1. MBUG 2018 Session Title: Managing and Merging Duplicate Records
Presented By: Reagan Kinard
Institution: Mississippi State University
September 10, 2018

2. Session Rules of Etiquette
Please turn off your cell phone
If you must leave the session early, please do so discreetly
Please avoid side conversation during the session

3. THE “12 STEP” DUPLICATE PROCESS

4. Step 1
When a possible duplicate is found, the information is sent/given to me.
This information typically includes –
Name
IDs

5. STEP 1: a possible duplicate is found

6. Step 2
I look at both records and decide if they are actually duplicates by comparing information such as–
SSN’s
Full Names
DOB’s
Addresses
Phone Numbers
Addresses
Degree Information
Employment Information
Etc.

7. Step 2 STEP 1: a possible duplicate is found
STEP 2: decide if the records are actually duplicates
Step 3
Step 4
Step 5
Step 6
Step 7
Step 8
Step 9
Step 10
Step 11
Step 12

8. Step 3
If the records are duplicates, I enter the information onto our duplicate spreadsheet. It looks like this -

9. Step 3 STEP 1: a possible duplicate is found
STEP 2: decide if the records are actually duplicates
STEP 3: if duplicates, enter information onto duplicate spreadsheet
Step 4
Step 5
Step 6
Step 7
Step 8
Step 9
Step 10
Step 11
Step 12

10. Spreadsheet Headers Date Initiated Banner ID One Banner ID Two
Banner ID Three
Good ID
Bad ID(s)
Donor Name
User Alert
Date Demographic & Biographical Info Cleared (Name(s) of Person(s) Responsible)
Date Gift Society Info Cleared (Name(s) of Person(s) Responsible)
Date Gift/Pledge Info Cleared (Name(s) of Person(s) Responsible)
Date Prospect Info Cleared (Name(s) of Person(s) Responsible)
Date Merge Completed (Name(s) of Person(s) Responsible)
Records Created By
Created Date
Process Created By
Notes

11. Spreadsheet Tips
Save the duplicate spreadsheet in a shared folder, so all departments can access the information
Save a COPY of the spreadsheet to your desktop/in the shared folder

12. Spreadsheet Tips Color Coding The “bad” ID has been deleted
The records need to be reviewed again
The “bad” ID has been sent to be deleted

13. Step 4
After the information is entered into the spreadsheet, I notify Gift Administration that these records have been added to the spreadsheet.

14. Step 4 STEP 1: a possible duplicate is found
STEP 2: decide if the records are actually duplicates
STEP 3: if duplicates, enter information onto duplicate spreadsheet
STEP 4: notify gift administration that the spreadsheet has been updated
Step 5
Step 6
Step 7
Step 8
Step 9
Step 10
Step 11
Step 12

15. Step 5 Gift Administration will determine which ID is the “good ID”.
They will then enter the “good” and “bad” IDs into their appropriate fields on the spreadsheet.
Once this is done, they will notify me of the “good” and “bad” IDs and that the spreadsheet has been updated.

16. Step 5 STEP 1: a possible duplicate is found
STEP 2: decide if the records are actually duplicates
STEP 3: if duplicates, enter information onto duplicate spreadsheet
STEP 4: notify gift administration that the spreadsheet has been updated
STEP 5: gift administration will determine the “good/bad” IDs, update the spreadsheet, and notify me once the spreadsheet has been updated
Step 6
Step 7
Step 8
Step 9
Step 10
Step 11
Step 12

17. Step 6
Once the good and bad IDs have been determined and the spreadsheet has been updated, I will notify the departments of –
Donor Relations
Prospect Research
Request that they move the information their department is responsible for from the “bad” ID to the “good” ID

