SI-NET INTERFACES SEARCH/MATCH they are in staging, a search/match process is run automatically to...

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Session Participant Guide

SI-NET

INTERFACES –

SEARCH/MATCH

Go to www.uq.edu.au/sinet-support for useful SI-net reference materials

For assistance email [email protected]

or phone the SI-net HELP line on extension 58844

(8.30am - 5.00pm, Mon - Fri)

The above website, email and HELP line are provided and maintained by the

Student Functional Group (SFG), within the ITS Group ‘Student

Administrative Systems Support’ (SASS)

Version 1.3 Last Updated June 2016

http://www.uq.edu.au/sinet-support

mailto:[email protected]?subject=Help%20with%20SI-net

SI-net Interfaces - Search/Match 2 of 26 Version 1.2 06/06/2016


Table of Contents Objectives ............................................................................................. 4

Getting started ...................................................................................... 5

What is search/match? ...................................................................................................... 5

How does the automated search/match work? .................................................................. 5

What is staging? ................................................................................................................ 5

Retrieving and processing stuck applications ................................... 6

How to access the staging area ......................................................................................... 6

How to retrieve a stuck application .................................................................................... 6

How to view the search/match results................................................................................ 7

How to check personal data in SI-net if automated search/match retrieved results ............ 9

How to perform a manual search/match if further action is required .................................. 9

How to view legacy data if no matches found .................................................................. 11

How to update an application with a status of ‘Suspend’ ................................................. 12

How to resolve an application with a status of ‘Error’ – citizenship status ........................ 13

How to resolve an application with a status of ‘Error’ – past student indicator ................. 17

Why is there a negative service indicator? ....................................... 21

How to check and resolve service indicators ................................................................... 22

Help and advice .................................................................................. 24

Appendix 1 – Automated search/match rules ................................... 25

Appendix 2 – Data mismatch error .................................................... 26


OBJECTIVES

From this document, you should have gained an understanding of:

How to navigate to the staging area in SI-net;

How to retrieve your stuck applications;

How to perform a manual search match to resolve stuck applications;

How to run the Search/Match/Post process.


GETTING STARTED

What is search/match? Search/match is the process whereby a determination is made as to whether or not a person

already exists in SI-net. The manual search/match process is covered in SI-net

Fundamentals training, however we will briefly run through how to complete a manual

search/match in this manual.

Automated search/match is set up in SI-net for incoming interfaces. Rules are

configured and SI-net will attempt to match based on these rules.

How does the automated search/match work? SI-net will attempt to match a person based on certain criteria and in a strict order. For

example, the system might search on student number, date of birth and gender. If all of

these fields together don’t produce a match, it will move to the next rule and attempt to

match on all criteria within that rule. In cases where a match is found the record will be

either updated or suspended depending upon the rules configured.

For a list of the rules used in the automated search/match (current as of time of

publication of this training manual), please refer to Appendix 1.

What is staging? A number of interfaces use an area of SI-net known as “staging”. Before they reach

Campus Community and, in most cases, Maintain Applications, applications are stored

temporarily in an area of SI-net called staging. While they are in staging, a search/match

process is run automatically to try and match the applicants to existing SI-net records. If the

process matches successfully, the application is added to that person, but if it does not, a

new person record is created and the application is added to that.

In rare cases the search/match process will return results that are inconclusive.

Training on this aspect of the system is included in this document.


RETRIEVING AND PROCESSING STUCK APPLICATIONS

How to access the staging area Go to Student Admissions > Application Transaction Mgmt – UQ Transaction Staging

Summary.

Applications that are stuck will be in one of the following statuses:

1. ‘Error’ which indicates that the applicant has been matched with a person in SI-net

but that there is some inconsistent important data (such as citizenship) that is

different.

2. ‘Suspend’ owing to inconclusive search/match.

How to retrieve a stuck application

Step Action

1. Enter a suitable transaction (if necessary). For most users, the Transaction field will display a default depending upon your role. If this is blank select one of the following options:

a) For the new Online applications system, select ADMISSIONS_APPLICATION;

b) For SITS applications, select UQ_SITS_LOAD_LAYOUT;

c) For PEPI, select UQAD9600_GET_UQ_ID.

