Occasionally, a duplicate record is created in the PERSON table of Colleague for the same person, institution, or vendor. When it is identified, all departments that have data on either record need to agree as to which record will be used ("good") while the other gets flagged as a duplicate ("bad"). Keep in mind when determining which ID number to use whether or not the student has money on his/her ID card, the number of classes that are transcripted to one ID number, the number of financial transactions that are on one ID number, etc.
NOTE: No one should mark a record as a "duplicate" or "do not use" without consulting with Admin IT and other departments first.
To identify which record is the "better" choice to mark as the duplicate, you want to review the following screens that may contain data that would need to be moved from one account to the other:
- ARAI - for Student Account financial records (all receivables)
- MPAS - for Student Account meal plan records
- STAC - for Registrar's transcript records
- SACP - for Registrar's academic program records
- STAD - for Registrars advisor-advisee relationship records
- IASU - for Registrars academic credentials records (graduated from SHU )
- RMAS - for Residential Life room assignment records
- APPN - for Admissions application records (wiki: Moving Application for Duplicate Records to the Correct ID Number)
- AIDE - for Financial Assistance award records
- VEND - for Accounts Payable active vendor records (remember that employees and people can be vendors as well)
- AORG - if the record is coded as a vendor and has Alternate IDs for BOA Pay Mode as well as email addresses for PO/BPO electronic submissions
- ORGP - to make sure we have their PO/BPO and Check addresses current for SHU eBuy transactions
- DADD - for Admin IT alternate ID numbers, origin code/dates, denomination, residence state, primary language
Whichever record has less data to migrate to the more populated record - should be the one we consider the "duplicate". Send requests to the appropriate departments who manage those screens to move the data over to the correct record.
Other systems that need to be considered when we are changing ID numbers on a person are shown below. The departments managing these systems should be notified that an ID number is going to change in case they need to reprint/recode cards or update records in other databases.
- ID Card (will need new ID card once all the interface updates go through)
- inform the person to get a new card after 24 hours
- Email
- after Admin IT puts the good email on the NAE form in Colleague and the good username in DRUS, inform IT Security to check that the AD and email records were updated appropriately after the interface has run
- Bank of America (only if the record appears on the VEND form)
- Inform the Business Office that the records are being merged so that they can move any banking information for ACH purposes to the correct account
- BankMobile Refund (only for students)
- inform Accounts Payable that the student ID has changed
- Blackboard Ultra
- Inform them so they can monitor the student's record as it might get disabled temporarily)
- Cayuse
- inform the Office of Sponsored Programs to check if the person is in their database and have them update the 7-digit ID number
- Dayforce
- inform Human Resources to change the person's 7-digit ID number on their system so that interfaces do not break
- The person's clock number will need to be moved from the dupe to the good account in Colleague by Admin IT so that the Dayforce to Colleague interface does not continue to update the dupe record
- Door Access
- inform Public Safety to check if there are any manual assignments that need to be updated
- Human Resources (only for employees)
- inform staff to update the Colleague ID value in Dayforce before the end of the workday
- Go to People > Employment > Employee Properties and update the Colleague ID value
- Go to People > Work > Badge and update the Badge number
- Immigration Support Services Office (if the student is identified as international)
- inform staff that updates are required in the ISS application *
- Parking Permits and Violations
- inform Public Safety to check if anything needs to be reassigned to the correct ID number
- PowerFAIDS (only for students)
- inform SFA that the student ID has changed
- SHU eBuy
- inform Purchasing that on Colleague's VEND form the duplicate record needs to be flagged as an Inactive Vendor, and the correct record needs to be flagged as an Active Vendor
- Purchasing staff should confirm in SHU eBuy that the duplicate record shows as inactive and the correct one shows as active
- Slate
- Transact
- inform Transact system administrator to check if there is any money that needs to be transferred from the old card to the new one
- University Advancement
- Inform them so that they can update the person's constituent ID in their systems
After the data is moved/updated to the "Official" ID number, a block can be placed on the "Duplicate (bad)" record so that no one uses it on a data entry screen again.
Admin IT needs to do the following...
For a person, institution, or vendor record:
-
The "Official" record must have the following fields updated on the DADD screen:
- Alternate IDs = enter the 7-digit duplicate/bad record ID
- Types = COLLF (for Colleague Former ID)
- Make sure the origin code with older date is on the correct ID
For a person record:
The "Duplicate/Bad" record must have the following fields updated on the BIO screen:
- Middle Name = format should be equal sign, asterisk, the word USE, a space, and the 7-digit ID number of the "good" record
- SSN = <null out>
- Person Status = X (for Duplicate Record)
- Privacy Flag = DU (for Duplicate/Bad Record)
- Birth Date = <null out>
Update:
- DRUS - DMI Username and WA roles
- AROR - SPA security roles
For the person of an employee:
Typically these are staff, faculty, adjuncts, GAs, or student workers. You will also need to move the HR clock number (currently from DayForce) from the "duplicate" record to the "official" record. To do this:
- Log into Colleague
- Go to EDRC
- At the Enter File Name prompt, enter PERSON.USER
- At the Record Lookup prompt, enter the "duplicate" ID number
- Go to Line 1
- Copy or jot down the clock number listed in this field before deleting it from the field (backspace it out)
- Go to Line 6
- Copy or jot down the ebase ID listed in this field before deleting it from the field
- Go to Line 21
- Copy or jot down the emergency notification number listed (if exists) before deleting it from the field
- Click on SAVE
- Click on UPDATE
- Go into EDRC a second time
- At the Enter File Name prompt, enter PERSON.USER
- At the Record Lookup prompt, enter the "official" ID number
- Go to Line 1
- Type in or paste the clock number for the person
- Go to Line 6
- Type in the ebase ID for the person
- Go to Line 21
- Type in the emergency notification number (if exists) for the person
- Click on SAVE
- Click on UPDATE
For an institution or vendor record:
Typically, you will need to update the middle name and privacy flag fields which you do not have access to on a front-end form. To do this:
- Log into Colleague
- GO to EDRC
- At the Enter File Name prompt, enter PERSON
- At the Record Lookup prompt, enter the "duplicate" ID number
- Go to line 4
- Type in *USE <7 digit ID Number of the good record ID number> (example is *USE 1234567)
- Go to 186
- Type in DU
- Click on SAVE
- Click on UPDATE
If any departmental steps were missed:
- Log into Colleague
- Go to the BIO
- Go to the Privacy Flag field and delete the DU code
- Save and Update out of the record
- Once the department in question has completed what they need to do
- Go back into BIO and reapply the DU code to the Privacy Flag field
- Save and Update out of the record