Student Data Access Forms

Contact Information

Documentation

Accessing Student Information

Training

SFAS Support

ANNOUNCEMENTS

Hyperion BrioQuery upgrade scheduled for April 26th

ITS has informed us that they will be upgrading the current Brio version 9 to version 11 on April 26th. We understand that this new version has more back-end changes that should not affect typical brio usage in the same way that earlier upgrades did. We have been running our brios in version 11 in order to do some testing.

To access the new version, go to YAMS|Yale Developer Tools|BrioQuery11

Hyperion version 11 highlights PDF

Message from ITS:

Hyperion BrioQuery 11
The BrioQuery version 9 to version 11 upgrade is required due to discontinuation of Oracle's support of version 9. Moving to version 11 allows the University to maintain BrioQuery in a secure and stable environment and ensure critical business reports are not impacted in an adverse way.

We realize that the end-user impact during the previous upgrade to BrioQuery version 9 was significant and required every Brio to be saved in the new version format. This is not the case with this upgrade. The new version looks and acts very similar to our current version. Existing queries written in version 9 will open and run in version 11 with no need to convert.

We do not anticipate any issues in running ad-hoc Brios with BrioQuery version 11.  However, if you identify a discrepancy or have questions, please contact dw.usersupport@yale.edu  and include the word UPGRADE in the subject line.

What actions do I need to take?

No action is required on your part. However, if you would like to preview Hyperion 11 to test existing brio queries, please follow these steps.

Steps to test the new version:

Locate an ad-hoc Brio for testing purposes and run it in BrioQuery version 9. Save a copy of the test Brio and rename it with the same name adding extension V11. Go to YAMS/Yale Developer Tools and open BrioQuery version 11. Go to File/Open and select the Brio that you saved with the V11 extension. Run the ad-hoc Brio in version 11. Compare the results of the two versions.

Note: If you save a brio query in Hyperion 11, you will not have the ability to double-click the file and open it automatically as you do now. This functionality will be available beginning April 27, 2012, following the upgrade.

Reported problems for Brio users in Hyperion version 9

Users have been reporting problems with receiving an "Oracle error -1" when attempting to run a Brio. The message occurs when upon entering your credentials. The most frequent cause appears to be an outdated version of the Oracle client (must be at Oracle 10g). This can only be rectified by your DSP or the Help desk (contact the Help Desk at 203-432-9000). Managed desktop prevents our group from being able to install an Oracle client.

Another error, "SQL*NET Not Loaded successfully" appear to be related to problems with the Oracle client as well.

http://www.yale.edu/its/software/brio/faq%204-28-09.html

 

Banner 8 Features

We have updated Banner to version 8.5.1. As you may recall, most of the upgrade revolved around a change to the underlying character set in the Oracle tables: the migration to UTF-8 which supports international characters.

The features list below remains as a reference:

 

Searching for international names will be easier because Banner 8 will use the SEARCHNAME feature in Extended Name searches. Names with diacriticals, or spaces, will no longer require as much guesswork with wildcards.

This improved SEARCHNAME functionality should also result in more consistent matches in the admissions data loads, along with fewer duplicate records.

Banner 8 will support a separate country code for international phone numbers. This will be phased in.

More forms will have tabs for easier navigation. Both SSASECT and SYASECT have tabs for entering meeting times and instructors.

Better tracking of Banner users.

Better documentation of forms.

If you have any upgrade-related questions, contact joan.rawlings@yale.edu.

For any Banner access problems, contact anthony.costanzo@yale.edu.

WHAT WE DO

Student Information Services (SIS) within SFAS supports Yale staff who require access to student data. Banner is the database that is used for student records, course data, academic history and all admissions data. Most data is entered using Banner forms. Data can be retrieved into a variety of formats using BrioQuery tools (BrioQuery 9) and Oracle report software.

Banner Training

Two types of Banner training are available. A two-hour introductory class, Banner Basics and Name Searching, covers navigating Banner forms and how to search for names in a Banner database. NOTE: This class is required if you will be creating SPRIDEN (person) records.
More individualized training and documentation is available for specific Banner departmental requirements, such as using Admissions forms. Click here to request Banner training.

Brio Reporting

Brio Training Schedule

Brio training is offered in our Training Room at 246 Church street. All classes will now be offered in BrioQuery9. There are three levels of classes available, plus some workshops:

Brio Level I: This is an introduction to the Brio environment. The class covers how to run existing Brios, how to manipulate data in the Results section, and pivot tables.

Brio Level II: For experienced Brio users. This class covers how to change existing Brios, table joins, calculations and pivot table functions.

Brio Refresher: NEW! This is intended to be an open session where we will work with users to answer brio questions or provide help on running specific brios. Intended for experienced brio users.

Brio Writing and Reporting: How to write basic Brios and create formatted reports.

Using Brio with Word Mail Merge: How to export results from a Brio query into Excel and merge those results with Word letters, labels and emails.

* Updated 04/04/2012

Click here to sign up for one of these Brio classes or a future class, or to request specialized training.

Room Scheduling/Resource25

Resource25 (R25) is the room scheduling system that interfaces with our Banner database. All course room assignments made in Banner are downloaded into Resource 25 each term.

Resource25 is also being used for non-academic classroom scheduling (e.g. film showings or student meetings).

Using Resource 25 requires a Banner ID and password, plus R25 access. Terminal server access is also required if you are using Spedbook. Click here for documentation on accessing the terminal server.

ACCESSING STUDENT INFORMATION

Student and applicant data is maintained in Banner for Yale College and the Graduate and Professional Schools. All access to student and applicant data is restricted and follows the guidelines of the Buckley Amendment, which guides the University's policy on the rights of students regarding their educational records. Any staff member who requests Banner access must sign an Acceptance of Responsibility Regarding Confidentiality as part of the Banner access request paperwork. Forms are available below.

Anyone accessing data must be familiar with FERPA and all policies governing student data access. Click on the link below for more information:

Policy on Release of Student Information

SFAS ACCESS REQUEST FORM

The Access Request Form provides the ability to request access to multiple Banner related applications. Descriptions of each application are provided below. Access must be requested by a supervisor on behalf of an individual user.

CONTACT INFORMATION

Support Email Address: sis.support@yale.edu

SIS Director: Joan Rawlings 203-436-1932

FAX: 203-432-2787

LOCATION: Our offices and training room are on the 3rd floor of 246 Church Street.

DOCUMENTATION

Documentation for using Banner is maintained on the N: drive under Sfas/Banner/User Documents/Yale Documentation. Check there for general information on using Banner forms, doing name searches, mapping a drive and other general topics. For documentation specific to Registrars or Admissions offices, look under the specific folder.

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Last updated: 02/21/2011