To avoid disruption of service to students and System reporting requirements, Dalton State College has developed this plan for converting from SSNs and implementing new unique identifiers. Table 1 on page 3 shows the phases of this Project Plan. These phases are described in detail in the following paragraphs.

Phase I - Initiation

1.  Organize a Task Force.

Dalton State College has assembled a task force consisting of representatives from all departments having a stake in this project.  The Task Force consists of the following members:

Academic Affairs

John Hutcheson – VP for Academic Affairs
Deby West

Computing & Information Services

Terry Bailey - Director
Chris Bedwell
Micah Norton
Art Sutton

Enrollment Services

Jodi Johnson – VP for Enrollment & Student Services
Fernando Garcia
Pat Kresl
Lorie Stennett

Financial Aid

Dianne Cox - Director
Glenda Hobbs
Holly Woods 

Fiscal Affairs

Scott Bailey – VP for Fiscal Affairs
Nick Henry
Becky Hyde 

Library

Lydia Knight – Interim Director

Student Activities

Jami Kuhns - Director

 

COMPASS Testing Program

Vince Postell

  

This team is charged with creating a transition plan and instructed to move forward quickly with the SSN to ID number migration.

2.  Identify project requirements.

Conduct a detailed analysis of the project requirements. Items to consider include the following:

·         Financial Aid matching requirements (Federal and State)

·         Application Data Load Matching (GA-EASY Test Tape & AXIOM Loads)

·         Student and Faculty Web Access

·         Accounts Receivable – Tax Information for 1098-T

·         Student/Faculty/Staff Acceptance of the Change

·         Data Entry/Search Operations

·         Software Requirements

·         Imaging Systems

·         Transcripts

·         Institutional Reports

Requirements for special groups (such as universal library patrons, transient students, joint enrollment students, cross registration students, campus visitors, etc.) also need be reviewed as part of this effort.

PHASE	EXAMPLE TIME FRAME	STEPS
Phase I Initiation	June-August	1. Organize Task Force. 2. Identify project requirements. 3. Determine which system will supply the unique ID. 4. Develop transition recommendations based on campus events.  5. Obtain approval to proceed from Administration.  6. Present plan to USG.
Phase II Development	September- December	1. Design model to assign ID number. 2. Perform a full conversion and proof-of-concept test in a test environment. 3. Implement routines to auto-assign a student ID number. 4. Add all current staff to one system and build cross‑ reference tables. 5. Integrate SSN to ID number migration and ID card production with timed schedules.  6. Receive Administration approvals to proceed.
Phase III Prototype	January-March	1. Replace ID number production equipment (if applicable). 2. Beta test ID number production using modified systems and new ID number. 3. Communicate plans with campus (students, faculty, and staff). 4. Implement daily sync between administrative systems. 5. Obtain Administration approval to proceed.
Phase IV Implementation	April-May	1. Finalize implementation schedule and tasks. 2. Complete data scrub (reconciliation) activities between ERP Systems. 3. Document Policies and Procedures. 4. Obtain Administration approval to implement. 5. Train campus. 6. Re-card campus (if required). 7 Implement migration from SSN to ID number.
Phase V Maintenance	Ongoing	Collect, secure, and maintain both ID numbers and SSNs.

 

Table 1 - Sample Project Plan

3.  Determine which system will supply the unique ID.

All DSC students, faculty, and staff have Banner records.  This is a requirement of having their DSConnect portal account created.  Banner will therefore be the authoritative source for the DSCID.

4.  Develop transition recommendations based on campus events.

Other institutional projects must be a primary consideration within the scope of the SSN to DSCID migration.  Consideration needs to be given to these projects when migrating to the unique DSCID numbers.  The main consideration is the issuance of ID cards.  All students will be issued a new ID card in accordance with the plan developed by the Student Activities card office.

5.  Obtain approval to proceed from Administration.

Dalton State College will obtain approval from all senior administration prior to implementation.

6.  Present Plan to USG

Present the Project Plan and recommendations on Process, Information Systems affected, estimated cost, and related factors to Tom Maier, Vice Chancellor of Information Technology for approval.

