Data Merge
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DATA MERGE Visions Training
description
Visions Training. Data Merge. What causes duplicates?. Staff entering client without checking for existing client in Visions eHEAT data transfer – sometimes Other data transfer - sometimes. Does every data transfer create duplicates?. No! - PowerPoint PPT Presentation
Transcript of Data Merge
DATA MERGEVisions Training
What causes duplicates?
Staff entering client without checking for existing client in Visions
eHEAT data transfer – sometimes
Other data transfer - sometimes
Does every data transfer create duplicates? No!
There is a Client Tracking Table in Visions that connects External Clients to Visions Clients
Visions uses that Tracking Table and the Dates of the Data to determine: If a new client should be created if existing Visions data should be updated If the external data should be ignored
Does every data transfer create duplicates?
New ExternalData
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Link in TrackingTable?
No
New ClientCreated
Yes
Is ExternalData Newer
No
No Change inVisions Data
Yes
Visions DataUpdated
What creates a entry in the Client Tracking Table? Data Transfer of an eHEAT client into
Visions creates a Entry in the Table
Merging an eHEAT client with a Visions client creates a Entry in the Table
Client Tracking TableThe middle table links the data
ExternalIDVisionsID
eHEAT_14332111 1000010eHEAT_14332112 1000011
Date VisionsIDFirstName
LastName
9/10/2011 1000010 John Jones Unknown
9/10/2011 1000011 FredThompson White
Date ExternalIDFirstName
LastName Race
10/10/2011
eHEAT_14332111 John Jones Black
10/10/2011
eHEAT_14332112 Fred
Thompson White
10/10/2011
eHEAT_14332113 Sarah Smith Asian
John Jones found in table
ExternalIDVisionsID
eHEAT_14332111 1000010eHEAT_14332112 1000011
Date VisionsIDFirstName
LastName
9/10/2011 1000010 John Jones Unknown
9/10/2011 1000011 FredThompson White
Date ExternalIDFirstName
LastName Race
10/10/2011
eHEAT_14332111 John Jones Black
10/10/2011
eHEAT_14332112 Fred
Thompson White
10/10/2011
eHEAT_14332113 Sarah Smith Asian
John’s eHEAT record is newer so that updates the Visions
record
ExternalIDVisionsID
eHEAT_14332111 1000010eHEAT_14332112 1000011
Date VisionsIDFirstName
LastName
10/10/2011 1000010 John Jones Black
9/10/2011 1000011 FredThompson White
Date ExternalIDFirstName
LastName Race
10/10/2011
eHEAT_14332111 John Jones Black
10/10/2011
eHEAT_14332112 Fred
Thompson White
10/10/2011
eHEAT_14332113 Sarah Smith Asian
The process moves to the next record
ExternalIDVisionsID
eHEAT_14332111 1000010eHEAT_14332112 1000011
Date VisionsIDFirstName
LastName
10/10/2011 1000010 John Jones Black
9/10/2011 1000011 FredThompson White
Date ExternalIDFirstName
LastName Race
10/10/2011
eHEAT_14332111 John Jones Black
10/10/2011
eHEAT_14332112 Fred
Thompson White
10/10/2011
eHEAT_14332113 Sarah Smith Asian
Fred Thompson found in table
ExternalIDVisionsID
eHEAT_14332111 1000010eHEAT_14332112 1000011
Date VisionsIDFirstName
LastName
10/10/2011 1000010 John Jones Black
9/10/2011 1000011 FredThompson White
Date ExternalIDFirstName
LastName Race
10/10/2011
eHEAT_14332111 John Jones Black
10/10/2011
eHEAT_14332112 Fred
Thompson White
10/10/2011
eHEAT_14332113 Sarah Smith Asian
Fred’s eHEAT record is newer so that updates the Visions
record
ExternalIDVisionsID
eHEAT_14332111 1000010eHEAT_14332112 1000011
Date VisionsIDFirstName
LastName
10/10/2011 1000010 John Jones Black10/10/2011 1000011 Fred
Thompson White
Date ExternalIDFirstName
LastName Race
10/10/2011
