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SBON Import Process Change Proposal

VIDEO TRANSCRIPT | Recorded: 2025-10-31 | Verify against current system state

Abstract

Proposes a significant change to State Board of Nursing (SBON) and NPI data import processes: moving matching logic to an external analytical database rather than importing directly into Aptify/Salesforce. This addresses duplicate record creation issues and simplifies the migration to Salesforce. Also provides detailed walkthrough of member profile data capture through account creation, join/renew, and conference registration flows.

Key Procedures

  • Create account at login.aanp.org without becoming a member
  • Complete profile wizard with demographic data, worksites, certifications
  • Process join/renew with simplified field collection
  • Add NPI number via registry lookup or manual entry
  • Access detailed profile editing through account dashboard
  • View and manage person records in Aptify backend
  • Configure geocoding data for worksites (Google API)
  • Mark records as deceased to stop communications
  • Check board state and NPI license data in person records
  • Use Global Contacts file for needle-in-haystack queries

Notable Statements

  • 0:02:46 "We did simplify the normal join and renew process. There are fewer questions asked than in the past."
  • 0:03:32 "Since we're moving to Salesforce, it's been shelved. This information will be brought over in Salesforce."
  • 0:04:51 "In the vast majority, every single person comes in here and creates a separate worksite. That's the truth of it."
  • 0:07:22 "With Salesforce, we're also trying to find ways to present this information in a less clunky way."
  • 0:13:19 "The reason there's a zero is so that we can identify if someone had touched the birth year field from the front end." - Re: birth year field
  • 0:15:53 "As a developer, I find that NPI information is extremely helpful if they enter it in because it's unique."
  • 0:24:11 "We import a little bit of data... then what's the next step? Immediately export it back out so they can do additional scrubbing."
  • 0:24:54 "We've just done all of this work to pull information into Aptify, then export it back out, created all these duplicates, and then never use it again."
  • 0:26:07 "We can create an external process that reaches into Aptify or Salesforce and says I'm going to find matches for you in all these state board import files."
  • 0:27:19 "We actually may create a database that's separate, a data warehouse for this information."
  • 0:31:22 "If it's not going to be creating new records in the system." - Re: new import approach
  • 0:34:47 "So we need some sort of yes or no, they have a state board address in Salesforce." - Liz, re: student verification
  • 0:35:57 "Sometimes you get email address, sometimes physical address. But they say you can use this email address once in Texas, but only once and only for educational promotion." - Re: legal restrictions
  • 0:40:03 "We are currently roughly 6000 known merges that have to take place after conference before we migrate data into Salesforce." - Liz

Systems & Configurations

Systems Mentioned

  • Aptify (AMS)
  • Salesforce (future AMS)
  • Conference Registration system
  • CE Center
  • NP Finder
  • Higher Logic Communities
  • Real Magnet (email - noted as not syncing well)
  • Google Geocoding API
  • TAMU (geocoding alternative)
  • Global Contacts (Excel analytics file)

Specific Configurations

Item Value/Setting Timestamp Notes
Birth Year Zero Indicates field was seen but skipped 0:13:19 Differentiates from NULL (never seen)
Default Board State Address Copies board address when primary marked bad 0:19:57 Overnight process
Deceased Field Stops all communications 0:15:28 Also used for do-not-contact requests
Known Merges Pending ~6000 0:40:03 Must complete before Salesforce migration
Migration Deadline November 1 (target) 0:40:19 For data cleanup completion

Credentials/Access Mentioned

  • login.aanp.org account creation
  • Aptify backend access for person records
  • Global Contacts file access (restricted due to PII)

Errors & Troubleshooting

  • Issue: Duplicate records from state board imports
  • Cause: Name changes (marriage/divorce) prevent matching
  • Resolution: Proposed external matching database

  • Timestamp: 0:23:03

  • Issue: Worksite duplicates

  • Cause: Users create new records instead of selecting existing matches
  • Resolution: No current fix; users frustrated by search process

  • Timestamp: 0:04:51

  • Issue: Real Magnet email opt-out sync

  • Cause: Not syncing properly
  • Resolution: Being ignored currently
  • Timestamp: 0:14:13

Transcript Gaps & Quality Notes

  • Multiple speakers: Liz, Kate, Teresa, Tay identified
  • Cross-departmental meeting with research, membership, SGA teams
  • Discussion of future Salesforce implementation ongoing
  • References to previous work by Chris Tracy (Kate's predecessor)
  • New hire McKenna mentioned for data definition documentation
  • Recording covers strategic planning context for Salesforce migration