Banner > Reporting and Data Policy

Reporting and Data Policy

Users will only execute queries that are written by and/or approved by the Systems Solutions and Technology (SST) team. The SST team will define or approve the purpose and data requirements for each query and users will only use the data generated for the intended purpose.


Reporting from a shared database requires consistent and effective governance to ensure that data is accurate and that decisions made using the data are based on assumptions. In addition, complications such as non-standard terms, as well as the additional data concerning our managing partner online programs add layers of complexity that must be considered when any data is required or analyzed. Currently, most data is retrieved from the University’s ERP Banner server, which houses both production and testing instances of Banner. This direct access can tax the system unnecessarily if not managed appropriately and therefore self-service reporting must be monitored.

There are a variety of tools and techniques currently available for self-service reporting.

Banner Processes, Population Selections (PopSels) and GLRSLCT

This form is used to define, maintain, and copy a population selection, a set of rules developed in SQL and used to select IDs from the Banner database for reports, processes, and letters.

MS Access

Microsoft (MS) Access is database application software that can be used to design SQL queries to report on a database by connecting to data sources with appropriate credentials.


Toad by Dell Software is database application software that can be used to build, manage, maintain, query, report, and analyze data from multiple data sources including an Oracle Database by connecting with appropriate credentials.
Because each of these tools connects directly to the Banner database server, it is important that queries and population selections be written and/or approved by CUP’s data analyst staff. Inefficient, or bad, queries create a heavy burden on the system and can completely shut down or significantly impact the performance of the entire shared Banner database and user interface.

Data queries and the users executing them will be monitored regularly. Any user executing a query that negatively impacts the system may need to be immediately disconnected. The inefficient query must then be reviewed by the data team, and the user will be notified of the modifications that need to be made to improve the query. Multiple interventions of this type may result in the removal of access to all SQL reporting tools. If you would like to submit your request to the data team for review or to request a report please refer to the submission requirements at and email your detailed request to

The intent of this policy is to ensure that:
  • Inefficient queries are not taxing the system and causing delays or a shut down
  • The intentions for data queries are preserved and applied consistently
  • Common definitions for data fields are understood centralized and have a common source
  • Duplication of efforts are avoided (different departments can use the same query, for example)