18. Step 6 STEP 1: a possible duplicate is found
STEP 2: decide if the records are actually duplicates
STEP 3: if duplicates, enter information onto duplicate spreadsheet
STEP 4: notify gift administration that the spreadsheet has been updated
STEP 5: gift administration will determine the “good/bad” IDs, update the spreadsheet, and notify me once the spreadsheet has been updated
STEP 6: notify donor relations and prospect research of the “good” and “bad” IDs and request that they merge the information their department is responsible for
Step 7
Step 8
Step 9
Step 10
Step 11
Step 12

19. Step 7
Then, I inactive all of the addresses and phone numbers on the “bad” ID’s record.

20. Step 7 STEP 1: a possible duplicate is found
STEP 2: decide if the records are actually duplicates
STEP 3: if duplicates, enter information onto duplicate spreadsheet
STEP 4: notify gift administration that the spreadsheet has been updated
STEP 5: gift administration will determine the “good/bad” IDs, update the spreadsheet, and notify me once the spreadsheet has been updated
STEP 6: notify donor relations and prospect research of the “good” and “bad” IDs and request that they merge the information their department is responsible for
STEP 7: inactivate all addresses and phone numbers on the “bad” ID’s record
Step 8
Step 9
Step 10
Step 11
Step 12

21. Step 8
Next, I move all information from the “bad” ID’s record the “good” ID’s record in the following forms –
APAIDEN
APACONS/AOAORGN
APAADEG
APACHLD
APAEHIS
APAACTY
APAXREF
APACOMT
APANAME
APAMAIL
Xtender

22. Step 8 STEP 1: a possible duplicate is found
STEP 2: decide if the records are actually duplicates
STEP 3: if duplicates, enter information onto duplicate spreadsheet
STEP 4: notify gift administration that the spreadsheet has been updated
STEP 5: gift administration will determine the “good/bad” IDs, update the spreadsheet, and notify me once the spreadsheet has been updated
STEP 6: notify donor relations and prospect research of the “good” and “bad” IDs and request that they merge the information their department is responsible for
STEP 7: inactivate all addresses and phone numbers on the “bad” ID’s record
STEP 8: move all of my department’s information from the “bad” ID to the “good” ID in all necessary banner forms
Step 9
Step 10
Step 11
Step 12

23. Step 9
I also add a user alert (AUAALRT) for the “bad” ID with the following message –
“Do not use this record. This is a duplicate waiting to be deleted. The good id is …”
I also update the spreadsheet with an “X” in the “user alert” column to represent that all information has been moved to the “good” ID.

24. Step 9 STEP 1: a possible duplicate is found
STEP 2: decide if the records are actually duplicates
STEP 3: if duplicates, enter information onto duplicate spreadsheet
STEP 4: notify gift administration that the spreadsheet has been updated
STEP 5: gift administration will determine the “good/bad” IDs, update the spreadsheet, and notify me once the spreadsheet has been updated
STEP 6: notify donor relations and prospect research of the “good” and “bad” IDs and request that they merge the information their department is responsible for
STEP 7: inactivate all addresses and phone numbers on the “bad” ID’s record
STEP 8: move all of my department’s information from the “bad” ID to the “good” ID in all necessary banner forms
STEP 9: add a user alert in AUAALRT for the “bad” ID with a message that states not to use this record and update the spreadsheet with an “x” in the user alert column once this is complete
Step 10
Step 11
Step 12

25. Step 10
After Gift Administration, Prospect Research, and Donor Relations notify me that all of their information has been merged, they each update the spreadsheet in their respective field with the date the information was merged.
They will notify me once the spreadsheet has been updated.

