1. Session Number 7 Duplicate PIDM Panel Discussion Cuesta Community College Lori McLain - System Administrator/Operator

2. Duplicate PIDM Panel Discussion
I learned about this program at Summit 2008
Manhattan College employee Melvin Lasky created a Java application called Duplicate PIDM Management Program
Microsoft PowerPoint Presentation
Manhattan College Software Disclaimer
Walkthrough Instructions

3. Duplicate PIDM Panel Discussion
Features about the program
Java application written for Java 1.6
It takes about 2 minutes to search for all tables on a PIDM
You can easily compare records for 2 people side by side
Must use a username and password that will have the Oracle privileges to SELECT ANY TABLE and UPDATE ANY TABLE
Look up by name, PIDM or Banner ID

4. Duplicate PIDM Panel Discussion
How are duplicate PIDM’s created?
Conversion – Multiple systems converted to one
If the user does not use/or understand the Common Matching process in Banner
Data loads from CCCAPPLY Applications or Financial Aid create suspense files that require human intervention to determine if the student has a “potential” match in the system

5. Duplicate PIDM Panel Discussion
Ways to eliminate or reduce duplicates PIDM’s
Fine tune your Common Matching Rules
Limit access to a few well- trained users to create new people and/or complete data loads
Meet monthly to go over the process and where the problems exist
Put some of the burden on the user creating the duplicates in the system
Inform all Banner users of the time involved to clean duplicates and the issues this creates for the student

6. Duplicate PIDM Panel Discussion
How to Identify duplicate people in Banner?
We use 2 types of Argos Reports
Possible SSN Duplicate Students
Possible Last Name/Birth Date Duplicate Students
Data on the report - PIDM, ID, SSN, Last Name, First Name, Birth Date, User and 3rd Party ID
Initial Review of Argos Report
Are both names close? (Matt/Matthew)
Are the birthdates close?
Are the SSN’s close?

7. Duplicate PIDM Panel Discussion
Use tables to further determine if the person is has a match
SATURN.SPRTELE – Telephone Table
SATURN.SPRADDR – Address Table
SATURN.SGASTDN – Student Base Table
SATURN.SORHSCH – High School
SATURN.SORLFOS/SATURN.SORLCUR - Major & Curriculum

8. Duplicate PIDM Panel Discussion
How to determine which PIDM to keep?
Which PIDM has Finance tables
Which PIDM has more tables
Which PIDM has used Luminis
Which PIDM has the most recent activity

9. Duplicate PIDM Panel Discussion
To Merge or Not to Merge?
I send the Argos data to A&R and let them know what PIDM I want to keep
A&R decides if the record should be merged
HR will decide the correct SSN if the person is a staff member (they require a copy of the SSN card)

10. Duplicate PIDM Panel Discussion
Example of Bio screen shot

11. Duplicate PIDM Panel Discussion
What if the duplicate person has Financial Aid Records?
I send the Argos Report information to F.A. and tell them which PIDM is the good one to keep
F.A. is responsible to review both PIDM’s move any F.A. information they need to keep from the bad PIDM to the good PIDM.
They respond telling me purge the bad PIDM
I purge the bad PIDM
They download the F.A. ISIR records again, this time they match to the good PIDM

12. Duplicate PIDM Panel Discussion
What if the bad PIDM has tables with sequence numbers
Example: Major and Curriculum
I copy the SGBSTDN table to the good PIDM
Send the information to A&R, they manually add the Major and Curriculum to the good PIDM
Tables must then be removed from the bad PIDM in the proper order
SORLFOS, SORLCUR, SGBSTDN

13. Duplicate PIDM Panel Discussion
Example of Parent/Child Relationship
Trying to delete SORLCUR before SORLFOS

14. Duplicate PIDM Panel Discussion
What do you do with any Finance Tables?
We were told by our finance consultant not to use any type of program to move finance records.
I send the information to our Cashier
They reverse the charges and/or payments on the bad PIDM and post them on the good PIDM
We change the SPRIDEN record last name to DO NOT USE, remove the b-date, SSN and other bio information (this was suggested by the finance consultant)

15. Duplicate PIDM Panel Discussion
What do you do with any Finance Tables? (cont.)
The only tables left on the bad PIDM are any Finance tables, SPRIDEN, SPBPERS and GOBSRID

16. Duplicate PIDM Panel Discussion
What if you have Luminis with GMAIL?
We are currently on version 3 for Luminis
Delete the bad record with Luminis Admin
Delete the bad GMAIL account with GMAIL Admin

