Merge Individual | Potential Duplicate Accounts

*This information is from GSI Staff User Manual V.19

Overview

Because WorkinTexas.com is a Web-based system that helps individuals work in self-service mode, it is possible for a single individual to create multiple accounts. This might occur if the customer forgets their login information, and instead of retrieving this data, they re-register in WorkinTexas.com. Although the system performs edit checks to prevent account duplication, users can provide false information and create a seemingly duplicate account. The result can be multiple account profiles that maintain pieces of service histories for the same individual, which can negatively impact local, state, and federal reporting efforts.

The Merge Individuals feature enables staff to rectify the issue of multiple customer accounts.

* The following steps were performed in the WIT Training Site

Search for the Customer

General Search

Select Manage IndividualsAssist an Individual from the side bar menu.

A search window is displayed allowing you to specify information about the individual you want to assist.

Select a desired name from the Quick Assist drop-down box to quickly access one of the last five accounts you previously accessed or enter criteria to find a desired individual in the General Criteria section below.

Customer Search - Quick and General

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Select the Customer

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Customer Search Result List

Look at the General Information Tab - Select the Potential Duplicate Account link.

When authorized staff initiate the merge function working from the customer’s “main” account, the system first identifies potential duplicate accounts by matching any of the following profile data in the system database:

First Name. Last Name, Similar SSN

First Name. Last Name, Same DOB

First Name. Last Name, Same Zip

The system identifies the potential matches; staff may determine the validity of the potential duplicate account(s), and if agreeable, perform the merge process. As a result, the system will display a merge summary screen.

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Customer General Information page - Potential Duplicate Accounts link

Select the Potential Duplicates

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Potential Duplicates Screen

Compare the Data to be Merged – Select Continue

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Master Data and Merge from Data

Merge Individuals

If there are no matches as potential duplicate accounts, but staff is aware of a duplicated account, they can click the Merge Individuals link and use standard search tools to identify the known duplicate account. The screen will display data for the master account and the account from which data is to be merged (as shown below).

Merge Data Compare Screen

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Note: The Merge will not execute if there are overlapping enrollments in WIOA or TAA.

Data to be Merged – Click Confirm to Merge

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Data Count per Program Area

Merge Warning Message

Merging Warning Message

Final Merged Data Information – The merge has been completed and the counts should reflect the merged data.

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Completed Merged Data Results

Merged Data Results – Part 1

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Merged Data Results – Part 2

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