DARTS : Preventing Duplicate IDs in MaineStreet Human Resources using Add a Person

Performing a Search for Duplicates

1. Navigate to the Add a Person page
   MyCampus > MaineStreet > Enterprise Applications > Human Resources Employees (HRPRD) > Navigation Bar > Navigator > Workforce Administration > Personal Information > Add a Person
   
2. Pro Tip: For First Name Search you should limit it to the first three or four letters of the name to bring up more possible matches. See Pro Tips at right for more examples.
   Enter the first few letters of the first and last name under Search Options on the Hire/Employee Search page.
   Potential matches will appear under Search Results. If there is no match, you will see a red notification next to the Empl ID field under the Search button at the top right of the Search Options box. This is when you can call into play the other data, such as date of birth and/or National ID (includes Social Security Number) that you may know about a person. You can tell when results all belong to the same EMPLID by looking at the Emplid column. Examine the rows carefully to see if you have the correct one, and to see if there are TWO correct matches...that is, an already existing duplicate that needs to be reported before it gets worse. 
   
3. The example below is strictly for illustration. This image is from performing a similar search, but starting from the CS database. You will notice there are more columns of information displayed under Search Results, but the premise is the same. This search was entered with the first name HOW and the last name CLY. It returned a number of results, and three IDs found. But when we look for unique identifiers, we also see that there are only two addresses; it appears we have found two individuals, and three IDs. Both IDs for Howard Clymore are the same, and all of the information displayed matches. However, It appears that the information for Howard Clyborne contains two IDs. So not only is this person already in MaineStreet, they have been entered twice, and assigned two EMPLIDs. Although you would have picked up at least one record if you had entered HOWARD instead of only HOW, you would not have picked up the HOWIE record and would have missed the duplicate IDs.
   
4. Additionally, you can use the column names at the top of the table, click to sort (once: ascending, once more: descending) any data in the table by whatever fields you feel are helpful If your results display more than 20 rows, a View All link will appear in the title bar of the Search Results box. Click to view up to 100 rows. If you there is more than one page, scroll through using the arrows to the right of View All.
5. Sorting
   The date of birth is usually the most helpful: click the Date of Birth column once to sort by ascending. Any Empl IDs with blank DOB will appear first. These are especially important to check as they are missing a critical piece of data.  A positive Empl ID matching would typically require the address or email address in these cases.
   Sorting by Date of Birth also arranges the rows in an order that makes it easy to identify Dates of Birth that are similar to the one you have. It is possible that the individual has a previous ID which may have either a typo or handwriting misinterpretation from when it was entered. The Date of Birth sorts by month, then day, then year.  Look for birthdays with months and days similar to your individual. 
6. Final Steps
   If you have determined there are no matches, select the No Match button to add a new person.
   If there IS an existing EMPLID (this occurs for instance when a current or former student becomes an employee) simply click on the Empl ID to make them an employee.
7. If you find DUPLICATE ID, create a ticket in the HR ticketing system.