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

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PABUG 2005

AUTOMATION OF SALUTATIONS AND COMBINED NAMES

Presenters:

Jerry Lennon

Karen Knisely

Lehigh University

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Topics of Discussion

• Mission statement

• Objectives

• Identify Existing Issues

• Determine the Solution

• Implementation

• Finalize

• Summary

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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.

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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.

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Objectives

• As a team we dedicated ourselves to:

– Being accurate in creating our names

– Building flexibility into our solutions

– Saving resources

– Exceeding all expectations

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Identify the Issues

• Are there existing standards?

• Are there any audit reports ?

• Who/What /Where/Why of entering data?

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Identify the Issues (cont.)

Existing Standards can be found (http://www.lehigh.edu/lewis)

• SunGard’s Banner System is Lehigh University’s 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.

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Identify the Issues (cont.)

Audit Issues

• NO reports addressing these issues

• NO accountability for NOT meeting our data standards

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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

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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?

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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

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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

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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

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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

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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

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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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Finalize

• Data Standards– Research

• Documentation, internet, interviews

– Approval• Incorporate to LU Standards

• Incorporate into Advancement Standards

– Review, Revisit and Edit• Often

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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

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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

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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

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Finalize (cont.)

• Training and Marketing of . .

– New Procedures

– New Policies

– New Programs

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Summary

• Did we meet our objectives?

– Goals have been reached

– Expectations were exceeded

– Constituents and Management are delighted with results

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Summary (cont.)

We learned to take time to…

– Organize the Project Process

– Establish the Standards

– Write the Program

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Summary (cont.)

• What can we share with Sungard SCT Banner?

• Support for the following RPE’s

– 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)

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Summary (cont.)

Our best resource throughout this project?

DEDICATED STAFF!!!

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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