How to query general person information. Last Updated: 22-Nov-2010
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1 How to query general person information
2 Table of Contents How to view, modify or create a person...3 How to view and modify existing records...4 How to create a new person record...5 How to view, add and update addresses...9 How to view an address How to add a new address How to update an address How to add emergency contact information Related forms and tasks Field descriptions for GYAADDR... 17
3 How to view, modify or create a person How to view, modify or create a person The Personal Information Form (GYAIDEN) allows users to add and maintain records of persons. Person records contain biographical data and other pieces of information that are the foundation of Banner. The value of the data you enter The record creation process is key to the functioning of all three Banner systems. Once you create a record of an applicant, a student, an employee, or another recognized Banner type, name, birth date, Social Insurance Number and gender information can no longer be updated on this form. Any changes to these fields must be made centrally by the Human Resources (HR) or Enrolment Services offices. As such, the type of information and the way it is entered must rigorously adhere to accepted Banner standards in order to permit efficient use of the Banner/Minerva system as a whole. Required reading Please read about these data-entry standards with some illustrative examples in the following downloadable document: Ensuring data is discrete Whenever you set out to create a record in GYAIDEN, always execute a query to determine that the person does not already exist in the system. Duplicating records on Banner strongly affects ability of the database to function properly. Each person record created must be a single discrete entry. If not, users will not be certain which record to access or which record to modify, and at the very least doubles the data-entry workload. By querying for potential duplicates before creating a record, you protect against multiple records. If the person exists, then you can simply select the corresponding ID number to access the record. If the person does not exist, you can begin the process of creating a new record. What to remember 1. Following data entry standards when using GYAIDEN allows Banner to function more efficiently. 2. Performing exhaustive queries to find potential duplicates on Banner ensures clear and precise data systems. page 3 of 19
4 How to view and modify existing records How to view and modify existing records Accessing recorded information 1. Enter GYAIDEN in the Go To... field on the Main Menu or choose the Student FastTrack Menu > Registration FastTrack menu > Person Creation [GYAIDEN]. 2. Enter the ID for the record you wish to view. (The name will automatically appear). 3. Next Block to Current Information tab. Viewing or modifying information 4. Modify the values that you require and save your change. Press F10 or clicking Save button. Click on one of the Tabs to view or modify information about the address and the emergency contact. The values found in some fields may not be modified on this form. Special access is required to change SIN, gender, birth dates and names saved on record. page 4 of 19
5 How to create a new person record How to create a new person record Before you start Perform a query to ensure that information you enter does not duplicate existing records: On the GYAIDEN form click beside ID to search for the record, using the form GUIALTI. If the record appears on the system, select it in GUIALTI to bring the person s name and ID into GYAIDEN. Modify the record as described in Viewing and modifying information in How to view and modify existing records on page 2. Do not continue this procedure. If no corresponding records are retrieved from your search a new one can be created. Exit back to GYAIDEN. To create a new record, ensure that you have the following information: The person's last and first names, birth date, gender For employee records, other information (e.g. Social Insurance Number, marital status). Creating a record 1. From key block, click Generate ID. 2. Next Block to Current Identification. Enter the SIN if you are creating an employee. 3. If you possess the Permanent Code of the person you are creating, enter it into Search by Perm Code. Entering and saving biographical data 4. Unless you receive a warning that the Permanent Code is already in use, proceed to fill in the required field in this block: Last Name, First Name Birth Date Gender 5. Save. 6. Click on the Address tab and enter all required information: Address Type Address (Line1, 2, 3 as required) page 5 of 19
6 How to create a new person record City Nation (if Canada, include Province and Postal Code; if U.S.A., include State and ZIP) 7. Save. 8. Click on the Emergency Contact tab and enter: Priority: 1 and Relationship Contact Last Name and First Name. Address City Nation (if Canada, include Province and Postal Code; if U.S.A., include State and ZIP) Telephone number, if supplied. 9. Save page 6 of 19
7 How to create a new person record page 7 of 19
8 How to create a new person record page 8 of 19