eHEAT_14332111 John Jones Black
10/10/2011
eHEAT_14332112 Fred
Thompson White
10/10/2011
eHEAT_14332113 Sarah Smith Asian
The process moves to the next record
ExternalIDVisionsID
eHEAT_14332111 1000010eHEAT_14332112 1000011
Date VisionsIDFirstName
LastName
10/10/2011 1000010 John Jones Black10/10/2011 1000011 Fred
Thompson White
Date ExternalIDFirstName
LastName Race
10/10/2011
eHEAT_14332111 John Jones Black
10/10/2011
eHEAT_14332112 Fred
Thompson White
10/10/2011
eHEAT_14332113 Sarah Smith Asian
Sarah Smith not found in table
ExternalIDVisionsID
eHEAT_14332111 1000010eHEAT_14332112 1000011
Date VisionsIDFirstName
LastName
10/10/2011 1000010 John Jones Black10/10/2011 1000011 Fred
Thompson White
Date ExternalIDFirstName
LastName Race
10/10/2011
eHEAT_14332111 John Jones Black
10/10/2011
eHEAT_14332112 Fred
Thompson White
10/10/2011
eHEAT_14332113 Sarah Smith Asian
Sarah’s record is created in Visions
ExternalIDVisionsID
eHEAT_14332111 1000010eHEAT_14332112 1000011
Date VisionsIDFirstName
LastName
10/10/2011 1000010 John Jones Black10/10/2011 1000011 Fred
Thompson White
10/10/2011 1000012 Sarah Smith Asian
Date ExternalIDFirstName
LastName Race
10/10/2011
eHEAT_14332111 John Jones Black
10/10/2011
eHEAT_14332112 Fred
Thompson White
10/10/2011
eHEAT_14332113 Sarah Smith Asian
Sarah’s entry is created in the client tracking
table
ExternalIDVisionsID
eHEAT_14332111 1000010eHEAT_14332112 1000011eHEAT_14332113 1000012
Date VisionsIDFirstName
LastName
10/10/2011 1000010 John Jones Black10/10/2011 1000011 Fred
Thompson White
10/10/2011 1000012 Sarah Smith Asian
Date ExternalIDFirstName
LastName Race
10/10/2011
eHEAT_14332111 John Jones Black
10/10/2011
eHEAT_14332112 Fred
Thompson White
10/10/2011
eHEAT_14332113 Sarah Smith Asian
DocumentationAgency Admin System Section Guide
Pages - 9, 10, and 11
SystemLA \ Data Merge
Group By
Start by Grouping By LastName_FirstName_SSN_DOB
Start with Safer groupings Group by LastName_FirstName_SSN_DOB is
fairly safe IF you are merging the HOH. Merging one member of one HH with one
member of a different HH merges ALL members of each HH into ONE HH
eHEAT allows shared custody so the same child may show up in two different Households. DO NOT MERGE a child who is in two households
because of shared custody. Mark the Customer records so you are alerted to
Shared Custody. (Make the Middle Name Shared or Duplicate.)
Merge the safer and more obvious first
Group By LastName_FirstName_SSN_DOB LastName_FirstName_SSN LastName_FirstName_DOB And Merge the Head of Households from different
HH
This brings members of the two HH into one HH
This ONLY merges the HOH and does not merge anyone else in that HH. There are still duplicates in that HH.
Merge the safer and more obvious first
Group By LastName_FirstName_SSN_DOB LastName_FirstName_SSN LastName_FirstName_DOB
And Merge other members that are in the SAME HH
Run more than one Visions Session
What information is retained?
Blank data does not overwrite valid data
Data from the Dominant Record is retained
Family Contacts from the Dominant Record are retained
Addresses from the Dominant Record is retained
All Program Entry is merged into the Dominant Record
What keeps some records from being merged? The same person cannot have “Active”
Applications in the same Program in the same Operation Year so “Conflicting Applications” keep some records from being merged
Check for those Customers to be Entered into the Same Program in one Operation Year and Mark one Program Entry for Deletion You may have to transfer some Program Activity by
hand
Questions
