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![Managing Duplicate Records
• Always SEARCH before adding new records. Use wildcards: ?, *, [ ]:
• ?- replaces a single characters
• * - replaces a series of characters
• [ ] – finds a range of characters. Example: Description BEGINS with [B, C, D].
• Review Business Rules for Duplicate Records Criteria in the Configuration module:
#BBK12UC](https://image.slidesharecdn.com/maintainingahealthydatabaseintheeducationedge-150709131739-lva1-app6891/85/Maintaining-a-Healthy-Database-in-The-Education-Edge-23-320.jpg)
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Maintaining a Healthy Database in The Education Edge
The document provides tips and best practices for maintaining a healthy database in The Education Edge software. It recommends establishing policies and procedures for database management, configuring security and business rules, integrating records between modules, managing duplicate records, and utilizing cleanup and maintenance tools. Regularly running reports and integrating data with The Raiser's Edge are also emphasized for database health.
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Maintaining a Healthy Database in The Education Edge
- 2. MAINTAINING A HEALTHY DATABASEIN THE EDUCATION EDGE EE Breakout Session 4: Deadra Elliott, Presenter
- 3.
- 4. #BBK12UC Learning Objectives: • Reviewbest practices for records management including: • Establishing policies and procedures • Database security and configuration • Review front-end database cleanup and maintenance tools • Review EE/RE Integration best practices recommendations • Blackbaud Knowledgebase links and other helpful info
- 5.
- 6. Dirty Data In,Dirty Data Out… #BBK12UC • A healthy database begins with clean data. • Clean data is maintained by enforcing system security and data entry standards. • Document Policies & Procedures for end-users
- 7. #BBK12UC • Establish anddocument your organization’s policies and procedures for database management. • Designate key individuals to manage records entry and other critical database areas. • Educate users regarding internal standards and preferences for data entry. • Ensure critical business information is shared across campus offices. It’s all about the P&P….
- 8. How to avoidthis feeling… • Understand “integrated” records setup in The Education Edge • Become familiar with shared fields and tables • Manage users and other critical business processes #BBK12UC
- 9. Integrated Record Viewsin The Education Edge #BBK12UC Admissions Registrars Student Billing
- 10. Shared Record Fieldsin The Education Edge • Shared Fields in The Education Edge and Student Billing: • First/Last Name • Nickname • Student ID • Address Type • Language • Address/Sal type • Letters - Financial Aid • Affiliation • Marital Status • Birth City • Organization Type • Board Type • Phone Type • Church Affiliation • Reason Left • City • Region • Country • Relationship • County • Religion • Currency Type • State • Ethnicity • Student/Applicant Status • Financial Aid Category • Suburb • Financial Aid Type • Suffix • Grade Levels • Title • Industry • Birth date • Financial Aid Attributes #BBK12UC
- 11. The Integrated RecordsAdvantage • Eliminates duplicate data entry • One linked record in The Education Edge for enrolled students • Records share consistent Student ID number • Linked record stores Applicant, Student, and Student Billing information • Parent/Guardian data is linked to Student record view • Updates to Parent/Guardian or Individual Records are shared throughout The Education Edge • Address updates or changes are reflected in linked records • Changes to data in shared fields and tables reflected in linked records #BBK12UC
- 12. #BBK12UC *Sample Data EntryProcess (EE/SB and RE): Data entry begins in AO Enrollment is completed in AO Linked student record is created in RO/SB EE/RE integration utility adds records to RE Parent records created in RE Student records created in RE (optional) EE/RE integration shares updates in linked records *Note: Assumes The Education Edge and The Raiser’s Edge databases are integrated. AO=Admissions Office; RO=Registrars Office; SB=Student Billing; RE=The Raiser’s Edge.
