UM Search/Match/Add Trigger: Determine if a person already exists in the myzou database before creating a new one.

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1 Department Responsibility/Role File Name Version v1.0 Document Generation Date 6/10/2007 Date Modified 6/10/2007 Last Changed by Status Final UM Search_Match_Add_BUSPROC_v1_0 Renee Riley UM Search/Match/Add Trigger: Determine if a person already exists in the myzou database before creating a new one. Concept Before you add a person to the database, you must conduct a thorough search to determine if the person already exists. This is crucial so as to prevent creating duplicate records. This is a shared database--just because the person has not been a prospect on your campus does not mean that they have not been interested in one of the other UM campuses or perhaps once worked for one of the campuses and may already be in the database. It is critical that each person be assigned only one EmplID and be in the database one time to avoid duplicate records. The Search/Match process allows you to search for a person using a variety of criteria, including full or partial first and last names, date of birth, gender, or combination thereof. Since each person in the database has a unique ID that carries with them throughout the database (including HR), Search/Match will retrieve possible duplicate records from anywhere in the system. Search/Match will also search through the name history file, finding possible matches based on name changes and different name types. Please note that the following training example uses UM System branding. Field(s) Search requires specific combination of fields Comments The search match function requires various combinations of search keys to determine if a person already exists. See topic for specific search key combinations. Page 1

2 Output - Results A determination will be made if a student exists with in the myzou database before creating a new student. Comments Additional Information This process is usually performed by the admissions staff as a student is initially created as a prospect (recruit) or an applicant. Page 2

3 Procedure UM Search/Match/Add > UM Search/Match/Add 1. Click the UM Search/Match/Add link. Page 3

4 2. Click the Add Application (UM) button. Page 4

5 3. Enter search criteria in the search fields. In order to conduct a successful search, you must enter appropriate search combinations. To see a list of the search combinations, click the Search UM Sync button. Page 5

6 4. This is a list of the appropriate search combinations. To return to the search fields, click the OK button. Note: The letter to the left of the search combination indicates the search level. Page 6

7 5. For this training example, enter "minor" into the * Last Name field. 6. And, enter "joe" into the * First Name field. 7. Click the Search UM Sync button. Page 7

8 8. If no match is found, this message will display. Click the OK button. 9. When no match is found, before adding the individual to the database, try searching using different search criteria such as the National ID. If still no match is found and it is determined that the individual is not in a database, use the NEW EmplID Buttons to add the individual to the database. Page 8

9 10. If a match is found, the search results will display below the search fields. Page 9

10 11. The ID tab displays the individual's personal identification information. Click the Carry ID button to record the individual's EmplID ID and carry it forward to another page. Note: The Source category displays the database in which the individual's information resides. Note: If you select the Carry ID button for a row that has data in a different database than your current database, when you open the prospect, application, or quick entry page the biographical details data automatically populates the pages. In order to retain this data in your current database, you must Save these pages. The biographical details carried over from other databases include: Date of Birth, Marital Status, Gender, Name, NID information, Permanent Phone, Permanent Address, Other , Visa/Permit, and Citizenship. Page 10

11 12. Click the Address Information tab. Page 11

12 13. The Address Information tab displays the individual's permanent address. 14. Click the Contact Info tab. Page 12

13 15. The Contact Info tab displays the individual's phone number and address. The phone number search order is LOC, PERM, MAIL, CELL, and BILL. 16. Click the Result Row s tab. Page 13

14 17. The Result Row s tab displays the actions that can be conducted by clicking one of the buttons. Note: All of the buttons will display even if the user does not have access to that particular component. Page 14

15 18. Click the Search/Match Level tab. 19. The Search/Match Level tab displays the level at which the search combination was matched. Page 15

16 20. If no match is found within the search results and it is determined that the individual is not in the database, proceed by using the NEW EmplID Buttons to add the individual to the database. Page 16

17 21. When exiting the UM Sync Search page you may receive this message, click the Cancel button. 22. End of Procedure. Page 17