Common Matching and Duplicate Resolution

1
Common Matching and Duplicate Resolution

• Dan Looby
• Valarie Mack
• Thomas Rose
• Georgia Institute of Technology

2
Session Rules of Etiquette

• Please turn off your cell phone/pager
• If you must leave the session early, please do so
  as discreetly as possible
• Please avoid side conversation during the session

Thank you for your cooperation!
3
Introduction

• The topics of discussion will be Duplicate
  Resolution and Common Matching.
• Most of the focus will be on Common Matching.

4
Duplicate Resolution

• What are duplicates?
• A person with two or more PIDMs (Person
  Identification Master).
• How are they created?
• These are created through the Banner forms or
  batch processing.
• How are they identified?
• Duplicates are found by SQL scripts and by
  individual Banner users.

5
Duplicate Resolution Cont.

• Number of SPRIDEN records
• SQLgt select count(distinct spriden_pidm) from
  spriden
• COUNT(DISTINCTSPRIDEN_PIDM)
• ---------------------------
• 1,418,187
• SQLgt select count(distinct spriden_pidm) from
  spriden
• where spriden_first_name 'John'
• and spriden_last_name 'Smith'
• COUNT(DISTINCTSPRIDEN_PIDM)
• ---------------------------
• 93

6
Duplicate Resolution Cont.

• Dan has been in charge of finding duplicates for
  as long as I have been at Georgia Tech (12
  years).
• Dan Looby runs SQL scripts on a daily basis to
  find potential duplicates.
• He monitors the users that create them. If this
  becomes a habit with a Banner user, Dan will
  notify that individual and their supervisor. The
  solution may be to give additional training in
  the use of the Common Matching form.
• We also have one person who is assigned the job
  of resolving duplicates.
• Gwen Kea-Holloway from our Registrars office
  resolves them.
• For complicated duplicates, the interaction of
  several departments may be necessary. (e.g.
  Undergraduate Admissions, Graduate Admissions,
  Financial Aid, and the Bursars office).

7
GUASYST System Identification
8
Common Matching - Overview

• Georgia Tech participated in alpha and beta
  testing of the Banner 7 software.
• Charlie Sheldon and Dan Looby traveled to
  Malvern, PA in February 2005 for two days of
  alpha testing.
• Banner 7 was loaded into our test system in March
  2005.
• We went live with Banner 7 labor day weekend of
  2005.
• We plan on going to Banner 7.3 on November 11,
  2006.
• Part of Sungard HEs multiple PIDM Prevention
  project.
• There are 17 places in Banner where you can
  create a SPRIDEN record.
• The common matching logic has been placed into an
  application programming interface (API).
• Used both in batch data load processes and online
  forms.
• Mandatory for batch processes (e.g. ACT/SAT/PSAT)
  and Web for Prospects.
• Optional for online enabled in GUAINST for
  everyone.
• However, can exempt individual users.

9
Common Matching-Overview Cont.

• Common Matching specifically affects the
  following forms in Student
• SPAIDEN (General Person Identification)
• SRAQUIK (Quick Recruit)
• SAAQUIK (Quick Entry)
• SRIPREL (Electronic Prospect Inquiry)
• SAAEAPS (Electronic Application Process)
• SHAEDIS (Online Transcripts Activity List)
• Please see the Common Matching Training Workbook
  (Release 7.1).
• Banner 7.0 Common Matching (CM) FAQ.
• Banner Student Release Guides 7.0 and 7.1.
• Banner General Release Guide 7.0.
• Improvements in the 7.3 Release.

10
Common MatchingSetup Forms used by the Common
Matching Entry Form (GOAMTCH)

• Form Description Banner Name
• Installation Controls GUAINST
• Common Matching Source Code Validation GTVCMSC
• Common Matching Source Rules GORCMSC
• Common Matching User Setup GORCMUS
• Common Matching Data Dictionary GORCMDD
• Common Matching Rules GORCMRL
• Name Translation Rules GORNAME
• Non-Person Name Translation Rules GORNPNM

11
Site Map

• SCT Banner
• General GENERAL
• System Functions/Administration GENSYS
• Common Matching GENMATCH
• Installation Controls GUAINST
• Non-Person Name Translation Rules GORNPNM
• Name Translation Rules GORNAME
• Common Matching Rules GORCMRL
• Common Matching Data Dictionary GORCMDD
• Common Matching User Setup GORCMUS
• Common Matching Source Code Validation GTVCMSC
• Common Matching Source Rules GORCMSC
• Common Matching Entry GOAMTCH

12
Common Matching Step1

• Implementing Common Matching is optional in
  Banner 7 for online forms (e.g. SPAIDEN and
  SRAQUIK).
• If you want to use Common Matching, you will need
  to check the Online Matching Process Enabled
  checkbox on the Installation Controls form
  (GUAINST).

