Ellucian Banner: User Preferences for Admin Overview and Demonstration


Hello, this is Carla Norris,
and I am joined today with Josh Lederhandler, and we
will be presenting information to you for the new feature
for Banner user preferences for admin. So I’m delighted to be
here with you today. And without any further delay,
let’s go ahead and get started. Transforming the Banner
administrative user interface provided the ability to get
to a modern, industry standard architecture that gave us the
flexibility to evolve the user interface more easily
than we could have with [? ADEx ?] technology
with our [? ADEx ?] technology stack. A few examples that
we delivered today include the compact page
layout and the enhanced search and filtering features that
I’m sure you’re enjoying. But we also heard
from the community a need to capture a user profile
in the Banner administrative pages, providing the
ability to create a custom, user-specific
profile that includes layouts and business processes unique
to their job at the institution. And we definitely heard that
comment or those comments. So we are delighted to deliver
the user preferences for admin enhancement, with the
Banner general admin common 9.3.18 release. This enhancement provides
users with the ability to set filters, grids,
columns and pagination to meet their individual desires and
needs that will certainly assist with their job
functions and continue our strategy of enhancing
usability within Banner. The feature is both responsive
to user needs, meaning that it’s responsive design, as
we’ve come to know and expect, and it is also
designed to support the needs of our global market. So let’s take a look at
the user preference display details that are part of
this feature functionality. It’s easy to determine
if user preferences is active at your institution. The new feature
buttons will display on any block of the active pages
so users can define and save their user preference settings. In addition to being able
to define preferences, users can also
restore their page to either master
settings if they exist or the default page settings
that are baseline to each page. All available actions are
displayed when the Settings button is selected. And we’ve kind of
called this out for you and show you here in this
nice little screen sample, where we’ve clicked on the
Settings icon or the button here, and it drops the
list down to discuss with the user or display for the
user what’s available for them to select based on what they’ve
made changes for on the page. All users’ query level, as
well as full access users, can have user
preference definitions to meet their needs. The ability to define and
save a preference record is independent of the ability
to create, update, or delete Banner data records. Each user can have
their own settings. Users can also select to use
the two– to use settings that are pushed from a
master user definition or they can define their own. Either way, each
user is in control of their user experience. Please note that executing
the restore action will reset the full page
to the default values. This feature also follows
a specified hierarchy when applying existing
preference settings. The highest priority is each
user’s preference settings. If the user has defined settings
for their pages or the pages that they use on
a regular basis, they will see their
personal preferences in that page presentation. However, if no personal
settings exist, then the logic in
this functionality will go and check for an
existing master user setting on the page called
and apply that detail to the page presentation. Then the third level– if no personal settings exists
and no master user settings exist, then the
page selected will be presented using the baseline
page presentation detail as delivered by Ellucian. All right, so let’s take
a look at a few examples, just to kind of give you
a better view of what’s happening with user preference. So here, we’re going
to talk about each– we’re going to break this down
a little bit deeper for you. So users can now
control the presentation of the grid and column
details on Banner pages. Not only can you control this,
but you can also save it. So we’ll talk this
through here a little bit. Right now, as you know,
before this feature, you were able to make
changes, but they were not– they did not stick. We had to come each time
and make that change. And with this functionality,
those desired changes will be able to be preserved
on your user settings. The changes that are
supported include resizing the column widths,
reordering the columns’ presentation, managing what is
presented in the frozen column context, meaning you can move
columns into the frozen space or you can move columns out. A few items to keep
in mind, however. The navigation order on the
page with column changes will not change, meaning
the tabbing order that you are familiar with,
you’ve come to know and expect, will stay static. It stays the same, regardless
of how you’ve moved your columns around for visual presentation. And this is to facilitate
not only easy navigation, but also if you have data
entry concerns on pages where you can actually
make changes, it makes it easier for
heads-down data processing. Also, column headers stay
fixed to facilitate easy user viewing. Changes that you’ve
made on the page will display with
blue highlights, so you can easily track
those modifications. And feature options can be
applied to supplemental data windows, SDE, Supplemental
Data Engine windows, as well as the Banner pages. That’s a cool feature point. There is one
reminder, and you’ll find us saying this over and
over in this presentation. If you select Restore,
and you either restore the column settings
or Restore All on the page and save that selection, then
you need to exit the page and re-enter so you can see
the refreshed display back to its default state. So it’s just a reminder that we
will mention from time to time during this presentation. OK, let’s take a look
at a few of these pages. So here you can actually see
on FGITRND the before picture. So this is how this page
presents to you when you’re looking at the default
out-of-the-box presentation from Ellucian. And then we’re
going to take a look at some changes we’ve made now
with this new functionality. So here you can see that
I’ve moved the document column to the frozen
contents, and reduced the width of the
amount, increase or decrease, description,
and commit type columns. So we’ve kind of shrunk
them all up a little bit. The blue column header
is the visual indicator that a change has been made. You can kind of see this here. If you look up here, you can
