1 Dawn M. Boyer Yvonne M. Riley Manager, Student Systems Data Warehouse Consultant Penn State University Administrative Information Services No More Social Security Numbers

2 Dawn M. Boyer Manager, Student Systems Penn State University Administrative Information Services No More Social Security Numbers Mainframe – Student Systems

3 l History l Charge from University President l December 4, 2002 l SSN Confidential, Identity Theft l Implement 2004 l Proactive

4 No More Social Security Numbers Mainframe – Student Systems l Impact l Over 20 Campuses plus Law and Medical School, World Campus l College/Departments – Local Systems l New ID+ Cards l Central Offices – Student Systems, Data Warehouse

5 No More Social Security Numbers Mainframe – Student Systems l University Committees l Steering l Working Group l Sub-committees l Technology l Policy l Conversion Date – December Holiday Break 2004 l ID+

6 No More Social Security Numbers Mainframe – Student Systems l Central ID Repository – CIDR file l Only University File with SSN l Restricted Access l Initial Creation – September 2004

7 No More Social Security Numbers Mainframe – Student Systems l Student Systems (ISIS) l 44 Data base files – 41 Conversion programs l 2.5 million Person records l 88 million records l 350 million keys l SSN fields - Student, Instructor, Adviser, Parent, Employee

8 No More Social Security Numbers Mainframe – Student Systems l What needs to be converted l All electronic files the contain SSN l Transaction logs l Data sets l Presentation (format) 9-NNNN-NNNN l Labels l Laser or pre-printed forms l Letters/ s l Processes that create students

9 No More Social Security Numbers Mainframe – Student Systems l Trial Run – December 2003 l Worst file – 15 million records – 7 keys l Worst case – 2.84 hours per million record l 45 hours of processing l Changed Strategy – 12 files l Remove keys – 2 minutes (revert) l Convert File – 3 hours l Re-Add keys – 20 minutes per key – 2.5 hours (invert) l Total – 5.5 hours

10 No More Social Security Numbers Mainframe System – Student Systems l Preparation l Step-by-step tasks l Meetings – every 2 weeks – Late Summer 2004 l Developers, DBA, Systems, Operations l Analysis of data storage l Crosswalk File – SSN, PSU ID l System Tuning l Audit logs – turned off l Redundant copy of data – turned off l System Priorities

11 No More Social Security Numbers Mainframe – Student Systems l 4 Known Dates l December 19, 2004 – 12:01 AM l Disable Online Systems, Process Grades, Start Conversion l December 24, 2004 – Noon l Stop All Conversion Activities for the Holiday l December 26, 2004 – 8:00 AM l Continue Conversion Activities l January 3, 2005 – 7:00AM l Enable Online Systems

12 No More Social Security Numbers Mainframe – Student Systems l Conversion l Official CIDR File – December 19 l File Back-ups – December 19 l Convert online files – December 19 & 20 l Technical and User testing of online systems – December 20 l Convert non-online files – December 21 & 22 l Batch testing – December 21 & 22 l Enable online Systems - December 22 – Noon

13 No More Social Security Numbers Mainframe – Student Systems l Problems – l Data Integrity l SSN Changes l Last Minute Decisions l Communication filtering down

14 No More Social Security Numbers Mainframe – Student Systems l What Worked – l Starting early l Keep it simple l Planning l Communication l Teamwork

15 Removing all SSN’s from Penn State’s Data Warehouse Yvonne M. Riley Data Warehouse Consultant Penn State University Administrative Information Services No More Social Security Numbers

16 No More Social Security Numbers Penn State’s Data Warehouse l My task l Convert all social security numbers to PSU ID’s. l Leaving no social security numbers on any table when tables were made available to general users. l 18 databases to convert l 120 tables l 150 million records l Analysis started 1 year prior to the conversion.

17 No More Social Security Numbers Penn State’s Data Warehouse l Where did the analysis start: l Met with our DBA personnel to discuss options get suggestions. l Identify key people, who would do what. l Identify problem areas. l How would we approach the coding. l Set up a timeline for myself.

18 No More Social Security Numbers Penn State’s Data Warehouse l Immediate Concerns – l What to do with records that don’t convert. l Decision was made to copy then to another database for cleanup later and then copied back into the original table. l What to do with old historical records that have incorrect social security numbers. l Steward offices provided us with the corrected SSN prior to the conversion, and we corrected the records.

19 No More Social Security Numbers Penn State’s Data Warehouse l Immediate Concerns – l Where would the CIDR file (holds the SSN and new PSU ID) reside? l Decision was made to put the CIDR file on the Warehouse. l We would use it to convert the Warehouse. l After the conversion was over, users could use this table to convert local systems.

20 No More Social Security Numbers Penn State’s Data Warehouse l What was the best way to convert the Warehouse? l Preserved our original tables. l Update programs would be completely step restartable. l Cloned the structure of each table to be converted adding an extra field at the end to hold the original SSN. l Created a view for each table that pulled the PSU ID for the SSN and moved the SSN to a new ‘holding’ field. l Kept our naming conventions for all views, cloned tables, scripts unique so they could easily be identified. l Example View Name: vssn_tbl_converted l Example Cloned Table Name: ssn_tbl_converted

21 No More Social Security Numbers Penn State’s Data Warehouse l Sample View Code CREATE VIEW dbo.vssn_tableone_scores AS Select psu_id as ‘SSN', Field1 as ‘Field1', Field2 as ‘Field2', Field3 as ‘Field3', SSN as 'ssn_hold' from tableone_scores left join ssnconversion..conversiontable on tableone_scores.ssn = ssnconversion..conversiontable.ssn

22 No More Social Security Numbers Penn State’s Data Warehouse l Update Programs were developed in 4 Phases: l Phase 1 -- Convert the Warehouse into cloned tables (leaving existing tables untouched). After phase 1. I verified. l Phase 2 -- Renamed tables, had steward office verify. l Original tables got renamed. l Cloned tables got renamed to original table name. l Phase 3 -- Dropped the extra ssn_hold field from all tables. l Phase 4 -- Dropped unconverted original tables.

23 No More Social Security Numbers Penn State’s Data Warehouse l Phase 1 Update code: l Count of records to be updated. l Truncate cloned table. l Using the newly created views, inserted records into new cloned table. l Count of records not updated. l Truncate on table where unconverted records were to be moved. l Copy unconverted records to new database. l Delete unconverted records. l Count of records in converted table.

24 No More Social Security Numbers Penn State’s Data Warehouse l The conversion weekend is here – l Midnight On Saturday Data Warehouse was made unavailable to user community. l Complete Backup of all databases was done. l Cloned tables were created. l Arrival of the official CIDR data file on Sunday. l Conversion of the Warehouse begins.

25 No More Social Security Numbers Penn State’s Data Warehouse l As the Warehouse is converting – l DBA monitored the SQL server. l I reviewed all logs for any errors. l We communicated by phone and .

26 No More Social Security Numbers Penn State’s Data Warehouse l Problems – l Clean up of Historical Data. l Deadlines were given to all steward offices for use to have all cleanup information. l Steward offices were overwhelmed and could not meet the deadlines.

27 No More Social Security Numbers Penn State’s Data Warehouse l What Worked – l Sticking to my timeline – l Starting early and completing the majority of programming by September. l Keeping update programs as simple as possible and step restartable. l Verifying, verifying and re verifying everything.

28 Questions???