Phase

Time Frame

Steps

Phase I - Initiation

In progress

1. 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.
2. The Task Force will meet with every department to determine how SSN’s are used, kept, and disposed of.
3. Determine how the departments will be affected by the conversion. 
4. BANNER will be the system to supply the unique generated ID for the campus.
5. Waycross College is up to date with all Banner upgrades as of June 21, 2005.
6. The Task Force has recommended that the conversion time be during the Spring Break of 2006.

Phase II - Development

August 2005

thru March 2006

1. 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.
2. Create a Test database and modify if necessary for converting all id’s to a unique identifying number.
3. Make changes and corrections to database after conversion to correct any issues that are identified.

Phase III - Prototype

September 2005 – January 2006

1. 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.
2. Obtain final approval from the President’s Council to implement conversion.

Phase IV – Implementation

Mid-April 2006

1. Obtain scripts from OIIT in order to implement conversion on the Test database.
2. Migrate from SSN to Unique ID number into the Production Database.
3. Verify that migration is complete, make changes when needed.
4. Train campus on the use of the unique id.

Phase V - Maintenance

Ongoing

1. The Task Force drafted a policy regarding the collection and distribution of SSN’s. 
2. The Task Force will also make policies regarding the securing and disposal of documents that contain SSN’s.  (see attached policy)
3. 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.
4. Continue to monitor processes linked to the utilization of a unique id.
5. Apply necessary upgrades to the BANNER database.