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Phase
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Time Frame
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Steps
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Phase I - Initiation
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In progress
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- The Task Force has been formed and been given directive
by the President to proceed in accomplishing the task of converting SSN’s
to a unique identifying number.
- The Task Force will meet with every department to
determine how SSN’s are used, kept, and disposed of.
- Determine how the departments will be affected by the
conversion.
- BANNER will be the system to supply the unique generated
ID for the campus.
- Waycross College is up to date with all Banner upgrades
as of June 21, 2005.
- The Task Force has recommended that the conversion time
be during the Spring Break of 2006.
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Phase II - Development
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August 2005
thru March 2006
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- The Task Force has determined the format for the unique
ID will be a 9 – character numeric format (933XXXXXX) and will increment
by one. “33” was included to help in identifying Waycross College data.
- Create a Test database and modify if necessary for
converting all id’s to a unique identifying number.
- Make changes and corrections to database after
conversion to correct any issues that are identified.
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Phase III - Prototype
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September 2005 – January 2006
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- Communicate with students, faculty, and staff the plans
to change to a unique id from SSN by various media such as the web,
local newspaper, email and through committee meetings and organizational
meetings campus – wide.
- Obtain final approval from the President’s Council to
implement conversion.
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Phase IV – Implementation
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Mid-April 2006
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- Obtain scripts from OIIT in order to implement
conversion on the Test database.
- Migrate from SSN to Unique ID number into the Production
Database.
- Verify that migration is complete, make changes when
needed.
- Train campus on the use of the unique id.
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Phase V - Maintenance
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Ongoing
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- The Task Force drafted a policy regarding the collection
and distribution of SSN’s.
- The Task Force will also make policies regarding the
securing and disposal of documents that contain SSN’s. (see attached
policy)
- Corrections or changes to SSN’s should be made on
SPAPERS. This change will create a previous ID record on SPAIDEN. Only
offices with update access to SPAPERS will be allowed to change the SSN.
- Continue to monitor processes linked to the
utilization of a unique
id.
- Apply necessary upgrades to the BANNER database.
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