9 How to view, add and update addresses How to view, add and update addresses Addresses for McGill staff are maintained in Banner. Students are responsible for maintaining their own address information in Minerva; students with a Campus address must send or a new Personal Data Form to have the Campus address updated in Banner. Updating records versus adding records In most cases, when you need to correct errors or to update to a new address, you simply overwrite the address. Examples: correcting an error in John Doe s permanent address, updating Jane Doe s campus address to another campus address. There are two notable exceptions: Updating permanent and mailing addresses These addresses are tracked over time. This means that when a staff member has a new permanent or mailing address, you should add a new record of the same type rather than overwriting the previous one. Changing a campus address to an external address These two address types are mutually exclusive, so you must end the campus address and add a new external address. To do this... Use the steps in... View addresses associated with a person How to view an address Add a new type of address for the person or Update a permanent or mailing address Correct errors in a current address or Update an address (except permanent or mailing) Enter the name and phone number of one or more persons to contact in an emergency How to add a new address How to update an address How to add emergency contact information page 9 of 19
10 How to view an address How to view an address 1. Enter GYAADDR in the Go To... field on the Main Menu, or select it in the General Fast Track Menu. The GYAADDR form is displayed. 2. Fill in the key block: a. Enter the person s complete ID, if known. or Click beside ID to search for the person, using the Person Search form (GUIALTI). Select the correct person in GUIALTI to bring the person s name and ID into the GYAADDR form. b. Check one of the following Address checkboxes: Leave the default (Current) to view only the current addresses for the person. Check All to view all current and past addresses for the person on Banner. page 10 of 19
11 How to view an address 3. Next Block to display the address information associated with the specified ID. 4. Use the scroll bar to scroll through the list of addresses. 5. To view another person s address, click Rollback and enter a new ID. page 11 of 19
12 How to add a new address How to add a new address Use this procedure when: Adding a new address type for the person. Examples: to add the first mailing or campus address for Jane Doe, or change a campus address to an external address. Updating a person s permanent address or mailing address. This allows McGill to track a person s permanent and mailing address over time. Updating a person s address from a campus address to an external one. These two address types are mutually exclusive, so you must end the campus address and add a new external address. Verify existing addresses 1. Verify whether an address of the same type already exists; use the scroll bar to scroll through the list of current addresses. If... Then... There is no current address of the same type There is an existing address of the same type which must be updated (other than permanent or mailing address) There is an existing permanent or mailing address which must be updated or An existing campus address which must be changed to an external address type Skip to step 2. Don t add a new address. Use the steps in How to update an address. Enter the last effective date for that address in the To Date field. You can either use the calendar or type it in DD-MON-YYYY format. Press <Tab> to go to the next field. Then, go to step 2. Add address information 1. Click the Insert Record icon. 2. Specify the Address Type: Enter the two-character address type code, such as PR for Permanent. or With the cursor in Address Type, click and select the appropriate code. page 12 of 19
13 How to add a new address 3. In the From Date field, enter the first effective date for the new address. If you entered an end date for the previous address in step 1 above, use the day after as the new effective From Date. 4. Enter the address information in Street Address, City, State or Province and ZIP or Postal Code. Use the formatting outlined in General Person Data Entry Standards at /minerva/documentation/data_entry_standards.pdf. Specify the apartment number in the second address line. Enter the province code if known, or select it from the List of Values. For the ZIP or Postal Code field, the List of Values only includes postal codes for internal campus addresses. 5. In Nation, you can enter either: The country name. Banner will convert it to the correct country code when you <Tab> out of the field. The 3-digit country code, if known. If the Autohint line advises you that Banner cannot find the specified country code, search for the correct code. With the cursor in Nation, click on icon. 6. In the Telephone Type field: If the number is an external one, enter REG in Telephone Type, or click on in Telephone Type to select another type. 7. In the Telephone field: In the first box, enter only the 3-digit area code; in the second, the 7-digit phone number with no spaces or hyphens; in the third, the extension, if any. These telephone fields have been increased to accommodate longer numbers. You can only enter or view one phone number in GYAADDR. To view or add any other phone numbers for the person, select Telephone - Employee (PPATELE) in Options menu. 8. To enter emergency contact information, click the Emergency Contact tab and use the steps in How to add emergency contact information on page 6. page 13 of 19
14 How to update an address How to update an address You can overwrite an existing address to correct errors or update to a new address. Note For errors in personal and mailing addresses, you can overwrite the erroneous address. However, when a person has a new permanent or mailing address, you should use the steps in How to add a new address. 1. Fill in the key block and click Next Block to view the address record. 2. Scroll through the list of addresses for the person to find the address type you need to correct. 3. Correct the information as required. 4. Save. page 14 of 19
