Common Matching

Overview

Common Matching is a process that helps institutions create and manage basic person information. Basic person is a generic term that refers to people (persons) and companies (non-persons). Basic person information includes:

• Name/ID
• Address
• Telephone
• Email
• SSN/SIN/TIN
• Biographical information

The Common Matching process checks for existing person and company identification records before a new one is added to the database. Common Matching also provides a mechanism to add new records to the Banner database and update existing ones.

The Common Matching Entry form is the beginning step for all processes that create a new person or company in Banner. This includes new recruits, applicants, employees and venders. The primary forms that use Common Matching are the Person Identification form (FOAIDEN), the Agency Code Maintenance form (FTMAGCY), the Finance Manager Maintenance form (FTMFMGR), the Vendor Maintenance form (FTMVEND), the Identification form (PPAIDEN), the SOU Quick Application form (QUICKAPP), the General Person Identification form (SPAIDEN), the Quick Entry form (SAAQUIK), the Quick Recruit form (SRAQUIK), the Electronic Application Process form (SAAEAPS) and the Electronic Prospect Inquiry form (SRIPREL). Once the person or company is entered into Banner through the Common Matching Entry form, use the original form to enter any remaining data.

If there is an indication that the person or company being entered has been affiliated with SOU in the past (as a prior student, recruit, applicant, employee, vender, etc), further searching will be needed. In these cases, if the Common Matching Entry form does not find a match, do not automatically create a new record. The information in the Data Entry block can be adjusted for another search. Choose Block/Previous from the menu bar or use your mouse to go back and adjust the data. Another option is to go to the Person Search form (SOAIDEN) or the Non-Person Search form (SOACOMP) in the Options Menu to do further searches. Partial name searches can be done in the Person Search Form and the Non-Person Search form that cannot be done in the Common Matching Entry form.

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Accessing the Common Matching Entry Form from Banner

The Common Matching form (GOAMTCH) is located on the Common Matching menu. You may access the Common Matching Entry form from the Common Matching menu in Banner or by typing GOAMTCH into the Direct Access (Go To) box in Banner.

1. Log into Banner.
2. Open General menu.
3. Open Systems Functions/Administration menu.
4. Open Common Matching menu.
5. Select the Common Matching Entry form.

The Common Matching form is automatically called from another form when:

• An ID is entered that does not already exist
• The Generated icon is selected to create the next one-up ID
• The word GENERATED is entered in the ID field.

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Common Matching Entry Form (GOAMTCH)

The Common Matching Entry form is used to ensure the person or company being entered does not already exist in Banner. The information entered into the Common Matching Entry form will be inserted into the appropriate Banner forms if a match does not exist. If a match is found, data can be updated if it isn’t already in the existing record.

The Common Matching Entry form is divided into visible blocks of data separated by horizontal lines.

Key Block (Page 1 – Block 1):

The Key block contains information about what ID and what rule set is being used to do the matching. For all new person searches/creations, press the Generate ID button so GENERATED is entered into the ID field (if it isn’t already there). This will signal the matching process to create a generated ID when the new person or company is created. For non-person entries either enter GENERATED to have a generated ID created or enter a unique ID that does not already exist in Banner. The ID and Matching Source fields are required.

• ID: ID to match. Enter GENERATED for all new Person entries. For Non-Person entries, enter the calculated Vender, Third Party or Corporate ID number (i.e. T12345678, C12345678 or V12345678). Do not enter SSN, SIN or TIN in this field. The SSN, SIN or TIN needs to be entered in the next block.
• Generated ID: Button that when pressed will input GENERATED in the ID field. This button will not show if you get to the Common Matching Entry Form from another form.
• Matching Source: Common Matching Source Code. Select matching source code based on the type of record being entered. Choose Help/List from the menu bar for a list of valid codes.
  • PERSON_SEARCH: Primary matching source code for entering a person. This is the default for those who generally enter people into Banner.
  • NONPERSON_SEARCH: Matching source code for all non-person entries. i.e. Venders. This is the default for those who generally enter non-person records in Banner.
  • SOU_RECRUIT: Matching source code that works well with very common names like John Smith. Brings back less possible matches than PERSON_SEARCH. Do not use for searches on names that are not very common because it can narrow the matching process too much and miss finding true matches.
• View Comments: Button that will bring up comments about the rule selected. This is not currently being used.

Once you have entered the ID and a Matching Source, choose Block/Next from the menu bar to move to the Detail block or use your mouse to click into the Data Entry Block.

