Banner Common Matching

What is Common Matching

Common Matching is a process that will helps our institution create and manage basic person records. Basic person is a generic term that refers to people (persons) and companies (non-persons). Basic person information includes:
Name/ID
Address
Telephone
E-mail
Biographical information

The Common Matching process checks for existing 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.

Common Matching uses rules set up to determine which Banner records might be a duplicate of the one being entered. There are three possible results:

1. The record is new. No match has been found on the database. The record can be created without any additional processing, and Banner will assign a new PIDM to it.

2. A match is found for the record. Common Matching has found one, and only one, Banner record that matches the record based on the rules. The new Common Matching Entry Form (GOAMTCH) appears with the Match tab highlighted. The user must review the displayed data to see if the matched Banner record is the same as the one they are trying to enter.

If the record found on the database is the same as the one being entered, the user can select the person or non-person as a Match, or update the record with additional information, but Banner will not assign a new PIDM.

Note: 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, it will not be overwritten. If the record found on the database is not the same as the one being entered, the user can create a new record. Banner will assign a new PIDM to the record when it is saved.

3.A potential match is found. 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. For example, the first name and last name are the same, the mailing address is the same, but the date of birth is different. GOAMTCH then appears with Potential Matches tab highlighted. The number of potential matches found appears on the tab. The potential matches are listed in order by rule priority.

The user can review each potential match to determine if one is, in fact, a match. If multiple records meet the matching criteria, they are all displayed on the Potential Matches tab.

If one of the potential matches is the same as the one being entered, the user can select the record as a match or update it with additional information. Banner will not assign a new PIDM. If the record is updated, existing data will not be overwritten. If none of the potential matches is the same as the one being entered, the user can create a new record. Banner will assign a new PIDM to the record. Common Matching uses rules that identify which field or fields will be used by the matching algorithm to determine if an incoming record matches an existing Banner record.

Note: This feature is available in the %IDEN forms, but it does not change the existing search features in the %IDEN forms.

If the new record does not already exist, Banner uses the new Basic Person APIs to add the information to the database. Users do not need to enter the information again.

When all the changes have been made, the programming logic displays a status message in a pop-up window.

How Individuals Use Common Matching

GOAMTCH is called (if Common Matching has been enabled) when:

A user enters an ID that does not already exist
A user selects the Generated icon to create the next one-up ID
A user enters the word GENERATED in the ID field
A user selects Common Matching (GOAMTCH) from the Options menu on
the forms where IDs can be created

To enter a new ID using Common Matching:

1. Access the form on which you want to enter the person or non-person data. Usually this will be one of the %IDEN forms, but you can also enter records on GOAMTCH itself.
2. Enter the ID to be created, or select the Generated icon (or enter the word GENERATED in the ID field) so Banner will use the next available ID.
3. Perform a Next Item or Next Block function. GOAMTCH appears automatically, unless you have been made exempt from the Common Matching process. If you entered an ID to be created, it will automatically appear in the ID field.
4. If a default source code was assigned to your user ID on the Common Matching User Setup Form (GORCMUS), it will automatically appear in the Matching Source field on GOAMTCH. If the Allow Other Matching Sources checkbox is selected for your user ID on GORCMUS, you can change the source code on GOAMTCH (and use a different set of Common Matching rules).
If a default source code was not assigned to your user ID, enter one in the Matching Source field or select one from the list of values.
5. Perform a Next Block function.
6. Enter the information about the person or non-person in the Data Entry window. This information will be used to check for a match. You must enter the Last Name for a person, and the Non-Person name for a non-person.
7. Select the Duplicate Check icon or perform a Next Block function to initiate the Common Matching process. There are three possible outcomes:
(a) New - The record does not exist on the database, based on the rules associated with that source code. A pop-up window will appear, asking you if you want to create the record. You can select Yes, or you can select No and then click on the Create New icon.
(b) Match - One record matches the data you entered exactly. The record does exist in the database, based on the rules associated with that source code. The information on the matched record appears on the Match tab on GOAMTCH. You can:
Select the Select ID icon to bring the information on the matched record back to the form where you started (usually an %IDEN form). OR Select the Update ID icon if you entered information in GOAMTCH that should be added to the records in the databases. GOAMTCH will attempt to insert or update records in the SPRADDR (address), SPRTELE (telephone), SPBPERS (biographical), and GOREMAL (e-mail) tables.
You will then be returned to the form where you started.
Note: 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, it will not be overwritten.
(c) Potential Matches - Based on the rules for that Common Matching source, more than one record matches the data you entered, or there are multiple records where some of the information is matched, but not all of it. For example, it could be that the first name, last name, and address you entered exist in the database but the date of birth is different, or that two records with the same first name, last name, address and date of birth are found. The choices are listed on the Potential Matches tab on GOAMTCH.
Select the Details icon to see a list of forms that may be helpful in determining if the highlighted record is a match for the one you're entering. Select the form name from the list to access the form.
If the record you re adding is not listed (none of the potential matches are the same as the record you are creating), select the Create New icon to create a new record in Banner. If one of the potential matches is the same as the record you're adding, select Select ID or Update ID as described above for the highlighted record on the Potential Matches tab.
8. Continue entering data on the original form.
Note: you cannot bypass the Common Matching process; if you do not select any of the options after initiating the search for matches, you cannot perform a Next Block function to enter any data after you return to the original form.
If the record already exists, it can be updated with information from the new record in the following circumstances, but a new PIDM will not be created:
SSN/SIN/TIN if it is null in the database
Birth date if it is null in the database
Gender if it is unknown in the database
Address, telephone, and e-mail if the type you entered on GOAMTCH does not already exist for the record
A new sequence number will be created for the address if it already exists in the database with the same type but the address information is different
Note: If an address record is created and an active address already exists for the same Address Type, the original address will be made inactive.

Common Matching Rules (see form GORCMRL for details of rules)
Person Search Last_name - 6 characters
First_name - 4 characters 
At least 6 characters of the last_name have to be entered. 
Non-Person Search
Last_Name - 8 characters
First_name - 6 characters 
SSN - 9 
At least 8 characters of the last_name have to be entered.