Match Records Window

The Match Records window is used to determine the common set of constituents between the J1 and PowerFAIDS databases by matching applicant records in PowerFAIDS against all possible constituent records in J1 to find those with possible matches and flag them with a status. Identifying this common set as early as possible in the financial aid application process will provide you with an opportunity to share relevant data between J1 and PowerFAIDS in a more robust and timely manner. Running the Match Records task on a regular basis maximizes the number of records that can be successfully found between PowerFAIDS and J1 and increases the number of PowerFAIDS records where enrollment data can be updated.

· It selects PowerFAIDS constituent data for the specified award year where the ALTERNATE_ID is not populated.

· It attempts to match each PowerFAIDS row to J1 constituent data based on Social Security Number (SSN), Last and First Name, Last Name and Date of Birth, Last Name and ZIP Code, Phone Number, Email Address and stores matched and non-matched records in a temporary memory data store.

· It allows you to set valid matches for questionable Social Security Number (SSN) matches.

· For all exact SSN matches selected, it inserts missing PF_APPLICANT_MASTER rows when no corresponding row exists. When a row exists, PF_APPLICANT_MASTER.STU_TOKEN will be updated with the PowerFAIDS STUDENT.STU_TOKEN and the PowerFAIDS EXTERNAL_DATA table will be populated with SSN, AWARD_YEAR, and EX_ID_NUM in ALTERNATE_ID along with any additional data items set for transfer in Configure Data Elements for Create Student Update. It also inserts missing PF_STDNT_MSTR rows when no corresponding row exists. When a row exists, PF_STDNT_MSTR.POE_ID is updated with the PowerFAIDS STU_AY_POE.POE_TOKEN.

· It inserts missing PF_POE_DEF rows when POE_ID is assigned to any PowerFAIDS applicant for the selected award year and when there is no corresponding row in PF_POE_DEF.

· It inserts missing PF_APPLICANT_MASTER rows when ALTERNATE_ID is populated in

· It provides a printable report of matches (exact matches, potential matches, and non-matches) at any point after the initial match process is run.

Columns and Buttons

How To

1. Open the Match Records window.

2. Select the appropriate Award Year from the drop-down list.

3. Click the Match button, which runs the query to attempt to match eligible PowerFAIDS applicants to J1 constituents based on specific matching criteria.

4. You will be prompted to enter a location for the Match Records Error/Audit File. Click the OK button.

5. The match process continues and displays a progress bar and PowerFAIDS record information in the Microhelp bar.

6. The Match Records Error/Audit File may be displayed if there are errors or audits. You can sort data on a specific column and restrict the data on a specific column with specific search words.

7. During the match process, the PowerFAIDS records and possible J1 matches, if found, are displayed in their respective data windows.

8. When the match process is successfully completed, the following functionality is available:

a. You can click the View Report button to display a printable report of the potential match results for your review. The data can be filtered by clicking on the appropriate checkbox or combination of checkboxes. You can also sort by Status or Name Type.

b. If a selected record in the Possible J1 Matches data window has a status of Questionable SSN Match and you deem that it is a valid match, you can click the Set Match button, which changes the status to Good SSN Match.

c. If you want to remove a row in the Possible J1 Matches data window as a possible match for the PowerFAIDS record, select the row and click the Clear March button.

d. If you want to update the SSN, select the appropriate row in the Possible Ex Matches data window and click the Update SSN button. A prompt window will open to allow you to change the SSN. When you make the change and click the Save button, the SSN is saved in the Biograph Master table, changed to Good SSN status, and displayed on the Match Records window.

9. When you have completed your review, changed status of records, etc., you can click the Complete Matches button to launch an update of both the J1 and PowerFAIDS databases with matched information or close the window.

1. Open the Match Records window.

2. Select the appropriate Award Year from the drop-down list.

3. Click the Complete Matches button, which creates rows in PF_APPLICANT_MASTER for students in PowerFAIDS with the ALTERNATE_ID populated but no corresponding J1 row in PF_APPLICANT_MASTER:

a. Inserts missing PF_POE_DEF rows for PF applicants with POE assignments. The POE Definition window opens and displays data from PowerFAIDS that you must modify and save or save as shown or cancel

b. Inserts missing rows in the PF_APPLICANT_MASTER table for all records with a Good SSN Match status

c. Creates corresponding records in the EXTERNAL_DATA table in PowerFAIDS that includes the following data from J1 to PowerFAIDS:

i. PF_APP_EX.SSN to EXTERNAL_DATA.SSN

ii. HEADER.AWARD_YEAR to EXTERNAL_DATA.AWARD_YEAR_TOKEN

iii. PF_APP_ID.ID_NUM to EXTERNAL_DATA.ALTERNATE_ID

d. Additional data elements flagged for transfer in the Configure Optional Student Data Elements for Transfer

e. Inserts rows in PF_STDNT_MSTR for the records with a status of Good SSN Match

4. The Match Records - Create Student Update Parameters window is displayed. This window prompts you for needed values. When you enter these values and click OK, the process completes.

5. If necessary, refer to the Troubleshooting the Complete Matches Report topic.

1. Open the Match Records window.

2. Run the Match Records Process.

3. During the match process, the PowerFAIDS records and possible J1 matches, if found, are displayed in their respective data windows.

4. When the match process is successfully completed and if a selected record in the Possible J1 Matches data window has a status of Questionable SSN Match and you deem that it is a valid match, click the Set Match button, which changes the status to Good SSN Match.

1. Open the Match Records window.

2. Run the Match Records Process.

3. During the match process, the PowerFAIDS records and possible J1 matches, if found, are displayed in their respective data windows.

4. When the match process is successfully completed and if you want to remove a row from the Possible J1 Matches data window, select the row and click the Clear Match button.

1. Open the Match Records window.

2. Run the Match Records Process.

3. During the match process, the PowerFAIDS records and possible J1 matches, if found, are displayed in their respective data windows.

4. When the match process is successfully completed and if a selected record in the Possible J1 Matches data window has a status of Questionable SSN Match and you want to update the SSN, click the Update SSN button.

5. A prompt window will open to allow you to change the SSN.

6. When you make the change and click the Save button, the SSN is saved in the Biograph Master table, changed to a status of Good SSN, and displayed on the Match Records window.

1. Open the Match Records window.

2. Run the Match Records Process.

3. When the match process is successfully completed, click the View Report button to display a printable report of the potential match results for your review.

4. The data can be filtered by clicking on the appropriate checkbox or combination of checkboxes. You can also sort by Status or Name Type.

5. Print the report by selecting File > Print or by clicking the printer icon ( $image\img00016.gif$ ).

Keystroke	Function
Alt+M	Match
Alt+V	View Report
Alt+C	Complete Match
Alt+S	Set Match
Alt+E	Clear Match
Alt+U	Update SSN