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Banner Fiscal Year End Processing
Last update: 29 June 2020
The purpose of this document is to describe UTS procedures related to processing the Banner nightly batch schedule on June 30 every year, as well as any other procedures or processes that we perform.
The University's fiscal year is from July to June. Activities related to this processing usually begin in May, and run through August.
May
The Controller's Office will offer training each year in May for Banner users who have responsibilities related to fiscal year end processing. This training is not technical in nature, but may be of interest for understanding the overall process from a user perspective. Users may enroll for the training through OU UHR (https://wwwp.oakland.edu/hr/).
Coincident with the training, the Controller's Office will publish a document on their own website (http://wwwp.oakland.edu/controller/), explaining user responsibilities and the deadlines for performing fiscal year end-related activities.
At the end of May, the Controller's Office will publish a spreadsheet listing fiscal year end processing activities, the dates and times of those activities, and the offices involved. This spreadsheet is more technical in nature, and includes UTS responsibilities
First week of June
UTS will schedule a meeting with Database Administration and Operations staff. The purpose of the meeting will be:
- To open a Change Management ticket describing the June 30 nightly processing, which includes taking the Banner database offline until the morning of July 1.
- To prepare communication for the Banner Operating Committee, the UTS website, and others as needed, to announce the database outage. A template for this message is at the bottom of this page.
- To review and plan for any outstanding issues identified during the previous year's processing.
- To review the spreadsheet from the Controller's Office.
- To verify the UC4 calendar setting for the Fiscal Year End calendar.
- To plan a comparison of the TEST and PROD versions of the nightly schedule to ensure that all appropriate updates are promoted to PROD.
- To schedule any dry runs that may be desired for testing purposes.
- To determine staffing coverage during the June 30 batch schedule and the July 1 database restart.
- To determine staffing coverage for any other related processing as identified by the Controller's Office.
- To schedule a debriefing meeting for the first week of July, to review any issues that may have occurred during the June 30 batch schedule and/or the July 1 restart.
Testing / Dry-runs
For each dry-run or test of the FYE Nightly Master Process, be sure to:
- Set the four (4) Calendars (Note: the FYE Calendars are meant for SKIPPING )
- FYE_PLUS_REFUND_HOLIDAY ==> Use to skip FYE and Refund
- S_REG_FYE_PLUS_HOLIDAY_BREAK ==> Use to skip FYE and Christmas Break
- FISCAL_YEAR_END ==> Marks the last day of the current Fiscal Year (June 30th)
- FISCAL_YEAR_START ==> Marks the first day of the next Fiscal Year (July 1st)
- Depending on the timing, you may or may not need to Inactivate the NIGHTLY Schedule of the Master
- Schedule a meeting before and after each test run to discuss and verify results.
- Place a Calendar Event on the UTS Maintenance Calendar for each and every test or real run.
- Communications should be sent to the BannerOp and key individuals. Please see the Distribution Lists on June 30th bullets.
- If time permits, discuss in the Monday CM Meeting.
- Be sure to re-Activate the NIGHTLY Schedule of the Master (of verify it is set).
- When running the FYE Master, it is a good idea to monitor it until the DB is in Restricted Mode and the Nightly Master has made it base the 3rd or 4th PART1 (T_SBS_NIGHTLY_PART1_Prior1)
Second week of June
By the end of this week, all communication should have gone out
Third week of June
By the end of this week:
- Software updates in the Banner database should be held to emergency updates only, until after July 1.
- Staff coverage schedules should be confirmed.
- Discuss in the CM Meeting.
- Be sure the real Fiscal Year End is on the UTS Maintenance Calendar.
June 30
This processing occurs on June 30 of every year, regardless of whether it is a weekday or a weekend.
*** To Do ***
- Send email notification to the following groups reminding them that the FYE process will be run
- At some point during the day (prior to the scheduled run), the Schedule for T_SBS_NIGHTLY_MASTER must be Inactivated (uncheck Active on Nightly Schedule). This is because we will be manually running the job after AR Calls.
- This is the purpose of the Master's Skip Calendar, but provides a Safety Net.
- You can do a FORECAST to confirm whether the Master will or will not run.
- The MySAIL Portal Administrators will
- Turn off Banner portlets by 5pm.
- Turn off the Destiny Database/Application at 5pm and execute the GoAnywhere Destiny Process after 5pm.
- The normal nightly GoAnywhere Destiny Process needs to NOT run or be disabled for this night only.
- Once the Destiny Files have been sent and verified, the UC4 Destiny GL Upload job DZRFINC needs to be manually submitted by the EA DBA Team.
Also Identity administrators will turn off scheduled tasks on iamscripts and webuts2 by 5pm. This must be completed before the batch schedule is started.
- Disable Degree Works nightly batch jobs for Prod.
- Disable ODS ETL
- Approvals to Start FYE
- SBS - Student Business Services (Cashiers)
- AP - Accounts Payables (Check Run)
- MySAIL Portal Administrator (Portal down)
- Identity Administrator (ID Scripts stopped)
- Degree Works Administrator (Degree Works Batch stopped)
- Start of UC4 Nighty Master After receiving word from the Student Business Services that all cashiering sessions are closed, from the Accounts Payables Manager that all check runs are complete, from the MySAIL Portal Administrator that Banner portlets are turned off, from the Identity administrator that scheduled tasks are turned off and from the Degree Works Administrator that the nightly batch is off, UTS will begin the Banner batch schedule in UC4 (T_SBS_NIGHTLY_MASTER). The schedule will perform all necessary database shutdowns and restarts. After the nightly batch process is complete, the Banner database is shut down, and left down until the next morning. UTS should verify that the PROD database is down, and stays that way.
