ISRS Documentation and Training MnSCU Information Technology Services 2011 ISIR Load Incorporation of Duplicate Checking

ISRS Documentation and Training MnSCU Information Technology Services Overview of Changes Previously Minimal checking for duplicates No availability to correct errant records/data Now Runs through the Duplicate Checking process used by eApplication Provides a way to resolve possible duplicates Provides a way to correct errant records/data

ISRS Documentation and Training MnSCU Information Technology Services What Does This Mean for Me? The ISIR Record Processing report will now include the message ** Go to CM1150UG ** for instances of Possible Duplicates or Data Errors on incoming records. You will now access CM1150UG to process these records. To access this screen you need the new FA_04 security group. From the CM1150UG screen, you can access the needed screens to resolve Possible Duplicates or correct Data Errors.

ISRS Documentation and Training MnSCU Information Technology Services The Duplicate Checking Program First Name Last Name SSN Phone Number Zip Code Date of Birth The Duplicate Checking Program uses the following pieces of data to determine the duplicate probability score:

ISRS Documentation and Training MnSCU Information Technology Services Duplicate Checking Each piece of data has a “scoring weight” assigned to determine how much consideration a specific piece of data should be given in creating the confidence score Confidence Scoring Similarity Scoring Each part of the comparable records are broken into groupings or tokens. A token is a group of information within a data field separated by a space. Each token is then compared for matches.

ISRS Documentation and Training MnSCU Information Technology Services Confidence Scoring - Example Web Record:ISRS Record: Angela Rae HoffmanAngie Hoffman 23 W. 3 rd St.1545 N. 18 th Ave. Union City, IA 79002Sioux City, IA CONFIDENCE SCORING Name:Do we have First Name in both records? Yes =.10 pts. Do we have Middle Name in both records? No = 0 pts Do we have last name in both records? Yes =.15 pts. Address:Do we have street 1 in both records? Yes =.04 pts Do we have street 2 in both records? No = 0 pts. Do we have City in both records? Yes =.04 pts. Do we have State in both records? Yes =.04 pts. Do we have Zip in both records? Yes =.04 pts Do we have Zip-suffix in both records? No = 0 pts. Phone:Do we have telephone in both records? No = 0 pts. SSN:Do we have SSN in both records? No = 0 pts Birth Date: Do we have birth date in both records? No = 0 pts. TOTAL CONFIDENCE POINTS =.41 or 41%

ISRS Documentation and Training MnSCU Information Technology Services Similarity Scoring - Example Web Record:ISRS Record:Similarity Scoring: Angela Rae Hoffman Angie Hoffman9 characters out of W. 3rd St.1545 N. 18th Ave.0 tokens out of 4 tokens. Union City, IA 79002Sioux City, IA characters out of Not compared Similarity Percentage 19 matches out of 32 characters/tokens compared matched. Similarity Percentage is 59.4% Once the records are converted, each segment of each category is compared character by character and each street address is compared token by token.

ISRS Documentation and Training MnSCU Information Technology Services Generating a Final Score After both the confidence scoring and similarity percentage are figured, the results are run through this logarithm: Score=similarity*(log10(100*conf+10)-log10(11)) In our example, it would work like this: Score =.59*(log10(100*.41+10) – log10(11)) for a final Duplicate Checking Score of 38.94

ISRS Documentation and Training MnSCU Information Technology Services What Does the Score Mean? ScoreResult Less than 30No Match. New record is created in ISRS Possible duplicates. Record is not added, must be resolved on the Duplicate Resolution screen Highly probability match. The existing ISRS record which is a highly probable match is updated with the incoming information. In our example, Angela Rae Hoffman scored and would show up as a possible duplicate to be resolved through intervention by using CM1150UG.

ISRS Documentation and Training MnSCU Information Technology Services New ISIR Record Processing Messages

ISRS Documentation and Training MnSCU Information Technology Services Incoming Data View Screen Input Source: Financial Aid Date/Time Fields: Enter date and time range to include the ISIR Load run times Select Button: Click to select incoming data for the time range entered Maint Buttons: Takes you to the correct screen to make corrections and process the incoming data record **Security Needed: FA_04 CM1150UG * Register for an upcoming training session for complete details on using this screen *

ISRS Documentation and Training MnSCU Information Technology Services Who Should Have Security to CM1150UG? Those using CM1150UG should have full understanding of maintaining Core Person Data and the ISIR Load. At least two people should be granted FA_04 security. There is no limit to the number of staff who can have this security. Have time to process errors and corrections on a regular schedule.

ISRS Documentation and Training MnSCU Information Technology Services How is FA_04 Security Granted? All security is now granted using the web-based Security Admin tool. Next Steps

ISRS Documentation and Training MnSCU Information Technology Services Next Steps Register for training! 4 identical sessions are scheduled. Registration will be open up to 30 minutes of the session start time. Thursday, April 28 ~ 10:30 AM Thursday, April 28 ~ 2:00 PM Friday, April 29 ~ 10:30 AM Monday, May 2 ~ 2:00 PM **The sessions will be recorded and posted after completion of the training sessions. Request Security!