MUID Project Update: Moving from an SSN based MUID# to a generated MUID#

1. MUID Project Update: Moving from an SSN based MUID# to a generated MUID# April 23, 2004 Presented by: Terri L. Tomblin-Byrd, Assoc. Director-UCS, Database Administration & Shared Systems

2. Topics • The MUID Project Team • History • Solution • What is the MUID#? • When will the new MUID# launch? • What does this mean? • How can I help protect my personal information? • Do I need a new ID Card? • What is my new MUID#? • Questions?

3. MUID Project Team • Oversight Committee: • Layton Cottrill (Chair) Chief of Staff & General Counsel • Sarah Denman Sr. V.P. Academic Affairs • Jan Fox V.P. Information Technology • Herb Karlet Sr. V.P. Finance & Admin. • Karen Kirtley Asst. V.P. Administration • Barbara Tarter Dean, Enrollment Mgmt. • Academic Oversight: • Corley Dennison(Chair) Systems Analyst IV, OIT-EIS • Michelle Duncan Dir-HR Information Technology • Roberta Ferguson Registrar • Ken O’Neal Asst. Vice President • Brian Morgan Assistant Professor

4. MUID Project Team • Academic Oversight (cont): • Wendy Moorhead Collection Access Librarian • Jon Cutler Assoc. Dir. Systems Admin. • Terri Tomblin-Byrd Assoc. Dir., Database Admin. • Administration Oversight: • Barry Beckett, Chair Director, Student Fin. Systems • Bob Dorado Manager, Campus I.D. Office • Craig Grooms Director, Admissions • Karen Kirtley Asst. V.P. Administration • Michael McCarthy Asst. Dean/Info Tech & Med Info • Michael McGuffey Director, Inst. Research & Plng. • Jim Schneider Assoc.Dean/Fin. & Admin.SOM • Jack Toney Director, Financial Aid • Bob Walker Director, Finance Info. Tech.

5. History • In the past, functional offices such as the Registrar and Payroll were self-supporting • Employed independent software applications • Readily able to identify and serve their “customer” • Issues were communicated and worked manually by affected offices • The need to share information was not as “pressing” of an issue • Unique system identifiers per functional application • Banner - PIDM • PeopleSoft - EMPLID

6. History – Cont. • Movement towards system integration (albeit separate functional applications) via the Data Warehouse Concept • Data Warehouse • Unable to consistently identify an individual in multiple roles as the same person • Unique identifier is the SSN

7. History – Cont. • Business Processes • Since Georgia Tech is a very diverse community, many campus constituents from other countries do not have SSNs upon arrival. • Three campus offices assign temporary identifiers for individuals without an SSN: • Admissions/Registrar (800-XX-XXXX) • Payroll (870-XX-XXXX) • BuzzCard Center (899-XX-XXXX) • The assignment of temporary identifiers for constituents without SSNs has led to the inadvertent creation of multiple identifiers per individual due to the Data Warehouse approach.

8. Typical Scenario 1 2 3 International Student Applies to Georgia Tech International Student is Employed International Student Applies for SSN Assigned ID 870-XX-XXXX Assigned SSN 67X-XX-XXXX Generated ID 800-XX-XXXX PIDM EMPLID Banner People Soft 800-XX-XXXX 870-XX-XXXX 67X-XX-XXXX Data Warehouse

9. Multiplicity Factor 800-XX-XXXX 800-XX-XXXX 870-XX-XXXX 870-XX-XXXX 67X-XX-XXXX 67X-XX-XXXX Data Warehouse Data Warehouse Library BuzzCard Andover Magic (e-mail) SAC

10. Solution • Creation of a single campus identifier within the Banner System for all Students, Faculty, Staff and Affiliates. • Why Banner? • Banner is the origination point for all student records. • Banner contains a majority of the faculty. • Banner has the capacity to generate a unique identifier that is not related to SSN. • Why a Single Identifier? • Ability to correctly identify an individual across multiple systems. • Enable Campus Departments to provide reliable customer service. • Inherent RISKS with the continued usage of SSN as the Identifier.

11. What is the MUID#? • The MUID# is a unique (9) digit identifier (9XXXXXXXX). • All students, faculty, staff and Marshall affiliates will be assigned a MUID#. • A person’s MUID# will not change throughout the lifetime of their association with Marshall University.

12. When will the new MUID# Launch? June 1st 2004

13. What does this mean? • SSN will no longer be utilized as a “key” to any Marshall University information system. • You will use your new MUID# when requesting service from an administrative office, the library, computing services, ID office, etc. • You will logon to myMU with your new MUID# to access MILO, WebCT, eVoter, eSurvey, etc. • SSN will still be collected and used in accordance with the • Privacy Act of 1974. • WV code • New MU Social Security Number Policy (in progress).

14. Do I need a new University ID Card? • All current ID cards will be replaced • Current Faculty/Staff ID cards will continue to work until June 1st. If you do not receive your new ID card before then please contact the Campus ID Office x6843 • Current Student ID cards will continue to work until the new Marshall OneCard is activated. • Beginning June 1st, EVERYONE will need to use their new MUID# to gain access to services as well as applications like myMU

15. What is my new MUID#? • After June 1st you will be able to look-up your new MUID# at www.marshall.edu/myMU

16. How will the MUID# impact HR Processes? • EMPno (E number) will continue to be utilized within EPICS to identify all employees. • The EMPno currently appears on the cover of your direct deposit statement (or paycheck) • The MUID will continue to be utilized within Banner to identify all employees. • The SSN will still be sent to the EPICS system and will continue to appear on your direct deposit statement (or paycheck).

17. How is the MUID# created? • Authorized administrators in several campus departments will use Banner to generate the MUID# as the campus constituent’s identifying information is entered into Banner and they become a “person”.

18. Questions? • E-Mail - gtID@ask.gatech.edu • Web Site - www.gtid.gatech.edu