15 How to add emergency contact information How to add emergency contact information 1. Access the GYAADDR form. 2. Click the Emergency Contact tab. 3. Enter the Priority in which the contact should be notified. Select the Relationship. 4. <Tab> to the next field, enter the contact s last name and <Tab> to the next field. 5. Continue in this fashion, adding first name and middle initial if known, the relationship to the employee or student and the contact s address. If the telephone number is international, enter it in the Telephone field as it now accommodates longer phone formats. Do not change the default Address Type EM for Emergency. 6. Save. 7. To add more emergency contacts, click Insert Record and repeat steps 3 to 6. page 15 of 19
16 Related forms and tasks Related forms and tasks Use this form... To do this... Telephone Numbers (PPATELE) ( Address) GOAEMAL System Identification (GUASYST) View or enter more phone numbers associated with the person. View or enter one or more addresses for the person. Find out the person s relationship(s) to McGill; i.e. whether the person is or was a McGill student, faculty, alumni, employee, vendor, etc. page 16 of 19
17 Field descriptions for GYAADDR Field descriptions for GYAADDR Main block field descriptions Item 1 ID Description 9-digit McGill identification number of the person. 2 Addresses Filters the address list. All Shows a list of all current and past addresses for the person. Current (default) Shows only the current version of each address type for the person. 3 From Date, To Date Beginning and end effective dates for the specified address. 4 Address Type The default is the current month and year. A 2-character code to specify the type of address, such as Permanent, Campus, Business (for vendors), and so on. 5 Sequence Number Display only. When more than one address of the same type is created, a new sequence number is automatically generated. 6 Street Line 1, 2, 3 7 City 8 State or Province 9 ZIP or Postal Code Enter up to 3 lines of 75 characters each, filling in the address or P.O. box. Use abbreviations whenever possible. Do not use periods, dashes, or special characters. For more information, see the formatting standards in General Person Data Entry Standards at is.mcgill.ca /minerva/documentation/data_entry_standards.pdf. Enter up to 50 characters. For International addresses which require state or province, include the city and state or province in this field. Example: Nanchang Jiangxi If the abbreviated city and state/province do not fit in this field, enter the city on the third line of Address and enter the state in City. A 2-character code for the province or U.S. state. When you <Tab> out of the field, any name you entered is converted to the 2-character code. Example: Quebec is converted to QC. Enter the zip code or postal code for the address. For McGill internal addresses, click on. 10 County Not used by McGill. page 17 of 19
18 Field descriptions for GYAADDR 11 Nation A 3-character code for the country, such as 000 (Canada). You can either enter the country name or code, or double-click to select from a list. When you <Tab> out of the field, any name entered is converted to the corresponding code. 12 Source Leave as is. 13 User The Banner user who entered the address information. Display only. 14 Activity Date Date the address was entered or updated. Display only. 15 Telephone Type Indicate the type of phone number. BUS External business CELL Cellular phone FAX Individual or business FAX INTL International phone number MCG McGill internal number REG (default) Regular non-mcgill number 16 Telephone The area code (6 digits), phone number (12 digits, no spaces or hyphens) and extension, if any, associated with the current address type. Example: For the permanent address type, enter the appropriate telephone number. For the work address, enter another phone number. If the phone number is an international one, enter it in one of the Street Line fields if there is not enough space. 18 Inactivate Address If checked, the address is inactive, i.e. indicates that mail sent to this address has been returned, and no new address information is available. Emergency Contact Information field descriptions Item 1 Priority 2 Contact Last, First, Middle names 3 Relationship Description A number to indicate the priority in which the contacts should be notified in an emergency. 1 Top priority First and last name of contact person are required; the middle name is optional. A code to indicate the relationship of the contact to the employee or student. Example: S for spouse. page 18 of 19
19 Field descriptions for GYAADDR 4 Address Type Press <Tab> to automatically fill in the default (EM, Emergency Contact). Display only. 5 Street Line 1, 2, 3 City, State or Province, ZIP or Postal Code Nation Three lines of 75 characters each. Enter the street address or P. O. box of the contact. At least one line is required. Note If the contact has an international phone number, enter it here instead of using the Telephone field, if this field is not large enough. 6 Telephone Area code (6 digits), number (7 digits, no spaces or hyphens) and extension, if any, for the emergency contact. This field has been expanded to accommodate North American and international number format.. page 19 of 19
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