7x Common Matching Gary M. Davis SunGard SCT Financial Aid Consultant

Session Goal The goal of this session is to provide you with information to set up and use the Common Matching process at your institution.

Agenda u Overview u Setup u Day-to-Day u Question and Answer

Overview Common Matching: u uses a rules-based algorithm to check for possible database matches before a new person or non-person is added to the system u replaces the existing algorithms from Financial Aid and Student with a centralized algorithm u rules can be created at the institution level, product level and event level

About the Process Institutions can: u require the matching process to be performed prior to new records being added, whether on- line or via batch load u define forms to call for additional info when resolving potential matches u exempt specific users from Common Matching u assign a specific rule to a user or allow specific users to select the rule(s) they will use

About the Forms u Common Matching is used in batch data load processes and online forms that are used to create new person and non-person records u For simplicity, we refer to “%IDEN” forms when discussing Common Matching for online forms

Objectives At the end of this section, you will be able to: u identify the control, rule, and validation forms applicable to Common Matching u establish Common Matching source codes for batch and online processing u assign Common Matching source codes to specific users u Define changed, obsolete, and new forms and processes continued on next slide

Objectives, Continued u establish rules for Common Matching source codes u select the type of records to compare for the Common Matching process u define default types for address, telephone, and u define aliases for persons and non-persons

General Control, Rule, and Validation Forms GUAINST Installation Controls GTVCMSC Common Matching Source Code Validation GORCMSC Common Matching Source Rules GORCMUS Common Matching User Setup GORCMDD Common Matching Data Dictionary GORCMRL Common Matching Rules GORNAME Name Translation Rules GORNPNM Non-Person Name Translation Rules

Installation Controls (GUAINST) u set up institutional controls u select whether to call the Common Matching Entry Form automatically when creating a new record from %IDEN forms n Online Matching Process Enabled checkbox

Common Matching Source Code Validation (GTVCMSC) u create the various source codes that may be used in Common Matching

Common Matching Source Rules (GORCMSC) u set up defaults to be used with a particular source code u indicate if the source code will be used for online matching u identify whether the source code will be used to match against person data and/or non-person data u specify forms to which the user can navigate for more info u assign default Address, Telephone, and types to the source code

Common Matching User Setup (GORCMUS) u assign a default online matching source code to a specific Banner user u specify whether users are allowed to choose from other matching source codes or if they are restricted to using the default u exempt selected users from the mandatory process

Common Matching Data Dictionary (GORCMDD) u use delivered data elements for the Common Matching process u add data elements to be used with package procedures developed by your institution

Common Matching Rules (GORCMRL) u create the matching rules and assign the specific database values which each rule will use in the matching algorithm u assign a priority to each rule u copy previously created rules u add specific procedures for matching components not within General SCT Banner tables

Name Translation Rules (GORNAME) u associate aliases for person names u used for first and middle names u delivered with data for common names u replaces RCRNAME and SOANAME

Non-Person Name Translation Rules (GORNPNM) u associate aliases with non-person names u delivered without seed data

Financial Aid New FormsRCRDTSR Data Source Rules Form ROIASIQ Applicant Status Inquiry Form Changed Forms RCRINFR Interface Data Matching Rules (Obsolete) RCRNAME First Name Translation Rules (Obsolete) RCRSUSP FA Suspended Records Maintenance Changed Processes RCPMTCH FA Dataload Part 2 RCRTP05 FA Dataload Part 3 ROPROLL New Year Roll

Data Source Rules Form (RCRDTSR) u Establishes the Common Matching Source Code and RCRTPxx parameter set to be used when processing records from the Financial Aid Suspended Record Maintenance Form (RCRSUSP) for each Data Source for the aid year u Must first set up the user parameter set on GJRJPRM & GJAPDFT

Applicant Status Inquiry Form (ROIASIQ) Used to assist in determining if: 1.Student had a prior aid application 2.Student has a record in Student 3.Student has a record in A/R

FA Changed Forms RCRINFRInterface Data Matching Rules n Obsolete RCRNAMEFirst Name Translation Rules n Obsolete RCRSUSPFA Suspended Records n Utilizes GOAMTCH for matching purposes n Allows individual record dataload