Data Entry Block (Page 1 – Block 2):

Enter all of the data you have available. Any data you input in this block will be loaded into the appropriate Banner forms when the new person or company record is created. Do not enter a wild card (%) in any of the fields. The Data Entry block contains the following information:

• Last Name: Last Name of Person.
• First Name: First Name of Person.
• Middle Name: Middle Name of Person.
• Address Type: Address Type. Choose Help/List from the menu bar for a list of valid codes. The address type is not used in the search but it is used for updating or creating records.
• Street 1: Street Line 1.
• Street 2: Street Line 2. Street Line 2 is not used in the search, but it is used for updating or creating records.
• Street 3: Street Line 3. Street Line 3 is not used in the search, but it is used for updating or creating records.
• City: City.
• State or Province: State or Province Code. Choose Help/List from the menu bar for a list of valid codes.
• ZIP or Postal Code: Zip or Postal Code. Choose Help/List from the menu bar for a list of valid codes. Note: If you enter zip code prior to city, state and county, it will automatically populate these fields.
• County: County Code. Choose Help/List from the menu bar for a list of valid codes.
• Nation: Nation Code. Choose Help/List from the menu bar for a list of valid codes.
• Non-Person Name: Non-Person name. Only used for non-person searches.
• SSN/SIN/TIN: Social Security Number, Social Insurance Number or Tax Identification Number.
• Birth Date – Day: Day of Birth (DD).
• Birth Date – Month: Month of Birth (MM).
• Birth Date – Year: Year of Birth (YYYY).
• Gender: Gender. Click on the arrow next to the Gender field to see list of valid codes.
• Telephone Type: Telephone Type. Choose Help/List from the menu bar for a list of valid codes. Telephone type is not used in the search but it is used for updating or creating records.
• Telephone: Telephone Area Code.
• Telephone: Telephone 7 digit Number.
• Telephone: Telephone Extension. Telephone Extension is not used in the search but it is used for updating or creating records.
• Email Type: Email Type. Choose Help/List from the menu bar for a list of valid codes. Email type is not used in the search but it is used for updating or creating records. Note: STDN and EMPL should never be used as these are system generated.
• Email: Email Address.

Once the above fields have been entered, choose File/Save from the menu bar to save the records or File/Exit from the menu bar to exit the form without saving the changes.

Match Tab (Page 1 – Block 3, Match Tab):

If a match is found this tab will be populated with what the rules believe is a match. Confirm it is a match before selecting or updating any of the record’s missing data. The Match tab contains the following information:

• ID: Current identification number. A ‘*’ indicates a changed ID.
• Name: Name.
• SSN/SIN/TIN: Social Security Number, Social Insurance Number or Tax Identification Number.
• Birth Date: Date of Birth.
• Gender: Gender.
• Matched Address: Address Type and Street Line 1. An * indicates an inactive address.
• Matched Address: Street Line 2.
• Matched Address: Street Line 3.
• Matched Address: City, State and ZIP or Postal Code.
• Matched Address: County and/or Nation.
• Telephone: Phone type and number.
• Email: Email type and address. An * indicates an inactive email address.
• All Addresses: List of all addresses for the matching person or company including Street line 1, City, State or Province and Zip or Postal Code.
• All Telephones: List of all telephones for the matching person or company including International Access, Area code, Number and Extension Code.
• All Emails: List of all E-mail addresses for the matching person or company including email type and address.

Potential Matches Tab (Page 1 – Block 3, Potential Matches Tab):

If potential matches are found this tab will be populated. Use the scrollbar or the down and up arrow keys to move through the potential match records. Determine if any of the records is a match. The Potential Matches tab contains the following information:

• ID: Current identification number. A ‘*’ indicates a changed ID.
• Name: Name.
• SSN/SIN/TIN: Social Security Number, Social Insurance Number or Tax Identification Number.
• Birth Date: Date of Birth.
• Gender: Gender.
• Matched or Hierarchical Address: Matched or hierarchical address for this match as defined by the matching rules.
• Telephone: Matched or hierarchical telephone for this match as defined by the matching rules.
• Email: Matched or hierarchical email address for this match as defined by the matching rules.

Data Entry Block Button Section

• Duplicate Check: Once you have entered all the data you have available in the Data Entry block, select this button to have the common matching process evaluate what has been entered against the matching rules. It will then take you to either the Match or Potential Match tab of the next block.
• Details: Select this button if Common Matching has found potential matches and additional research is needed to determine if any of them match the record you’re adding. A list of forms will appear, select one to access it. The following forms are included:
• • General Person Identification Form – SPAIDEN
  • Identification Form – PPAIDEN
  • Person Identification Form – FOAIDEN
  • SOU Quick Admissions Application – QUICKAPP
  • Quick Recruit – SRAQUIK
• Exiting the selected form will bring you back to the Common Matching form.
• View Comments: Select this button to view comments for the specific Matching Source being used. This is not currently being used.
• Select ID: Select this button if Common Matching has found an existing record that is a match for the one you are entering. This populates the form on which you were entering data with the existing Banner data for that person or company. You are automatically taken back to the original form and a new person or company record is not created.
• Update ID: Select this button if Common Matching has found a record that matches the one you’re entering and you have entered information in the Detail block that should be added to the existing record. This will only update data that doesn’t already exist. The record is changed, but a new person or company record is not created. For example, if Common Matching finds the person’s record but there is no billing address, and there is a billing address in the Data Entry block, selecting this button will add the billing address to the existing record. Note: Changes to a null Middle Name field on this form do not update the record. Use the appropriate “%IDEN” form (SPAIDEN, for example) to update a null middle name.
• Create New: Select this button if the Common Matching process does not return a record that matches the one you are entering, or if none of the potential matches that was returned matches the record you are entering. This creates a new person or company record in Banner. If biographical data, email address, telephone number, or complete address information has been entered in the Data Entry block, the corresponding records will be created. A popup box will display the ID, what records were created and what records were not created.

