there’s safety in numbers… presenters: brian forman steve goldberg scott brannan copyright brian...

There’s Safety in Numbers…

Presenters:

Brian Forman

Steve Goldberg

Scott BrannanCopyright Brian Forman, Steve Goldberg and Scott Brannan, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

Introducing the Presenters:

Brian Forman

Steve Goldberg

Scott BrannanCopyright Brian Forman, Steve Goldberg and Scott Brannan, 2006. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

• Project Background

• Project Team Organization

• SSN Usage Policy

• Communications & Training

• Conversion

• Ancillary and Shadow Systems

• Re-Carding Process

Introducing the new

Agenda

About Temple• Based in Philadelphia, Temple is one of Based in Philadelphia, Temple is one of Pennsylvania’s three public research Universities, Pennsylvania’s three public research Universities, along with the University of Pittsburgh and Penn along with the University of Pittsburgh and Penn State UniversityState University

• More than 34,000 students and 5,500 employeesMore than 34,000 students and 5,500 employees

• 17 schools and colleges including schools in Law, 17 schools and colleges including schools in Law, Medicine, Pharmacy, Podiatry and DentistryMedicine, Pharmacy, Podiatry and Dentistry

• 28th largest University in the United States and 28th largest University in the United States and 6th largest provider of professional education in 6th largest provider of professional education in the countrythe country

• International campuses in Tokyo, Japan, and International campuses in Tokyo, Japan, and Rome, ItalyRome, Italy

Project Background

• Started February, 2004 to eliminate use of SSN as primary identifier

• Enhance security

• Address increase in identity theft in this country

• Eliminate multiple identifiers for same person

Human Resource System• All records back to 1992• Includes University Health System employees

Student System• All students back to 1963• Includes records for all employees back to 1984

Legacy Systems Affected

• Nine digits

• First digit set to “9”

