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Banner Performance Reporting and Analytics

Introductions

 Name  Title/function  Job responsibilities  Expectations

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Training Agenda

 Introductions  Banner ODS Overview  Banner ODS Architecture  Banner ODS Concepts  The Administrative User Interface  Developing a Reporting Strategy  Testing and Documentation  Navigating through Banner ODS  Questions and Concerns  Report Writing Workshop

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1 Course Goals

 To provide the participants with an understanding of the Module of concentration and related information within the Banner Operational Data Store (ODS).  To provide an understanding of the and Business Concept Diagrams so you are able to successfully support the ad hoc operational reporting needs as appropriate from Banner ODS.  Create reports from Banner ODS using the Universities reporting tool.

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Course Objectives

After completing this course, you will be able to:

 Understand what Banner ODS is and how it operates  Understand how to use the Banner ODS data in conjunction with your reporting tool  Navigate knowledgeably through the Banner ODS metadata  Develop a reporting strategy

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Information - The Common Component

2 Information: The Common Component

 Information is needed to address performance obligations  Information is needed by:  Executives : to monitor progress towards institutional priorities  Administrators : to monitor daily operations  IT : to provide enterprise intelligence and production reports  IR : to monitor institutional trends, compliance  Information and institutional intelligence required for measurable performance improvements

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Information: The Common Component

 In order to achieve their institutional mission, colleges and universities must define their business objectives to address and combat these pressures, such as:  increase operational efficiency – maintain costs  maximize funding – respond timely and appropriately to ensure revenue opportunities, i.e., governmental reporting, grant applications, etc.  optimize accountability – legislative reporting, accreditation, budgetary reporting  increase competitive positioning – institutional rankings, align curriculum to constituents’ demands  The common component to these and other objectives is timely access to the information that is needed to achieve these objectives.

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Information: The Common Component

 Information needs to reach all levels of campus  Data from lower levels must be transformed to upper levels  Refined focus on supporting the actual business processes EXECUTIVES: Need visibility into progress towards our goals, objectives Performance “Am I achieving my goals?” data MANAGEMENT: Performance Need timely trends, summaries, analytics Management of our operations “How am I doing?”

Trend, KNOWLEDGE WORKERS: Need to analyze trends and root summary Enterprise data causes “Why is this happening?” STAFF: Detailed Need detailed reports in many data Operational Data Store formats and ad-hoc access “What is going on?” What do I need to do?”

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Banner ODS Overview

Banner ODS Overview BPRA Data Warehouse Solution  Ensures Consistent Reporting Results  Common Data Source  Common Business Concepts  Banner Operational Data Store (ODS): Ad-hoc querying and daily reporting  Enterprise Data Warehouse: Historic, trend reporting and analytics

• Data Snapshots Based EDW: History on Dates and Events Jan Feb Mar Apr May … • Data Sets ‘Frozen’ for Point in Time Tools Admin ODS: Today • Historic, Trend Reporting • Analytics • One Set of Data Finance HR EM Student • Data Changes Daily • Daily Reporting Advancement AR

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Banner ODS Overview Performance Reporting and Analytics Architecture

Operational Enterprise Performance Data Store Data Warehouse Management

Legacy Common Data Model Enterprise Denormalized Structures Star Schemas Digital

Banner ETL Operational ETL Enterprise Data Store Data Enrollment Warehouse Funnel

Analytical Applications Other Reporting Reporting Tools Tools OLAP Business Intelligent Tools Channels

Operational Reports Enterprise Reports Multi-Dimensional Trends/Forecasts Analysis www.sungardhe.com 12

4 Banner ODS Overview ODS and the Reporting Tool

Oracle The Reporting Toolset

Banner Data Report Output ODS Definition

Report Definition Data

Application Server

End User

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Banner ODS Overview

 Simplifies information access  Provides timely information to support all levels of management  Improves information access performance  Provides access to historical and summarized information  Data refresh occurs at your specified interval  Ensures consistent reporting results by providing a common data source and common business concepts

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Banner ODS Overview

 Data models and reports can be tailored to department-specific needs  Uses Human Resources, Finance Fund/Orgn security  Allows use of web-based reporting tools with graphical capabilities  The ODS Administration component is web based  Allows you to share solutions in an open environment

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5 Banner ODS Overview What is the ODS?

