Converting ‘Budget by Position’ Report to Excel for Analysis

To help you get started in analyzing your current budgets, you can use a report on the SAIS Report Web Called ‘Budget by Position’. This report will give you the position number, name, budget, and FTE paid out either by index or by org. By placing the report into Excel you can manipulate the information, use formulas, and have the ability to calculate changes.

Follow these steps to access the report and convert it:

1)Go to

2)Click on the link that says “Banner Application Switchboard” below the Banner Services and Applications heading.

3)Enter your Banner User ID and Password into the appropriate fields and click the ‘Login’ button.

4)From here, there is a link that says ‘Banner Reports v8.7”, click on the link.

5)On the dropdown menu to the left, click the dropdown arrow and select Finance Reports.

  • This will bring up a list of different reports to choose from. From this list, click on the link to the report ‘Budget by Position’
  • Once you have clicked on the link, you will be allowed to enter parameters. The current fiscal year should already appear. From here, enter either your Index or Org, depending on how you would like the report to appear. Click the Submit button when finished.
  • You will now see below an indication that the report is “Running…” under status. Click the Update My Listing button until the status indicates “Done”.
  • Under the column titled “Link”, you have 2 options. The first option will give you the report in PDF form. This option would be good if you want to save the report and send it in an email. The second option will give you the report in TXT form, which is the form that we want if we are going to move the data into Excel. So now click the TXT link to retrieve your report.

6)Now the process to move the report into Excel begins

  • Right click anywhere within the report screen and click on ‘Select All’. This will highlight your entire report.

  • Right click again and click on ‘Copy’ to create a copy of the entire report.
  • Open a new Excel spreadsheet and select cell A1.
  • Right click and click on ‘Paste’ to paste your report into the Excel spreadsheet.
  • The entire report will appear. Delete the informational rows at the top that include your user name, the name of the report, and the parameters that you used to produce the report.

  • Select all of column A by place your cursor over the letter A and clicking. This should highlight the whole column (this is currently where all of the data is sitting.
  • Click on the Data tab at the top of the spreadsheet and then select the ‘Text to Columns’ option.
  • In the next steps, you will do the following:
  • Select “Fixed Width” and then click the Next button
  • Here is where you create your column breaks. You can move them, create them, or delete them. Follow the directions in the box to do so and click the Next button
  • Change all of the columns except the columns containing numbers (budget and FTE) to text by clicking on the column and then, once it is selected, clicking on “Text” in the column data format box.
  • Click the Finish button.
  • Your data should now be separated into columns for you to manipulate and use as you need.

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