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SETA (regional) Conference

SETA (regional) Conference. Seeing Double? Focus on it. Presenters: Natalie Spooner & Sue Wadhams Session #4: Monday, September 19 th , 2:15pm. Session Rules of Etiquette. Please turn off your cell phone/beeper If you must leave the session early, please do so as discretely as possible

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SETA (regional) Conference

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  1. SETA (regional) Conference Seeing Double? Focus on it. Presenters: Natalie Spooner & Sue Wadhams Session #4: Monday, September 19th, 2:15pm

  2. Session Rules of Etiquette • Please turn off your cell phone/beeper • If you must leave the session early, please do so as discretely as possible • Please avoid side conversation during the presentation Thank you for your cooperation!

  3. Introduction • Purpose: • Share an SSN housekeeping strategy in Plus, for those using CWID option 1 or 2. • Benefits: • Get rid of dead wood on Plus files. • Convert minimal number of records to Banner. • Expose sources of bad data. • Opportunity to improve office procedures regarding entry of SSN’s. • Heed advice to clean up data on Plus before our Leap to Banner.

  4. Topics of Discussion • Duplicate SSN background • Focexec DUPLSSN walk-thru • Fun with results: look for patterns

  5. Duplicate SSN background • Converted to Plus in 1992 • Have about 100,000 records on AAFILE • Defined DUPLICATES as students with matching birth dates and first 14 characters of name. • Found well over 1,000 pairs of duplicates (with some triplicates) • DO SOMETHING to clean them up before Banner conversion

  6. Focexec DUPLSSN walk-thru • Step 1: create hold file #1 of all records on AAFILE with 22-char key (8-digit birthdate + first 14 of name) • where birthdate is not zero • where bypass conversion flag is not set • Sum by 22-char key

  7. Focexec DUPLSSN walk-thru • Step 2: create hold file #2 of all records on AAFILE with 22-char key • where birthdate is not zero • where bypass conversion flag is not set • include counters/indicators that show how embedded SSN is in PLUS

  8. Focexec DUPLSSN walk-thru • Step 3: Join hold file #1 to ALL records in hold file #2 • Count number of matches • Create hold file #3 of records in hold file #1 with more than 1 match. • Step 4: Join hold file #3 to ALL records in hold file #2 • Print report of duplicates/triplicates • Data columns

  9. IDENTIFYING DATA Birthdate Full name (first 14 will match) SSN Previous SSN, if any Gender Ethnicity Military status Previous name, if any WHERE EMBEDDED SR seg 050 counter (011, 1E1) AP seg 060 counter (110) BS seg 070 counter (404) MM indicator (2E5/206) RA indicator (118/123) RB indicator (209/211/221) FAM indicator (3xx) Focexec DUPLSSN walk-thru

  10. Focexec DUPLSSN walk-thru 2E5 118 209 1E1 110 404 206 123 211 3XX SR AP BS MM RA RB FAM CNT CNT CNT IND IND IND IND ----- ----- ----- ----- ----- ----- ----- 1 1 1 N Y N N 0 0 0 N Y N N

  11. Focexec DUPLSSN walk-thru • F • S A B M R R A • R P S M A B M • ------------------------------- • 1975/01/01 Netto, James E 123456789 1 1 1 N Y Y N • Netto, James Edward 012345678 0 0 0 N N N N • Delete bad SSN. • 1976/01/01 Condino, Sandra Jean 123123123 1 2 1 Y Y Y Y • Condino, Sandra Keegan 123123124 1 0 0 N N N N • Delete bad SSN. • 1977/01/01 Trocchi, Chris 010101010 0 0 0 N N N Y • Trocchi, Christian A 110101010 1 1 1 Y Y N N • Financial Aid review; delete bad SSN.

  12. Focexec DUPLSSN walk-thru • F • S A B M R R A • R P S M A B M • ------------------------------- • 1978/01/01 Dingman, Megan M. 123456789 1 1 1 N Y Y N • Dingman, Megan Marissa 012345678 0 0 0 N Y N N • Registrar review; delete bad SSN. • 1979/01/01 Ryan, Melissa A 123123123 1 2 1 Y Y Y Y • Ryan, Melissa Ann 111222333 1 0 1 N N N N • Bursar review; set flag to bypass conversion. • 1980/01/01 Collazo, Cesar JR 010101010 0 0 0 Y N Y N • Collazo, Cesar, JR 110101010 1 1 1 Y Y N N • Admissions review; delete bad SSN.

  13. Focexec DUPLSSN walk-thru • F • S A B M R R A • R P S M A B M • ------------------------------- • 1981/01/01 Khandadash, Ari M 123456788 1 1 1 N Y N N • Khandadash, Ariela F 123456789 1 1 1 N Y N N • These are twins. • 1982/01/01 Williams, John A 000111222 1 1 1 N Y N N • Williams, John B 222111000 1 1 1 N Y N N • These are not the same person.

  14. Fun with results: look forpatterns • 000NNNN - use screen 012 to delete bad SSN. • 100NNNN - use screen 012 to delete bad SSN. • We had so many of these that we ran a separate focus to create 02D (delete student) batch maintenance cycle transactions.

  15. Fun with results: look for patterns • 000NNNY – Financial Aid review. Use SBA910 to delete bad SSN in batch; use screen 012 to delete bad SSN. • 000YNNN – Admissions review. Put admissions data on good SSN; delete admissions data on bad SSN; use screen 012 to delete bad SSN. • 000YNYN – same as above.

  16. Fun with results: look for patterns • 000NYNN – Registrar review. Put screen 123 data on good SSN; use screen 012 to delete bad SSN. • 101NNNN – Bursar review. Set flag to bypass during conversion.

  17. Fun with results: look for patterns • Watch out for twins, and matches that are not truly the same person • Vary the 14-char name match to improve accuracy • Create a version of DUPLSSN for Admissions so they can do their own housekeeping

  18. Summary • Demonstrated our SSN housekeeping strategy, which may be useful to other Plus schools with CWID option 1 or 2. • Benefits: • Get rid of dead wood on Plus files. • Convert minimal number of records to Banner. • Expose sources of bad data. • Opportunity to improve office procedures regarding entry of SSN’s. • Clean data on Plus before Leap to Banner.

  19. Questions and Answers • Anyone ????

  20. Presenter Information Natalie Spooner,Registrar nspooner@sunyjefferson.edu Sue Wadhams, Systems Analyst swadhams@sunyjefferson.edu Jefferson Community College 1220 Coffeen Street Watertown, NY 13601

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