analyst & Programmer Analyst - Teaming up to find and fix Banner Bugs

ODDS & ENDS

FIS / BANNER: None

REQUEST FOR FEEDBACK ISSUES: None

Contributors: Kirk Lew, Rich Apple
Your comments and suggestions are always welcome. Please direct them to the editor, Kirk Lew kllew@cats.

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Comments to: controller@ucsc.edu - Maintained by FIS, Updated