Session Number 7 Duplicate PIDM Panel Discussion Cuesta Community College Lori McLain - System...

Session Number 7

Duplicate PIDM Panel DiscussionCuesta Community College Lori McLain - System Administrator/Operator

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

http://www.manhattan.edu/summit2008


• 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


• 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


• 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


• 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?


• 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


• 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


• 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)


• Example of Bio screen shot


• 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


• 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


• Example of Parent/Child Relationship- Trying to delete SORLCUR before SORLFOS


• 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)


• 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


• 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


• Functions allowed with Duplicate Program– Copy, Move, Delete


• Columns Tab – Allows Modifications to data


• Name Lookup Function


• 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 [email protected] if you need more

information

mailto:[email protected]


These are my Notes on Order to copy or remove tables (these are most common tables):Order to copy SATURN.SPRTELE Telephone TableSATURN.SPRADDR Address TableSATURN.SPREMRG Emergency contact Repeating Table

Order to copySATURN.SGASTDN Student Base TableSATURN.SORLCUR Learner Curriculum Repeating TableSATURN.SORLFOS Learner curriculum field of studySATURN.SORCONT Contact between individual and Institution Repeating TableSATURN.SORINTS Outside Interests Repeating TableSATURN.SORFOLK Parent Information Repeating TableSATURN.SORHSCH Person Related High School Base TableSATURN.SGBUSER Student Institutional Reporting Requirements TableSATURN.SGRATT Student Attribute Repeating TableSATURN.SHRGCOL Grade Mailer Collector Table


Need to decide to copy or removeSATURN.GURMAIL Mail Table (if FA Preliminary you can remove)SATURN.SFRBTCH Batch Fee Assessment Collector TableGENERAL.GURHLOG Table to contain history records for each occurrence of a given

column change to table SPBPERSGENERAL.GOREMAL Person E-mail repeating table

Order to copySATURN.SHTTRAN Transcript Request Temporary TableSATURN.SHRTTRM Institutional Course maintenance Term Header Repeating tableSATURN.SHRTRIT Transfer Institution Repeating RecordSATURN.SHRTRAM Attendance Period by Transfer Institution Repeating TablSATURN.SHRTGPA Term GPA TableSATURN.SHRTCKN Institutional Course Term Maintenance Repeating tableSATURN.SHRTCKL Institutional Course maintenance Level Applied Repeating TableSATURN.SHRTCKG Institutional Courses Grade Repeating TableSATURN.SHRLGPA Level GPA TableSATURN.SHRGCOL Grade Mailer Collector Table


Order to copySATURN.SRBRECR Recruiting Base TableSATURN.SRRRSRC Source of Recruit Repeating Table

Order to DeleteFAISMGR.ROBUSDF Financial Aid Application Table-ESAR DataFAISMGR.RCRLDS4 Financial Aid Application Table - Part 4FAISMGR.RCRESAR Financial Aid Application Table - Part 3FAISMGR.RCRAPP4 Financial Aid Application Table - Part 2FAISMGR.RCRAPP3 Financial Aid Application Table - Part 1FAISMGR.RCRAPPS Applicant Budget Component TableFAISMGR.RCRAPP1 Applicant Budget TableFAISMGR.RBRACMP Satisfactory Academic Progress Rules TableFAISMGR.RBBABUD Applicant Rquirements TableFAISMGR.RORSAPR Applicant Award Table


Order to Delete (Cont.)FAISMGR.RRRAREQ Applicant Award by Term TableFAISMGR.RPRAWRD Applicant status TableFAISMGR.RPRATRM Applicant Award by Term TableFAISMGR.RORSTAT Applicant Status Table

Can Not Delete/Must use SQLFAISMGR.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)


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

Session Number 7 Duplicate PIDM Panel Discussion Cuesta Community College Lori McLain - System...

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