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UGA Identity Management and SSN Removal Update Presented for ITMF February 3, 2011

Office of the CIO EITS The University of Georgia. UGA Identity Management and SSN Removal Update Presented for ITMF February 3, 2011. EMT Initiative Approval. Phase 1: Identity Repository and Infrastructure Unique Identifier (UGAID) Translation Tools Phase 2 EMT Priorities:

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UGA Identity Management and SSN Removal Update Presented for ITMF February 3, 2011

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  1. Office of the CIO EITS The University of Georgia UGA Identity Management and SSN Removal UpdatePresented for ITMFFebruary 3, 2011

  2. EMT Initiative Approval • Phase 1: • Identity Repository and Infrastructure • Unique Identifier (UGAID) • Translation Tools • Phase 2 EMT Priorities: • SSN Removal/Mitigation in Distributed Systems—estimated Dec 2011 • SSN Removal/Mitigation in CORE/Enterprise and Mainframe Systems—estimated Dec 2012 12 Total Slides

  3. Planned Parallel Path Approach 2009 2010 2011 2012 2013 FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN JUL DEC JAN JUL DEC JAN JUL DEC JAN Single, consolidated view of ALL Identities 7/31/09 (Estimated) SSN PHASE I IdM Infrastructure and Process Initial systems for SSN Replacement chosen SSN Replaced in Initial Systems SSN Replaced in Remaining Systems 7/31/09 (Estimated) 6/30/10 (Estimated) 12/31/11 (Estimated) SSN Replacement Analysis & Planning SSN Replacement (timeline to be determined by scope) SSN Replacement (timeline to be determined by scope) SSN PHASE II Current Efforts Ongoing SSN Replacement Efforts Discovery Complete Implementation End 12/31/12 12/31/09 DOAS Contract Negotiations IMS to DB2/SSN Removal (convert IMS database to DB2 and remove SSN from core administrative systems) IMS/SSN 12 Total Slides

  4. Reported SSN Removal Original Total 12.6 M Removed 5.5 M 12 Total Slides

  5. Noted Accomplishments 12 Total Slides

  6. Major Challenges • DOAS Procurement Delays -- IMS/DB2 Conversion RFP • Complexity of CORE/Distributed Processes and Systems • Distributed Units Require Intensive EITS Assistance • Data Discrepancies • Resources/Priority Conflicts If identified challenges are not addressed, original timelines are likely to change 12 Total Slides

  7. Complexity and Lack of Integration of CORE Administrative Systems Student System Diagram 12 Total Slides

  8. Challenges with SSN Removal from the CORE/Enterprise and Mainframe • Lengthy DOAS procurement process • Complexity • 3+ million lines of code • 14,000 programs • 5381 tables and views • 348 major databases • Existing/potential institutional priorities requiring IDM resources • e.g., ADDM projects, SACS, next generation administrative systems, new email system 12 Total Slides

  9. Challenges with SSN Removal forDistributed Systems • Lack of resources in distributed units • Interdependent on CORE systems • EITS resources are needed for all projects • Data Discrepancies between Student, HR and BigCard Systems • UGAID Assignment for Professional Schools not available at application • Some unit technical staff unwilling to move forward or causing delays because of disagreement with technical aspects of the approach 12 Total Slides

  10. Remaining SSNs in Distributed Systems Secure in “Fort Knox” 12 Total Slides

  11. Data Discrepancies: Existed before IDM Tools • Types of data discrepancies • Historical • New • Some business/system processes continue to propagate discrepancies • IDM has identified discrepancies/duplicates • Initial number ~100,000 • Both historical and active • Identified by IDM • Reduced to 21,382 • Estimated 1,000 – 2,000 discrepancies in active records 12 Total Slides

  12. Suggested Next Steps • Academic and Administrative unit heads confirm targets • Confirm or re-specify the dates their units have previously set for the elimination of SSNs in their units • Accountability for progress • Require progress reports from unit heads on quarterly basis • Complete process mapping and data error identification Continued… 12 Total Slides

  13. Suggested Next Steps • Move forward without waiting for “perfection” • Units should move forward without 100% discrepancies resolved • Implement data discrepancy controls • Units that are reliant on SSNs from Core Systems should assess using IDM tools prior to the IMS/DB2 conversion • Resources/Priorities • If additional resources are not available, then support is needed for changes in priorities due to resource reallocations required for IDM priorities 12 Total Slides

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