ISRS Documentation and Training MnSCU Information Technology Services

2011 ISIR Load

Incorporation of Duplicate Checking

ISRS Documentation and Training MnSCU Information Technology Services

Overview of Changes

Previously• Minimal checking for duplicates• No availability to correct errant records/data

Now• Runs through the Duplicate Checking process used

by eApplication• Provides a way to resolve possible duplicates• Provides a way to correct errant records/data

ISRS Documentation and Training MnSCU Information Technology Services

What Does This Mean for Me?

• The ISIR Record Processing report will now include the message ** Go to CM1150UG ** for instances of Possible Duplicates or Data Errors on incoming records.

• You will now access CM1150UG to process these records. To access this screen you need the new FA_04 security group.

• From the CM1150UG screen, you can access the needed screens to resolve Possible Duplicates or correct Data Errors.

ISRS Documentation and Training MnSCU Information Technology Services

The Duplicate Checking Program

• First Name • Last Name• SSN• Phone Number• Zip Code• Date of Birth

The Duplicate Checking Program uses the following pieces of data to determine the duplicate probability score:

ISRS Documentation and Training MnSCU Information Technology Services

Duplicate Checking

• Each piece of data has a “scoring weight” assigned to determine how much consideration a specific piece of data should be given in creating the confidence score

Confidence Scoring

Similarity Scoring

• Each part of the comparable records are broken into groupings or tokens. A token is a group of information within a data field separated by a space. Each token is then compared for matches.

ISRS Documentation and Training MnSCU Information Technology Services

Confidence Scoring - ExampleWeb Record: ISRS Record:

Angela Rae Hoffman Angie Hoffman

23 W. 3rd St. 1545 N. 18th Ave.

Union City, IA 79002 Sioux City, IA 79008

301-998-3232

CONFIDENCE SCORING

Name: Do we have First Name in both records? Yes = .10 pts.

Do we have Middle Name in both records? No = 0 pts

Do we have last name in both records? Yes = .15 pts.

 

Address: Do we have street 1 in both records? Yes =.04 pts

Do we have street 2 in both records? No = 0 pts.

Do we have City in both records? Yes = .04 pts.

Do we have State in both records? Yes = .04 pts.

Do we have Zip in both records? Yes = .04 pts

Do we have Zip-suffix in both records? No = 0 pts.

 

Phone: Do we have telephone in both records? No = 0 pts.

SSN: Do we have SSN in both records? No = 0 pts

Birth Date: Do we have birth date in both records? No = 0 pts.

 

TOTAL CONFIDENCE POINTS = .41 or 41%

ISRS Documentation and Training MnSCU Information Technology Services

Similarity Scoring - Example

Web Record: ISRS Record: Similarity Scoring:

Angela Rae Hoffman Angie Hoffman 9 characters out of 12

23 W. 3rd St. 1545 N. 18th Ave. 0 tokens out of 4 tokens.

Union City, IA 79002 Sioux City, IA 79008 10 characters out of 16

301-998-3232 Not compared

 

Similarity Percentage19 matches out of 32 characters/tokens compared matched.

Similarity Percentage is 59.4%

Once the records are converted, each segment of each category is comparedcharacter by character and each street address is compared token by token.

ISRS Documentation and Training MnSCU Information Technology Services

Generating a Final Score

After both the confidence scoring and similarity percentage are figured, the results are run through this logarithm:

 

Score=similarity*(log10(100*conf+10)-log10(11))

 

In our example, it would work like this:

Score =.59*(log10(100*.41+10) – log10(11))

for a final Duplicate Checking Score of

38.94

ISRS Documentation and Training MnSCU Information Technology Services

What Does the Score Mean?Score ResultLess than 30 No Match. New record is created in ISRS.

 

30-60 Possible duplicates. Record is not added,must be resolved on the Duplicate Resolution screen.

 

60-100 Highly probability match. The existing ISRS record which is a highly probable match is updated with the incoming information.

In our example, Angela Rae Hoffman scored 38.94 and would show up as a possible duplicate to be resolved through

intervention by using CM1150UG.

ISRS Documentation and Training MnSCU Information Technology Services

New ISIR Record Processing Messages

SAMPLE

ISRS Documentation and Training MnSCU Information Technology Services

Incoming Data View Screen

Input Source:Financial Aid

Date/Time Fields:Enter date and time range to include the ISIR Load run times

Select Button:Click to select incoming data for the time range entered

Maint Buttons:Takes you to the correct screen to make corrections and process the incoming data record

**Security Needed: FA_04

CM1150UG

* Register for an upcoming training session for complete details on using this screen *

ISRS Documentation and Training MnSCU Information Technology Services

Who Should Have Security to CM1150UG?

• Those using CM1150UG should have full understanding of maintaining Core Person Data and the ISIR Load.

• At least two people should be granted FA_04 security. There is no limit to the number of staff who can have this security.

• Have time to process errors and corrections on a regular schedule.

ISRS Documentation and Training MnSCU Information Technology Services

How is FA_04 Security Granted?

All security is now granted using the web-based Security Admin tool.

https://admin.mnscu.edu/employeehome/

Next Steps

ISRS Documentation and Training MnSCU Information Technology Services

Next Steps

Register for training!4 identical sessions are scheduled. Registration will be open up

to 30 minutes of the session start time.

Thursday, April 28 ~ 10:30 AM

Thursday, April 28 ~ 2:00 PM

Friday, April 29 ~ 10:30 AM

Monday, May 2 ~ 2:00 PM

**The sessions will be recorded and posted after completion of the training sessions.

Request Security!