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Common Matching Results

There are three possible results using the Common Matching Entry form.

1. A match is found for the record (GOAMTCH). Common Matching has found one, and only one, Banner record that matches the record based on the rules. The record appears on the Match tab of the Common Matching Entry form. No message is shown before displaying the matched entry. Review the displayed data to see if the matched Banner record is the same as the one being entered.
   
   • If it is determined that the record found in the database as a match is the same as the one being entered, select the person or company as a Match (press the Select ID button) or update the record with additional information (press the Update ID button). Banner will not create a new person or company record. You can only update fields on an existing Banner record if they are null in the Banner database. If data already exists for those fields, they will not be overwritten. When the records are updated, a detailed status message is displayed in a pop-up window. If additional data needs to be entered for the person or company just updated, select the appropriate form from the Options Menu to enter the remaining data.
   • If it is determined that the record found as a match by the Matching Process is actually not a match and there is no indication the person or company has a prior affiliation with SOU, press the Create New button to create a new record. Banner will save all information entered to the appropriate forms. You will not need to enter the information again. When new records are created a detailed status message is displayed in a pop-up window. If additional data needs to be entered for the person or company just created, select the appropriate form from the Options Menu to enter the remaining data.
   • If it is determined that the record found as a match by the Matching Process is actually not a match, but there is an indication that the person or company being entered has been affiliated with SOU in the past, further searching is needed. The information in the Data Entry block can be adjusted for another search. Choose Block/Previous from the menu bar or use your mouse to go back to adjust the data. Another option is to go to the Person Search form (SOAIDEN) or the Non-Person Search form (SOACOMP) in the Options Menu to do further searches. Partial name searches can be done in the Person Search form and the Non-Person Search form that cannot be done in the Common Matching Entry form.
2. The record is new (GOAMTCH). No match has been found in Banner.
   • If no match has been found and there is no indication that the person or company being entered has been affiliated with SOU in the past, a new record will be created. The record will be created without any additional processing and Banner will create a new person or company record. Banner will save all information entered to the appropriate forms. You will not need to enter the information again. If there is any indication that the person or company has been affiliated with SOU in the past, select the No button and do some more searching. Otherwise, click the Yes button on the message to Create as New. When new records are created, a detailed status message is displayed in a pop-up window. If additional data needs to be entered for the person or company just created, select the appropriate form from the Options Menu to enter the remaining data.
   • If no match is found, but there is an indication that the person or company being entered has been affiliated with SOU in the past, further searching is needed. The information in the Data Entry block can be adjusted for another search. Choose Block/Previous from the menu bar or use your mouse to go back to adjust the data. Another option is to go to the Person Search form (SOAIDEN) or the Non-Person Search form (SOACOMP) in the Options Menu to do further searches. Partial name searches can be done in the Person Search Form and the Non-Person Search Form that cannot be done in the Common Matching Entry form.
3. Potential matches are found (GOAMTCH).

Common Matching has found at least one record where some of the fields identified in the rule match the record being entered, but not all. Potential Matches appear on the Potential Matches tab of the Common Matching Entry form. The number of potential matches found appears on the tab. The potential matches are listed in order by rule set, but can be sorted using the arrows above the ID or name columns. You may get a message or the potential matches may immediately display. Click OK if you get the message to see the potential matches.

• Review each potential match to determine if one is, in fact, a match. The Rule Set Number on which it matched and details of why it matched display when the record is highlighted. If more information is needed about a specific potential match, press the Details button. A pop-up box will allow the selection of a form to go to for more information. When you exit that form, you will be returned to the Common Matching Entry form.
• If it is determined that one of the potential matches is the same as the one being entered, select the record as a match (press the Select ID button) or update it with additional information (press the Update ID button). Banner will not create a new person or company record. If the record is updated, existing data will not be overwritten. When records are updated, a detailed status message is displayed in a pop-up window. If additional data needs to be entered for the person or company just updated, select the appropriate form from the Options Menu to enter the remaining data.
• If it is determined that none of the potential matches is the same as the one being entered and there is no indication that one should exist in Banner, press the Create New button to create a new record. Banner will save all information entered to the appropriate forms. You will not need to enter the information again. When new records are created, a detailed status message is displayed in a pop-up window. If additional data needs to be entered for the person or company just created, select the appropriate form from the Options Menu to enter the remaining data.
• If it is determined that none of the potential matches are the same as the one being entered, but there is an indication that the person or company being entered has been affiliated with SOU in the past, further searching is needed. The information in the Data Entry block can be adjusted for another search. Choose Block/Previous from the menu bar or use your mouse to go back to adjust the data. Another option is to go to the Person Search form (SOAIDEN) or the Non-Person Search form (SOACOMP) in the Options Menu to do further searches. Partial name searches can be done in the Person Search form and the Non-Person Search form that cannot be done in the Common Matching Entry form.