2. One Solution to Duplicate Resolution Pacific University Forest Grove, OR

3. About Pacific University Pacific University Oregon (Ory-gun) – Founded in 1849 for Oregon Trail Orphans – Small, private university with campuses in Forest Grove, Hillsboro and Eugene, Oregon – 4 Colleges; Arts & Sciences, Optometry, Education, Health Professions – 3,200 FTE, Undergraduate & Professional, split 50/50 – Colleague since 1993, ODS 2008, Recruiter 2011. – Mascot is Boxer, a Chinese qilin (dog-dragon )

4. IDENTIFICATION… Notification is received from one of the university departments that they’ve found what appears to be a duplicate Record the Name(s) and Colleague ID(s) on a spreadsheet for reference Check with all departments to get a consensus of which record to retain, and which gets merged into that record

5. Custom Report Run the custom process (XIT4) to allow side-by-side comparison of data that exists for BOTH records Front-end screen asks for the two Colleague ID’s to compare…

6. Front-End Screen…

7. Send it to the HOLD file (or print)

8. Status page to ‘Finish’

10. The more data… the more pages Now that you have your comparison output – now get to work Select the record-to-retain We have Documentation detailing step-by-step what to do if the duplicate (or the record to retain) has data associated with an entity

11. ACTION TO TAKE… disclaimer THIS DOCUMENTATION IS BASED ON THE BEST OF CURRENT INFORMATION AVAILABLE FOR ALL CIRCUMSTANCES OBSERVED TO DATE. PLEASE BE AWARE THAT THIS MAY NOT BE COMPREHENSIVE, AND CIRCUMSTANCES MAY ARISE THAT CANNOT BE FULLY ADDRESSED USING THIS DOCUMENTATION. PLEASE ADD TO IT AS NEEDED

12. … and RESOLVE So now you've chosen which record to keep and which record(s) to mark as duplicates. The rest is easy, right? Sure! Just follow these few… simple… steps: Resolve PIDB & other Account Information Name and Address Screen Other Demographic Data Institutions attended Screen Communications Management Data Applicant Information Non-Course/Test Information Residence Life Information Student Information Financial Aid Information Accounts Receivable Employment Information Staff Information Faculty Information Vendor Information… oh, and don’t forget RECRUITER!!!

13. Wiki Instructions

14. Some of the impacted entities; NAE ADSU IASU BIO DADD REL IHS STUDENT.PROGRAMS ACAD.LEVELS APPLICATIONS PERSON.ST FIN.AID VENDOR VOUCHER CHECKS EMPL

15. NAE… this isn’t one of the LONG ones… Origin/Date (both fields), Gender, Birth Date, etc. – If any of the records to be marked as a duplicate include data in these fields but this field is blank on the record to be retained, enter the data on the permanent record, and delete it from all others. On all records to be marked as duplicates, replace the last name with "Zzzzz" + the last name (example, Taylor would become Zzzzztaylor). When you hit enter, the system should prompt you at the bottom of the screen "Is this a Name Change (Y/N) “ Press 'N' and Enter. This will keep the system from retaining a history of the last name, and should also prevent the name appearing on most partial name lookups. The SSN should only be listed on the permanent record. If it is on a different record, make a note of the SSN, delete it from the duplicate record, and then add it to the permanent record (the system will not allow you to add the SSN to a record if it's still being used on another record). This date should only be on the permanent record, so enter it if necessary. Remove it from all other records. Any email address types other than PUN should exist only on the permanent record. Add those if necessary, and then delete them from all other records. PUN email address types will require conferral with the PIDB administrator. For additional information, see. Leave these as the system calculates them.

16. How DO you DO IT? Some data is addressed through UI – On IHS; Duplicate documents are deleted Missing entries are added to record-to- retain, then deleted from the duplicate ID MAILING record is removed at the colon prompt (or via PRG; very carefully)

17. The Secret is in the details… Each item on the previous slide is actually a link to a page of instructions on what to do – depending on what your report found For example, the NAE Screen includes instruction on what fields need to be addressed on the duplicate and added to the record to retain.

18. Verify… Run the custom process once you’ve done the cleanup to identify whether all merging is complete. The ‘duplicate’ should have nothing left in the report Set Privacy code in BIO to “Z”

19. Done Already? Easy! Questions?