How to Request Banner-HR & Other System Access
Employees and affiliates with HR roles and responsibilities must complete training appropriate to position (See Appendix A) for which access is being requested. Training requirements can be completed online through multiple learning management systems (Talent@VCU and Canvas) or traditional seated courses. Once confirmed on employee’s transcripts, HR Information Systems (HRIS) will obtain the business owner’s approval and assign appropriate security roles. Please provide comments or suggestions for improving our services or questions about any of this information to HR Security (hrsecurity@vcue (VCU HR Security).
Important Notes:
- No users are authorized to request changes to be made to their own account
- First time Banner users must complete the Banner Basic Navigation & System/Data Security course
- All mandatory training must be completed before access can be granted
- External Transfers. (All old access will be removed without the consent of authorized personnel)
Banner HR
1. Requester Verification (Who Can Request System Access)
- Supervisors/Managers
- Departmental Human Resource Professionals (HRP)
- Departmental Human Resource Associate (HRA)
- Central Business Partner
2. Initiate Request
- Find an eID and password (Find and manage your eid at go.vcu.edu/myeid.
- Submit an IT ticket in Cherwell (See Input Ticket into Cherwell for HR Systems Access section below)
3. HRIS Verification and Complete
- Security Officer (from the HRIS team) manages the request and provides access to approved users. Access control, granting system access, and applying security is a multi-step process that can take several days to complete.
4. Confirmation Sent
- Completion notifications are sent through Cherwell portal to requestor or an email from HR Security mailbox with additional details. Ticket and approvals are documented in the personnel file.
5. Other Requests
- Complete HRIS Report Request to request a new report or changes to an existing report
- Complete Request for HR Data to HR data in the ODS or via a data feed
6. Resources
- Talent@VCU (go.vcu.edu/talentatvcu).**Talent is the Preferred LMS for Employees**
- Canvas (virginiacommonwealth.instructure.com/)
Appendix A. Banner Roles and Required Training
HR Role | Duties | Courses (Training Requirements) |
First Time Banner HR Users | Pre-Requirement | Banner Basic Navigation & System/Data Security |
HR Associate | Banner: Enters new employee/affiliate data and maintains labor distribution data. Has inquiry access to employee, job and position information and reports on the VCU Reporting Center. Keys ePAF actions (e.g., terminations, timesheet ORG changes and adjunct renewals). | HR Orientation for Systems Access |
HR Professional | Banner: Reserved for designated staff to act as primary HR liaison. (Data Guardian Approval Required) | HR Orientation for Systems Access |
Labor Distribution/Fiscal Administrator | Banner: Maintains labor distribution information in Banner. Has inquiry access to Banner finance- related job and position information and reports on the VCU Reporting Center. | Labor Distribution Training |
HR Inquiry Only | Banner: Provides inquiry-only Banner access to basic employee, job and position information and labor distribution reports on the VCU Reporting Center. | No training required, but a justification for the need for HR Banner access should be included in the “description” section of the request. |
Affiliate Maintenance | Banner: Enters, maintains and terminates non-employee affiliates in Banner who require access to some university systems and/or resources. | Banner Affiliate Maintenance Training |
Timekeeper | Banner: VCU RealTime: Reviews and verifies employee hours worked and leave taken in RealTime, supporting compliance with federal, state, and VCU policies and guidelines. Has Banner inquiry access to employee and job information. | 1. VCU RealTime (self-enroll) Can be taken in Talent@VCU or Canvas 2. VCU Leave and Timekeeper Training (On Zoom) |
HireRight Only Access | Processes criminal records check requests and Form I-9s. Users will have access to make requests in HireRight, view their requests and receive email notifications for their own requests. No Banner access is granted through this role. | No training required: HRP or Supervisor Approval |
| Talent Access (Recruiting) | Talent@VCU Recruiting Staff Recordings |
Requesting Banner HR & Other System Access in RamsCentral | |
|---|---|
RamsCentral Link: https://vcu-amc.ivanticloud.com/Modules/SelfService/#globalHome
|
7. Ticket Details page appears (Provide a detailed description including):
- EID and VID of associate listed in Requested for field
- Start Date
- Employment status (new hire, internal transfer, termination)
- Position
- Training (List completed courses or attach transcript copy)
- Which LMS (Talent@VCU or Canvas)
Example: Jane Doe is a new external hire in HR with a start date of 02/02/2020 as the HR Security Officer. She has completed all required coursework (see attached transcript) in Talent@VCU. Orgs access should mirror Johnnie Doty
8. List Departmental Orgs (All Home, Timesheet, and MBU employee need to access or provide a teammate's EID to mirror)
9. Select Staff Access Level from drop down menu
10. Select Central HR Use from drop down menu(If applicable)
11. Check Timekeeper if requesting that role
12. Submit
Other Systems Supported by Human Resources
Service Resource (Keyword Search) | Service Grouping | Service | Service Action |
Banner HR | Accounts & Access | University Administrative Resources | Request/Modify Account |
HireRight | Administrative & Business Resources | Human Resources Systems | Grant/Modify Delete Access |
RealTime | Administrative & Business Resources | Human Resources Systems | Report Issue or Request Support |
Talent | Administrative & Business Resources | Human Resources Systems | Report Issue or Request Support or Request Report |