We are pleased to announce the following dates another round of 2 day Parishsoft trainings! We hope you can join us at one of the following locations.
|Feb. 12 & 13, 2014||Sacred Heart Major Seminary, Detroit||Click here|
|Feb. 17 & 18, 2014||St. Michael Parish, Livonia||Click here|
What is the De-Duplication Project?
Now that the parishes and central services of the Archdiocese have means of sharing census data, we have discovered thousands of duplicated family records. This is a normal occurrence when separate sets of data are brought together for the first time.
By eliminating duplicate family records, parishes avoid the costs and irritation of duplicate mailings to the same family, returned mail delivered to outdated addresses, and higher costs of data maintenance. Parishes can also have greater confidence in the reliability and completeness of family census information.
Our vendor, ParishSOFT, has completed similar projects with other diocesan customers and we are leveraging that expertise to consolidate our family records within the AOD.
Why are we running the De-Duplication process?
To reduce the number of duplicate family records in the synchronized ParishSOFT database. Duplicate family records were created as a result of the initial synchronization of census data across many independent parish databases and the Archdiocesan CSA/CLT database in February of 2013. In addition, the Archdiocese’s donor system prior to ParishSOFT required a family to be re-entered every time the family moved to another parish or donated to multiple parishes. In order to reduce the number of duplicates currently in the database and move towards a goal of one census record per family we will be running a De-Duplication process to merge duplicate family records.
When will the De-Duplication process be run?
We are planning to start the De-Duplication process at 5:00 PM on Wednesday, January 29, 2014 and continue running it through 8:00 AM Monday, February 3, 2014.
Can I access my data while the De-Duplication process is running?
You will not be able to access ParishSOFT during this time. Because of this, we strongly recommend that you export and save to your local computer any reference data you will need during this time (e.g. Parishioner Contact List, Contribution Statements, etc.). We are putting every effort into making sure that you are not without access to your data for more than 2 business days.
How can I look up my ParishSOFT data during this time?
Please review Appendix A from your Family Directory manual to see all available reports. You can find the manual online: Click here to view the manual.
Prior to the start of our De-Duplication process, you can download reports through ParishSOFT. The following outlines examples of how to obtain a few reports:
Report 1: Census Export. This generates an Excel file containing census data. From your ParishSOFT Reports menu, select the following menu options:
• Reports > ParishSOFT Reports > Census Menu > Census Export > Other: Export Census to Disk.
• Make sure to save this to your local computer, not the Remote Solutions desktop.
Report 2: Family Directory, alphabetical by last name, printed or saved to PDF. From your ParishSOFT Reports menu, select the following menu options:
• Reports > ParishSOFT Reports > Census Menu > Publish Family Directory
• You can print this or save it to your local computer (not the Remote Solutions desktop)
Report 3: Year End Contribution Statements. There are many options available. See user guide for details. You can print this or save it to your local computer (not the Remote Solutions desktop)
There may be other reports that your staff uses routinely, please have them print a copy so that the data is available during the De-Duplication process.
Should I create a local backup?
No. Your data will already be backed up by ParishSOFT. Please see the previous question for referencing important data during the De-Duplication process.
What if some of my family records are incorrectly merged or another issue occurred during the De-Duplication process?
While we have taken every pre-caution to avoid merging records that are not truly duplicates it is reasonable to expect a few records may be incorrectly merged. If you find a family record that was merged that shouldn’t have been or you discover any other issue that you believe is related to the de-duplication process please enter the issue by clicking on this link (we recommend bookmarking this link in your browser for future reference): De-Duplication Issues Form.
Issues not related to the De-Duplication process should be submitted using the normal process.
What determines which record becomes the Master Record?
An extensive review process and testing was performed with a team from the Archdiocese and several parishes to evaluate and verify the rules used to identify a Master Record. Determining which record becomes the Master Record is based on the following sequential criteria:
- Parish records take priority over AOD records.
- Synchronizing Parish records take priority over other parish records (e.g. updates received through the CLT process).
- Family group setting of “Deceased” takes priority.
- “Registered” status take priority over “Unregistered”.
- Most recent “Registered” status takes priority.
- Family group setting of “Active” takes priority over other family group settings (except “Deceased”).
- Most recent Family group setting of “Active” takes priority.
What can I expect to see after the De-Duplication process is complete?
As a result of the De-Duplication process, information from merged records will be added to the Master Record; however, if both the Master Record and the merged record have information in the same field, only the information on the Master Record will be retained.
You may also find some previously “Registered” families will have a status of “unregistered. The census information for these family records will not be editable (‘grayed out’). This means the family was more recently “Registered” at another parish.
What if a previously “Registered” family has a status of “Unregistered” after the De-Duplication process?
This means the family was more recently “Registered” at another parish. However, if the family is active at your parish, you may update the “Family Group” field to “Active” or some other approved status to represent their participation at your parish (e.g. “Contributor Only”, “Religious Ed Only”, “Visitor”, etc.). Although the family census/contact information can only be updated at the “Registered” parish, the family information may still be accessed and other data (e.g. Religious Education, Time & Talent, Offertory & Giving information) may be updated by any parish where the family is active.
What about duplicate families I have intentionally created?
If for some reason you have created duplicate families records intentionally they will be automatically merged, leaving you with one family record, the new Master Record. Information from the non-Master Records will be overwritten by information from the Master Record in situations where both records have information for the same fields. If the Master Record, does not contain information in a field, but the “non”-Master Records does, this information will be added to the Master Record.
Why is the De-Duplication occurring now?
The De-Duplication Project Team wanted to minimize the impact to our parishes and the processing of CSA and CLT pledges.
Knowing that we would not be able to complete this process off-hours (weekends, evenings), the project team solicited feedback from parishes on which days are least busy days. Based on this feedback, Thursday and Friday were chosen for this De-Duplication process.
Also, because we suspected the initial synchronization of the ParishSOFT databases in February 2013 would create a significant number of duplicate family records, we planned to run the De-Duplication process after the initial synchronization was completed. Because the family identification numbers used on the CSA and CLT pledge cards will also be merged, we needed to wait until after the pledge phase of CSA 2013 and CLT Wave 5 were substantially completed to avoid processing issues.
If you have questions about your ParishSOFT software, please contact our AOD ParishSOFT support team at ParishSOFT@aod.org or call 313-596-7104. We are here to assist you in any way possible.