There’s Safety in Numbers… Presenters: Brian Forman Steve Goldberg Scott Brannan Copyright Brian Forman, Steve Goldberg and Scott Brannan, 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 Brannan Copyright Brian Forman, Steve Goldberg and Scott Brannan, 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 Pennsylvania’s three public research Universities, along with the University of Pittsburgh and Penn State University More than 34,000 students and 5,500 employees More than 34,000 students and 5,500 employees 17 schools and colleges including schools in Law, Medicine, Pharmacy, Podiatry and Dentistry 17 schools and colleges including schools in Law, Medicine, Pharmacy, Podiatry and Dentistry 28th largest University in the United States and 6th largest provider of professional education in the country International campuses in Tokyo, Japan, and Rome, Italy International campuses in Tokyo, Japan, and Rome, 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

Project Teams

Project Timeline

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

Website - SSN2TUID.TEMPLE.EDU s Brochure Communications

Project Timeline

New Screens Human Resource System Student System Authentication Procedures “What’s your SSN.” Training

Project Timeline

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

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 explaining new SSN policy Scheduled interviews

Conversion Process Created Cross-Walk table Developed web site to do the conversionweb site

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

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, Supplemental employee file to the vendor on June 10, 2005 for delivery by June 27, ,000 Student ID’s produced 7,400 University Employee ID’s 7,500 Health System Employee ID’s

Project Timeline

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 102 Monday 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 Washington Administrative Offices Monday through Thursday, 8:30 a.m. – 7:30 p.m. Friday, 8:30 a.m. – 5:00 p.m. Tyler Campus Bursar’s Office Monday through Friday, 8:30 a.m. – 5:00 p.m. TUCC Administrative Offices, Suite 215 Monday through Thursday, 8:30 a.m. – 8:00 p.m. Friday 8:30 a.m. – 5:00 p.m. Harrisburg Campus Reception Area Monday 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 s to all students directing to correct campus Website with Distribution Schedule Signage, Posters, Buttons Second 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 us at