THE NAE SCREEN (And Other Relevant Things) “ N ame and A ddress Entry”

The NAE screen is a very important and sensitive screen in Colleague. It is the primary screen used to enter new Person records into the Database. Therefore, it is very important that a User be well- trained in the use of NAE before being given Update Access to it. That training is the Goal of this presentation 2

You begin with an entry box which looks like this: You may access the NAE screen by entering NAE on the main Colleague menu. You will see this same Person Lookup box with many Colleague screens. When you see it, you have a number of choices of Person lookup, some of which are described in detail by clicking the Help Button. Or, you may be taken to it from other screens. 3

1.Colleague ID: This implies that the person is already in the database. It is the most direct way of accessing a person. 2.SSN: Again, the person must already be in the database. Be aware that SSN’s can be wrong. 3.Last name, a comma, and the person’s first name: OR first letter of their first name OR first letter of their middle name. 4.First name, followed by the last name (no comma) Looking up and Entering New People into Colleague Choices 3 and 4 are your only choices when entering a NEW person – one whose records do not yet exist in Colleague. However…….. 4 Use This Format!

Now, here begin the “cautions.” There have been hundreds of cases of persons existing in Colleague under two (or more) different ID’s – because someone was not careful to make certain that the persons’ records were not already in Colleague. Avoid at all costs entering duplicate people into Colleague. 5

If you don’t really know the person’s full name, then you can put one of the names in and get search results. Then you can research those choices to see if you can find the one you are looking for. On the example above, we entered the search term “Dummy”. You can search by last name, first name, birthdate, social security number, etc. If you find several possibilities and want to open more than one, choose those by placing a checkmark in the box next to the name, or enter the number of the records in the box below such as: 1,3 or 1-3 If you get many possibilities, you can also export to Excel to provide an easier way to search those records.

Enter the name of the person and click Search or hit the Enter key. Use the Magnifying glass icon to do an advanced search. For instance: when you have duplicate names and you need to compare addresses, or if you only know the town of this person. 7

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1.Enter Last Name, (comma), First OR Middle Initial This invokes the Partial Name Lookup Process in Colleague It makes no difference whether you includes spaces or periods after the initials. But it helps to try it with both the First Initial and the Middle Initial. 2. If you are uncertain of the spelling of a last name, invoke the Soundex feature by adding a “/” slash at the end of the name. For example: Potter/. This will find all people whose last name sounds remotely like “Potter” (Peter, Pedro, Poitier, etc) 3. Or, you may use #1 and #2 in combination; however, DO NOT spell out the first or middle name when using the /. Use ONLY the first initial of the First or Middle name. EX: Potter, C/ The Soundex feature also hunts for former names and maiden names Try all of these methods before you “give up” and add a new record 9

If there is no name in the database that sounds like the one you entered, you will receive a message box to that effect and you will be given the opportunity to add your person. But, if there are one or more similar names, you will be taken to a Resolution Screen as previously described (next slide). If one matches your entry, you simply choose the number of that record and enter it in the menu box at the bottom of the resolution screen and hit Enter But if none of them matches, enter the letter “A” in this same box to add the new record. 10

To choose this one, enter the number 110 in here and hit the Enter key, or check mark the box & click the Enter key. 11

Enter “A” here to add your entry if none match. A new record will be created 12

The Number of pages of names to look through 13

Demographic / Address Fields When entering a new person using the NAE screen, fill in as many of the “non-grayed-out” fields as you can (one exception to this) 1. Prefix (Mr. Mrs, Ms.) 7. Ethnic / Race 2. Phone # & Type 8. Origin and Date 3. SSN9. Address – we will 4. Gender (may fill discuss this more. itself In if you enter 10. Residency County & State Prefix) (don’t add the Country here) 5. Birth Date 6. Address Let’s look at some of these. 14

Prefix – Choices from the drop-down arrow 15

Telephone & Phone Type 16

SSN Gender (which may auto-populate) 17

Birth Date 18

Ethnic/Race fields New Ethnic Code Field and New Race Field* Old Race Code: If there is something in this field with the Ethnic and Race fields blank, leave them blank. When you click on the Ethnic down-arrow you will see the following choices. If the person marks “ Hispanic/Latino ” on his/her application, choose the HIS code and move on to or whatever is next. You are finished with Ethnic/Race. But, if the person chooses anything other than Hispanic/Latino, enter the NHS code in this box and move to the Race Box where your choices are: Choose as many of these race codes as apply and enter them in the Race box. 19

Additional Info Click Here to see new menu Here the X added to this field also shows that there is additional info. You can use this search icon to find that additional information. 20

Frequently, when you “save out” of an NAE screen, you will be taken to an Address Resolution screen (ADR), similar to the one shown in the next slide. This occurs because you have entered an address that already exists in Colleague – or that Colleague thinks is an existing address. This brings us to the second caution: Caution #2 Avoid at all costs entering duplicate address into Colleague. Address Resolution Screen - ADR 21

NOTE 22

The answer is – there should be only one incidence of “Building 80” at Camp Shelby in Colleague. But in fact, as you can see from the bottom of the previous screen, there are 7 pages of this same address. How did this happen? It happened because we were not properly trained to use this part of Colleague. Had we been properly trained, we would have been told that, when we enter an address, and a resolution screen appears with that same address, we should CHOOSE that address and not just hit Enter. Hitting Enter adds another copy of the same address. 23 There were once tens-of-thousands of duplicate addresses!