2. Enter your application centre in the Application Centre field (e.g. EAIT).

3. In the Constituent Status field, select Suspend or Error.

4. Click on the Search button. (If this does not retrieve any results, select Error from the Constituent Status field and Search again. If still no results, then there are no ‘Stuck’ records to resolve.)

5. Click the ‘Stuck’ link. Clicking this link will open a new browser tab/window to SI-net’s Constituent Staging table. The Constituent Staging table is considered as SI-net’s holding area for student data acquired from an external system, in this case the OLA system.


How to view the search/match results The Constituent Staging table will allow you to view the results of SI-net’s automated

Search/Match.

If Search/Match did not return any results, skip to the ‘How to perform a manual

search/match if further action is required’ section.

Step Action

1. Click on the Search/Match Results link. A new tab will open listing all the possible matches found by Search/Match.

2. Click the Show all columns icon to view data of existing students in SI-net.


Step Action

3. This example processed all the search/match rules until it matched on the criteria listed below and suspended the record:

Name type, last name, date of birth and gender

4. Take note of all the IDs in the list.


How to check personal data in SI-net if automated search/match

retrieved results

Step Action

1. Go to Campus Community > Personal Information > Add/Update a Person.

2. Enter one of the IDs in ID field and hit Search.

3. Compare this student’s personal details to your student’s details.

4. Repeat steps 1 - 3 until you have confirmed whether or not the student matches any of SI-net’s existing students.

5. If you are not satisfied that the applicant matches the SI-net data, you will need to perform a manual search/match (detailed below).

How to perform a manual search/match if further action is required

Step Action

1. Go to Campus Community > Personal Information > Search/Match.

2. Enter or select the:

Search Type: Person

Search Parameter: UQ_SRCH

3. Click the button.

4. On the next page, enter or select the Search Result Code: UQ_PERS_RES


Step Action

5. Perform the Search/Match based on DOB only, as this provides the broadest and most accurate search. Enter the Date of Birth only, press [Tab] to refresh the page, and then click the ‘Search’ button.

6. To view all of the Search Results on a single page, click the Show all columns button (as right). This will allow you to see all of the columns without needing to navigate between the separate tabs.

7. Peruse the Search Results. As for any SI-net list, it is possible to sort the Search Results list by clicking on the hyperlinked column headings. For example, clicking on the Last Name column will sort the results alphabetically by last name. Sort and re-sort the data as required to assist with your review.

8. If you could not locate the person based on the Date of Birth search, or if the date of birth was not supplied, conduct a search based on the person’s name only. Click the Return to Search Criteria link to return to the search input page and click the Clear All button to clear out the previously entered DOB information.

9. Enter the person’s name using the First Name Search and Last Name Search fields.

10. [TAB] out of the fields to refresh the screen, and then click the button.

11. Carefully peruse the results, using the Show all columns button to view all of the results on a single screen. Use the hyperlinked column headings to re-sort the list, to assist with your review of the Search Results.

If you cannot find the person based on their official first name, continue to conduct your searches based on the possible ‘preferred’ or unofficial names (e.g., Rob or Bob instead of Robert).

Please check all details to be 100% sure you have located the correct person.


How to view legacy data if no matches found

Step Action

1. Navigate to mySI-net Staff > Staff Functions – Legacy Index Query.

2. Enter relevant data and search.

3. If you have found a record that appears correct, take note of the Legacy ID and navigate back to Campus Community > Personal Information – Add/Update a Person. Retrieve based on the Legacy ID.

4. If data is retrieved, and if satisfied that this is the correct person, take note of the student number and use this to update the record in Constituent Staging.


How to update an application with a status of ‘Suspend’

Step Action

1. Either return to your tab containing the Constituent details and follow the steps from step 3 or follow from step 2 below.

