New Record Creation and the Banner ID

3.1 Facts about Entities (persons and non-persons) in Banner

1. All name, ID, address, telephone, email information for an entity, as well as some biographical information for persons is shared by all modules and offices. Biographical information includes gender, birth date, social security number, marital status, ethnicity, and citizenship.
2. At times, Bethel University is not given or does not have all necessary information regarding an entity. For example, a prospective student may initially give a nick name and a last name but not the full first name, full middle name and last name. Data for an entity is built and enhanced over time.
3. Entities may have several relationships simultaneously (or over time) with Bethel University. For example, a person may be an employee, an alumnus, a current student, and parent.
4. To ensure accurate record keeping across the entire system, every effort must be made to prevent duplicating an existing record. It is very difficult to effectively combine later transactions under the proper single ID if a duplicate record is ever created. Careful searching will prevent the creation of duplicate id records. 

3.2 New Record Creation

All offices at Bethel University will use common matching when adding new id records.  The common matching routine is a final electronic check for existing id records for the new entity before creating a new id. 

• To access, click on "Generate ID" on the upper left side of the key block area. Banner will display the GOAMTCH entry screen.
• Key in the name, address, and any other known data such as phone, email, gender, and date of birth. This form also serves as a concise data entry template where it is easy to key in all general person data on one screen.
• Click on the Duplicate Check icon to run the common matching routine.
• Review any matches and potential matches. If a record exists, select the record and update the information as needed.
• If no match already exists, click on "Create New" to continue creating a new ID. 

3.3 Banner ID

Bethel uses a computer generated unique number for new id records in Banner.  Banner will generate the ID in the GOAMTCH form after the “Create New” button is clicked.  There is no intrinsic meaning built into the id, it is an electronically generated number.

3.4 Data Required for New Records

The absolute minimum data necessary to create a new entity in the Banner system is a name. However, to meet data needs of Bethel University and to ensure data integrity and accurate record keeping, it is most beneficial to have some of the following components as well:

• street address
• email address
• telephone number
• gender
• birth date
• social security number