- 13. Follow the rulesplease… #BBK12UC Establish Guidelines for Database Maintenance: System Setup: Security Groups, Users, and Roles Business Rules and Configuration Customize Data Entry Fields Grading and Scheduling info Linked Records Proper Linking and System Tools Duplicate Records Duplicate Records Report and Records Merge utility Database Cleanup Tools: Table Cleanup Globally Change Records Other Helpful Status Wizards: Mark for Reenrollment End of Year Processing RE/EE Integration Tips
- 14. System Security-Setting theRules #BBK12UC • Security Groups and Users are defined in the Administration module. • Setting Restrictions: – Add, Edit, Delete rights – Code Table Change access – Shared Components access – Optional Modules and Integration Utility access
- 15. Business Rules #BBK12UC • Systemsettings in Configuration for records and modules in The Education Edge:
- 16. Customize Data EntryFields #BBK12UC • System option in Configuration to rename and mark fields as required, hidden, or lookup:
- 17. Grading & SchedulingInfo #BBK12UC Grades module Restrict Access
- 18. • Document gradingand scheduling procedures for Faculty Access for the Web and NetClassroom add-on modules. • Online Help file for Administrators: https://www.blackbaud.com/files/support/helpfiles/education/ee/783/sup/index.html. • Check out the following resources on www.blackbaud.com using this link: https://www.blackbaud.com/howto/faculty-access. • Faculty Access for the Web Help page • How to Videos • NetClassroom 101: An Illustrated Cheat Sheet for Students and Parents • Download a .zip file of Teacher Tutorials for Faculty Access for the Web #BBK12UC Tips for Faculty Access & NetClassroom
- 19. Linking Records inThe Education Edge • “Proper” Linking: #BBK12UC This button allows you to toggle between records that are linked properly in EE.
- 20. Linking Records inThe Education Edge • Establishing Record Links: • Use the Enroll Applications Status Wizard in Administration: • Use the Enroll Applications option from the Applicant menu: #BBK12UC
- 21. Linking Records inThe Education Edge • Use Address Linking, Copy & Share Options: #BBK12UC Advantages: • Shared address updates across linked records • Consistent address info
- 22. Linking Records inThe Education Edge • Linked Relationships: #BBK12UC Advantage: • Ensures relationship data is shared between linked records.
- 23. Managing Duplicate Records •Always SEARCH before adding new records. Use wildcards: ?, *, [ ]: • ?- replaces a single characters • * - replaces a series of characters • [ ] – finds a range of characters. Example: Description BEGINS with [B, C, D]. • Review Business Rules for Duplicate Records Criteria in the Configuration module: #BBK12UC
- 24. Managing & MergingDuplicate Records • Run The Duplicate Records Report in the Administration module • Merge duplicate records in the Administration module #BBK12UC
- 25. Additional Database CleanupTools #BBK12UC • Table Cleanup in Configuration: • Globally Change Records in Administration (Add, Replace, Delete, Copy):
- 26. Helpful Status Wizardsin The Education Edge • Status Wizards in the Administration module: • Mark for Reenrollment (prepares students for scheduling for NEXT Academic Year) • End of Year Processing (promotes students after the Academic Year is c) #BBK12UC
- 27. Integrating The EducationEdge and The Raiser’s Edge • Integration must be unlocked in EE/RE (to access the icon) • Integration utility facilitates the sharing of record biographical, address, contact, and education data between EE and RE • Integration Readiness Analysis #BBK12UC
- 28. #BBK12UC Tips for EE/REIntegration Preparation • Know your databases and data entry issues! • Create a realistic timeline for pre-integration cleanup and implementation • Create an internal Integration Planning Committee (include representatives from AO, RO, SB, and RE) • Review fields and record types available for mapping during integration • Use Table Cleanup options in the Configuration module to merge/delete or inactivate table entries • Review procedures for running the “Non-Constituent Merge Utility” in RE • Merge duplicate records in EE and RE • Identify data entry issues with tracking primary business information, student relationships, and spousal relationships
- 29. #BBK12UC Post-Integration Tips forEE/RE • Appoint an EE/RE Administrator to manage the utility • Run Duplicate Records reports frequently • Run the integration Matched Records and Integration Activity reports • Document Polices and Procedures for EE/RE integration. Links to Blackbaud documentation: • EE/RE Integration Guide: https://www.blackbaud.com/files/support/guides/ee/reeeint.pdf. • EE/RE Integration Planning Guide: https://www.blackbaud.com/files/support/guides/ee/reeeintplan.pdf
- 30. Knowledgebase tips fromwww.blackbaud.com: 1. How to create a policies and procedures manual (Article Number 75202) 2. How to use the Table cleanup utility (Article Number 39849) 3. How to globally change students' statuses (Article Number 40621) 4. How to identify and merge duplicate records in The Education Edge and Student Billing 7 (Article Number 41128) 5. Education Edge Program Basics Guide: https://www.blackbaud.com/files/support/guides/ee/eeprogram.pdf. 6. Database Administrator Guide: https://www.blackbaud.com/files/support/guides/ee/dataadm.pdf. #BBK12UC Helpful Tips and Links
- 31. #BBK12UC #BBK12UC Download the BlackbaudK-12 UC15 Mobile App & Engage With Us! Go to your app store, on any mobile device, and look for: Blackbaud K-12 UC15 - Agenda - Speakers - Attendees - Sponsors - Session Surveys and more! Conference resources just for you!