Processing and Matching

A document status may be entered in the Key block, or the field may be left blank to search electronic transcript records with all statuses. Performing a List function from the Status field will display a list of valid values from the Electronic Document Status Code Validation (STVDSTS) page to allow a search and select of a valid status code. The Pending or Complete indicator is also specified in the Key block. The indicator will default to Pending when the page is entered, but may be changed to Complete or All.

A new transcript is defined as a transcript that has not yet been associated with an ID (PIDM) in Banner^®. Electronic transcripts initially received are flagged with an asterisk (*) in front of the last name. An asterisk (*) indicates that the person's transcript has not been associated with an existing person in the Banner system.

To proceed with further processing of the transcript, either the person associated with the transcript must be associated with an existing person in Banner, or a new person record (and other associated records, if applicable), must be created in the General Person Identification (SPAIDEN) page. It would be advisable to either create a screen print of the transcript information from the SHAEDIS page, or to obtain a printout from the EDI.Smart PC application, before creating a new record in the General Person Identification (SPAIDEN) page. This is advised because SPAIDEN is keyed by ID only, and its functional purpose is to create new IDs.

To assist with matching to an existing person in Banner, position the cursor on the appropriate transcript record and select the Verify ID item from the Options Menu (or go to the next section). This will display the Common Matching Entry (GOAMTCH) page where you can run the common matching process to determine if the transcript can be matched to an existing Banner record.

The value in the Matching Source field will be defaulted from the Online Matching Source field on GORCMUS for the user ID. If the user ID is allowed to use other matching source codes (based on the setting of the Allow Other Matching Sources check box on GORCMUS), then you can change the value on the Matching Source field on GOAMTCH.

Use a next section to populate the Data Entry section on GOAMTCH with all of the data for the incoming transcript record that is present in the temporary tables. You can update or adjust the data in the Data Entry section if it does not meet your institution’s data standards. These updates will be copied back to the temporary tables and used when the prospect's record is created.

The incoming person’s transcript record can be a match, a potential match, or a new record:

If the incoming transcript is found to be a match to someone in Banner, the Banner record will be displayed in the Match section.
If the incoming transcript is found to be a possible match against more than one existing Banner record, then all of the possible matches will be displayed in the Potential Matches window.
If the transcript is found to be a new record, an Alert Box will be displayed with a message asking if you want to create the new person.

If the person is found to be an exact match, you can do one of three things:

Match the incoming record to the Banner record but not update any null fields that exist for the person in Banner by selecting the Select ID button.
Match the incoming record to the Banner record and choose to update any null fields that exist for the person in Banner with data on the incoming record by selecting the Update ID button.
Choose to ignore the matched status, and create the person as new by selecting the Create New button.

After selecting one of the options above, the user will be returned to SHAEDIS where they can continue processing the record. The asterisk (*) that had appeared in the unlabeled field to the left of the Last Name field to indicate the person had not been verified will no longer be displayed. Matching will be permitted only if the transcript has not already been associated with an existing person in Banner.

Warning! Care should be exercised in selecting a matching ID from existing Banner IDs. When the match has been made, the transcript record cannot be updated with a different ID.