FA Changed Processes RCPMTCHFA Dataload Part II n Utilizes new Common Matching rules & procedures RCRTP05FA Dataload Part III n Can now be called for an individual student via RCRSUSP ROPROLLNew Year Roll n Removed and added roll of some fields

General & FA Setup Review 1.GUAINST 2.GTVCMSC 3.GORCMUS 4.GORCMDD 5.GORCMRL 6.GOATMTCH 7.GORNPNM 8.GORNAME 9.GJRJPRM 10.GJAPDFT 11.RCRDTSR

Finance Updates Changed FormsFOAIDEN Person Identification Form FTMAGCY Agency Code Maintenance Form FTMFMGR Financial Manager Maintenance Form FTMVEND Vendor Maintenance Obsolete FormsFOAPERS Finance General Person FOATELE Telephone Form - Finance

Student Updates ChangedSPAIDEN General Person SRAQUIK Quick Recruit SRIPREL Electronic Prospect Inquiry SAAQUIK Quick Entry SAAEAPS Electronic Application Process Form SHAEDIS Online Transcripts Activity List Form SOAIDEN Person Search SOAIDNS Person Search Detail Form SOAINFR Tape Interface Rules STVINFC Interface Validation Form SAAWADF Electronic Applicant Web Defaults STVPREL Electronic Prospect Validation

Student Updates Continued Obsolete Forms SOANAME First Name Translation Rules Form SAQMTCH Person Matching Form SRQMTCH Prospect Matching Form Changed Processes SRRSRIN Electronic Prospect Match SARETMT Electronic App Verify/Load Process

Day-to-Day Objectives At the end of this section, you will be able to: u execute the Common Matching algorithm when creating persons and non-persons u identify the results of the Common Matching process

Day-to-Day Process u Common Matching form can be called from key blocks of person/non-person data entry forms u Users may execute the common matching process during data entry of person information u If a matching record exists, users have the option to enhance existing data by inserting new information

Matching Status u Three possible results: n New n Match n Potential Match

Common Matching Entry (GOAMTCH) u determine whether an entity matches an existing record before it is entered into the database

Accessing GOAMTCH Can be called automatically from %IDEN forms, RCRSUSP (and others) based on: n Online Matching Process Enabled checkbox on GUAINST n Exclude User checkbox on GORCMUS n ID that does not exist or ID that is generated Can also be accessed from the Options menu while in the key block of %IDEN form or FTMVEND

Determining a Match u New n Click Create New – create a new PIDM u Match Tab n Select ID – select the record and carry it back to the key block of %IDEN form to continue updating n Update ID – update the %IDEN record with data from top block of GOAMTCH u Potential Match Tab n Details – review info on other forms identified in source code n Determine if person is new or a match; then select Create New, Select ID, or Update ID

Common Matching and Batch Loads u used for reviewing records which have been loaded to the temporary tables by a batch process u when using a form for reviewing data loaded by a batch process, GOAMTCH is called continued on next slide

Common Matching and Batch Loads, Continued Batch Processes u SARETMT u SRRSRIN u RCPMTCH Batch Process Review Forms u SAAEAPS u SRIPREL u RCRSUSP u SHAEDIS

Course Summary/Review As a result of this course, you have u identified the control, rule, and validation forms applicable to Common Matching u established Common Matching source codes for batch and online processing u assigned Common Matching source codes to specific users u established rules for Common Matching source codes continued on next slide

Course Summary/Review, Continued u selected the type of records to compare for the Common Matching process u defined default types for address, telephone, and when creating new person/non- person records u defined aliases for persons and non-persons u executed the Common Matching algorithm when creating persons and non-persons u identified the results of the Common Matching process

Things to Think About u How will Common Matching be implemented at this institution? n Who will be subjected to CM and to what extent? u Default rules u Select a rule u Exemptions n How many Source Code Rules do you need, and what data elements will they contain? u What data elements will be required? Who determines? Continued on next slide

Things to Think About…. n Who will be responsible? u for setting up and maintaining rules? u for assigning users to rules? u for training users in on-line matching and batch load matching?

Questions? Thank You! Gary M. Davis