• Assigned in one database but updates two legacy systems

• Purchased NameSearch from IntellegentSearch to assist with record matching

Project Timeline

9/30/20052/1/2004

2/18/2004Project Kick-off Meeting

2/26/2004Organize Project Teams

5/14/2004Publish Project Website

7/9/2004Develop SSN

Usage Survey

8/13/2004Conduct SSN

Usage Survey

11/16/2004Complete Redesign ID Card

11/30/2004Develop

Re-carding RFP

12/1/2004Approve ID Card

Redesign

1/7/2005Distribute

Re-carding RFP

2/4/2005Review

Re-carding RFP Responses

2/7/2005Award

Re-carding Bid

6/24/2004Develop SSN Usage Policy

9/21/2004Presidential Approval of SSN Usage

Policy

2/17/2005Develop/Implement

Communication Plan

5/13/2005Complete

Development Of Training

Program

3/20/2005Process

TUid Assignments

4/29/2005Re-carding Data File

Sent to Vendor

6/15/2005Begin

ID Card Distribution

5/16/2005Implement Training Program

7/1/2005Process

Mainframe/Central System

Conversions

7/3/2005Process Shadow Systems

Conversions

7/5/2005Implement Modified Forms

9/30/2005Policy

Compliance Deadline

Project Timeline

9/30/20052/1/2004

7/9/2004Develop SSN

Usage Survey

11/30/2004Develop

Re-carding RFP

Redesign

1/7/2005Distribute

Re-carding RFP

2/4/2005Review

2/7/2005Award

Re-carding Bid

Policy

Communication Plan

5/13/2005Complete

Program

3/20/2005Process

TUid Assignments

Sent to Vendor

6/15/2005Begin

7/1/2005Process

Conversions

9/30/2005Policy

Compliance Deadline

Project Teams

Core Team

Brian FormanProject Manager

Computer Services

Re-Carding Team

Scott BrannanAccess Card

Forms Team

Jim KibelstisComputer Services

Shadow Systems Team

Steve Goldberg

Computer Services

Policy Team

Ken KaiserPrivacy Officer

Communications Team

Nancy Hinchcliff

Payroll

Process Team

Brian FormanComputer Services

Barbara DolhanskyComputer Services

Mike RiordanComputer Services

Tonie AtterburyInternal Audits

Larry de ZutterComputer Services

Charlie PuchonTUHS HRS

Nancy DiPaloTUHS IT

Executive Committee

Conversion Team

Matt WaldronComputer Services

Project Teams

Core Team

Computer Services

Re-Carding Team

Forms Team

Shadow Systems Team

Steve Goldberg

Computer Services

Policy Team

Communications Team

Nancy Hinchcliff

Payroll

Process Team

Nancy DiPaloTUHS IT

Executive Committee

Conversion Team

Project Teams

Core Team

Computer Services

Re-Carding Team

Forms Team

Shadow Systems Team

Steve Goldberg

Computer Services

Policy Team

Communications Team

Nancy Hinchcliff

Payroll

Process Team

Nancy DiPaloTUHS IT

Executive Committee

Conversion Team

Project Teams

Core Team

Computer Services

Re-Carding Team

Forms Team

Shadow Systems Team

Steve Goldberg

Computer Services

Policy Team

Communications Team

Nancy Hinchcliff

Payroll

Process Team

Nancy DiPaloTUHS IT

Executive Committee

Conversion Team

Project Teams

Core Team

Computer Services

Re-Carding Team

Forms Team

Shadow Systems Team

Steve Goldberg

Computer Services

Policy Team

Communications Team

Nancy Hinchcliff

Payroll

Process Team

Nancy DiPaloTUHS IT

Executive Committee

Conversion Team

Project Teams

Core Team

Computer Services

Re-Carding Team

Forms Team

Shadow Systems Team

Steve Goldberg

Computer Services

Policy Team

Communications Team

Nancy Hinchcliff

Payroll

Process Team

Nancy DiPaloTUHS IT

Executive Committee

Conversion Team

Project Teams

Core Team

Computer Services

Re-Carding Team

Forms Team

Shadow Systems Team

Steve Goldberg

Computer Services

Policy Team

Communications Team

Nancy Hinchcliff

Payroll

Process Team

Nancy DiPaloTUHS IT

Executive Committee

Conversion Team

Project Teams

Core Team

Computer Services

Re-Carding Team

Forms Team

Shadow Systems Team

Steve Goldberg

Computer Services

Policy Team

Communications Team

Nancy Hinchcliff

Payroll

Process Team

Nancy DiPaloTUHS IT

Executive Committee

Conversion Team

Project Teams

Core Team

Computer Services

Re-Carding Team

Forms Team

Shadow Systems Team

Steve Goldberg

Computer Services

Policy Team

Communications Team

Nancy Hinchcliff

Payroll

Process Team

Nancy DiPaloTUHS IT

Executive Committee

Conversion Team

Project Timeline

9/30/20052/1/2004

7/9/2004Develop SSN

Usage Survey

11/30/2004Develop

Re-carding RFP

Redesign

1/7/2005Distribute

Re-carding RFP

2/4/2005Review

2/7/2005Award

Re-carding Bid

Policy

Communication Plan

5/13/2005Complete

Program

3/20/2005Process

TUid Assignments

Sent to Vendor

6/15/2005Begin

7/1/2005Process

Conversions

9/30/2005Policy

Compliance Deadline

• Policy Drafting Committee comprised of Privacy Officer, University Counsel, Internal Audits and Computer Services

• Drafted after reviewing other SSN policies

• Two Documents• Policy• Procedures

• Approved by President in September, 2004

SSN Usage Policy Creation

The use of the Social Security number as a primary identifier for Temple-Related Individuals shall be avoided, except as required by law or as required by practical necessity as approved by the President or other designated University officers.

SSN Usage Policy

This policy is effective immediately, with Social Security Number Usage Procedures to be fully implemented no later than September 30, 2005.

