converting from ssn to generated id - the gtid# · pdf fileconverting from ssn to generated id...
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Converting from SSN to Generated ID - the gtID# Project
Georgia Summit 2003Debbie S. Williamson
Sonny Monfort
Why Did We Do It ?
• SSN usage causes major concerns
• Multiple campus systems with multiple ID numbers = multiple headaches
• Who is on our campus? How do we know?
How Long Did It Take?
• Two years from start to finish. This includes getting approval from highest levels at Tech, policy adoption, data cleanup, etc.
• Actual conversion took place the weekend of February 28 – March 2, 2003
Who Was Involved ?
• A complete listing of the gtID# Implementation Team is listed on the web page, but many others were involved at various stages of the project.
• This was the largest collaborative effort in the history of Georgia Tech.
Let’s Take A Look on the Web
• Having a web page for this project was CRITICAL
• Get a logo as quickly as possible
• http://www.gtid.gatech.edu
The Infamous “Conversion Weekend” Technical Plan
Gravitt
No action -additional discussionRemove add people access for Housing, ESL, IRP11Banner
MonfortDoneRemove 800 numbers10Banner
LoobyDoneSend dup reports to users9Banner
LoobyDoneNotify ASIS functional and Pay functional- do not add people8MISC
RoseDoneResolve ID's beginning with 9-UG Admiss (now and conv)7MISC
WilliamsonDoneResolve ID's beginning with 9-Registrar (now and conv)6MISC
16 recSchneider/Pottsin progress
still some for after conversionClean up dups in Banner5Banner
Fogartyin progressDone Clean up dup records in PS in Prod (and EmplID)4PS-HR
WilliamsonDoneClean up dup records in Banner in Prod from Sonny's rept3Banner
nothing in sus2/25Rose
in progressDoneUndergrad - process tape loads in suspense2Banner
nothing in sus2/25 Potts
in progressDoneGrad - process tape loads in suspense1Banner
DBA/TeamDone System down messages 1 week prior0MISC
CommentsResponsibleTime EstCompletedTaskStep #System
~ Fri 3:00pmBoyettDoneNeed new file from Buzzcard33MISC
DBA/Bullock10 minDoneSnapshot of Banner objects to PeopleSoft32DBA
Smedberg/Mehta/Gravitt30 minDoneMigrate ind lookup and dept lookup pages to production31MISC
Green/McSpadden/Gravitt1 hrDoneMigrate all objects to production (WH)30DEPOT
Wang/Pandian/Bullock/Kuss2 hrsDoneMigrate all objects to production (PS)29PS-HR
DBADoneTake database up and down in restricted mode as needed28DBA
DBA/GravittDoneResize Banner/Depot temp space as needed27DBA
DBA/GravittDoneDisable Banner web pages & enable Banner down26DBA
DBA3 hrsDoneBackup all database instances before conversion25DBA
Looby/Gravitt1 hrDone Migrate all objects to production (BN)24Banner
Smedberg/HeikaDoneSchedule conv activities with FDP23MISC
DBAdoneDone mgNotify Ops to cancel 2/28 dumps22DBA
Looby/Moss15 minDoneTurn off Touchnet for Friday, Feb. 2821Banner
Meeks & others1 hrDoneUsers notify DBA's when snapshots finished20MISC
DBA15 minDone mgNotify users who need snapshots prior to DB going down19MISC
Smedberg15 minDoneEmail Belford/Slack disconnect Magic in/out sources18MISC
User systems?Boyett,Meeks,Travis - yesBackup anciliary systems before conversion17MISC
DBA/Team15 minDoneSystem down messages Friday 28th16MISC
DBA's15 minDoneTurn off WH loads for Friday, Feb. 2815DEPOT
Looby2 hrsDoneResolve ID's beginning with 9 misc - EIS (now and conv)14MISC
PottsDoneResolve ID's beginning with 9-Grad Admiss (now and conv)13MISC
Gravitt/LoobyDoneZOARESI - migrate to production12Banner
McSpadden2 hrsDoneLOAD_STUDENTS54DEPOT
McSpaddenDoneImplement all new loadscripts53DEPOT
~ Sat 5:00pmGreen/McSpadden15 minDoneConvert PEOPLE_OLD - assign GTID#52Banner
SlackConvert Magic to use gtID#51MISC
Smedberg15 minDoneRun SQL data for Magic, email Belford/Slack when data is loaded50MISC
Looby2 hrsDonePopulate translation table for campus conversions (GTID_CONV) on Depot (drop indexes first)49DEPOT
~ Sat 3:00pmWang/Pandian30 minDonePopulate gtID# back into PS/ (Pre-populate name info)48PS-HR
Bullock30 minDoneRebuild HR/ODS logs and snapshots47PS-HR
