Duplicate IDs

Review this page for information on reporting, resolving, and preventing duplicate SES EMPL IDs.

What are duplicate SES EMPL IDs?

An individual has Duplicate EMPL IDs when he/she has two or more EMPL IDs in SES. EMPL IDs created in SES begin with the numeral 2 and are seven digits long. EMPL IDs created in FASIS (the HR system) begin with the numeral 1 and are also seven digits long. Sometimes the FASIS (1-xxxxxx) EMPL IDs are copied over to SES. Sometimes the SES (2-xxxxxx) EMPL IDs are used in FASIS if the HR admin did a search to find an already existing EMPL ID for a new employee.

In contrast, an individual has Multiple EMPL IDs when he/she has only one EMPL ID in SES and has only one EMPL ID in FASIS. In most cases, these two EMPL IDs can co-exist at Northwestern with no issues and do NOT need to be resolved. Many employees and students currently have multiple EMPL IDs across the two enterprise systems.

How to report duplicate SES EMPL IDs

  1. Go to the SES EMPL ID Merge Request Form. Any valid NetID user should be able to access and submit this form.
  2. Fill out the required fields—it is required to name the business impact and why the duplicate needs to be resolved now—and provide any notes that might be useful in the analysis. For example, is there a third EMPL? If there is conflicting data in the record, which is correct? By when must the duplicate be resolved? Submit the form.
  3. Fill out other fields, including NetIDs and academic careers, as this information helps all business units determine whether external systems are affected (e.g., Kellogg must also resolve any duplicates in their external system on the same day SES resolves a duplicate of a Kellogg student).

Upon submission of the web form

  • A support ticket will be created and assigned to the SES business analysts.

  • The “SES Duplicate” distribution group will be automatically cc’ed on the ticket to maintain visibility of duplicate reporting and resolution.

Important note about accessing the "SES EMPL ID Merge Request" web form

If you are having trouble accessing the form (e.g., receiving a “Forbidden” error), turn off the wireless on your workstation. You may also have to clear your web cache and restart your browser.

For most questions, send an email to Jennifer Bivens at jennifer.bivens@northwestern.edu.

For questions that might require input from a much larger group of university representatives across many business units, send an email to the “SES Duplicate” distribution group (type “SES Duplicate” into Outlook).

How reported duplicate SES EMPL IDs are resolved

  1. The SES business analysts (BAs) review the ticket and communicate with users and/or business units to collect any additional information needed. Usually, the entire “SES Duplicate” group will NOT need to be included on these fact-gathering emails. Important data that is considered includes, but is not limited to, the following: bio/demo, student financials, enrollments, Visa/Permit for an international student, HR payroll data that might exist under the EMPL in FASIS, NetIDs and NU email in use by student, etc.
  2. If student financials or payroll data is attached to either or both EMPLs, the BAs will ask student financials and/or Human Resources (HR) to resolve that data before the EMPLs are merged. These are the most time-consuming cases. The student financials office will also coordinate, as needed, with Registrar’s and Financial Aid Offices to resolve data. The International Office is contacted if Visa data is connected to an EMPL that will be retired. The appropriate Admissions Office is contacted when an application may need to be deleted and moved to a retained EMPL ID.
  3. Once the financials/enrollment data is resolved, an SES Developer will be assigned to retire the extra EMPL and contact the Identity Management (IDM) and SES security teams for any NetID adjustments. If the student has taken Kellogg classes, Kellogg will also be contacted so that they can resolve the duplicate in their external system.
  4. A final email will be sent to the SES Duplicate distribution group once the duplicates are resolved.
  • Note that retired EMPL data is marked with "DUP" in the last name field. Typically, retired EMPLs are not deleted entirely due to auditing concerns.

How to prevent duplicate and multiple EMPL IDs

Search for existing student records via the Search/Match component in SES in order to prevent Duplicate EMPL IDs.

Why do you need Search/Match? The Search/Match component allows you to determine whether a person already exists in SES. When you add an applicant/student to your program in SES (e.g., via Add Application, Quick Admit, Add a Person), you can use the person’s existing EMPL ID instead of creating a new one. Creating a new, duplicate record would be subject to a lengthy duplicate resolution process that is inconvenient for the student and for numerous NU offices.

Consistent and careful use of this component will reduce the number of duplicate EMPLs created. For additional documentation, see the Search/Match Tip Sheet.

Pay attention to warning messages regarding data that already exists in FASIS (the HR system) in order to prevent Multiple EMPL IDs.

A database link between SES and FASIS exists in order to check for matching Social Security numbers (SSNs) between the two systems.

  1. If the SSN you entered for an applicant/student/person already exists in SES, you will be blocked from creating the new EMPL; instead, you should use the EMPL ID that is presented to you in the error message.
  2. If the SSN you entered for an applicant/student/person already exists in FASIS, you will see a warning message. The warning message will present the name, birth date, and EMPL of the person in FASIS. If you determine that this is the same person, do NOT create a new EMPL in SES. Instead, copy the FASIS EMPL from the warning message and use the EMPL in the new applicant/student/person record in SES.
  3. You may also receive a warning message regarding a FASIS EMPL with a matching SSN when you are attempting to save other changes to an already existing record in SES. In these few cases, it is acceptable to click “OK” and bypass the warning message since the multiple EMPL IDs already exist for the student across the two systems.

If you have doubts while creating any new EMPL in SES or FASIS, please contact Jennifer Bivens at jennifer.bivens@northwestern.edu