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This page is no longer being updated. Please refer to the Knowledge Base to view the most updated information.

Overview

If any person affiliated with the university is found to have multiple IDs or PIDMs in Banner, the tables affiliated with BDMS will be reviewed as part of the Duplicate PIDM evaluation process.  All tables associated with indexed documents in BDMS are in the OTGMGR schema.  If the IDs or PIDMs being evaluated are found in any of these tables, they will appear on the Dupliate PIDM evaluation page with the OTGMGR prefix.

 


Panel
titleRules

The following rules are in place for evaluating tables in the OTGMGR schema for duplicate PIDMs:

  1. If an ID or PIDM is found in the OTGMGR.AE_RFSCT table or any of the tables in the OTGMGR schema beginning with AE_AI but not in any of the tables beginning with AE_DT, there are no documents associated with the IDs or PIDMs in BDMS.  The data will be able to be combined automatically using the Duplicate PIDM evaluation form providing that other criteria evaluated on the form are met.
  2. If an ID or PIDM is found in any of the tables in the OTGMGR schema beginning with AE_DT, there are documents indexed to that ID and they must be manually evaluated and reindexed through BDMS.  (It is also recommended that an annotation comment be added to the first page of the image indicating the index change.) Refer to the chart below to determine who should be contacted for documents in each area.  The data will not be able to be combined automatically using the Duplicate PIDM evaluation form.
  3. If an ID or PIDM is found in any other tables in the OTGMGR schema (not AE_RFSCT or any beginning with AE_DT or AE_AI), contact the MIS Imaging team (Amie, Tom or Shawn) to evaluate.
Note
Any table with AE_DT is an index table and contains the index values associated with documents stored in BDMS.  Any table with AE_RF or AE_AI uses the Key Reference or Auto Index features.  These tables are synchronized with Banner but have no impact on whether or not indexed documents exist in BDMS.  If are cleaned out of Banner tables, records in the AE_RF and AE_AI tables will be automatically removed at the same time so that they remain synchronized.

 


Contacts by Table 

Table(s)

App ID

App Name

App Description

Department / Contact

AE_DT499, AE_RF499, XE_DT499

499

B-F-GRNT

Sponsored Research, Grants and Capital Projects

Financial Services / Deb Shirley

AE_DT502, XE_DT502

502

B-F-ID

Vendor Information

Financial Services / Deb Shirley

AE_DT504, XE_DT504

504

B-S-ID

Student Credentials

Registrar /

AE_DT506, AE_RF506, XE_DT506

506

B-F-DOCS

Invoices, AP Checks

Financial Services / Deb Shirley

AE_AI509, AE_DT509, XE_AI509, XE_DT509

509

B-S-ADMN

Admissions - UG, Grad, Intl, ELI

Admissions / Dawn Brixey, Eric Eckart, or Lisa Gibson

AE_DT513

513

B-G-ID

Training, Miscellaneous

MIS / Imaging Team

No tables

515

B-X-LEGACY

Hummingbird 5280 Images (Phoenix)

Financial Services

AE_DT516, XE_DT516

516

B-X-PRCHK

W2, Payroll Stubs

Payroll / Joycelyn Tinsley

AE_DT517, XE_DT517

517

B-X-KEY

Key Control documents

Key Control / Vickie Youngers

AE_DT518, XE_DT518

518

B-X-DRCACC

Disability Accomodation Memos

Disability Resource Center / Tabitha Haynes

No tables

519

LEGACY-STUDENT

Legacy Phoenix documents - student related

MIS

AE_DT520, XE_DT520

520

B-H-WORK_COMP

Workers' Compensation

HR/Benefits / Pam Campbell

AE_AI521, XE_DT521, XE_AI521, XE_DT521

521

B-H-PERS_ACT

Personnel Action Forms

HR/Personnel / Lyn McKenzie

AE_DT522

522

B-H-PERSONNEL

Personnel Files

HR/Personnel / Lyn McKenzie

AE_AI523, AE_DT523

523

B-H-POSN_AUTH

Position Authorization

HR/Personnel / Lyn McKenzie

AE_DT524

524

B-H-EMPL_AUTH

Employment Authorization

HR/Personnel / Lyn McKenzie

AE_DT525

525

B-H-INSURANCE

Insurance

HR/Benefits / Pam Campbell

AE_DT526

526

B-H-LEAVE_ADMIN

Leave Administration

HR/Benefits / Pam Campbell

AE_DT527

527

B-H-DFND_CONT

Defined Contribution (403B)

HR/Benefits / Pam Campbell

AE_DT528

528

B-H-FMLA

FMLA

HR/Benefits / Pam Campbell

AE_DT529

529

B-S-COE

College of Education

College of Education / Scott Fiedler

AE_DT530

530

B-S-COBA

College of Business Administration

 


AE_DT531

531

B-RL-ACCOM

Residence Life - Accomodations

Res Life / Lenord McGownd

AE_DT532

532

B-RL-MENG_FORM

Residence Life - Meningitis Form

Res Life / Lenord McGownd

AE_DT533

533

B-S-COAL

College of Arts and Letters

 


AE_DT534

534

B-S-CHHS

College of Health and Human Services

 


AE_DT535

535

B-S-CHPA

College of Humanities and Public Affairs

 


AE_DT536

536

B-S-CNAS

College of Natural and Applied Sciences

 


AE_DT537

537

B-S-GRAD

Graduate College

 


Panel
titleSolution

The application content owner, or whoever they designate, can perform the following steps to update indexes on documents found to be associated with obsolete IDs.  The only requirements are that they have access to the BDMS application and that their access level be either as an indexer or an administrator.

  1. Login to BDMS and query the BDMS application for documents associated with the ID that is being made obsolete.
  2. From the Query Results list, open the document for viewing and display the index.
  3. Choose the "Modify" button just below the index to allow the index to be changed.
  4. Change the value in the ID field to the correct ID and tab to the next field.
    1. When tabbing to the next field, the person related information should automatically update.
  5. Save the modified index values.
  6. Repeat for each document that was in the Query Results list.

If you have any questions about this process, please contact the MIS Imaging team.

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For questions or comments, contact the Computer Services Help Desk
HelpDesk@MissouriState.edu
417-836-5891