Looby1 minDoneCheck Banner reset sequence46Banner
Looby1 minDoneChange table that defines leading char in Banner to 945Banner
Looby0 hrsDonePopulate conversion table with Banner info 44Banner
Looby6 hrsDoneConvert Banner "nobodies" ~700 K recs43Banner
Looby1 hrDoneConvert summer and fall applicantes in Banner42Banner
Looby3 hrsDoneConvert students/fac in Banner41Banner
Looby30 minDoneConvert Police file40MISC
~ Fri 8:00 pmLooby6 hrsDoneConvert Special BuzzCard Center - assign GTID# 39Banner
Looby3 hrsDoneConversion of PS Employees into Spriden etc 38Banner
Wang15 minDonePopulate PS table for conversion37PS-HR
~ Fri 5:00pmSwabyDoneNeed new file from Counseling Ctr.36MISC
~ Fri 5:00pmSwabyDoneNeed new file from SAC35MISC
~ Fri 5:00pmTravisDoneNeed new file from Police34MISC
Bullock/GravittDoneBack up all DB instances after conversion76DBA
GravittDoneBring up Banner web pages75DBA
Bullock/GravittDoneRemove restricted mode from Banner/PS/Depot74DBA
McSpadden1 hrDoneAdd GTID# to library_shell sql / change to scp instead of ftp73DEPOT
LoobyDoneNotify Russell Earnest - start RMS conversion72Banner
~ Sat 7:00 pmBullock/Gravitt30 minDoneMove flat file to New Egypt (symbolic link in place)71MISC
Looby2 hrsDoneCreate translation flat file for campus conversion70Banner
Smedberg/Swaby10 minDoneCounseling File to Swaby69MISC
Smedberg/Swaby10 minDoneLoad Counseling data file68MISC
Smedberg/Swaby10 minDoneSAC file to Swaby67MISC
Smedberg/Swaby10 minDoneLoad Sac data file66MISC
Looby1 hrDoneConvert and Provide Police file back to Steve Travis65MISC
~ Sat 10:00 pmGreenDoneCall Meeks when DW is loaded and available for GTRI64DEPOT
All user areasDoneFunctional Review of Conversion63MISC
McSpadden15 minDoneCreate RPM1 views62DEPOT
McSpadden2 minDoneLOAD Recipient Types (Non BN,PS)61DEPOT
McSpadden2 hrsDoneLOAD_PS_DERIVED60DEPOT
McSpadden1 hrDoneLOAD_PS_Direct59DEPOT
McSpadden2 minDoneLOAD_INSTRUCTORS58DEPOT
McSpadden40 minDoneLOAD_HR_EMPLOYEE_DETAIL57DEPOT
McSpadden30 minDoneLOAD_ADMIT56DEPOT
McSpadden10 minDoneUPDATE_STUDENTS55DEPOT
Green/TannerDoneGTASC - Lookup Link99MISC
SwabyDoneFaset Registration - Lookup Link98MISC
GreenDoneHousing - Lookup Link97MISC
GreenDoneParking - Lookup Link96MISC
TeamDonePost Office95MISC
TeamDoneHealth Center94MISC
TeamDoneParking93MISC
TeamDoneKronos92MISC
TeamDoneHousing RMS91MISC
TeamDoneStudent center90MISC
TeamDoneBuzzCard89MISC
TeamDoneAuxiliary Services88MISC
TeamDoneOMED87MISC
TeamDoneGTF/Alumni86MISC
TeamDoneMechnical Engineering85MISC
TeamDonePolice84MISC
TeamDoneDistance Learning83MISC
TeamDoneIRP - needs link (loc of GTID_CONV_TBL82MISC
TeamDoneCouseling Center81MISC
TeamDoneAssist departments with conversion:80MISC
MondayBullockDoneSchedule of GTID# from PS into Banner (Synchronization) 79Banner
MondayBullockDoneSchedule of GTID# from Banner into Peoplesoft (Sync) 78PS-HR
Bullock/GravittDoneEmail ASIS, PS group when ready for testing77DBA
All involved!DoneCELEBRATE A SUCCESSFUL IMPLEMENTATION120MISC
DoneSend technical folks home to sleep119MISC
EIS/RegistrarDoneFeed Everyone who is around all weekend118MISC
MonfortDoneFix transcript (create comment w/4 dig ssn)117Banner
not neededNANot neededGenerate Old_Pers exception conversion list116MISC
JenkinsDoneGenerate Conversion file CD for GTRI115MISC
StulcedoneDoneTest Housing RMS interface114Banner
StulcedoneDoneSystem test of Nolij after leading char added113Banner
doneDoneTest tape loads - generated Ids in Pers table/ undergradute112Banner
doneDoneTest tape loads - generated Ids in Pers table/graduate111Banner
WilliamsondoneDoneUpdate form and base validation table for Recipient Type110Banner
MonfortdoneDoneCreate Grad Admissions Report109Banner
Slack/McSpadden/ WangDoneRun Goremal process to test email programs108DEPOT
DoneFACTS107MISC
NoelDoneAdd GTID# lookup to gtid web page106MISC
GreenDoneFaculty Elections - Lookup Link105MISC
GreenDoneStudent Elections - Lookup Link104MISC
StulceDoneAdmissions status Lookup Link103MISC
StulceDoneGTAPP Lookup Link102MISC
