Duplicate PIDM Panel Discussion

1. Session Number 7Duplicate PIDM Panel DiscussionCuesta Community College Lori McLain - System Administrator/Operator

2. Duplicate PIDM Panel Discussion • I learned about this program at Summit 2008 • Manhattan College employee Melvin Lasky created a Java application called Duplicate PIDM Management Program • http://www.manhattan.edu/summit2008 • Microsoft PowerPoint Presentation • Manhattan College Software Disclaimer • Walkthrough Instructions

3. Duplicate PIDM Panel Discussion • Features about the program • Java application written for Java 1.6 • It takes about 2 minutes to search for all tables on a PIDM • You can easily compare records for 2 people side by side • Must use a username and password that will have the Oracle privileges to SELECT ANY TABLE and UPDATE ANY TABLE • Look up by name, PIDM or Banner ID

4. Duplicate PIDM Panel Discussion • How are duplicate PIDM’s created? • Conversion – Multiple systems converted to one • If the user does not use/or understand the Common Matching process in Banner • Data loads from CCCAPPLY Applications or Financial Aid create suspense files that require human intervention to determine if the student has a “potential” match in the system

5. Duplicate PIDM Panel Discussion • Ways to eliminate or reduce duplicates PIDM’s • Fine tune your Common Matching Rules • Limit access to a few well- trained users to create new people and/or complete data loads • Meet monthly to go over the process and where the problems exist • Put some of the burden on the user creating the duplicates in the system • Inform all Banner users of the time involved to clean duplicates and the issues this creates for the student

6. Duplicate PIDM Panel Discussion • How to Identify duplicate people in Banner? • We use 2 types of Argos Reports • Possible SSN Duplicate Students • Possible Last Name/Birth Date Duplicate Students • Data on the report - PIDM, ID, SSN, Last Name, First Name, Birth Date, User and 3rd Party ID • Initial Review of Argos Report • Are both names close? (Matt/Matthew) • Are the birthdates close? • Are the SSN’s close?

7. Duplicate PIDM Panel Discussion • Use tables to further determine if the person is has a match • SATURN.SPRTELE – Telephone Table • SATURN.SPRADDR – Address Table • SATURN.SGASTDN – Student Base Table • SATURN.SORHSCH – High School • SATURN.SORLFOS/SATURN.SORLCUR - Major & Curriculum

8. Duplicate PIDM Panel Discussion • How to determine which PIDM to keep? • Which PIDM has Finance tables • Which PIDM has more tables • Which PIDM has used Luminis • Which PIDM has the most recent activity

9. Duplicate PIDM Panel Discussion • To Merge or Not to Merge? • I send the Argos data to A&R and let them know what PIDM I want to keep • A&R decides if the record should be merged • HR will decide the correct SSN if the person is a staff member (they require a copy of the SSN card)

10. Duplicate PIDM Panel Discussion • Example of Bio screen shot

11. Duplicate PIDM Panel Discussion • What if the duplicate person has Financial Aid Records? • I send the Argos Report information to F.A. and tell them which PIDM is the good one to keep • F.A. is responsible to review both PIDM’s move any F.A. information they need to keep from the bad PIDM to the good PIDM. • They respond telling me purge the bad PIDM • I purge the bad PIDM • They download the F.A. ISIR records again, this time they match to the good PIDM

12. Duplicate PIDM Panel Discussion • What if the bad PIDM has tables with sequence numbers • Example: Major and Curriculum • I copy the SGBSTDN table to the good PIDM • Send the information to A&R, they manually add the Major and Curriculum to the good PIDM • Tables must then be removed from the bad PIDM in the proper order • SORLFOS, SORLCUR, SGBSTDN

13. Duplicate PIDM Panel Discussion • Example of Parent/Child Relationship • Trying to delete SORLCUR before SORLFOS

14. Duplicate PIDM Panel Discussion • What do you do with any Finance Tables? • We were told by our finance consultant not to use any type of program to move finance records. • I send the information to our Cashier • They reverse the charges and/or payments on the bad PIDM and post them on the good PIDM • We change the SPRIDEN record last name to DO NOT USE, remove the b-date, SSN and other bio information (this was suggested by the finance consultant)

15. Duplicate PIDM Panel Discussion • What do you do with any Finance Tables? (cont.) • The only tables left on the bad PIDM are any Finance tables, SPRIDEN, SPBPERS and GOBSRID

16. Duplicate PIDM Panel Discussion • What if you have Luminis with GMAIL? • We are currently on version 3 for Luminis • Delete the bad record with Luminis Admin • Delete the bad GMAIL account with GMAIL Admin

