Banner CSM-Affiliate CWID & Custom Role Assignment Procedure

[This document will be updated as new custom roles are added.]
The person for whom you are creating a Banner person entry should present you with either a signed
and authorized (a) Pre-Employment Authorization form or (b) Banner CSM-Affiliate/Custom Role
Authorization form.

The Pre-Employment Authorization form is at:
http://www.is.mines.edu/hr/Forms/Pre-Employment%20Form.doc

The Custom Role Authorization form is at:
http://help.mines.edu/hr/gettingstarted/customroles/CustomRoleAuthorization.pdf

Who Can Apply and Authorize Custom Roles:
Custom Role Name
Who is authorized to apply the role
Required Authorization
(managing office listed first)
AC&N
AC&N
AC&N
AlumniAssociation
AC&N, HR, BlasterCard Office, IS
Alumni Association
ARAMARK
BlasterCard Office, HR, AC&N, IS
Aramark
Bookstore Employee
BlasterCard Office, HR, AC&N, IS
Barnes and Noble
BOT (Board of Trustees Member)
Academic Affairs, HR, AC&N,
President’s Office
BlasterCard Office, IS
CSMAssociate
AC&N
Various
EmpCWID (Employee CWID Lookup)
HR
HR
Emeritus Faculty
Academic Affairs, HR, AC&N
Academic Affairs
Foundation Employee
AC&N, HR, BlasterCard Office, IS
Foundation Office
InterLink Student/Faculty
AC&N, HR, BlasterCard Office
Interlink Office
OIA (Office of Institutional Advancement)
AC&N, HR, BlasterCard Office, IS
OIA Office
Pre-Employment
HR, Academic Affairs, AC&N, IS
Hiring Department
ROTC Student/Faculty
AC&N, HR, BlasterCard Office, IS
ROTC Office
Other Student (non-Mines)
AC&N, HR, BlasterCard Office, IS
Various Offices

The main steps to this process are:
1) Login to INB/PROD (or INB/TEMP).
2) Fast Search using SOAIDEN.
3) Common Matching Search using GOAMTCH.
4) New Person Entry (if person not found) using GOAMTCH.
5) Apply Custom Role(s) using GZACROL.
6) Route paper form to appropriate office or shredder.


1) Login to INB/PROD: https://banner.mines.edu/
or to INB/TEMP: https://bannertest.mines.edu/forms90/f90servlet?config=temp

2) Fast Search to see if the person already has a Banner entry:

Use the SOAIDEN form. (Enter SOAIDEN into the “Go To…” dialog box, press Return):
a. Last Name: Enter the first 3 characters and a % sign.
b. First Name: Enter the first 2 characters and a % sign.
c. Middle Name: (optional), leave blank if you don’t know it.
d. Press F8 to execute the query.

NOTE: % (percent sign) is the wildcard character; _ (underscore character) is the wildcard character
for a single character.

-
If too many results are returned, try iteratively adding additional characters before the % signs and
search again by pressing F8.
-
To clear the form for another search, press F7.
http://help.mines.edu/gettingstarted/customroles/CustomRolesProcedure.pdf
page 1 of 4
Last Modified: 25 October 2007

-
To examine details of an individual, select the entry, select Options > Search and Display More
Detail [SOAIDNS], press F8.
-
If a match is found (only if the Change Indicator field is blank) double click the ID to select, then click
on the X (upper right) to close the form and proceed to Step 5 to apply appropriate Custom Roles.
-
If you don’t get any potential matches after your initial query, or after performing iterative searching,
you are reasonably sure the person does not already have a Banner record, then move on to Step 3
for the Common Matching Search.



3) Common Matching Search: …to be used if a match was not found in Step 2.

Use the GOAMTCH form (Enter GOAMTCH into to the “Go To…” dialog box, press Return):
a. Click on Generate ID button (
) (upper left to the right of the ID box).
b. Click on the dropdown arrow to the right of Matching Source.
c. Select CN_ENTRY and then OK.

NOTE: The following instructions are written specifically for use with the CN_ENTRY common
matching rules. If you are using a different set of common matching rules, you need to know some
details about how your rules are configured (eg, how many characters are being used to qualify as a
match). The number of characters suggested below match with the rules used in CN_ENTRY.

d. Go to the Next Block (Data Entry):
o
Press ctrl+page-down [or select the Next Block button (
) or select Block > Next (from
the menu bar)].

NOTE: % (percent sign) is NOT a wildcard character in GOAMTCH.
In GOAMTCH, do NOT use:
% (percent), # (pound), (double quote), * (asterisk), or $ (dollar sign).
Use a ~ (tilde) only in a URL or Homepage field.
Use & (ampersand) only when part of a formal name (eg, Baltimore & Ohio Railroad).