• Primary Identifier Guidelines

• List of Approved Uses of Social Security Numbers

• University Forms Guidelines

• Guidelines for Computer and Information Systems

• List of Social Security Number Safeguards

SSN Usage Procedures

• Social Security Number Usage Request Form

• Access to Social Security Number Approval Form

SSN Usage Forms

Project Timeline

9/30/20052/1/2004

7/9/2004Develop SSN

Usage Survey

11/30/2004Develop

Re-carding RFP

Redesign

1/7/2005Distribute

Re-carding RFP

2/4/2005Review

2/7/2005Award

Re-carding Bid

Policy

Communication Plan

5/13/2005Complete

Program

3/20/2005Process

TUid Assignments

Sent to Vendor

6/15/2005Begin

7/1/2005Process

Conversions

9/30/2005Policy

Compliance Deadline

• Website - SSN2TUID.TEMPLE.EDU

• Emails

• Brochure

Communications

Project Timeline

9/30/20052/1/2004

7/9/2004Develop SSN

Usage Survey

11/30/2004Develop

Re-carding RFP

Redesign

1/7/2005Distribute

Re-carding RFP

2/4/2005Review

2/7/2005Award

Re-carding Bid

Policy

Communication Plan

5/13/2005Complete

Program

3/20/2005Process

TUid Assignments

Sent to Vendor

6/15/2005Begin

7/1/2005Process

Conversions

9/30/2005Policy

Compliance Deadline

• New Screens• Human Resource System• Student System

• Authentication Procedures• “What’s your SSN.”

Training

Project Timeline

9/30/20052/1/2004

7/9/2004Develop SSN

Usage Survey

11/30/2004Develop

Re-carding RFP

Redesign

1/7/2005Distribute

Re-carding RFP

2/4/2005Review

2/7/2005Award

Re-carding Bid

Policy

Communication Plan

5/13/2005Complete

Program

3/20/2005Process

TUid Assignments

Sent to Vendor

6/15/2005Begin

7/1/2005Process

Conversions

9/30/2005Policy

Compliance Deadline

• March, 2005• Assignment of TUids

• July, 2005• Legacy Systems• Ancillary/Shadow Systems• Forms

Conversion

• Have support of Senior Management

• Request information from the people who do the work

• Talk to other Universities/Colleges

• Do not schedule conversion on the day that your city is hosting the Live8 concert

• Change project teams, if necessary

Lessons Learned

Project Timeline

9/30/20052/1/2004

7/9/2004Develop SSN

Usage Survey

11/30/2004Develop

Re-carding RFP

Redesign

1/7/2005Distribute

Re-carding RFP

2/4/2005Review

2/7/2005Award

Re-carding Bid

Policy

Communication Plan

5/13/2005Complete

Program

3/20/2005Process

TUid Assignments

Sent to Vendor

6/15/2005Begin

7/1/2005Process

Conversions

9/30/2005Policy

Compliance Deadline

Goals and Deliverables

Ancillary and Shadow Systems

• Identify systems

• Determine if SSN is key to system

• Develop conversion procedures

Identify Systems

• Created an SSN Survey Form to capture data for each system

• Chief Information Security Officer sent email explaining new SSN policy

• Scheduled interviews

Conversion Process

• Created Cross-Walk table

• Developed web site to do the conversion

Ancillary/Shadow Systems - Lessons Learned

• Spreadsheets and files are systems

• Have developers on the team

• Start the process as early as possible

• Be prepared to help departments with their conversion process

• Have someone available to run the conversion process on demand during implementation

Project Timeline

9/30/20052/1/2004

7/9/2004Develop SSN

Usage Survey

11/30/2004Develop

Re-carding RFP

Redesign

1/7/2005Distribute

Re-carding RFP

2/4/2005Review

2/7/2005Award

Re-carding Bid

Policy

Communication Plan

5/13/2005Complete

Program

3/20/2005Process

TUid Assignments

Sent to Vendor

6/15/2005Begin

7/1/2005Process

Conversions

9/30/2005Policy

Compliance Deadline

Card Design

• Publications / Office of University Communications

• Executive Committee – 2 Choices

• What is printed? Why?