Williamson2 minDoneBanner Lookup Link101MISC
GreenDoneCIOS - Lookup Link100MISC
Lessons Learned• Project Management
– Benefited From• Creating small working teams• Step by step conversion plan• Project plan• E-mail group lists and list serves• Project director had clout• Knowing stakeholders and how to
communicate with them
Lessons Learned - Continued
• Project Management– Improvement needed
• Do plan earlier and enhance, review often• Document decisions and action items; don’t
“rehash” issues• Don’t do committee work in general meetings• Know who decision makers are for functional
and technical issues• Allow extra time to solve unexpected issues
Lessons Learned - Continued
• Communications– Benefited From
• Project web page (accurate, current, 508 compliant)
• Created plan and adjusted plan to progress• Conducted excellent survey to discover
SSN use on campus• Presentations customized to audience• [email protected] for questions, issues• Logo used everywhere, easily identifiable
Lessons Learned - Continued
• Communications– Improvement Needed
• Have internal constituents review material and insist on feedback
• Remember that “less” is often “more” when communicating
• Proof it, proof it, proof it again• Communicate success after “go live”
Lessons Learned - Continued
• Policy – Benefited from
• Have one! And do it QUICKLY!• Have support at the very highest levels on
campus• “Steal” from others; don’t reinvent the
wheel• Early publication of policy exposed some
improper business practices
Lessons Learned - Continued
• Policy– Improvement Needed
• Took too long to get a final document in place due to multiple required approvals (don’t forget the legal office) and assume that everyone will want to “rewrite”
• Determine if State policy applies• Abide by the policy you create
Lessons Learned - Continued
• Business Processes– Benefited From
• Identification of all Payroll Processes• Campus units reducing use of SSN prior to “go
live” date• Use of GUIALTI form by end users• Providing web tutorial and instruction for
requesting gtID#• Discussion between core campus units• Early identification of units who needed SSN
Lessons Learned - Continued
• Business Processes– Improvement Needed
• Start data cleanup earlier in all offices (some were better than others)
• Forms identified with SSN printed have not been updated
• HR review of day to day processes that use SSN
• Review need to have access to sensitive data
Lessons Learned - Continued
• Auxiliary Services– Benefited From
• Knowing “key” players• Finding creative solution to avoid re-carding• Best timing for “go live” (Spring Break)• Was an easy project to sell • Being proactive; not having procedure
dictated by outside entities
Lessons Learned - Continued
– Auxiliary Services• Improvement Needed
– Conversion file completed earlier– Would have helped to have more people who
could have assisted departments with data conversion
Lessons Learned - Continued
– Technical • Benefited From
– Good interactions between technical teams (BANNER, PeopleSoft, GT Data Warehouse, etc.) and functional users
– Not depending on outside agencies to make any changes
– Having backup plans for reporting to external agencies
– E-mails that kept everyone informed – Early testing of conversion files in ancillary systems– Food provided for those working conversion
weekend
Lessons Learned - Continued
• Technical– Improvement Needed
• Technical solutions changed too frequently; think it through before bringing it up
• Write exceptions to a log and deal with later
• Have trained backup for every task before “go live”
• Set deadlines and stick to them• Have everyone in the same building on
conversion weekend• Provide place for showers, naps for those
working all weekend
What Was The Best Part ?
• Knowing that we had done what was necessary to protect SSN
• Working with people from virtually everywhere on the Georgia Tech campus
• Having it be a “non-event”
QUESTIONS ???
• What do you need to know to be successful?
• You can e-mail [email protected] you think of questions later.