2. Go to Student Admissions > Application Transaction Mgmt > UQ Transaction Staging Summary.

2.1. In the Transaction field, select the correct transaction if not already defaulted in.

2.2. In the Staging Status field, select Suspended (or Error).

2.3. Click on the Fetch button.

2.4. Find your student and click on the Stuck link.

3. Based on your manual Search/Match, update the Constituent Status field accordingly according to rules below:

3.1. If you found a match, enter the following:

Constituent status: ‘Update ID’

ID: [enter the Emplid you found]

3.2. If you didn’t find a match, enter the following:

Constituent Status: ‘Add New ID’

4. Click the ‘Run Search/Match/Post’ button. This will trigger a process which adds/updates the student’s personal details in SI-net based on the Constituent Status.


How to resolve an application with a status of ‘Error’ – citizenship

status Applications that are stuck owing to a citizenship error are in this state owing to the fact that

SI-net has successfully matched the applicant, however the citizenship status in SI-net is

different from the citizenship status loaded into the Constituent Staging area. This data must

be manually resolved then fixed in either SI-net Campus Community or in the Constituent

Staging area.

Step Action

1. Retrieve application following the steps in the section ‘How to retrieve a stuck application’ above.

2. Click the ‘Regional’ tab and view the citizenship status.


Step Action

3. In another window, navigate to Campus Community > Personal Information – Add/Update a Person. Click the Regional tab and view the citizenship status.

4. Manually verify the correct citizenship status.

You will need to correct the citizenship status that is incorrect, whether it is in the Constituent Staging area, or within Campus Community following the steps in either 4.1 or 4.2 below.

4.1. If the citizenship status is correct in the Staging area, add a new row in Campus Community and change the citizenship status to reflect the new status entered in Staging.

OR


Step Action

4.2. If the correct citizenship status is in Campus Community, you will need to correct the citizenship status in the Regional tab in Staging.

You may also need to change the Application Centre in Staging. If an applicant changes from international to domestic or vice versa, you will need to change the application centre to match. E.g. for a domestic applicant the application centre will be the program owner.


Step Action

5. Once you have corrected the error and are satisfied that SI-net has matched with the correct person, change the Constituent Status (on the Summary Information tab) to ‘Update ID’ then click ‘Run Search/Match/Post.


How to resolve an application with a status of ‘Error’ – past student

indicator Applications that are stuck with a status of error owing to the past student UQ student flag

being entered in an online application, is owing to the fact the applicant has indicated that

they are a past student however SI-net has been unable to match to an existing person. A

manual search/match is required in this case.

To view any data the applicant has entered for the past student indicator, click the ‘UQ Data

Extensions’ tab and view the Campus ID data. This data can be used when you complete a

search/match for verification.

Step Action

1. Retrieve application following the steps in the section ‘How to retrieve a stuck application’ above.

2. Perform a manual search/match in the section ‘How to perform a manual search/match if further action is required’ below. If your applicant has not been matched, perform a legacy index query in the section ‘How to view legacy data if no matches found’.

After you have run your search/matches, follow the steps in 2.1 or 2.2 or 2.3 below.


Step Action

2.1. If you have verified that the applicant was a former UQ student with a SI-net student number, navigate back to the Constituent Staging area. Click on the ‘UQ Data Extensions’ tab and update the ‘Campus ID’ field to match the correct SI-net ID. Save.

Click the ‘Summary Information’ tab, change the ‘Constituent Status’ to ‘Update ID and enter the SI-net student number.

OR


Step Action

2.2. If the applicant is a former student (within the legacy system) but has no SI-net student number, click the ‘UQ Data Extensions’ tab, untick the ‘Previously Applied’ and ‘Previous/Current Student’ flags and delete any data from the ‘Campus ID’ field. Save.

Click the ‘Summary Information’ tab and change the ‘Constituent Status’ to ‘Add new ID’. (NOTE: please contact Student Functional Group once you have done this and request they import the legacy data and join to the new ID you have created.)

OR


Step Action

2.3. If you cannot find the applicant anywhere in SI-net, click the ‘UQ Data Extensions’ tab, untick the ‘Previously Applied’ and ‘Previous/Current Student’ flags and delete any data from the ‘Campus ID’ field. Save.

