Data Merge

1. Visions Training Data Merge

2. What causes duplicates? • Staff entering client without checking for existing client in Visions • eHEAT data transfer – sometimes • Other data transfer - sometimes

3. Does every data transfer create duplicates? • No! • There is a Client Tracking Table in Visions that connects External Clients to Visions Clients • Visions uses that Tracking Table and the Dates of the Data to determine: • If a new client should be created • if existing Visions data should be updated • If the external data should be ignored

4. Does every data transfer create duplicates?

5. What creates a entry in the Client Tracking Table? • Data Transfer of an eHEAT client into Visions creates a Entry in the Table • Merging an eHEAT client with a Visions client creates a Entry in the Table

6. Client Tracking TableThe middle table links the data

7. John Jones found in table

8. John’s eHEAT record is newer so that updates the Visions record

9. The process moves to the next record

10. Fred Thompson found in table

11. Fred’s eHEAT record is newer so that updates the Visions record

12. The process moves to the next record

13. Sarah Smith not found in table

14. Sarah’s record is created in Visions

15. Sarah’s entry is created in the client tracking table

16. DocumentationAgency Admin System Section Guide

17. Pages - 9, 10, and 11

18. SystemLA \ Data Merge

19. Group By

20. Start by Grouping By LastName_FirstName_SSN_DOB

21. Start with Safer groupings • Group by LastName_FirstName_SSN_DOB is fairly safe IF you are merging the HOH. • Merging one member of one HH with one member of a different HH merges ALL members of each HH into ONE HH • eHEAT allows shared custody so the same child may show up in two different Households. • DO NOT MERGE a child who is in two households because of shared custody. • Mark the Customer records so you are alerted to Shared Custody. (Make the Middle Name Shared or Duplicate.)

22. Merge the safer and more obvious first • Group By • LastName_FirstName_SSN_DOB • LastName_FirstName_SSN • LastName_FirstName_DOB • And Merge the Head of Households from different HH • This brings members of the two HH into one HH • This ONLY merges the HOH and does not merge anyone else in that HH. There are still duplicates in that HH.

23. Merge the safer and more obvious first • Group By • LastName_FirstName_SSN_DOB • LastName_FirstName_SSN • LastName_FirstName_DOB • And Merge other members that are in the SAME HH

24. Run more than one Visions Session

25. What information is retained? • Blank data does not overwrite valid data • Data from the Dominant Record is retained • Family Contacts from the Dominant Record are retained • Addresses from the Dominant Record is retained • All Program Entry is merged into the Dominant Record

26. What keeps some records from being merged? • The same person cannot have “Active” Applications in the same Program in the same Operation Year so “Conflicting Applications” keep some records from being merged • Check for those Customers to be Entered into the Same Program in one Operation Year and Mark one Program Entry for Deletion • You may have to transfer some Program Activity by hand

27. Questions