Colleague - Resolving Person Match Requests (PEMR)

Navigation

  1. Log in to Colleague PROD.
  2. In the top search bar, type: PEMR - Person Match Requests.
  3. Press Enter to access the screen listing potential duplicates.
What you will see: A list of individuals with incoming applications that might match existing person records in Colleague.

Screen Layout & Interpretation

Viewing Details

Click the page icon located to the left of a name to view full details for that specific match request.

Resolution Logic

The Data Screen is split into two main sections:

  • Left Side: The incoming request (new application data).
  • Right Side: The existing record currently in Colleague.

1. Category: "Duplicate"

  • Action: The system has pre-identified this as a match.
  • Resolution Field: Set Y (Yes).

2. Category: "Possibly Duplicate"

  • Action: Manual verification is required. You must compare the records side-by-side.
  • Key Data Points to Verify:
    • Social Security Number (SSN)
    • Address
    • Phone Number
    • Email Address
    • Date of Birth (DOB)

  • Decision Criteria:
    • If critical identifiers (SSN, Address, Phone, Email, or DOB) do not match → Treat as a new person.
    • If one or more match → Treat as a duplicate.
Note on "Full Match Request": Clicking this button is not necessary. The fields required to make your determination are already visible in the Resolve Person Match Request (RPMR) section of the current screen.

Step-by-Step Resolution Workflow

Scenario A: Confirmed Duplicate

If you determine the incoming request matches an existing person:

  1. Locate the Resolve Duplicate field.
  2. Enter Y (for Yes).
  3. Click Save at the top right.
  4. Click Update.
  5. Click Finish.

Scenario B: Not a Duplicate (Create New Person)

If you determine the incoming request is not a duplicate and requires a new ID:

  1. Ensure the Resolve Duplicate field remains set to N (No) or is left default depending on your specific system configuration for non-matches.
  2. If there are other entries that are marked as true duplicates, skip to step 5 
  3. If there are no other duplicate entries, scroll to the bottom right of the screen.
  4. Enter Y in the field labeled "Reject all Duplicates and Create NEW Person".
  5. Click Save at the top right.
  6. Click Update.
  7. Click Finish.

📝 Quick Reference Checklist

☐ Navigate to PEMR - Person Match Requests
☐ Review Left (Incoming) vs. Right (Existing) data
☐ Verify SSN, Address, Phone, Email, and  Date of Birth for "Possibly Duplicate" cases
☐ Set  "Resolve Duplicate"  field:
Y if confirmed duplicate
N if not a duplicate
☐ If only creating new person: Set  "Reject all Duplicates and Create NEW Person"  to Y at the bottom right
☐ Click Save,  Update, and Finish
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