Identity Management (People)

1. Unique Identities
   1. People will be uniquely identified by an email address. If a real email address is not provided when a Person record is created the application will generate an address using their full name and a fake domain suffix ( i.e. Rainbow.Sunshine@ocfpeople.org)
2. Creating New People
   1. The system shall support the creation of new person records.
   2. The following data elements are required
      1. First and Last name
      2. Email address
      3. Birthdate ( required for teen and youth pass assignment)
   3. New person records will automatically be validated against the names and email addresses of existing person records to identify possible duplicates. A “soundex” comparison for names will be used to identify potential name matches. If potential duplicates are found the system shall present the duplicates to the user creating the new person record for resolution
3. Updating People
   1. The system shall support the update of existing person records.
   2. The system shall not allow a person record to be updated in a way that allows a different person’s data to be put into an existing record. A person record’s first, last, and middle names will only be changed when the person’s legal name changes. Name changes to existing records will be only be performed by administrative users responsible for maintaining identities. Changes person names can be initiated by system users through a support request.
4. Removing People
   1. The system shall support the removal (deletion) of existing person records. Removal of existing records will be only be performed by administrative users responsible for maintaining person identities.
5. Viewing People
   1. The system shall support a read only display of Person records indicating any group affiliations, assigned inventory, system login name, and notes/comments.
   2. The system shall support a read only display of Person historical group affiliations, inventory assignments, and comments .
6. Searching for People
   1. The system shall support a way to search for people by first and /or last name
   3. The search shall support Soundex and Exact match capabilities which can be employed optionally by the searcher.
7. Duplicate Records
   • The system shall support the merging of duplicate person records. To resolve situations where two records for the same identity get created the system will provide a way to specify a target record that will become the only record for that person . Any data from the duplicate record will be merged into the target and then the duplicate will be removed from the system. Any existing data elements in the target record will not be overwritten by the duplicate.

Data Elements for People

Element	Req?	Notes
Middle
nickname
comments
phone		free text to support multiple entries and formats street address
street address
city
state
zip
OCF Member		yes/no
OCF Membership date		date of OCF membership
OCF Ballot Type		regular, absentee, 1-year absentee
FFN Subscription		mail or email
Camping Location		specific field for camping information and another for emergency contact information.
Last	Yes
birthdate	Yes	required for teen/youth passes. Membership coordinator would like this required for all users .really helpful for weeding out duplicates.
email	Yes	Serves as a human friendly unique identifier. Will be auto-generated if not specified