1. CERN – European Organization for Nuclear Research Information Technology – Administrative Information Services Person Matching in the context of Oracle HR and External Registration Systems Nikolay Tsyganov IT-AIS-HR

2. CERN AIS What is it? Tool offers: Comparison of records from 2 personnel databases and identification of “lookalike” records using “fuzzy” search techniques

3. CERN AIS What is it? Tool objectives: Reduction of duplicates in CERN Oracle Human Resources database Delegation of data entry outside CERN Acceleration of person registration process

4. CERN AIS Create person Workflow for e-Recruitment Oracle HR e-RT Internet CV “Opened” system for outside “Restricted” system for CERN only

5. CERN AIS Why no automatic transfer to HR? Duplicates should be avoided at all cost in Oracle HR (there are implications in most AIS applications, cleaning takes about ½ day per case) but this is CERN’s interest only Authorized HR-user should make a motivated decision for creation new Person in Oracle HR Personnel data should follow strict rules (no accents, name as written on passport, etc) Data creation in Oracle HR must be done on an individual case basis by specialized users!

6. CERN AIS Why semi-automatic transfer to HR? Avoid data re-entry as it generates –Extra workload and time waste –Potential mistakes Easy to use even for unexperienced users (no need to learn Oracle HR interface)

7. CERN AIS Problem with search duplicates Last name can change (marriage) First name / last name mixed up Incomplete or incorrect data on any of 2 systems Different data formats (accents…) Typing mistakes happen often Different fields may have different “importance” (weight)

8. CERN AIS Person Matching Solution with Person Matching Oracle HR e-RT Internet CV “Opened” system for outside “Restricted” system for CERN only Get candidatesCreate person Match candidates Get possible duplicates

9. CERN AIS Basic workflow for e-RT Person Matching

10. CERN AIS How does it work ? Uses existing PL/SQL engine to search duplicates in Oracle HR CRN_DUP+RETRIEVE_DUPLICATES (already used by OHR, PIE, PAD etc) Person Matching integrates the PL/SQL engine with External Registration Systems (e-RT or others) and manages the workflow

11. CERN AIS Demonstration e-RT Person Matching

12. CERN AIS What has been done (visible) New functionalities added - restriction to specified jobs - selection of jobs from list or free-text - new combinations of searching - creation of private addresses in HR - time counters to monitor performance Optimized database repository to increase search speed (function based index, etc…) Many bugs fixed Web-design changed (slightly)

13. CERN AIS What has been done (underlying) Code refactoring (such as encapsulation of logic, replacing and renaming classes and methods, extraction of methods) Tools for audit (logging, page for statistics) Prepared to be used with other External Registration Systems Change of some database objects for better readability

14. CERN AIS Statistics > 12000 candidates in e-RT > 200 candidates in e-RT per week > 164 000 persons in Oracle HR For the last week on Person Matching > 265 persons have been checked > 75 persons created in Oracle HR > 190 persons matched with existing Estimated time saving: 45 sec instead of 3 minutes per person for an experienced user

15. CERN AIS What is next? Try to develop a common Pre-Registration Tool for –External Firm Staff (to be used by firms) –Users (to be used by institutes) Reuse Person Matching for –External Firm Staff Pre-Registration –Users Office Pre-Registration Improve PL/SQL engine for searching potential duplicates

16. CERN AIS