- When running the FYE Master, it is a good idea to monitor it until the DB is in Restricted Mode and the Nightly Master has made it base the 3rd or 4th PART1 (T_SBS_NIGHTLY_PART1_Prior1)
- During the batch processing UTS Data Administration provides on-call support, and will open Footprints tickets as needed to follow up on any issues that may occur.
July 1
*** To Do ***
This processing occurs on July 1 of every year, regardless of whether it is a weekday or a weekend.
- No earlier than 6:00am on July 1, The UC4 process for restarting the database (T_SBS_FISCAL_YR_END_RESTART) after fiscal year end processing will be submitted. Note: IF ou_restricted_session trigger is being used, make sure it is disabled. The person in charge of restarting the database will inform the MySAIL Portal, Identity and Degree Works Administrators when the Banner database is available. Jobs that were held in the backlog will be released; however, no financial transactions from these backlogged jobs may be back-dated to before July 1.
- When the database is back up, send email notification to the following groups telling them that the process is complete.
- At some point during the day (prior to the scheduled run), the Schedule for T_SBS_NIGHTLY_MASTER must be Activated (check Active on Nightly Schedule). This is because we want the Process to run automatically again.
- Applications Admins will restart MySAIL portal, Identity and enable Degree Works batch jobs after notification that Banner Database is available.
- UTS Staff will need to check the following items after the completion of the Next Day Restart.
- Confirm Restricted Session Trigger is removed in both PROD and PRODREPT -or- check the RESTRICTED MODE
- Confirm connections to PROD and PRODREPT via ODBC (Toad, SQLPLus and / or SQL Developer)
- Confirm connections to PRODREPT from Argos Reporting
- Run the Triage in UC4 (check Tomcats and other Services)
- Run the GZRJENV Job to verify JobSub
- Check UC4 for Aborted Jobs (Reset)
- Check GoAnywhere for FTPs
- Check InterMapper
- Confirm the Nightly Master is scheduled (check Schedule and perform a FORECAST)
SELECT *
FROM SYS.DBA_OBJECTS
WHERE OBJECT_NAME = 'OU_RESTRICTED_SESSION';
SELECT LOGINS FROM V$INSTANCE;
- Student Business Services may desire to feed old year adjustments (back-dated transactions) on July 1. Finance sleep/wake processes need to be down during this processing, and since SBS does not have access to stop and start sleep/wake, UTS will provide staff coverage to support it.
- Verify the MySail/Pathify user provisioning files were sent out successfully after the ODS ETL chain has completed. If the ETL finishes after 8AM, the GoAnywhere job that FTPs the files over will need to be run manually.
First week of July
Database Administration and Operations staff will meet some time during this week to discuss any issues or problems that may be related to the June 30 batch schedule and/or the July 1 database restart, and will determine how to address those problems for future processing. A Footprints ticket will be created for any work needing to be done; if multiple issues are being addressed, create a master ticket, and a subtask for each issue.
Also, the EA Team will need to either remove the DB Clone files or request TSS to remove them.
Second week of July
First close processing takes place this week, usually on two separate dates: one for invoices and JVs, the other for budget JVs. Finance sleep/wake processes must be down during this processing. In past years, the Controller's Office has asked UTS to stop and start the sleep/wake processes for this purpose; however, as of 2015, they have sufficient access to stop and start these processes themselves. As of 2015, UTS is still listed as a responsible office for closing activities, and we may need to provide staff coverage to support this.
If Student Business Services needs to feed any additional adjustments, they will ask UTS to stop sleep/wake beforehand, and to start it after.
Third week of July
Second close and budget roll processing takes place this week. Finance sleep/wake processes must be down during this processing. In past years, the Controller's Office has asked UTS to stop and start the sleep/wake processes for this purpose; however, as of 2015, they have sufficient access to stop and start these processes themselves. As of 2015, UTS is still listed as a responsible office for closing activities, and we may need to provide staff coverage to support this.
Last week of July
Third and fourth close, and full budget load processing takes place this week.
August
UTS and Accounting Office work together to build new fiscal year calendar.
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Message Template
Be sure to adjust the wording of the message to use the correct days of the week, and to list the affected systems.
On Thursday, June 30th, the Banner production system will be unavailable after 5:30pm to facilitate financial fiscal year-end processing and allow cashier sessions to be finalized for the close of the fiscal year.
Systems unavailable during this time include:
- Banner Admin Common
- Banner Access Management
- Ethos Ellucian API Management Center
- SAIL on the Web (Banner Self-Service)
- MySAIL portal (some services) (Beginning after 5pm)
- eTranscript requests
- Degree Works
- Faculty Grade Entry
- Banner Event Management
- Banner Workflow
- Banner Relationship Management
- Argos Reporting (with Banner)
- eBill
- Faculty / Staff / Student telephone directory
- Pin Resets
- Pick NetID / Account Creation
- NetID Termination Scripts
- Destiny (PACE) Integration
- Microsoft Access Reporting with Banner
These systems will resume after processing is restored. Restoration will begin no sooner than 6am on Friday, July 1 and is expected to be completed no later than 7am. This message will be updated if any additional schedule changes are required.