26. Step 10 STEP 1: a possible duplicate is found
STEP 2: decide if the records are actually duplicates
STEP 3: if duplicates, enter information onto duplicate spreadsheet
STEP 4: notify gift administration that the spreadsheet has been updated
STEP 5: gift administration will determine the “good/bad” IDs, update the spreadsheet, and notify me once the spreadsheet has been updated
STEP 6: notify donor relations and prospect research of the “good” and “bad” IDs and request that they merge the information their department is responsible for
STEP 7: inactivate all addresses and phone numbers on the “bad” ID’s record
STEP 8: move all of my department’s information from the “bad” ID to the “good” ID in all necessary banner forms
STEP 9: add a user alert in AUAALRT for the “bad” ID with a message that states not to use this record and update the spreadsheet with an “x” in the user alert column once this is complete
STEP 10: after merging their department’s information. each department will update the spreadsheet by placing the date in their respective field and notify me once this is complete
Step 11
Step 12

27. Step 11
Once all of the information has been merged, I notify our Sr. Systems Analyst in the EIS (Enterprise Information Systems) department that the “bad” ID is ready to be deleted from Banner.

28. Step 11 STEP 1: a possible duplicate is found
STEP 2: decide if the records are actually duplicates
STEP 3: if duplicates, enter information onto duplicate spreadsheet
STEP 4: notify gift administration that the spreadsheet has been updated
STEP 5: gift administration will determine the “good/bad” IDs, update the spreadsheet, and notify me once the spreadsheet has been updated
STEP 6: notify donor relations and prospect research of the “good” and “bad” IDs and request that they merge the information their department is responsible for
STEP 7: inactivate all addresses and phone numbers on the “bad” ID’s record
STEP 8: move all of my department’s information from the “bad” ID to the “good” ID in all necessary banner forms
STEP 9: add a user alert in AUAALRT for the “bad” ID with a message that states not to use this record and update the spreadsheet with an “x” in the user alert column once this is complete
STEP 10: after merging their department’s information. each department will update the spreadsheet by placing the date in their respective field and notify me once this is complete
STEP 11: once all information has been merged, notify the sr. systems analyst in the EIS department that the “bad” ID is ready to be permanently deleted from banner
Step 12

29. Step 12
Our Sr. Systems Analyst notifies me when the “bad” ID has been deleted, and I update the spreadsheet.
I will notify the Data Management Coordinator once the “bad” ID has been deleted so that iModules and any other constituent management program can be updated.

30. Step 12 STEP 1: a possible duplicate is found
STEP 2: decide if the records are actually duplicates
STEP 3: if duplicates, enter information onto duplicate spreadsheet
STEP 4: notify gift administration that the spreadsheet has been updated
STEP 5: gift administration will determine the “good/bad” IDs, update the spreadsheet, and notify me once the spreadsheet has been updated
STEP 6: notify donor relations and prospect research of the “good” and “bad” IDs and request that they merge the information their department is responsible for
STEP 7: inactivate all addresses and phone numbers on the “bad” ID’s record
STEP 8: move all of my department’s information from the “bad” ID to the “good” ID in all necessary banner forms
STEP 9: add a user alert in AUAALRT for the “bad” ID with a message that states not to use this record and update the spreadsheet with an “x” in the user alert column once this is complete
STEP 10: after merging their department’s information. each department will update the spreadsheet by placing the date in their respective field and notify me once this is complete
STEP 11: once all information has been merged, notify the sr. systems analyst in the EIS department that the “bad” ID is ready to be permanently deleted from banner
STEP 12: the sr. systems analyst will notify me once the “bad” id has been deleted. I will notify the data management coordinator that the “bad” ID has been deleted so that iModules can be updated

31. RED FLAGS FOR DUPLICATES

32. RED FLAGS FOR DUPLICATES
No degree information in Banner, but person claims they earned a degree from your institution
Obituaries
Women (maiden/married names)
Spouses that have divorces and remarried other people

33. IMPORTANT REMINDERS

34. IMPORTANT REMINDERS Not all information on the “bad” ID is BAD!
Make sure all information is moved from the “bad” ID to the “good” ID, because once the record is deleted, the information is gone forever.
Use resources such as AlumniFinder, Google, LinkedIn, Facebook, etc. to assist in your search of ensuring that the records are actually duplicates.

35. THANK YOU!