• President – Final Choice

• Verbiage on Reverse – University Counsel

• Health System Designs

Choosing a Vendor• Checking with Other Schools

• Writing an RFP

• Lead Times for each Segment

• Vendors to Receive RFP

• Questions – Final Award

• Packaging the Card

Data for Vendor

• Major File sent to vendor April 29, 2005 for delivery of cards by June 13, 2005.

• Supplemental employee file to the vendor on June 10, 2005 for delivery by June 27, 2005

• 24,000 Student ID’s produced• 7,400 University Employee ID’s• 7,500 Health System Employee ID’s

Project Timeline

9/30/20052/1/2004

7/9/2004Develop SSN

Usage Survey

11/30/2004Develop

Re-carding RFP

Redesign

1/7/2005Distribute

Re-carding RFP

2/4/2005Review

2/7/2005Award

Re-carding Bid

Policy

Communication Plan

5/13/2005Complete

Program

3/20/2005Process

TUid Assignments

Sent to Vendor

6/15/2005Begin

7/1/2005Process

Conversions

9/30/2005Policy

Compliance Deadline

Card Distribution

• Time Frame – When to Distribute

• Where and How

Fall Semester Timetable for Student OWLcard Distribution Monday, August 22 - Friday, September 2, 2005

Main Campus

Owl Cove in Mitten Hall Monday through Thursday (Aug 22 to Aug 25) - 8:00 a.m. - 7:00 p.m.Friday (Aug 26) - 8:00 a.m. - 5:00 p.m.Saturday and Sunday - 10:00 a.m. - 6:00 p.m. (Move-in Weekend) Monday through Thursday (Aug 29 to Sept 1) - 8:00 a.m. - 7:00 p.m.Friday (Sept 2) - 8:00 a.m. - 5:00 p.m.

Ambler Campus

West Hall, Room 102Monday and Thursday, 8:30 a.m. – 6:00 p.m. Tuesday and Wednesday, 8:30 a.m. – 7:00 p.m.Friday, 8:30 a.m. – 5:00 p.m.

Fort WashingtonAdministrative OfficesMonday through Thursday, 8:30 a.m. – 7:30 p.m.Friday, 8:30 a.m. – 5:00 p.m.

Tyler CampusBursar’s OfficeMonday through Friday, 8:30 a.m. – 5:00 p.m.

TUCCAdministrative Offices, Suite 215Monday through Thursday, 8:30 a.m. – 8:00 p.m. Friday 8:30 a.m. – 5:00 p.m.

Harrisburg Campus Reception AreaMonday through Thursday, 8:30 a.m. – 5:00 p.m.

Distribution

Card Distribution – Students

• Professional Schools

• Campuses

• Swipe for Receipt

• Main Campus Pick-Up

• Evening Hours

Card Distribution – Faculty/Staff

• Through Budget Units with Payroll

• Signature Sheets

• Security

Card Distribution – Health System

• Through Budget Units with Payroll

• Security

Card Distribution – Communications

• Emails to all students directing to correct campus

• Website with Distribution Schedule

• Signage, Posters, Buttons

• Second email to those students who did not pick up after two weeks

Re-Carding – Lessons Learned• Lead Times, Lead Times, Lead Times

• Health System Communication

• Quantity Matters

• Students need a lot of reminders (1,500 cards remain)

• Major reasons to get the new card:•Gym, Meal Plan, Computer Labs

Questions?

Visit us at SSN2TUID.TEMPLE.EDU

Or email us at SSN2TUID@TEMPLE.EDU

there’s safety in numbers… presenters: brian forman steve goldberg scott brannan copyright brian...

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