Banner > Reconcile Duplicate G Number

How to Reconcile a Duplicate G Number

If a student has two G numbers the two records must be reconciled and one number must be identified as the correct (aka: Good) G number. In order to ensure this happens quickly and accurately, please follow steps outlined below.

1. Determine Correct G Number

Identify Good ID and Bad ID and use GUASYT to determine which record should be used. In some cases the choice is obvious because the majority of information is entered under one record. The check boxes in GUASYST indicate which module’s forms have been populated (although you will need to determine if they have been populated completely or accurately as part to this reconciliation process).

When both ID’s have significant information on them priority should be given as follows:
  1. HUMAN RESOURCE Employee records (Should always be good ID unless newer record)
  2. Network Account (should be given priority if user is a student enrolled in an online course).
  3. Student with an academic record (Should always be good ID unless extensive HR record exists)
  4. Financial Aid information (Should be given priority when possible due to the sheer amount of information to be moved)
  5. Admission, Extender (Can be bad ID due to ease of changes)
  6. Vendor records (Can be bad ID in most cases, but be sure Vendor coordinator has opportunity to correct issue before changing)

If resolving the two records will take some time (more than 30 mins and involves another data manager), then place a hold on both records until reconciliation is complete to assure changes aren’t being made before the process is complete.

If one record is obviously wrong and no communication is required, proceed to step 2.

Steps Two and Three can be done in any order or concurrently. It is important that the good ID be updated, the bad ID tagged correctly and the appropriate teammates notified. These steps can be done by any data manager.

2.Communicate the Update

Notify appropriate colleagues of the duplicate records by creating a ticket by emailing support@cu-portland.edu and cc the appropriate data managers (determined by the modules checked in GUASYST).

If another data manager needs to update the account as well (move FA information, for example) then the second data manager should respond to the same email when their updates are complete.

ITS will confirm that the network account is tied to the Good ID and pass the ticket to the Banner team for final documentation (the Banner team will use the information to look for patterns and update policies to avoid future duplicates).

Because we are working to fix the source of the error please take an extra minute or two to include information about what you think caused the duplicate and the amount of time needed to fix it.

The email should mirror the following example:
Good G Number: XXXXX2356
Bad G number XXXXX4568
Student Name: Ackbar, A
Possible reason for duplicate: CRM and Admissions employee created two different records
Amount of time to reconcile: 15 minutes

3. Update the Good ID, remove the BAD ID

Investigate the bad ID and look for any information that needs to be transferred over. Make screen prints or open a second instance of Banner to access information that you will need to move from the Bad ID to the Good ID. Use GUASYST as a guide, but look at the following as well:

  • SOATEST
  • SOAHOLD
  • SOAHSCH
  • SOAPCOL
  • SGASADD
  • SAAADMS
  • Banner Document Management (BDM), formerly known as Xtender

If you do not have permissions to update the needed forms, please update the ticket created in step two so the appropriate data manager can assist.
Update the SPAIDEN for the Bad record by:

1. Ensure the SS#, Birthdate information from Bad ID into the Good ID are the same, and transfer the Bad info to the Good record, if needed in the Biographical tab. Do the same for email.

a. Address- if the current address is newer than the one on the Good ID, then update the Good ID with the newest address.

2. In the Bad Record:

a. Remove the original Last name from the Alternate ID tab

b. In the Last Name field type “ **(BAD) “ before the last name, no space between the indicator and the last name.

c. If the system allows, delete SS#, Birthdate, and email information from the Bad ID

d. Check the Additional Identification tab in SPAIDEN. If the BAD record has an entry that is not present in the GOOD record, work with the Office of Admission to confirm whether that entry should exist in the GOOD record. Once decided, delete the Additional Identification entry from the BAD record. This ensures that data coming from external Admissions systems does not get imported to the BAD record.
Remove any holds that were placed on the good record as part of this reconciliation process.


Updated by Matt Perreault 4/2/15