 Banner ODS uses reporting views to provide access to the data.  Security  Display rules

 Banner ODS tables and reporting views were constructed with the business needs of Higher Education administration in mind.

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Banner ODS Overview Why use the ODS?

 Ability to produce reports without the overhead of a transactional system.  Built to address reporting queries not for efficiency of data capture.  Provides for the freeze of data to accommodate point in time reporting.  Most upgrades to the administrative system do not affect Banner ODS.

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Banner ODS Overview Key Features

 Banner ODS tables are constructed specifically for reporting.  Banner ODS resides on a separate reporting Server.  Banner ODS is populated from Banner as the source system using composite views.

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6 Banner ODS Overview Business Concepts

Advancement Human Resources

Common Finance

Advancement Prospect Employee Advancement Rating Human Resource Event Annual Giving Budget Availability Ledger Application Institution Campaign Giving History Budget Detail Human Resource Faculty Organizational Entity Constituent Encumbrance Payroll Person Demographic Constituent Entity Endowment Distribution Position Person Role Designation Giving History Endowment Units Person Supplemental Gift Fixed Asset Relationship Organizational Constituent General Ledger Pledge Grant and Project Grant Ledger Invoice Payable Operating Ledger Purchasing Payable Transaction History

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Banner ODS Overview Business Concepts

Financial Aid

Accounts Receivable Student Financial Aid Application Financial Aid Award and Distribution Receivable Customer Financial Aid Fund Active Registration Receivable Revenue Admissions Application Advisor Student List Course Catalog Enrollment Management Faculty Assignment Government Reporting Recruitment Information Residential Life Schedule Offering Student Detail

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Banner ODS Overview Definitions

 ODS – Operational Data Store  EDW – Enterprise Data Warehouse  ETL – Extract, Transform and Load  OWB – Oracle Warehouse Builder  OLAP – On Line Analytical Processing  Source – Where the data is coming from  Target – Where the data is going to

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7 Banner ODS Overview Naming Conventions

 SunGard HE Banner  Composite view – Ax_name  PERSON_UID  SunGard HE Banner Operational Data Store  tables – MxT_name  Reporting views – English name reports  Subset of Reporting views – English name_SLOT

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ODS Architecture

ODS Architecture Populating the ODS

 Banner ODS is populated 3 ways.  Initial Load  Done during install  Refresh  Nightly? Weekly?  Incremental Load  Used when large amounts of data have been added to Banner  Run the necessary Load Rule using the Administrative Tool

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8 ODS Architecture Initial Load Process Banner Operational Data Store ReportingReporting Tool Tool

Reporting Views

Person Employee Recruitment Op. Ledger Gift Academic Banner Data Tables View Security and Display Rules Operating Ledger Person View View Employee Academic Table Table Gift View Employee View Operating Person Gift Recruitment Ledger Table Table Table Recruitment View Academic Study Table Composite Views Composite Tables

OWB

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ODS Architecture Incremental Refresh

ReportingReporting Tool Tool

Reporting Reporting View View Triggers Triggers Triggers Triggers Triggers Reporting Reporting Reporting View View View

Change Change Change Table Table Table Security and Display Rules

Change Change Table Table Composite Composite Table Table

Composite Composite Composite Extract View Extract View Table Table Table

Extract View Extract View Extract View PL/SQL PL/SQL PL/SQL ETL DELETE UPDATE

Banner DBLINK ODS

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Banner ODS Concepts

9 Banner ODS Concepts Composite and Slotted Tables

 Composite Table  Include the main data that is extracted from Banner and stored in Banner ODS  Slotted Table  Store data values for a specific code related to a base table  Optimizes the speed of queries  Need to keep these synchronized

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Banner ODS Concepts List of Values

 Banner ODS has a database schema called ODSLOV which owns the list of value views.  Most, but not all, of the views are based on the MGT_VALIDATION composite table.  MGT_VALIDATION is loaded using OWB from:  Validation tables  In some cases static lists of values (from Banner).  Used by:  Self-Service Reporting for search criteria.  Cognos for parameter and condition sets.  Oracle Discoverer End User Layer for parameter and condition sets.  Other reporting tools for parameter and conditions.

