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.
There’s Safety in Numbers…
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
TUid
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
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 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
Barbara DolhanskyComputer Services
Conversion Team
Matt WaldronComputer Services
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
Barbara DolhanskyComputer Services
Conversion Team
Matt WaldronComputer Services
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
Barbara DolhanskyComputer Services
Conversion Team
Matt WaldronComputer Services
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
Barbara DolhanskyComputer Services
Conversion Team
Matt WaldronComputer Services
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
Barbara DolhanskyComputer Services
Conversion Team
Matt WaldronComputer Services
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
Barbara DolhanskyComputer Services
Conversion Team
Matt WaldronComputer Services
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
Barbara DolhanskyComputer Services
Conversion Team
Matt WaldronComputer Services
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
Barbara DolhanskyComputer Services
Conversion Team
Matt WaldronComputer Services
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
Barbara DolhanskyComputer Services
Conversion Team
Matt WaldronComputer Services
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
• 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
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
• Website - SSN2TUID.TEMPLE.EDU
• Emails
• Brochure
Communications
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
• New Screens• Human Resource System• Student System
• Authentication Procedures• “What’s your SSN.”
Training
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
• 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
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
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
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
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
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
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.
Card
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
There’s Safety in Numbers…
Questions?
Visit us at SSN2TUID.TEMPLE.EDU
Or email us at [email protected]