University Systems service catalogue
Administrative Systems Access Request Forms
To request access to Administrative Systems, you must complete the appropriate form.
Frequently Asked Questions
The email address
provision@uvic.ca goes to a request tracking system RT and provides an audit trail to verify systems access has been reviewed and approved or updated based on the direction for an authorized individual.
The attached link provides high level definitions about the functionality of the various systems:
In general, the
Banner system is used by administrative staff in the HR, Finance and Student areas to process payroll, financial data and student records.
Some faculty and staff also use Banner for 'view' access to this information.
FAST Student, HR and Finance is generally 'read only' information from the Banner system updated each evening. Staff and faculty may access this reporting information via FAST for Student Class Lists, Employee information and Finance information.
The Imaging system (which is also referred to as Xtender or BDM) is used primarily by the Accounts Payable unit in Financial Services (AP Reply) for scanning vendor invoices, and by the Office of the Registrar for scanning documents related to student admissions and records.
Staff or Advisors who review admission documents and/or external official transcripts receive Imaging access. Currently, view only access to undergraduate imaged external official transcripts, legacy PADRE report and legacy Unofficial Transcript.
The AP reply documents are accessed through the FAST Finance system - so no imaging system access is needed for viewing those documents, just FAST Finance access.
Workflow access is required by employees who approve invoice documents for payment. Workflow access is also required by all supervisors who respond on behalf of their direct report staff to confirm if Occupational Health and Safety training has been provided for new hires. Workflow access is automatically granted for faculty and administrative staff who apply for or review academic and administrative leave requests.
The report is based on Position to Position information within Banner. Refer to the next answer for more details. The overall expectation is that the Position to Position information entered into Banner follows the Faculty/Department organizational chart. Please contact the Budget Office ( budgdept@uvic.ca ) to discuss changes.
The full department report listing can be provided, however, authorization for receiving a full department listing must be approved by the department head.
The Supervisor name and email address for a given set of employees is based on the following criteria: the supervisor reported will be pulled from the primary position for the employee, based on the position to position reporting in Banner. Where no information exists for position to position reporting, the job record is examined for a named supervisor. If no information is found in either source, then the Financial manager for the employees employee’s home Department is sent a notification. When an active employee is on leave from their primary position and working in an overload position, the report is sent to both the supervisor for the primary and the overload position.
Overview of Administrative Systems and Functions
|
System
|
Area
|
Typical Business User
|
Typical Business Functions
|
Link to more information
|
|
BANNER
|
Human Resources
|
- Human Resources
- Payroll
- Departmental Time-entry Staff
|
- Manage Employee data
- Manage Jobs records
- Enter Payroll data
|
Banner HR
|
|
BANNER
|
Finance
|
|
|
Banner Finance
|
|
BANNER
|
Student
|
- Office of the Registrar
- Academic Advisors
- Departmental Support Staff
|
- Manage Student records
- Manage Course data
- Manager Registration & Wait Lists
|
Banner Student
|
| BANNER- Self-service |
Advisor Services |
- Advisors, instructional and support Staff
|
- View Student general and academic information
- Add and drop courses
- Drop wait listed courses
|
Banner Student |
|
FAST
|
Finance
|
- Financial Account Holders
|
- View Financial transactions
- View invoice documents, prepare journal vouchers, online DCRs
|
Fast Finance
|
|
FAST
|
Web Req
|
- Purchasing Services
- Financial Account Holders
|
- Initiate purchase requisitions
- Approve purchase requisitions
|
FAST Webreq
|
|
FAST
|
Human Resources
|
|
- View departmental employee data
- View departmental job records
|
FAST HR
|
|
FAST
|
Student
|
- Instructional and Support Staff
|
- View class lists
- View wait lists
- Perform grading activities
|
FAST Student
|
|
IMAGING
|
Student
|
- Office of the Registrar
- Academic Decision-makers including Departmental Advisors
|
- Add student admissions documents
- Add external official transcripts
- View student admissions documents
- View external official transcripts
|
Imaging
|
|
IMAGING
|
Finance
|
|
- Add Finance invoice documents
|
Imaging |
|
WORKFLOW
|
Finance
|
- Financial Services
- Financial Account Holders
|
- Approve Invoice transactions
|
Workflow
|
|
WORKFLOW
|
Human Resources
|
|
- Notification of new employee
|
Workflow
|
|
WORKFLOW
|
Occupational Health and Safety
|
|
- Monitor Occupational Health and Safety training
|
Workflow
|
|
WORKFLOW
|
VP Academic
|
|
- Request academic leave
- Approve academic leave
|
Workflow
|
Imaging is also referred to as Xtender or BDM or Banner Document Management.
Workflow is also referred to as Banner Workflow.
Business applications