Click the ‘Summary Information’ tab and change the ‘Constituent Status’ to ‘Add new ID’.

3. Click the ‘Run Search/Match/Post’ button.


WHY IS THERE A NEGATIVE SERVICE INDICATOR? In some cases a negative service indicator will be attached to a student’s record as a flag to

staff that there is some data that will need checking. Several new service indicators have

been created as part of the new Online Applications system. The description contains

information as to what course of action needs to be undertaken.

A list of the new service indicators is included below.

Code Reason Name Description

CTY CITIZ Country of

citizenship

updated

Student's country of citizenship has been updated. Please verify

data and, if necessary, correct the record.

CTY PSPRT Country of

passport

updated

Student's country of passport has been updated. Please verify


CTY RSDNC Country of

residency

updated

Student's country of residency has been updated. Please verify


CTY BIRTH Birth country

updated

Student's birth country has been updated. Please verify data

and, if necessary, correct the record.

CTZ NEWCZ New

citizenship

status added

Student has a new citizenship status. Please verify data and, if

necessary, correct the record.

PER NMGND Names or

gender check

required

Student's current SI-net name and/or gender may not match

recently provided data. Name and/or gender may require

validation.

Please ensure that the appropriate business processes are

followed and documentary evidence is sighted (if required)

before the student's SI-net record is updated.

PER PRVID Possible prev

UQ staff

A new SI-net ID has been created for this student/applicant.

The student/applicant has, however, indicated that they

have been a past UQ staff. Personal information may require

validation.


How to check and resolve service indicators

IMPORTANT! The steps below are only to resolve service indicators listed in the table on the previous page. Any other service indicators should be resolved by the relevant staff member (usually the person who assigned the service indicator initially).

Step Action

1. Retrieve application using the method above.

2. In the example below, the applicant has both a negative service indicator and an error.

The negative service indicator indicates that a change has been processed (and accepted by SI-net) that will need follow up.

The error indicates that an important change has been submitted in the application but that the change has NOT been processed in SI-net. Manual verification and possible update of the student’s record will be required after posting the data.

3. If the application has a negative service indicator, click the Service Indicator button.

4. Click on the service indicator icon to open a screen with some more information about any negative service indicators that have been attached to the student/applicant.


Step Action

5. You can then click on each link to see further information. If you have been satisfied that the record does not require any further action, you can click the ‘Release’ button to remove the service indicator.


HELP AND ADVICE For further assistance with SI-net and applications that derive from the new Online

Application System, please contact SFG staff in the Online Applications Project:

Alex Rohan / Rebecca Smith

334 66860 (x66860)

[email protected]


APPENDIX 1 – AUTOMATED SEARCH/MATCH RULES Please note, that depending upon future requirements, these rules might be subject to

change.

Search Order Nbr

Description *One

Match *Multiple Matches

10 CampusID,DOB,Gender Update Suspend

20 StaffUsername,DOB,Gender Update Suspend

30 Ext Sys,Ext ID,DOB,Gender Update Suspend

40 NameType,First,Last,DOB,Gender Update Suspend

50 NameType,NameReversed,DOB,Gend Suspend Suspend

60 First,Previous,DOB,Gend,CampID Update Suspend

70 NameType,First,Last,CampusID Update Suspend

75 NameType,First,Last,StaffUsrnm Update Suspend

80 NameType,Last,DOB,CampusID Update Suspend

85 NameType,Last,DOB,StaffUsrnm Update Suspend

90 First,Previous,DOB,Gender Suspend Suspend

100 Last,NonAlphaFirst,DOB,Gender Update Suspend

110 Prev,NonAlphaFirst,DOB,Gender Suspend Suspend

120 NameType,Last,DOB,Gender Suspend Suspend


APPENDIX 2 – DATA MISMATCH ERROR If, on attempting to run the search/match/post function, the gender and/or date of birth don’t

match, an error message as listed below will appear. This is to prevent posting application

details for the wrong person.

To stop the search/match/post function running, click the Cancel button. Otherwise,

if you are happy that the data can be posted and the applicant details matched click the OK

button.

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