1. XMerge – A Merge Utility for Colleague NWEUG 2014 Seattle U. Frank Yue fyue@tyteanalytics.com

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

3. NWEUG 2014 Seattle U. Is This You?

4. 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.

5. 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

6. 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

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

8. NWEUG 2014 Seattle U.  Review report and IDENTIFY potential duplicates. Solution - Identify NAM_DOEJOHNA STAFF-12345 STUDENT-12349 STUDENT-45678 DOE, JOHN A DOE, JOHN A DOE, JOHN A JR 19610401 19900614 123456789 987654321 123456789DUP NAM_SMITHJOHNJ STAFF-44444 STUDENT-55555SMITH, JOHN J19841223234567891DUP SSN_777777777 STAFF-666666 STUDENT-777777 VENDOR-888888 STUMEISTER, JANE H STUMEISTER, JANE H JANE STUMEISTER 19740229 777777777 777777777 777777777DUP

9. NWEUG 2014 Seattle U.  Compare similar records.  Identify which record to merge to. Solution - Identify TMR_REPORT: 01-01-2014 BIOGRAPHIC SECTION (Name) 0035009 Doe, Jane A ##/##/#### ###-##-#### WebMenu: 0035292 Doe, Jane A 09-10-1966 432-47-9844 WebMenu: STUDENT OTHER NAMES SECTION 0035009 User Name: Former: Nickname: 0035292 User Name: jdoe1234 Former: Smith Nickname: ADDRESS SECTION 0035009 H 12 Spot Lane Pleasantville,NY 10021 0035292 H 12 Spot Lane Pleasantville,NY 10021 PHONE SECTION 0035009 HO 212-555-1234 0035292 HO 212-555-1234 0035292 WO 972-555-9876

10. NWEUG 2014 Seattle U.  Compare similar records.  Identify which record to merge to. Solution - Identify Person ID: 0035009 ----------------------------------- ADDRESS 1 MRG APPLICANTS 1 MRG MAILING 1 MRG PERSON 1 MRG ----------------------------------- Person ID: 0035292 ----------------------------------- 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. NWEUG 2014 Seattle U. Conclusion XMerge…

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