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Banner ODS Concepts Display Rules

 Enable you to control and customize how data is stored in the Banner ODS composite tables and displayed in your Reporting views.  Example – test scores or address types.  Determine the positional location of data in a view, or the hierarchical order in which a particular type of data should be retrieved.  “Positional“ display rules are required for all Slotted views.  “Hierarchical” display rules are required for a sub-set of (non-slotted) Reporting views.

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10 Banner ODS Concepts Display Rules

 MGRSDAX is a copy of the Banner crosswalk validation table (GTVSDAX).  MGRSDAX specifies the display rules that will define code values loaded into Banner ODS.  Internal Groups, Internal Codes, and Sequences set by SunGard (eg. Address, ADMSADDR, 1)  External Codes set by users (eg. PR)  Need to review all delivered Display Rules.  Edit to reflect your institution’s specific code values.  They will be used by report writers during development.

 NOTE: The rules for modules are detailed/defined in the modules slides.

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Banner ODS Concepts Freeze

 Allows the saving of snapshots of data tables and/or views at a point-in-time  Need to determine a naming convention for frozen tables and views  Freeze multiple related tables/views at once  Create list of tables/views  Schedule a process to freeze them all  Freeze single table or view

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Security The Basics

 Fine-Grained Access Control (FGAC) is a good way to secure data within Banner ODS. It restricts a user to see only the data they have been given access to.

 For example, only their own department.  A way to “hide” information in specified columns while still allowing a user to see other information associated with the record  The security rules are applied when the user searches for information within Banner ODS.

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11 Security The User

There are two types of Users in Banner ODS:  Report writers requiring access to Banner ODS.  Report consumers require an Oracle user account in your source system.

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Security Access

 Full access to all data in Banner ODS.  Full access to all data at the Organizational Concept level.  Academic, Course and Academic, Financial, or Workforce  Full access to all data at an element level.  College, Department, Major, Organization, or Fund level  Restricted access to data at the element level based on a list or range of values for a specific data element.  Allow a user to access only data related to the user’s department or a range of fund codes.

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Banner ODS Concepts Security

 Using Fine-Grained Access Control you only have to create a single view or report and everyone can use the same version BUT again, access to specific data within the result-set is limited by the user’s security.  This should be kept in mind when reports are going to be shared to areas outside of those requesting the report.  The ‘numbers’ are only reflected for that area – not across campus.

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12 Banner ODS Concepts Self-Service Reporting

 Provides simple, ad hoc access to information in Banner ODS  Delivered with report templates.  Provide examples of common data retrieval needs across your institution  Uses a filter – list – detail approach

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The Administrative UI

More of the Details

The Administrative UI

 Execute and Monitor Processes  Load and Refresh  Freeze  Checks and Balances  Review Control Reports  Set up and Maintain Display Rules  View and Maintain Meta Data  Security  Fine-Grained Access

 NOTE – This is Primarily a technical responsibility that users should be aware of.

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13 The Administrative UI Schedule Process

 Schedule Banner ODS Mappings – used to load or update data in Banner ODS composite and slotted tables.  Can be done for all of Banner ODS using  Load All Banner ODS Products  Refresh All Banner ODS Products  Or you can load by module  Load Finance  Refresh Student  Or by individual mappings  Refresh Validation Tables

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The Administrative UI Schedule Process

 Freeze Multiple Banner ODS Tables/Views  Create a list of tables and/or views to freeze  Freeze a Single Banner ODS Table/View  Enables the freeze of single Table/View situations

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The Administrative UI Banner ODS Utilities

 Use this option to report source change table counts, reconcile tables, add comments to reporting views, and run checks and balances .  Report Banner ODS Source Change Table Counts  Transfer Banner Fine-Grained Access  Reconcile Multiple Tables  Reconcile a Single Table  Banner ODS Checks and Balances

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14 The Administrative UI Control Reports

 When a process runs a control report is created to show the status  Review daily  Use Admin tool  Email to a distribution list  Messages  View for individual error messages  Select lines of report using Filter option  Save report to a CSV file

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The Metadata

Metadata Object Types

 Metadata is information about the structure of the data itself, such as the columns or fields in the data source, the format or the location of the data sources  Target view – Banner ODS views that join related information from the Banner tables.  Source Table – Tables from the Banner database  Source Function – Functions that use data from Banner tables to create new data that is stored in Banner ODS.

