XMerge – A Merge Utility for Colleague NWEUG 2014 Seattle U. Frank Yue

NWEUG 2014 Seattle U. Is This What Your Student Records Look Like?

NWEUG 2014 Seattle U. Is This You?

NWEUG 2014 Seattle U. The Problem of Duplication There is always data duplication Duplicate records cause financial, academic, and reporting issues Resolution is a very intensive manual process Resolution is not 100% effective! - People make mistakes. - Not all records can be corrected manually.

NWEUG 2014 Seattle U. Resolving the Data Duplication Issue A utility to IDENTIFY potential duplicate records based on user defined criteria A tool to MERGE the duplicate records identified

NWEUG 2014 Seattle U.  Tyte Dup Report (XTDR) IDENTIFIES potential duplicate records.  Automatically scans records and based on user defined criteria, analyzes the files, and produces a report to compare.  Mantains history of non-duplicate records. Solution - Identify

NWEUG 2014 Seattle U.  Compare multiple FIELDS in multiple FILES.  Apply varying algorithms and sensitivity. Solution - Identify

NWEUG 2014 Seattle U.  Review report and IDENTIFY potential duplicates. Solution - Identify NAM_DOEJOHNA STAFF STUDENT STUDENT DOE, JOHN A DOE, JOHN A DOE, JOHN A JR DUP NAM_SMITHJOHNJ STAFF STUDENT-55555SMITH, JOHN J DUP SSN_ STAFF STUDENT VENDOR STUMEISTER, JANE H STUMEISTER, JANE H JANE STUMEISTER DUP

NWEUG 2014 Seattle U.  Compare similar records.  Identify which record to merge to. Solution - Identify TMR_REPORT: BIOGRAPHIC SECTION (Name) Doe, Jane A ##/##/#### ###-##-#### WebMenu: Doe, Jane A WebMenu: STUDENT OTHER NAMES SECTION User Name: Former: Nickname: User Name: jdoe1234 Former: Smith Nickname: ADDRESS SECTION H 12 Spot Lane Pleasantville,NY H 12 Spot Lane Pleasantville,NY PHONE SECTION HO HO WO

NWEUG 2014 Seattle U.  Compare similar records.  Identify which record to merge to. Solution - Identify Person ID: ADDRESS 1 MRG APPLICANTS 1 MRG MAILING 1 MRG PERSON 1 MRG Person ID: ACAD.CREDENTIALS 1 MRG ADDRESS 2 MRG APPLICANTS 1 MRG AR.ACCTS 1 AR.INVOICES 30 AR.PAYMENTS 16 FIN.AID 1 ISIR.FAFSA 8 ISIR.NSLDS 1 MAILING 1 MRG PERSON 1 MRG PERSON.AR 1 PERSON.ST 1 MRG ST.GE.WORK 1 STUDENT.ACAD.CRED 36 MRG …and 12 more files that can be merged

NWEUG 2014 Seattle U. Tyte XMerge  MERGE records in multiple files based on the IDENTIFIED duplicate entries.  A programmatic method for consistently merging duplicate records. Solution - Merge

NWEUG 2014 Seattle U.  Tyte XMerge takes the duplicate entries identified in Tyte Dup Report, identifies the files associated with the records, and merges the duplicate records into a single entry.  Every time a Tyte Xmerge report is run, all current Colleague files are searched, whether custom or delivered.  Tyte Xmerge supports all Colleague defined file tables whether Ellucian or custom. Solution - Merge

NWEUG 2014 Seattle U.  ACAD.CREDENTIALS  ADDRESS  APPLICANTS  APPLICATIONS  INSTITUTIONS.ATTEND  MAILING  PERSON  PERSON.ST  REG.PRIORITIES Solution - Merge  STUDENT.ACAD.CRED  STUDENT.ACAD.LEVELS  STUDENT.COURSE.SEC  STUDENT.HIATUS  STUDENT.PETITIONS  STUDENT.PROGRAMS  STUDENT.REMARKS  STUDENT.RESTRICTIONS  STUDENT.STANDINGS  STUDENT.TERMS  STUDENTS Files Supported

NWEUG 2014 Seattle U.  Support for single valued and multi-valued fields.  Keep, Replace, or Merge records for each field.  Support for linked data in multiple files.  Flag records to note that the records have been merged.  All merge actions are logged.  Snapshot of data made prior to merge in case recovery is necessary. Solution - Merge

NWEUG 2014 Seattle U.  IF T.SPOUSE = '' THEN  T.SPOUSE = M.SPOUSE  * Don't forget to update the SPOUSE, it would not be cool to leave this one off..  XUPD.SPOUSE = T.SPOUSE  END  IF T.NICKNAME = '' THEN T.NICKNAME = M.NICKNAME  IF T.ETHNIC = '' THEN T.ETHNIC = M.ETHNIC  IF T.PERSON.CHANGE.OPERATOR = '' THEN T.PERSON.CHANGE.OPERATOR = M.PERSON.CHANGE.OPERATOR  IF T.PERSON.CHANGE.DATE = '' THEN T.PERSON.CHANGE.DATE = M.PERSON.CHANGE.DATE  IF T.PERSON.ADD.DATE = '' THEN T.PERSON.ADD.DATE = M.PERSON.ADD.DATE  IF T.SUFFIX = '' THEN T.SUFFIX = M.SUFFIX  IF T.PERSON.NATIVE.LANGUAGE = '' THEN T.PERSON.NATIVE.LANGUAGE = M.PERSON.NATIVE.LANGUAGE  IF T.ANONYMOUS = '' THEN T.ANONYMOUS = M.ANONYMOUS  IF T.DECEASED.DATE = '' THEN T.DECEASED.DATE = M.DECEASED.DATE  IF T.BIRTH.NAME.LAST = '' THEN T.BIRTH.NAME.LAST = M.BIRTH.NAME.LAST  IF T.BIRTH.NAME.FIRST = '' THEN T.BIRTH.NAME.FIRST = M.BIRTH.NAME.FIRST  IF T.BIRTH.NAME.MIDDLE = '' THEN T.BIRTH.NAME.MIDDLE = M.BIRTH.NAME.MIDDLE Solution - Merge Sample Merge Code

NWEUG 2014 Seattle U.  Tyte Professional Services can add support for any file table within Colleague.  New file tables are being continually added to the base XMerge package (as consensus allows). Solution - Services

NWEUG 2014 Seattle U.  IDENTIFY and MERGE  Flexible – compare multiple fields with flexible criteria  Programmatic – Automate processes for ease of use  Consistent – Minimize human involvement  Auditable – Log changes and create a history Summary

NWEUG 2014 Seattle U. Conclusion XMerge…

NWEUG 2014 Seattle U.  NWEUG 2014 IT presentation  Presenter: Frank Yue   Fill out evaluation forms! Q&A? Merge Utility for PERSON Records and Related Files