PROJECT TIMELINE
August 2007
- Reviewed "USG Best Practices – Converting SSN to a Unique Identifier"
- Formed Task Force
- Began analysis of all systems, applications & reports impacted by conversion
- Reviewed campus-wide reports
- Developed a project plan
September 1 through 15, 2007
- Reviewed other USG institution information on how conversion was conducted
- Began discussion of statement to add to admissions process explaining social security number request
- SSN policy development began
- Began analysis of conversion impact on Banner, PeopleSoft, Financial Aid, Student Accounts, Admissions for all types of students (including PSO, transient, and transfers), Registrar, Library, tape loads used by Financial Aid and Admissions, GeorgiaVIEW/Vista, Boss Cars, Raisers Edge and internal reporting.
- Provided copy of conversion plan to President and Cabinet for review and approval
September 16 through 30, 2007
- Discuss projected costs for project completion
- Begin meeting with campus units to discuss systems and business processes that must be modified to conform to new SSN usage policy
- Finalize conversion methodology and identify implementation tasks
- Review proposed GC policies & procedures
- Submit plan to BOR for approval
- Post SSN policy to web
October 1 through 15, 2007
- Complete analysis of conversion impact on Banner, PeopleSoft, Financial Aid, Student Accounts, Admissions for all types of students (including PSO, transient, and transfers), Registrar, Library, tape loads used by Financial Aid and Admissions, GeorgiaVIEW/Vista, internal reporting, Regents and standardized testing, and department applications and databases
- Initiate communication plan
- Email communication to faculty, staff, and students advising them of conversion from SSN to new GCID#
- Meet with Student Government Association
- Submit article to Highlander (employee newsletter) and Gordon College Press
October 16 through 31, 2007
- Generate test files
- Begin system testing, developing scripts necessary to maintain SSN while generating ID. SSN will be maintained on SPRIDEN as previous ID and on SPAPERS in SSN field.
- Communicate with campus cohorts to discuss implementation (faculty, staff, students)
- Update website of information for SSN to ID# conversion
November through December 2007
- Prepare production environment
- Train units on new procedures (emphasis on admissions office and human resources)
- Continue communication efforts
- Continue programming and testing of system in test instance of Banner
- Complete programming and testing
- Run script to insert new GCID# into SPRIDEN table using spriden_change_ind of "S"
- Run script to update spriden_change_ind to an "I" on ID’s matching SSN in order to maintain SSN as previous ID to maintain student history
- Create trigger on SPAPERS (When the SSN field on SPAPERS is added/updated, the trigger will look for a matching previous ID on SPRIDEN. If one is not found, the previous ID field will be populated using the SSN.)
- GO LIVE 11/26/07
- Issue new ID cards to students, faculty and staff
- Run scripts provided by BOR to retrieve new IDs in order for system records and tables to be updated
- Continue collection and maintenance of SSN for all GC constituents on SPAPERS in the SSN/SIN/TFN field and on SPRIDEN as the previous ID.