CERN – European Organization for Nuclear Research

Information Technology – Administrative Information Services

Person Matching Person Matching in the context of Oracle HR in the context of Oracle HR and External Registration Systemsand External Registration Systems

Nikolay Tsyganov

IT-AIS-HR

CERNAIS

What is it?What is it?

Tool offers:

Comparison of records from 2 personnel databases and identification of “lookalike” records using “fuzzy” search techniques

CERNAIS

What is it?What is it?

Tool objectives:

Reduction of duplicates in CERN Oracle Human Resources database

Delegation of data entry outside CERNAcceleration of person registration

process

CERNAIS

Create person

Workflow for e-RecruitmentWorkflow for e-Recruitment

Oracle HR

e-RT

Internet

CV

“Opened” system for outside

“Restricted” system for CERN only

CERNAIS

Why no automatic transfer to HR?Why no automatic transfer to HR?

Duplicates should be avoided at all cost in Oracle HR (there are implications in most AIS applications, cleaning takes about ½ day per case) but this is CERN’s interest only

Authorized HR-user should make a motivated decision for creation new Person in Oracle HR

Personnel data should follow strict rules (no accents, name as written on passport, etc)

Data creation in Oracle HR must be done on an individual case basis by specialized users!

CERNAIS

Why semi-automatic transfer to HR?Why semi-automatic transfer to HR?

Avoid data re-entry as it generates

– Extra workload and time waste– Potential mistakes

Easy to use even for unexperienced users(no need to learn Oracle HR interface)

CERNAIS

Problem with search duplicatesProblem with search duplicates

Last name can change (marriage)First name / last name mixed upIncomplete or incorrect data on any of 2

systems Different data formats (accents…)Typing mistakes happen oftenDifferent fields may have different

“importance” (weight)

CERNAIS

Person Matching

Solution with Person MatchingSolution with Person Matching

Oracle HR

e-RT

Internet

CV

“Opened” system for outside

“Restricted” system for CERN

only

Get candidates Create person

Match candidates Get possible duplicates

CERNAIS

Basic workflow for e-RT Person MatchingBasic workflow for e-RT Person Matching

Check responsibility

Input criteria for searching candidates in the External Registration System

Retrieve candidates from the External Registration System

Find possible duplicates in Oracle HR for the selected candidate

Create new person in Oracle HR

Match candidate

[Such person is found]

[Else]

CERNAIS

How does it work ?How does it work ?

Uses existing PL/SQL engine to search duplicates in Oracle HR CRN_DUP+RETRIEVE_DUPLICATES(already used by OHR, PIE, PAD etc)

Person Matching integrates the PL/SQL engine with External Registration Systems (e-RT or others) and manages the workflow

CERNAIS

DemonstrationDemonstration

e-RT Person Matching

CERNAIS

What has been done (visible)What has been done (visible)

New functionalities added- restriction to specified jobs- selection of jobs from list or free-text- new combinations of searching- creation of private addresses in HR- time counters to monitor performance

Optimized database repository to increase search speed (function based index, etc…)

Many bugs fixed Web-design changed (slightly)

CERNAIS

What has been done (underlying)What has been done (underlying)

Code refactoring (such as encapsulation of logic, replacing and renaming classes and methods, extraction of methods)

Tools for audit (logging, page for statistics)

Prepared to be used with other External Registration Systems

Change of some database objects for better readability

CERNAIS

StatisticsStatistics

> 12000 candidates in e-RT > 200 candidates in e-RT per week > 164 000 persons in Oracle HR For the last week on Person Matching

> 265 persons have been checked> 75 persons created in Oracle HR> 190 persons matched with existing

Estimated time saving: 45 sec instead of 3 minutes per person for an experienced user

CERNAIS

What is next?What is next?

Try to develop a common Pre-Registration Tool for– External Firm Staff (to be used by firms)– Users (to be used by institutes)

Reuse Person Matching for– External Firm Staff Pre-Registration– Users Office Pre-Registration

Improve PL/SQL engine for searching potential duplicates

CERNAIS