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15 Metadata

 Provides documentation of both target and source views  At Target Banner ODS and Banner Source View level  At the Column level  Relates Banner to Banner ODS, and Baner ODS to Banner  Customizable at the local level  Delivered as data within the database to be subsequently generated as static HTML for deployment on the client intranet

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Metadata

 Composite views represent a composite (mixture) of the tables selected from Banner and allow for a single piece of data to be extracted row-by- row.  All the business logic is included in the view itself.  Column names are generic  Term becomes Academic Period  PIDM becomes UID (unique ID)  Data views are divided into the various Banner systems  Accounts Receivable  Advancement  Common  Finance  Financial Aid  Human Resources  Student

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Metadata Reporting View Structure

 Target Column – Column name in the composite view target.  Business Definition – Defines the target column in business terms.  Database Data Type – Used for formatting purposes when writing reports.  Source Name – Source table, FUNCTION, CONSTANT, OR CALCULATION  Source Column – Source column name from the source table or view, if the source is a table or view. Name of the PL/SQL function if the source is FUNCTION, description of the constant if the source is CONSTANT, or description of the calculation used if the source is CALCULATION

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16 Using the Metadata Business Concept Diagrams

 Entity Relationship Diagram (ERD) format.  The Diagram provides a visual representation of the data.  Only the primary keys are included in the Diagram in order to make it easier to read.  The keys represent the columns that uniquely identify a row or rows in a reporting view.  A FK (foreign key) next to a column name designates the columns that are common between associated reporting views .

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Developing a Reporting Strategy

Developing a Reporting Strategy

 Develop a Strategic Reporting Plan  Data Standards Committee  Develop a reporting team  Strategic Reporting Team Members  ODS Administrator – usually from IT  Reporting Tool Administrator  Key Report Writers  End Users  Key Administrators – The people who have a broad knowledge of the university and the ability to make or escalate key decisions regarding reporting on campus  IT Representative

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17 Developing a Reporting Strategy

 Strategic Reporting Team Responsibilities  Manage expectations of reporting community  Make recommendations on access  Assist IT group with decision-making involving end users and executives • ODS Administrator Responsibilities  Manage the ODS (loads, refreshes, security, metadata)  Review logs and checks for errors  Freeze views

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Developing a Reporting Strategy

 Organizational Experts  responsible for data  assist with design of reports  Department Training  Who will be responsible?  When will training occur?

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Developing a Reporting Strategy  Who are the users?  Power users – ad hoc  Business users - managed  Casual users – directed

 IT

 Why do we need this report?

 What is the value it adds to the organization?

 Where is the data for the report coming from?

 What tools do they need?

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Testing and Documentation

Testing and Documentation

 Use reports you trust  Against Banner  Banner forms  Create reports focused on business issues via the reporting tool  Testing Sufficiency of Content  Is the data accurate?  Is all necessary data available?  What are the documentation needs?

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Testing and Documentation Why is my Data out of Sync?

 Currency of data in the ODS  Timing of a query and when ODS refreshed  Display Rule Definitions  Rules may differ between two systems  Security Rule Definitions  Rules may differ between two systems

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19 Testing and Documentation Reference Materials

 Banner Operational Data Store Handbook  Banner Operational Data Store Release Guide  Banner Operational Data Store Installation Guide  Banner Operational Data Store Upgrade Guide  GTVSDAX Handbook

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Testing and Documentation

 The ODS Handbook  Provide core application documentation of the supporting processing and usage considerations  Delivered in Adobe Acrobat format  The Meta Data  Provides documentation of both target and source  At Target Banner ODS and Banner Source View level  At the Column level  Relates Banner to ODS, and ODS to Banner  Customizable at the local level  Delivered as data within the database to be subsequently generated as static HTML for deployment on the client intranet