17. Duplicate PIDM Panel Discussion
Functions allowed with Duplicate Program
Copy, Move, Delete

18. Duplicate PIDM Panel Discussion
Columns Tab – Allows Modifications to data

19. Duplicate PIDM Panel Discussion
Name Lookup Function

20. Duplicate PIDM Panel Discussion
Notes
When I spoke with the person from Manhattan College he said The College of St. Rose created an AJAX web-based application that sounded like another good solution. College of St. Rose presented their solution at Summit 09
Cuesta has merged 2,526 records
me at if you need more information

21. Duplicate PIDM Panel Discussion
These are my Notes on Order to copy or remove tables (these are most common tables):
Order to copy
SATURN.SPRTELE Telephone Table
SATURN.SPRADDR Address Table
SATURN.SPREMRG Emergency contact Repeating Table
SATURN.SGASTDN Student Base Table
SATURN.SORLCUR Learner Curriculum Repeating Table
SATURN.SORLFOS Learner curriculum field of study
SATURN.SORCONT Contact between individual and Institution Repeating Table
SATURN.SORINTS Outside Interests Repeating Table
SATURN.SORFOLK Parent Information Repeating Table
SATURN.SORHSCH Person Related High School Base Table
SATURN.SGBUSER Student Institutional Reporting Requirements Table
SATURN.SGRATT Student Attribute Repeating Table
SATURN.SHRGCOL Grade Mailer Collector Table

22. Duplicate PIDM Panel Discussion
Need to decide to copy or remove
SATURN.GURMAIL Mail Table (if FA Preliminary you can remove)
SATURN.SFRBTCH Batch Fee Assessment Collector Table
GENERAL.GURHLOG Table to contain history records for each occurrence of a given column change to table SPBPERS
GENERAL.GOREMAL Person repeating table
Order to copy
SATURN.SHTTRAN Transcript Request Temporary Table
SATURN.SHRTTRM Institutional Course maintenance Term Header Repeating table
SATURN.SHRTRIT Transfer Institution Repeating Record
SATURN.SHRTRAM Attendance Period by Transfer Institution Repeating Tabl
SATURN.SHRTGPA Term GPA Table
SATURN.SHRTCKN Institutional Course Term Maintenance Repeating table
SATURN.SHRTCKL Institutional Course maintenance Level Applied Repeating Table
SATURN.SHRTCKG Institutional Courses Grade Repeating Table
SATURN.SHRLGPA Level GPA Table
SATURN.SHRGCOL Grade Mailer Collector Table

23. Duplicate PIDM Panel Discussion
Order to copy
SATURN.SRBRECR Recruiting Base Table
SATURN.SRRRSRC Source of Recruit Repeating Table
Order to Delete
FAISMGR.ROBUSDF Financial Aid Application Table-ESAR Data
FAISMGR.RCRLDS4 Financial Aid Application Table - Part 4
FAISMGR.RCRESAR Financial Aid Application Table - Part 3
FAISMGR.RCRAPP4 Financial Aid Application Table - Part 2
FAISMGR.RCRAPP3 Financial Aid Application Table - Part 1
FAISMGR.RCRAPPS Applicant Budget Component Table
FAISMGR.RCRAPP1 Applicant Budget Table
FAISMGR.RBRACMP Satisfactory Academic Progress Rules Table
FAISMGR.RBBABUD Applicant Rquirements Table
FAISMGR.RORSAPR Applicant Award Table

24. Duplicate PIDM Panel Discussion
Order to Delete (Cont.)
FAISMGR.RRRAREQ Applicant Award by Term Table
FAISMGR.RPRAWRD Applicant status Table
FAISMGR.RPRATRM Applicant Award by Term Table
FAISMGR.RORSTAT Applicant Status Table
Can Not Delete/Must use SQL
FAISMGR.RORLOGM Data Log Activity Master Table
(In SQL FAISMGR.RORLOGM look up by pidm, then FAISMGR.RORLOGD
look up by session ID and logm_seq_no)

25. Duplicate PIDM Panel Discussion
Final Tables
GENERAL.GORRAC Person Race Table
GENERAL.GORPAUD Third Party Access Audit Table
GENERAL.GORIROL GORIROL - Institution Role Table
GENERAL.GOBTPAC Third Party Access Table
SATURN.SPBPERS Basic Person Base Table
SATURN.SPRIDEN Person Identification/Name Repeating Table
GENERAL.GOBSRID IMS Sourced ID Base Table (**if not deleted last it will come back)