Evaluation Code 304 Wednesday, 10:30 am – 11:30 am March 31, 2004 Multiple PIDM Prevention Presented by: Steve Ikler Product Manager SCT Banner General and Technical Initiatives

Evaluation code 304 Introduction  Discuss recent enhancements and future plans to address the Multiple PIDM issue

Evaluation code 304 Topics of Discussion  What is a Multiple PIDM?  Causes  Solution  Recent Enhancements  SCT Banner 7.0 Common Matching  Post SCT Banner 7.0 Activities

Evaluation code 304 What is a Multiple PIDM?  Definition:  PIDM = Person Identification Master  A single entity (person or non-person) is assigned two or more internal identification records in SCT Banner (PIDMs)  A single entity is now treated as multiple entities  Since multiple names and IDs can be associated with a single PIDM in SCT Banner, each entity should have one and only one PIDM

Evaluation code 304 Causes of Multiple PIDMs  PIDMs get created multiple ways  Manually via forms  Batch data loads  Interfaces to external systems  People do the searches, and people are human  Batch data loads use rules – level of risk  External interfaces are not standard

Evaluation code 304 Solution  Need common logic for all ways PIDMs are created  Accomplished via APIs  Application programming interface  Set of methods through which an application exposes business logic and/or data  Consolidated business logic that makes SCT Banner "messaging enabled"  Common/callable insert, update, and delete logic  Enables code consolidation

Evaluation code 304 Solution  Basic Person APIs include:  Identification (SPRIDEN)  Biographic/Demographic (SPBPERS)  Address (SPRADDR)  Telephone Numbers (SPRTELE)  (GOREMAL)  Emergency Contacts (SPREMRG)

Evaluation code 304 Recent Enhancements  SSN/SIN Alternate ID Search Form (GUIALTI) – Release 5.4 (April 2002)  Allows users to search for a person or non-person ID when they know only the name, SSN/SIN, or date of birth  Can be accessed by direct access, function key, or Options List from key block of many SCT Banner forms  SSN/SIN/TFN History Form (GUITINH) – Release 5.5 (Sept. 2002)  Displays the history of a person’s (or non-person’s) SSNs – current and prior  Can query on an SSN to find all entities that have used that SSN and its history of changes

Evaluation code 304 Recent Enhancements  Who/When Original SPRIDEN Created – Release 6.1 (Sept. 2003)  Captures User ID of the person who created the SPRIDEN record and the Created Date  Database trigger to populate these fields  Populated on initial insert only; never changed  Displayed on IDEN forms in SCT Banner 7.0

Evaluation code 304 Common Matching A new process that will help prevent the creation of new multiple PIDMs

Evaluation code 304 Common Matching - Features  Rules-based algorithm to check for possible database matches before a new person (or non- person) record is inserted into SPRIDEN  Used in batch data load processes and on-line forms that create new person records (such as SPAIDEN)  Uses Basic Person APIs

Evaluation code 304 Common Matching - Features  Institutions can require searches to be performed before new records are inserted into the database  If record exists, users can optionally enhance existing data by inserting new information from new source (i.e. new address type, new type). Existing data is not overwritten  Alias tables  First and middle names  Non-person names (new)

Evaluation code 304 Common Matching – User Interface New window will be called from key block of IDEN forms when an ID is generated or an ID is entered that does not exist in SCT Banner  User will enter available information for name, address, telephone, DOB, SSN, etc.  Matching process will be called when record is saved  User can optionally execute at any time during data entry of person information  Institutions can define other forms to call for additional info when resolving potential matches

Evaluation code 304 Common Matching – Institutional Controls Option to use Common Matching process when creating a new record from IDEN forms (GUAINST)

Evaluation code 304 Common Matching – User Setup Option to exempt selected users from mandatory process

Evaluation code 304 Common Matching – Rules  Rules specific to data source  Can have separate rules for online vs. batch processing  Can use matching process for either persons or non-persons

Evaluation code 304 Common Matching – Rules  Multiple rules allowed  Online processing - only data elements available on Match Entry process window can be used  Rules assigned a priority number  Rules processed by priority number  Can choose which fields to match and what length to use

Evaluation code 304 Common Matching – Rules  Last Name/Non-Person Name required for all rules  Data Dictionary to be delivered with available data elements that may be used for Common Matching process  Can choose to match ‘x’ characters from beginning or end of field; allows last four characters of SSN/SIN to be used

Evaluation code 304 Data Dictionary

Evaluation code 304 Common Matching – Rules

Evaluation code 304 Alias Tables  Current Fin Aid and Student tables to be replaced by General tables  New form for first and middle names (GORNAME)  Hank = Henry  Becky = Rebecca  New form for non-person names (GORNPNM)  IBM = International Business Machines  FedEx = Federal Express

Evaluation code 304 Name Translation Form (GORNAME)

Evaluation code 304 Match Entry Process Window

Evaluation code 304 Match Results Block

Evaluation code 304 Match Results - New  Status is ‘New’ if no records match rules  If record is identified as New, General Person APIs are used for inserts to SPRIDEN, SPRADDR, SPRTELE, SPBPERS, GOREMAL  User is then returned to IDEN form  Before Saving, user can return to Match Entry Process window to enter more data

Evaluation code 304 Match Results - Match  Status is ‘Match’ if one and only one record matches rules  Data for matched PIDM is returned for review  Select or Exit With Value returns user to the first window of IDEN with the PIDM of the record selected  User can update Status to New after review of other data

Evaluation code 304 Match Results - Suspense  Status is ‘Suspense’ if some fields match but not all  Example: First name, last name match; DOB does not match  User can override the results by updating the status to New and calling the General Person APIs to insert the record

Evaluation code 304 Suspense Window

Evaluation code 304 Form Options  Details button used to access additional information  Additional forms setup on CM Source Code Rules (GORCMSC)  Allows the display of other forms in various functional areas for further research to resolve Suspense records and confirm matches  Accessed in query mode for selected PIDM

Evaluation code 304 Example Matching Rules  Rule #1  Last Name, Length of 4, Data required  First name, Length of 2, Data required  SSN, Length of 9, Data required  State, Length of 3, Data used if available  Rule #2  Last Name, Length of 4, Data required  First name, Length of 2, Data required  Birth day, Length of 2, Data used if available  Birth month, Length of 2, Data required  State, Length of 3, Data used if available

Evaluation code 304 Example Results  Three Suspense records returned on Rule 1  SSN not present on two records in SCT Banner  SSN different on one record in SCT Banner  All other fields in rule match  Match on Rule 2 because SSN not used in rule  All other fields in rule match to single record  Overall match status is Matched

Evaluation code 304 Post SCT Banner 7.0 Activities  User-definable name display options  Auto SSN search from ID fields  Tools to identify existing multiples  Tools to help consolidate data

Evaluation code 304 Summary  Common Matching used by online and batch processes  Can require users to perform matching or exempt specific users  Multiple rules by source of data  Can query secondary data

Evaluation code 304 Thank You! Steve Ikler

Evaluation code 304 SunGard, the SunGard logo, SCT, the SCT logo, and Banner, Campus Pipeline, Luminis, PowerCAMPUS, SCT Matrix, SCT Plus, and SCT PocketRecruiter are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. All other trade names are trademarks or registered trademarks of their respective holders. © 2004 SunGard