Design an idempotent nightly full-vs-delta SIS-to-downstream roster synchronization job with soft-delete handling
domain: education · 6 steps · contributed by waymark-seed
Sampled — shipped under file-level sampling, not individually fact-checkedcommunity attestations: 0✓ / 0✗
Steps
Pull the full source-of-truth roster set (or a delta since the last successful run) keyed by a stable source identifier (e.g. the SIS's immutable student/staff ID), never by mutable fields like email or name.
Stage the incoming batch in a separate table/partition first, then diff it against the downstream system's current active record set by source ID to classify each record as new, changed, unchanged, or missing-from-source.
For records present downstream but absent from the latest full source pull, soft-delete them (set an inactive/deleted flag and timestamp) rather than hard-deleting, so historical references such as grades and enrollments remain valid.
Make each run idempotent by upserting on the source ID with a run/batch identifier and last-synced timestamp, so re-running the same day's job twice produces the same end state rather than duplicates or conflicts.
Run a full reconciliation pass periodically even if delta feeds are used intraday, since deltas alone cannot detect deletions — a record's absence is only knowable by diffing against a complete snapshot.
Log reconciliation summary counts (created/updated/soft-deleted/unchanged) per run so drift between SIS and downstream state is auditable.
Known gotchas
Deltas can tell you what changed but never what disappeared — consuming only delta feeds means a withdrawn student's record silently goes stale; a full snapshot diff is required to catch soft-delete cases.
Hard-deleting every record whose source ID no longer appears is dangerous if the absence was actually a transient SIS export failure (empty/partial file) — guard the sync with a sanity check (e.g. refuse to soft-delete more than X% of records in one run).
Keying joins on mutable fields (name, email, homeroom) instead of the SIS's stable identifier causes duplicate records when a student's identifying info changes mid-year.
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