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Address Views

20 Reporting Views Address

Address Address_By_Rule Address_Current Address_Preferred Geographic_Region Person Person_Address Internet_Address Internet_Address_Current

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Reporting Views Address

 Contains all mailing addresses in the administrative system for a person or entity.  Contains Start and Stop Dates, Address Status Indicator, Address Type and Address Number and Preferred Address Indicator.  You must understand the rules of selection such as Address Type, dates and statuses to limit the records returned.  This does not use the address hierarchy approach.  Advantage - lets you select addresses for future dates (those already coded to return active addresses use the SYSDATE as the date of currency)

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Reporting Views Address_By_Rule

 Will return one currently active address for entity, based on the current date and address rule specified  Utilizes the values defined within the MGRSDAX table to identify a hierarchy of addresses to select from, so that a user can obtain whichever hierarchy of addresses they choose based on the business need (one hierarchy for Admissions, another for Registrar, or defined address rule, etc.).  Most important and most frequently overlooked, is that the ADDRESS_RULE parameter MUST be supplied or the resultant retrieval will appear as a Cartesian product.

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21 Reporting Views Address_By_Rule

 Set up to use the ODS profile selection, so that an individual can have their own hierarchy that overrides the address rule provided as the default.  All addresses retrieved by this view could have the parameter set up in the reports to allow for the hierarchy of 'ADMSADDR", but specific individuals, using their own profile, can obtain the same report, using the same parameters, but with an overridden address hierarchy.

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Reporting Views Address_Current

 Designed to allow the user to obtain only current addresses  Multiple addresses will be returned  Does not use the address hierarchy approach.  Contains the Address Type, Address Number and Preferred Address Indicator

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Reporting Views Address_Preferred

 Designed to return only the preferred, current address for an individual.  Checks the preferred indicator in Banner, checking first in Advancement for a preferred address type, and then defaulting to PREFADDR Rule value for the Address Rule.

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22 Reporting Views Geographic_Region

 Contains data about the geographic regions associated with the addresses of an entity.

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Reporting Views Person

 Contains the Preferred Address of the person as set by the preferred address of the institution  Preferred Address of the institution is set in Banner in the GTVSDAX table – ADDRESS Internal Group/ PREFADDR Internal Code. The value can be changed in the ODS by changing the Display Rule for ADDRESS and PREFADDR rule.

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Reporting Views Person_Address  Contains information used to add a mailing address to a report or print a mailing label. Since the main purpose of this reporting view is to support correspondence, only persons who are not deceased will appear in this reporting view.  This view is the primary address view indicated on metadata business concept diagrams.  Utilizes the values defined within the MGRSDAX table to identify a hierarchy of addresses to select from, so that a user can obtain whichever hierarchy of addresses they choose based on the business need (one hierarchy for Admissions, another for Registrar, or defined address rule, etc.).  Most important and most frequently overlooked, is that the ADDRESS_RULE parameter MUST be supplied or the resultant retrieval will appear as a Cartesian product.

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23 Reporting Views Internet

Internet_Address  Contains all internet addresses data for entities (Person and Organizations in Banner ODS.  Contains the Internet Address Preferred Indicator

Internet_Address_Current  Contains only active internet addresses

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Banner and Banner ODS

Making the Connection

Banner and Banner ODS Making the Connection

 Simple Steps  Know the Banner form you need data from  Use dynamic help query to identify the table and field names  Use the Metadata to crosswalk from Banner to Banner ODS  Identify the Banner ODS views and fields needed

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Match the Table Name…

In the web interface or via your reporting tool access the Meta Data

Select the appropriate business reporting view

Locate the Source Reports and select the table

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25 Locate the Field Name…

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Questions and Answers

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@sungardhe.com

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SunGard, the SunGard logo, , the logo, and Banner, Campus Pipeline, Luminis, PowerCAMPUS, Matrix, Plus, and PocketRecruiter are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. All other trade names are trademarks or registered trademarks of their respective holders. © 2003-2004 SunGard

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