Phase II - Development

1.  Design a model for assigning the ID number.

Technical Implementation

Premises :

• New IDs will begin with a ‘9'.
• Old IDs will be kept in SPRIDEN as alternate ID's for a period of time (perhaps a year).
• New IDs will be “pre-created” as soon as possible to allow students, faculty and staff to see and use the new IDs as soon as possible prior to full conversion. The pre-created new IDs can be used wherever alternate IDs can be used (e.g. Banner Self-Service logons, Banner GUI ID-based forms such as SPAIDEN, SGASTDN and SAAADMS as well as lookup forms such as GUAIDEN and GUIALTI). This will be done for all person records in SPRIDEN (SPRIDEN_ENTITY_IND = ‘P')
• A historical conversion table will be built which will preserve the new and old IDs along with other identifying data in case a post-implementation review of the whole conversion or of particular people from the conversion is necessary. This will include name, gender, and date of birth. This will be kept for a number of years.

Preliminary Actions :

• A SSN cleanup report will be deployed which will identify invalid or missing SSNs and will be used to ensure the accuracy of the SSN column in the General Person record (SPBPERS).
• A SSN change report will be deployed for use by Financial Aid and others who use the GURHLOG table to identify SSN changes.

 

Milestone 1 (On the first date when no more students will be admitted to Spring Semester 2007 – Approximately January 15, 2007):

• Create an Oracle sequence to be used to create the new IDs.
• Backup SPRIDEN.
• Run a program which, for each existing SPRIDEN person record, (1) creates a new record keeping all the old data but changing the old ID to the new ID, (2) making it an “id change” record (SPRIDEN_CHANGE_IND = “I”) and (3) putting the constant “NEW ID -- <date stamp>” into the SPRIDEN_USER column of the new ID records. This makes the new ID records into alternate IDs. Old SPRIDEN records (with SSNs) are still the primary ID records.
• Create permanent conversion table with old and new IDs along with other pertinent data.
• Deploy web-based program to allow users to look up their new ID if they know certain identifying information.
• Update the SOBSEQN table with the new prefix value and starting numeric value for Banner ID. All new records in SPRIDEN will now be created with the new ID. This includes all employees, faculty, prospects, applicants and students.

 

Milestone 2 (Between Spring and Summer Semesters 2007):

• Run a program which “switches” IDs by making the current primary IDs (SSNs) into alternate IDs (SPRIDEN_CHANGE_IND = ‘I') and the new IDs into primary IDs (SPRIDEN_CHANGE_IND IS NULL).

 

At the end of Spring 2007 (May 7-8, 2007) generate “new ids” for all historical records in Banner.

The DSCID# will begin with a “9”. (ex. “900000101”). All subsequent ID's will be generated a one-up number to ensure uniqueness.

 

Visitors are not currently issued an ID card at DSC, and no plans are being made to accommodate this need.

2.  Perform a full conversion and proof-of-concept test in a test environment.

A conversion/proof-of-concept test should be completed to identify potential problems. This test should include the different systems and processes that will be impacted by the migration in a timeframe that permits schedule adjustments.

 

In December 2006, OCIS will conduct auto-generation and historical conversion tests of the new ID in Banner. In January-February 07, OCIS will work with the Student Activities card office to create and test ID cards for distribution to students, faculty, and staff.

3.  Implement routines to auto-assign a student ID number.

• Create cross-reference table with “old and new” IDs (in spriden set spriden_change_ind = “I” for new id)
• Write Web page for new ID lookup outside of Banner.
• Develop a common report to show old and new ID cross-reference.
• Review SPBPERS_SSN to see who has / does not have a validated “SSN”

4.  Add all current staff to one system and build cross-reference tables.

Ensure all campus community records are in one system to be able to centralize the creation of the ID numbers.

All DSC students, faculty, and staff are already in Banner.  This is a requirement for having their DSConnect portal accounts created.  The Task Force will verify that all have been accounted for.

5.  Integrate SSN to ID number migration and ID card production with timed schedules.

The Director of Student Activities will develop the time-line for the issuance of new ID Cards. It is recommended, at this time, that the new ID card have the DSCID# visibly printed on the card for student reference.

6. Receive Administration approvals to proceed.

Phase III - Prototype

1.  Replace ID number production equipment (if applicable).

This is not necessary.

2.  Beta test ID number production using modified systems and new ID number.

A Beta test schedule will be announced on January 2007. Task Force members and OCIS will coordinate with their respective departments to schedule the testing cycle on a small group of new students during orientation.

3.  Communicate plans with campus (students, faculty, and staff).

There will be a DSCID web page created containing project plan information, policy information, best practices, and FAQS. There will also be announcements made at new faculty and student orientation sessions throughout the year. Informational e-mails will be sent to all students, faculty, and staff as the conversion effort nears.