17. Duplicate PIDM Panel Discussion • Functions allowed with Duplicate Program • Copy, Move, Delete

18. Duplicate PIDM Panel Discussion • Columns Tab – Allows Modifications to data

19. Duplicate PIDM Panel Discussion • Name Lookup Function

20. Duplicate PIDM Panel Discussion • Notes • When I spoke with the person from Manhattan College he said The College of St. Rose created an AJAX web-based application that sounded like another good solution. College of St. Rose presented their solution at Summit 09 • Cuesta has merged 2,526 records • Email me at lmclain@cuesta.edu if you need more information

21. Duplicate PIDM Panel Discussion These are my Notes on Order to copy or remove tables (these are most common tables): Order to copy SATURN.SPRTELE Telephone Table SATURN.SPRADDR Address Table SATURN.SPREMRG Emergency contact Repeating Table Order to copy SATURN.SGASTDN Student Base Table SATURN.SORLCUR Learner Curriculum Repeating Table SATURN.SORLFOS Learner curriculum field of study SATURN.SORCONT Contact between individual and Institution Repeating Table SATURN.SORINTS Outside Interests Repeating Table SATURN.SORFOLK Parent Information Repeating Table SATURN.SORHSCH Person Related High School Base Table SATURN.SGBUSER Student Institutional Reporting Requirements Table SATURN.SGRATT Student Attribute Repeating Table SATURN.SHRGCOL Grade Mailer Collector Table

22. Duplicate PIDM Panel Discussion Need to decide to copy or remove SATURN.GURMAIL Mail Table (if FA Preliminary you can remove) SATURN.SFRBTCH Batch Fee Assessment Collector Table GENERAL.GURHLOG Table to contain history records for each occurrence of a given column change to table SPBPERS GENERAL.GOREMAL Person E-mail repeating table Order to copy SATURN.SHTTRAN Transcript Request Temporary Table SATURN.SHRTTRM Institutional Course maintenance Term Header Repeating table SATURN.SHRTRIT Transfer Institution Repeating Record SATURN.SHRTRAM Attendance Period by Transfer Institution Repeating Tabl SATURN.SHRTGPA Term GPA Table SATURN.SHRTCKN Institutional Course Term Maintenance Repeating table SATURN.SHRTCKL Institutional Course maintenance Level Applied Repeating Table SATURN.SHRTCKG Institutional Courses Grade Repeating Table SATURN.SHRLGPA Level GPA Table SATURN.SHRGCOL Grade Mailer Collector Table

23. Duplicate PIDM Panel Discussion Order to copy SATURN.SRBRECR Recruiting Base Table SATURN.SRRRSRC Source of Recruit Repeating Table Order to Delete FAISMGR.ROBUSDF Financial Aid Application Table-ESAR Data FAISMGR.RCRLDS4 Financial Aid Application Table - Part 4 FAISMGR.RCRESAR Financial Aid Application Table - Part 3 FAISMGR.RCRAPP4 Financial Aid Application Table - Part 2 FAISMGR.RCRAPP3 Financial Aid Application Table - Part 1 FAISMGR.RCRAPPS Applicant Budget Component Table FAISMGR.RCRAPP1 Applicant Budget Table FAISMGR.RBRACMP Satisfactory Academic Progress Rules Table FAISMGR.RBBABUD Applicant Rquirements Table FAISMGR.RORSAPR Applicant Award Table

24. Duplicate PIDM Panel Discussion Order to Delete (Cont.) FAISMGR.RRRAREQ Applicant Award by Term Table FAISMGR.RPRAWRD Applicant status Table FAISMGR.RPRATRM Applicant Award by Term Table FAISMGR.RORSTAT Applicant Status Table Can Not Delete/Must use SQL FAISMGR.RORLOGM Data Log Activity Master Table (In SQL FAISMGR.RORLOGM look up by pidm, then FAISMGR.RORLOGD look up by session ID and logm_seq_no)

25. Duplicate PIDM Panel Discussion Final Tables GENERAL.GORRAC Person Race Table GENERAL.GORPAUD Third Party Access Audit Table GENERAL.GORIROL GORIROL - Institution Role Table GENERAL.GOBTPAC Third Party Access Table SATURN.SPBPERS Basic Person Base Table SATURN.SPRIDEN Person Identification/Name Repeating Table GENERAL.GOBSRID IMS Sourced ID Base Table (**if not deleted last it will come back)