13
GUAINST Installation Controls
14
Common Matching Step2

• Create the names and descriptions for the various
  matching sources you will use for online and
  batch processing in GTVCMSC - Common Matching
  Source Code Validation.

15
GTVCMSC Common Matching Source Code Validation
16
Common Matching Step3

• Set up default address, telephone, and email
  types in the Common Matching Source Rules Form
  (GORCMSC).
• Add Form names to the Common Matching Detail List.

17
GORCMSC Common Matching Source Rules
18
Common Matching Step4

• Assign the default online matching source code
  for your Banner users in GORCMUS - Common
  Matching User Setup form.
• You can also allow the them to use other matching
  sources.
• You can also exempt users from using Common
  Matching on this form by checking the Exclude
  User box.

19
GORCMUS Common Matching User Setup
20
Common Matching Step5

• Create your rules by selecting database fields
  from the Common Matching Data Dictionary
  GORCMDD for use in the GORCMRL form.
• To search by partial SSN, check the Allow
  Negative Length box. Change the length on
  GORCMRL and not here.

21
GORCMDD Common Matching Data Dictionary
22
Common Matching Step6

• Create your rules in GORCMRL - Common Matching
  Rules.
• You can use multiple rule sets for each matching
  source.
• The field names used in the rules come from
  GORCMDD Common Matching Data Dictionary.
• In 7.2 Last Name/Non-Person name is a required
  data element for Common Matching.

23
GORCMRLCommon Matching Rules
24
GORCMRLCommon Matching Rules
25
GORCMRLCommon Matching Rules
26
GORCMRLCommon Matching Rules
27
Common Matching Step7

• Create your nicknames in GORNAME Name
  Translation Rules. This form is very important
  in helping to prevent duplicates. Also, do the
  same in GORNPNM Non-Person Name Translation
  Rules.
• Dylan Kuhn from Colorado State has created a
  forum where you can find 2500 GORNAME entries.
  However, the site is down as of today
• http//bannerforum.colostate.edu/Default.aspx?gto
  picsf6

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GORNAME Name Translation Rules
29
GORNPNM Non-Person Name Translation Rules
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GOAMTCH Common Matching Entry

• The Common Matching form can update 5 tables at
  once
• SPRIDEN Identification record
• SPRADDR Address record
• SPBPERS Biographical record
• GOREMAL E-mail record
• SPRTELE Telephone record
• Wildcard characters do not work on GOAMTCH in 7.2
  just the matching rules.
• The matching rules look at prior names and all
  the addresses regardless of type.
• There are three results possible after running
  the Common Matching algorithm New, Match, or
  Potential Matches.

31
Click on Generate ID to get to the Common
Matching Entry Form
32
GOAMTCH after clicking on Generate ID.
33
GOAMTCH Common Matching Entry
34
GOAMTCH Details Button
35
Enhancements in Banner 7.3

• Common Matching Source Code Validation (GTVCMSC)
  Comment Field added.
• Common Matching Source Rules (GORCMSC)
  Transpose Month and Day on Birth Date. Transpose
  First and Last Name.
• Common Matching Entry (GOAMTCH) Will show one
  row per person.

36
7.3 Enhancements Cont.

• Common Matching Source Rules (GORCMSC)
• Allow alias wildcard use. Bet will match with
  Beth/Elizabeth from GORNAME.
• Option to prevent data load if address, telephone
  and or E-mail information is incomplete.
• Allow the address to show even if it does not
  match. Matching addresses will display first.

37
7.3 Enhancements Cont.

• Common Matching Data Dictionary (GORCMDD)
  Required Element column renamed Core Matching
  Element.
• Common Matching Entry (GOAMTCH) Last Name field
  is no longer required. You can search by SSN
  only.
• Common Matching Source Search (GOICMSS). This is
  a new form that displays all the matching sources
  and allows the quick update of matching rules.
• Additional enhancements please review the 7.3
  documentation.

38
Summary

• Common Matching should help to increase
  productivity, and hopefully, reduce the number of
  duplicates created.
• If duplicates are created, please feel free to
  contact Dan to obtain the scripts that he uses to
  find them.

39
Questions Answers
40
Thank You!

• Presenter(s) Dan Looby
• Valarie Mack
• Thomas Rose
• e-Mail dan.looby_at_oit.gatech.edu
• e-Mail val.mack_at_admission.gatech.edu
• e-Mail thomas.rose_at_admission.gatech.edu