see that light blue highlight. And by pressing Settings and
then Save Column Settings, I now have committed the
user preference transaction, meaning the next time
I come to FGITREND, and open that page as my user,
I will see this presentation because we’ve now said this
is my preference of how I’d like to see it. All right, let’s take a
look at another example. So here we’re
looking at PTRCALN, which is a payroll
page, and we have the before and after snippet. So at the top of
here, you can see how the information is spread out. And this is to support a couple
of things– responsive design and our global language needs. So we have some space
here, but not everyone likes that white space. And so now with this new
feature functionality, you can see that I have
gone through and made several changes to
many of my columns, these blue highlighted
columns, where I’ve shrunk the data down to be
more conducive to my language presentation and my data
that I know exists there. And perhaps I could even– here’s a few where you can see
I’ve shrunk this column even farther down then
the label, meaning I’m now seeing the
ellipses, the dot, dot, dot, indicating
there’s more content than I can see if I mouse over. And I could actually
shrink this to the point where I just simply see
the column bars, meaning that I don’t need to
see that column at all, but there’s a visual indicator
that that column is still there. All right, let’s keep looking. So here for looking at the
Account Detail Review page, TSAAREV. And before, again, you
can see this spread out column presentation. And this one, of course, is
a frozen column example here. So you can see how
out-of-the-box the data presents to us. And then down here at the
bottom, you can see the after. And in this case, you can
see that not only have I shrunk these
columns quite a bit, but I’ve also pulled term
into my frozen state. So that now when I
scroll to the right, I will see term continue
to present for me rather than have it
scroll off the page. So that’s a really
nice feature as well. If you have content that you
prefer in the left frozen space on what’s presenting
out to you, you can pull it over and put
it into that frozen space. You can also pick up columns
that may be to the right with the scroll
bar that are more critical to your
institution’s needs and pull them to the
left to make them easily visible without having
to use that right the horizontal
scroll functionality. All right, so let’s talk
a little bit about filter. Filter functionality
will also support stating your preferences. And this includes fields
in presentation order, operator values, and
specific data values that can be defined and saved. Once you save these
values, the filter will be applied to the page
whenever that page is opened– when you’re logged
in, by the way. This feature is
available on all pages where filters can be applied,
both as a basic or an advanced feature setting. So you can kind of
see here at the– we’ll take a look at some
examples here as well. But you can kind
of see that we’ve tried to accommodate all of
the different parts of filter in this feature set. One note, as I’ve
mentioned before, if you do select to Restore your
filter settings or Restore All, you will need to exit
the page and then return in order to see that
display refresh based on your selection. OK, so let’s look at the
Award page and the filters. So here we’re
showing you the way that this page is delivered. And we’re actually taking a
look here at the basic filter. And you can see that
with the basic filter, there are basically
five fields that are presented out to
you that you can then select filtering on. But as we know, there is
the Advanced Filter options. We’re going to jump over here
and take a look at it after. But we have gone into
the Advanced Filter. And now what we’ve done is
we have selected not just the Advanced Filter
mode, but we’ve provided values for these
fields that we would like to look at on a regular basis. So in this example,
I am a Banner user who needs to look at the funds
that are PELL, that are defined as PELL, and anything
that’s greater than or equal to $1,000. It’s my responsibility
to monitor that. And that’s the filter I
want applied any time I come into this award page. So by defining this Advanced
Filter and saving my settings, all I need to do now is open
the Word page as my user login, and I see that query
that I need to run without having to go
and run it every time I come into the page. OK, so that’s an example
on filter as well. So let’s keep going. So let’s talk a little
bit about pagination. So pagination is
something that is baseline in the
Banner deliverables with our new interface. And you know that we
have default settings. But not everyone
likes how the records are defined out, as far as
how many records per page. And so some would like more on
the page, some would like less. So pagination is also included
with this user preference functionality. You can now make changes to
that number per page preference. And this is not– this is a
situation where you can drop– you can click on
the arrow dropdown, select your preference, and then
persist with that selection. It’s not a situation of
changing numbers, per se. But this is more being able
to persist your preference on a page that might be
different than that baseline. So once you’ve made that
change, you can then save your pagination
preference, and when you return to that
page, your preference will be presented to
you without having to go change it through that
box over and over again. So here in this
example, you can see that my initial value was 10,
and I have changed it to 40. So before I had at
10 records per page, I would need to scroll
through 105 pages. Whereas, if I set
it for 40, I am now looking at 27 pages of data. And depending on the size
of my monitor and the space I have for display, that may
actually fit my user preference needs much better
than the default. OK, so that’s pagination. I’m going to pause
for just a minute here so I can pass
the presentation over to my counterpart,
who is actually going to talk to you a
little bit about establishing institutional controls and
assigning master users, so– Thanks, Carla. Let’s take a look at
the control mechanisms for user preferences, including
master user functionality. The installation
controls page GUAINST, provides you with an on/off
switch for the institution. Ellucian delivers the
new user preferences for Admin Enabled field off,
which is unchecked by default, allowing the
institution to determine which pages this
functionality is to appear on before allowing that
