Student Administration - Admissions - Lee Business … instance of PeopleSoft (UNLV, UNR, Shared),...

Copyright 2009 – University of Nevada, Las Vegas and CedarCrestone, Inc BPG – Search Match

Student Administration - Admissions

University of Nevada, Las Vegas

Admissions

Business Process Guide [AD025]

Search/Match

DOCUMENT INFORMATION

Module Admissions and Recruitment

Author Laurie Cantwell

eReference

DOCUMENT HISTORY

DATE BY ACTION PAGES

08.04.2009 Laurie Cantwell Final Draft 13

Admissions and Recruitment Admission/Recruitment Search/Match

Copyright 2009 – University of Nevada, Las Vegas and CedarCrestone, Inc. .

BPG – Admission/Recruitment Search/Match Page 1

DOCUMENTATION REVIEW & APPROVAL FORM

Review/Approval History

REVIEW/APPROVAL HISTORY

DATE REVIEWER/APPROVER POSITION ACTION

08.04.2009 Kara Takekawa Janine Barrett

SME – Graduate College

08.04.2009 Carrie Trentham SME – Undergraduate Admissions

08.04.2009 Katie Collins Module Lead

DOCUMENT PLAN

Audiences DOCUMENT PLAN

PRIMARY AUDIENCES SECONDARY AUDIENCES

All PS Users

Document Objectives:

Enable end users to use the PeopleSoft application to perform this process

Provide the basis for End User Training Materials

Document Media (check all that apply for final product)

Bound paper copies

MS Word file of Master Copy on secured drive

PDF file on shared drive

PDF file on Web

Admissions and Recruitment Admission/Recruitment Search/Match



TABLE OF CONTENTS

Topic Page

1 Process Overview ...................................................................................... 1

1.1 Where the Data for This Process Comes From .............................................................. 1 1.2 Where the Data from This Process Goes ........................................................................ 1

2 Related Information .................................................................................... 2

2.1 Helpful Hints....................................................................................................................... 2

3 Search/Match Parameters ......................................................................... 3

4 Conducting a Search/Match ...................................................................... 4

5 Expected Outcomes ................................................................................. 10



1 Process Overview

Search/Match is an important concept and business process for protecting and preserving the integrity of data in PeopleSoft. The Search/Match process helps prevent the creation of duplicate or multiple records in the system. NSHE is using a Universal ID system meaning; when a person is added to any NSHE instance of PeopleSoft (UNLV, UNR, Shared), system communication will go out to all instances and update information in all databases. Search/Match is integral to keeping data in all PeopleSoft instances clean, correct, up-to-date and accurate. It is essential to conduct a thorough Search/Match before creating new ID’s (people) in the system. A strong Search/Match can also help locate existing people accurately in PeopleSoft.

Search/Match rules and search parameters are defined by NSHE. These rules and search parameters help determine if a record exists for a given person and helps prevent the creation of duplicate or multiple records for one individual. NSHE also defines the configuration and masking of display fields in the search results.

When a search/match is conducted, the system searches for and retrieves all records containing the data that was entered in the search fields. An Administrator can then use the retrieved data to determine if a potential duplicate or match exists in PeopleSoft.

NSHE defined a minimum amount of data that is needed to create an ID in PeopleSoft. This minimum data was used as the foundation for creating the rules and parameters for the NSHE Search/Match.

Name

Date of Birth

Address OR Social Security Number OR Phone

1.1 Where the Data for This Process Comes From

Applications

Test Score tapes

Prospect sources

Other NSHE instances

1.2 Where the Data from This Process Goes

Person Entry

Applicant Entry

Prospect Entry

Adding new person (ID) to PeopleSoft.



2 Related Information

PREREQUISITES AND ASSUMPTIONS

PREREQUISITE/ASSUMPTION DETAIL

Training Class User has attended introductory PeopleSoft class.

Security User has been granted necessary security to enter application

KEY DEFINITIONS

TERM/ACRONYM DEFINITION

NSHE Nevada System of Higher Education

BPG Business Process Guide

2.1 Helpful Hints

Refer to the User Default BPG to set user defaults to reduce keystrokes.

When searching for a person in the system, it is best to search with the most uniquely identifying information you have (social security number, first name + last name + date of birth).

In this Business Process Guide, a tab refers to the entire page, an area on a page with a brown bar along the top is referred to as a “field.” An area with a blue bar will be referred to as a “table.”

Field

Table Table

Tab

Field



3 Search/Match Parameters

Search/Match Parameters are established by NSHE and built during the initial set up of PeopleSoft. The screen shots below outline the parameters established for the overall NSHE Search/Match process.



4 Conducting a Search/Match

Step 1 Navigate to the Admissions/Recruitment Search/Match page

Component Navigation:

Menu Student Recruiting Maintain Prospects Search/Match

Menu Student Admissions Application Entry Search/Match

Your menu options may vary based upon your security setup.

Step 2 Locate the Search/Match parameters you will be using to conduct your Search/Match.

First Determine Search Type – This field indicates what type of data you will be searching. Select Person as you will be searching for an individual’s bio/demographic information.

1. Click Search. This will produce a list of Search Parameters established in PeopleSoft.

Step 3 Locate the Correct Search Parameter – This field indicates the rules and parameters that will be used to conduct your search.

PeopleSoft delivers a set of Parameters in addition to the NSHE Parameter that was built during system set up. Click NSHESEARCHMATCH – NSHE Search Match. This will jump you to the Search Criteria page.



Step 4

Method of Search. This page is where you will be entering the criteria for your search. There are two methods of searching from the Search Criteria page.

1. Search by Criteria – for this search method you enter the criteria in the top

section of the page (Search Criteria) and click . This will run the search process looking at all the fields in the Search Criteria box. If there is



missing data, it will skip to the next line.

2. Search by Order Number – for this search method you enter the search criteria

in the top section of the page (Search Criteria) and click to the right of the Order Number by which you wish to search. The Order Numbers correspond to the strength of the search. The larger the Order Number, the stronger (more robust) the search will be and the more likely you are to return an exact match.

There is no difference between the search results that are returned from a specific method. Choose the method that works best for your needs.



Step 5

Input Search Criteria. The ability to Search will only become available when you enter enough data in the Search Criteria section to conduct a search. The more criteria you enter, the more accurate your search results.

1. Last Name Search – Enter all or part (at least a single letter) of the person’s last name.

2. First Name Search – Enter all or part (at least a single letter) of the person’s first



name.

NOTE Last Name Search and First Name Search are required to unlock the Search button. You will not be able to conduct a search without data in these two fields.

3. Middle Name – Enter all or part (at least a single letter) of the person’s middle name

4. City – Enter any postal city associated with the person (mailing address, permanent address, home address, etc.)

5. Date of Birth – Enter the person’s date of birth. You can do so by clicking the calendar icon to the right of the field and selecting a date OR by entering the date free form in the field.

6. National ID – Enter the person’s National ID (Social Security Number) in this field.

7. Click . This will jump you to the search results page.

Depending on the data you entered in the Search Criteria, this could take some time. While the search is running you should see a Processing Icon blinking in the upper right hand corner of your window.

Step 6 Once you have completed your search, you will be jumped to a Search Results page. From here you can review your search results and navigate to the pages on which you are working.

You are finished with the Search/Match process. From the Search Results Page navigate to the page on which you will be working.



5 Expected Outcomes

Using this Business Process Guide, you should be able to obtain the following results:

Users can conduct a full Search/Match process.

Student Administration - Admissions - Lee Business … instance of PeopleSoft (UNLV, UNR, Shared),...

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