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1 PABUG 2005 AUTOMATION OF SALUTATIONS AND COMBINED NAMES Presenters: Jerry Lennon Karen Knisely Lehigh University.

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Presentation on theme: "1 PABUG 2005 AUTOMATION OF SALUTATIONS AND COMBINED NAMES Presenters: Jerry Lennon Karen Knisely Lehigh University."— Presentation transcript:

1 1 PABUG 2005 AUTOMATION OF SALUTATIONS AND COMBINED NAMES Presenters: Jerry Lennon Karen Knisely Lehigh University

2 2 Topics of Discussion Mission statement Objectives Identify Existing Issues Determine the Solution Implementation Finalize Summary

3 3 Mission Statement Our major goals were to improve our data and communications. Our data goal was to provide accurate information to others. Our communication goal was to increase our customer satisfaction.

4 4 Mission Statement (cont.) How? By… Addressing our inconsistent information. Building into our solutions one key factor being flexible. Learning to deal with limitations. Automating as much information as possible. Increasing our staff confidence.

5 5 Objectives As a team we dedicated ourselves to: –Being accurate in creating our names –Building flexibility into our solutions –Saving resources –Exceeding all expectations

6 6 Identify the Issues Are there existing standards? Are there any audit reports ? Who/What /Where/Why of entering data?

7 7 Identify the Issues (cont.) Existing Standards can be found ( http://www.lehigh.edu/lewis) SunGards Banner System is Lehigh Universitys integrated database. The Data Standards Team was formed by the LEWIS Steering Committee to review these shared items and make recommendations to the LEWIS Steering Committee.

8 8 Identify the Issues (cont.) Audit Issues NO reports addressing these issues NO accountability for NOT meeting our data standards

9 9 Identify the Issues (cont.) Who/What /Where/Why of entering data –Revisit and solidify standards Clarify ownership of names. Prefix, first/middle/last names, suffix Shared ownership of gender, marital status, deceased Sole ownership of spouse information, cross reference, and Comments –Access to Banner forms Spread across campus No control as to who is doing what

10 10 Determine the Solution Having identified the issues – do we... –Re-train and make adjustments manually? –Modify all the bad data automatically? –Continue existing business practices?

11 11 Implementation Created four different salutations per Constituent –CONSITUENT Formal Salutation = Lieutenant Lennon and Ms. Lennon-Day Combine Informal Salutation = Gerald and Mary Ann Formal Salutation = Lieutenant Lennon Informal Salutation = Gerald –SPOUSE Formal Salutation = Lieutenant Lennon and Ms. Lennon-Day Combine Informal Salutation = Gerald and Mary Ann Formal Salutation = Ms. Lennon Informal Salutation = Mary Ann

12 12 Implementation (cont.) Flexibility with combined names –Joined combined name: Lt. and Mrs. Gerald A. Lennon, Jr. APANAME/AWVNAME_CM_NAME –Separated combined name: Lt. Gerald A. Lennon, Jr. Mrs. Mary Ann T. Lennon AWVNAME_CM_NAME

13 13 Implementation (cont.) Created and tested our solutions –New Validation tables and Views STVLUPF (Prefixes) STVLUSF (Suffixes) AWVNAME_CM_NAME (Combine Names) AWVSALU_CFOR (Salutation) AWVSALU_CIMF (Salutation) AWVSALU_FORM (Salutation) AWVSALU_INFM (Salutation) –Update/Insert data programs –Report programs

14 14 Data Standards: –NAME PREFIX –NOTE: If adding an individual for the first time and no prefix is specified, please enter Mr. as the default for all males and Ms. for all females. If gender is not available do not enter any prefix. If name suffix of MD or PhD is used, do not enter name prefix of Dr. –NAME STANDARDS - NAME SUFFIX

15 15 Data Standards: –NAME PREFIX –NOTE: If adding an individual for the first time and no prefix is specified, please enter Mr. as the default for all males and Ms. for all females. If gender is not available do not enter any prefix. If name suffix of MD or PhD is used, do not enter name prefix of Dr. –NAME STANDARDS - NAME SUFFIX

16 16 Implementation (cont.) 13:36:07 SQL> desc awvname_cm_name; Name Null? Type ----------------------------------------- -------- ---------------------------- ID VARCHAR2(9) PIDM NUMBER(8) MRTL_CODE VARCHAR2(1) GENDER VARCHAR2(1) COMBINE_NAME VARCHAR2(190) COMBINE_NAME1 VARCHAR2(145) COMBINE_NAME2 VARCHAR2(115) STATUS CHAR(4) 13:36:16 SQL> desc AWVSALU_CFOR; Name Null? Type ----------------------------------------- -------- ---------------------------- ID VARCHAR2(9) PIDM NUMBER(8) MRTL_CODE VARCHAR2(1) GENDER VARCHAR2(1) AWVSALU_SALUTATION VARCHAR2(187) STATUS CHAR(4)

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24 24 Finalize Data Standards –Research Documentation, internet, interviews –Approval Incorporate to LU Standards Incorporate into Advancement Standards –Review, Revisit and Edit Often

25 25 Finalize (cont.) New programs based on New standards: –Salutations in the form APAMAIL Only replaced the identified 4 types out of many –Combined Name in APANAME Name field under Combined Name section Incorporated the address type

26 26 Finalize (cont.) Daily Entry of related data –If you change (not just names) Then the salutations need to be changed/removed on APAMAIL and the Combined Name on APANAME –Donor-requested Salutations/Combined Names Replace the data in APAMAIL/APANAME Use code = SPEC in APAMAIL –Ex: Mrs. Gerald A. Lennon Enter comment in APACOMT

27 27 Finalize (cont.) What reports are needed? –Controls Check for missing data (gender, marital code, prefixes and suffixes) Review data proactively (comparing expected vs. actual) –Verification Reports and downloads of daily entries –By column length –By type (dead, spouse, cross reference, marital status, indicator) –Daily/Weekly/Adhoc –Data Entry Checks Requested changes by constituents Identify who is making the errors

28 28 Finalize (cont.) Training and Marketing of.. –New Procedures –New Policies –New Programs

29 29 Summary Did we meet our objectives? –Goals have been reached –Expectations were exceeded –Constituents and Management are delighted with results

30 30 Summary (cont.) We learned to take time to… –Organize the Project Process –Establish the Standards –Write the Program

31 31 Summary (cont.) What can we share with Sungard SCT Banner? Support for the following RPEs –Create validation tables for prefix and suffix (RPE 477,691) –Add New columns to spouse and child info (RPE 2733, 48875) –Expand length of names (RPE 48878)

32 32 Summary (cont.) Our best resource throughout this project? DEDICATED STAFF!!!

33 33 Contact us at: Jerry Lennon, Senior Project Specialist/Advancement Co–Project Leader –gal0@lehigh.edu –(610)758-3009 Karen Knisely, Systems Report Writer –kmk8@lehigh.edu –(610)758-5735


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