feature to be turned on for the institution. The next level down is the
object maintenance page GUAOBJS, which provides
you with an on/off control for each
individual object, providing you the ability to
turn individual pages on or off based upon their usage
at your institution. So, for example, if there are
some pages which you heavily use and some pages that
you rarely or never use, you might not want to
turn these on for pages you never use, but turn
it on for the pages which you heavily use. The configuration and
control is in your hands at the institution based
upon your applicability and usage of those pages. We have delivered the
new user preferences for admin option field
on, which is checked, for pages which have
user preferences for admin applicable
functionality. The concept of a master user is
one whereby elevated privileges allow you to make user
preference settings which propagate to all users. This functionality is similar to
the baseline user functionality that has been in Banner,
but it does differ slightly in that you can
have multiple master users across the institution. Each institution can determine
how many master users are needed and which departments
or products they represent. This puts the power of
configuration in your hands. An example that
we’d like to share with you would be
how to set up master users across
departments, meaning you might consider having one
master user representing the human resources
team, one master user for the financial
aid processors, and one master user for the
accounts receivable office. You could get more
granular than that, depending on how your
offices and teams are split at your institution. Assigning master
user privileges is done on the Oracle Banner
security maintenance page, GSASECR, by
assigning a new security object named
band_persistence_profile_master. The instructions on
this slide, as well as the visual on the
next slide, can be shared with your
security administrator for establishing master users. This quick tutorial
provides the three actions necessary for assigning
the new security object on the Oracle Banner
security maintenance page. So how do I perform
master user functionality once I have those privileges? Well, as a master user, the
user interface functionality resembles what Carla
showed us for the end users except for the addition
of the master checkbox. When they user preferences
for admin option field is checked on the
object maintenance page and you have been assigned
master user privileges, you will see the
master checkbox appear, as you see on the top
visual of this slide. Conversely, if the
page is active, but you are not assigned
master user privileges, then the master checkbox
will not be present, shown in the second
visual of this slide. To save settings
as a master user, ensure you check
the master checkbox, and then select the
appropriate save or restore option from
the settings list. Once your save
action is committed, the master checkbox
will remain selected until you remove the
checkbox or leave the page. The restore default
settings option is available to master
users, as well as end users. However, note that the master
user must select each master checkbox for each section,
block, or tab of the page where you want to remove
the master preferences. Master users have
an additional option which can be found
under the Tools menu called Disable Page Settings. This can be used by
accessing the mouse– using the mouse to
access the button or using this Shift plus
Alt plus Z shortcut. The Disable Page
Settings functionality provides master users
with the ability to quickly disable user
preferences for admin on a specific page, for example,
in the need to troubleshoot. A check mark will appear next
to the disable page settings option when disabled. And Pressing Disabled Page
Settings again or using the shortcut will
re-enable user preferences, and the check mark
will be removed. One note here is using
the disabled page settings feature does not change
the setting on the object maintenance page. As a master user, we’d like to
provide you with best practice recommendations to help you
with your implementation of user preferences. We have found these pointers
very useful and successful in our user experience
and action outcomes. So let’s take a moment
and look at a visual with the master user applied. On this screenshot,
we’re looking at the Detail Transaction
Activity page, FGITRND. And in this image, we see the
master checkbox appear next to Settings. This means my user has been
assigned the master user privilege and this page is
turned on for user preferences. At this point, I can
act as the master user, and I can also act
as my own end user to establish the
master settings versus my own personal settings. Let’s take a moment and look
at the required releases documentation and user
training available to you for this feature. Starting with the
required releases, Banner Admin Common
9.3.18 provides the administrative
framework changes supporting the bulk of this feature set. The Banner General
9.3.15 release provides enhancements to
the installation controls page, GUAINST, and the
object maintenance page, GUAOBJS, providing you those
new fields that we just saw a few moments ago,
allowing the institution to control whether
this feature is turned on or off at the institution
level or on and off at the page level. The Banner General
8.11.2 release provides all database
layer support required for the user
preferences feature set. We have a number of different
documents available to you to talk further about
the user preferences for admin feature starting
with the “Banner Transformed– Getting Started with your
Administrative Applications” document. We have a new section
highlighting the user preferences for
admin functionality. It will provide a
lot of information which you saw today, as well
as some additional information that can be shared
with all of your users. Accompanying that document are
the standard release guides, providing content released in
each of those deliverables, the installation
guide, and the Banner General Security
Administration Handbook. For user-level training, feel
free to leverage the “Banner Transformed– Getting Started with your
Administrative Applications Handbook,” as well as this
recording as a training mechanism for all of your
users at the institution. In closing, we’d
like to thank you for listening to
today’s presentation. If you have any
questions, please contact either Carla Norris or
Josh Lederhandler at the email addresses listed on this slide. Thank you, and have a great day.

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