Rutgers University ID (RUID) Implementation Cooperation, Coordination and Commitment

1. Rutgers University ID (RUID) Implementation Cooperation, Coordination and Commitment Office of Information Technology Enterprise Systems and Services Ellen Law, Associate Director Robert Allen, Associate Director October 10th, 2006

2. About RU • Chartered 1766, 8th oldest college in nation • “State University of New Jersey” • New Jersey’s largest public research university • 50,000+ students on campuses in Newark, Camden and New Brunswick • 30 degree granting units, 100+ majors

3. Challenge • January 2005, New Jersey State Law restricts posting of students’ SSN • Since 1985, SSN (or pseudo number) used as student ID in administrative and departmental systems • Meeting legislation required conversion of current and historical data (since 1976), across multiple databases and files • Reorganize current IT priorities to meet legislation implementation date • Continue to support additional on-going university business with limited resources

4. Success Factors: #1- University Buy In • Cooperation and commitment from university President and Vice-Presidential Offices • Deemed high priority at university • University administrative and academic departments involved in project success: Registrar ID Card Offices Scheduling Admissions Directory Services Financial Aid University Libraries Student Health Institutional Research Housing Student Accounts Receivable Post Office Alumni Office Summer Session Course Management Systems Dining Parking International Students University Libraries Computer Science Learning Resource Dept Mathematics Dept FAS Dean’s offices School of Business

5. Success Factors: #2 – Generator Design • Generate RUIDs for remaining students, keep existing pseudo numbers • Assign RUID one time for students’ existence at RU • Format of RUID: ###00#### • Create separate database of available RUID numbers • Utilize common routine for all processes assigning RUID • Delete RUID from database once the number is assigned

6. Success Factors: #3 – Conversion Process • Converted student records database first (including all history) • Created mapping file with old and new keys for internal and external RU departmental system conversions (for limited time period) • Used mapping file for conversion of associated databases or system files

7. Success Factors: #4 - Testing • TESTING, TESTING, TESTING • Scheduled many test phases: Unit, System, Integration, User Acceptance and Production Acceptance • Established separate mainframe and oracle testing environments • Included all external RU departmental interfaces • Involved business process owners in thorough testing and sign-off

8. Success Factor #4 - Testing (cont.) • Scope and duration of project necessitated separate parallel development/test environment • Mainframe processor virtualization facilities enabled replication of production environment having to acquire additional hardware resources • ‘Clone’ environment enabled testing under production conditions • Testing at future dates; ‘clone’ environment able to change clock (‘time travel’) • Actual production environment unaffected

9. Success Factors: #5 – On-Going University Support • Online screen searches allowed by RUID and/or SSN • RUID Lookup web application for student reference • Utility setup for departments to request RUID for a given set of students • Create an RUID change process for exceptions

10. ***** SUCCESS!!!!! ***** • Project dates: March 2005 – February 2006 • 1,074,951 student source records converted (includes historical records) • 28,599 new ID cards issued • RUID is now the key for university systems interfaces • Improvement of development process resulting from: -Two parallel development paths to keep RUID development separate from normal development - Necessary to merge RUID changes into normal development at implementation - Development of software to help manage RUID test-to-production turnover process