The CSM General Person Data Entry Standards are available at:
http://www.is.mines.edu/link/docs/GenPersDataEntryStandards.pdf
The full CSM Data Standards Document is at:
http://www.is.mines.edu/link/docs/GenPersDataEntryStandards.pdf

e. Data Entry:
o
Last Name: (CN_ENTRY uses only the first 3 characters to determine matches)
o
First Name: (CN_ENTRY uses only the first 2 characters to determine matches)
o
Do not enter the rest of the person data at this stage. If you enter too much information too
early in the search process, you may wrongly eliminate potential matches.
f.
Click the Duplicate Check button (
).
g. Read the Match status dialog box and click OK.
h. Review the output for a Match or Potential Matches:
NOTE: To review a Match or Potential Match, select the ID or Name then examine the Matching
Rule Sets information and use the All Addresses, All Telephones and All E-Mails dropdown menus.
Additionally, you can select Details, and view details of the match (assuming you have access to
these forms) with GUASYST, SGASTDN, PPAIDEN, SPAIDEN or FTMVEND.

o
If a Match is found, review the output to determine if it is a true match. If it is a true match:
click the Select ID button (
), close GOAMTCH using the X and skip to Step 5 to apply
Custom Role(s).
o
If too many Potential Matches are found, add some or all of the other data you will be
entering for this person/custom role [see below in Step 4: “GOAMTCH Data Fields for
Creating a New Person Entry”] and click the Duplicate Check button (
).
http://help.mines.edu/gettingstarted/customroles/CustomRolesProcedure.pdf
page 2 of 4
Last Modified: 25 October 2007

o
If Potential Matches are found, review the output to determine if a Potential Match is a true
match. If a true match is found, double-click the ID to select it, close GOAMTCH using the
X and skip to Step 5 to apply Custom Role(s).
o
If no true match is found, continue to Step 4 to create a person entry via GOAMTCH.



4) New Person Entry via GOAMTCH (no match found via SOAIDEN or GOAMTCH)
NOTE: In GOAMTCH, do NOT use:

% (percent), # (pound), (double quote), * (asterisk), or $ (dollar sign).
Use a ~ (tilde) only in a URL or Homepage field.
Use & (ampersand) only when part of a formal name (eg, Baltimore & Ohio Railroad).

The CSM General Person Data Entry Standards are available at:
http://www.is.mines.edu/link/docs/GenPersDataEntryStandards.pdf
The full CSM Data Standards Document is at:
http://www.is.mines.edu/link/docs/GenPersDataEntryStandards.pdf

NOTE: Entry should use mixed case… as if you were typing an address label.

a. Last Name, First Name, and Middle Name: complete these fields.
b. Other data fields: enter data for the fields dictated by the Custom Role(s) that you will be applying
for this person. (If the role is not listed below, please enter as much as possible… the idea is to enter
enough so that later, a positive match or non-match can be made.)

Custom Role
Recommended GOAMTCH Data Fields
for Creating a New Person Entry
PreEmployment
- Name (Last, First, Middle)
- DOB
- SSN
- Address (street, city, state, zip) – enter as Tax Address
- Phone – enter as Tax Phone
- Gender
- Ethnicity
OIA, Alumni Association
- Name (Last, First, Middle)
Employee, Foundation
- Office Address
Employee
- Office Phone
- University Email Address
Interlink
- Name (Last, First, Middle)
- DOB
- Permanent/Home Country Address and Phone – enter as
Permanent Address/Phone
- Local Address and Phone – enter as Local Mailing
Address/Phone
- Gender
- SSN (if any)

c. Verify that the full entry does not trigger a Match by clicking Duplicate Check (
).
d. Verify that all records that you entered were created. If there were problems, attach a note to the
Authorization form (to be returned to appropriate department) and/or notify the Responsible Office
(see Step 6 for Responsible Offices).
e. Click the Create New button (
).
f.
Click the Save (
) icon (upper left under the File menu item).
g. Close GOAMTCH by using the X (upper right) and proceed to Step 5 to apply Custom Role(s).


http://help.mines.edu/gettingstarted/customroles/CustomRolesProcedure.pdf
page 3 of 4
Last Modified: 25 October 2007



5) Apply Custom Role(s)

a. Enter GZACROL in the “Go To…” dialog box and press Return.
b. The newly created or found person should already be in the ID fields. (If not, enter CWID or Name).
c. Press ctrl+page-down [or select the Next Block button (
) or select Block > Next (from the menu
bar)] to move to view/review the person’s current roles/status.
d. Select Options from the menu bar and then the specific Custom Role that you would like to
add/modify.
e. Make the needed modifications in the dialog box. [A = Active, I = Inactive; set an effective date for
the status that you have set.] See notes by Custom Role below.
f.
Save by pressing the Save button (
).

Custom Role
Notes
PreEmployment
Expire Date: verify that the date is beyond the expected first pay date.
(Change if needed.)
Home Orgn: If you don’t have access to FTVORGN, see attached spread
sheet for Home Orgn (Dept) code or
http://help.mines.edu/gettingstarted/customroles/DepartmentSuffixCodes.pdf
Note for AC&N staff: After creating the person entry/CWID and applying
the PreEmployment role: (1) fill out and give the user a PINK AC&N
BlasterCard Form to be taken to the BlasterCard Office; (2) remind the
person that they will still need to visit HR for HR Orientation to complete the
rest of their paper work, to get paid, etc.
OIA, Alumni
Job Title: The Job Title is what is displayed in the Campus Directory. Type
Association Employee,
with mixed case. This field is limited to 30 characters.
Foundation Employee
Interlink
Effective Date & Expire Date: Start/end dates for the Interlink term.



6) What to do with the printed Authorization form after you have created a Banner person entry
and/or applied Custom Role(s):

Authorization Type (Role Name)
Where to send the Authorization Form
(Responsible Office)
Pre-Employment, EmpCWID
HR Office
All other Roles
File in your office (keep in a secure/locked location)

NOTE: The authorization forms contain confidential/sensitive data: Keep it in a
secured/locked location.


http://help.mines.edu/gettingstarted/customroles/CustomRolesProcedure.pdf
page 4 of 4
Last Modified: 25 October 2007