smart card system training the new york city department of education office of auditor general the...

Smart Card System Training

The New York City Department of Education

Office of Auditor General

The New York City Department of Education

Office of Auditor General

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Agenda

Smart Card System Overview Checking Substitute Eligibility Next Steps

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Project Objectives

Introduce more secure security measures: Smart Card with embedded personal information including photo

Facilitate current eligibility check (Employment Eligibility System)

Enable school to perform eligibility check on a daily basis, even if mainframe connection is not working

Partial update to per diem payroll

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System Overview

Card Issuance to Substitutes School PC to Check Eligibility by

Reading Smart Card Sharing Data with Office of

Personnel Investigation (OPI)

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System Flowchart

Eligibility DataEligibility Data

Daily ScansDaily Scans

LocalSchoolLocal

School

BOECentral

BOECentral

EmploymentEligibility

EmploymentEligibility

OPI MonitoringReports

OPI MonitoringReports

CardIssuance

CardIssuance

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PC Components

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Card Issuance to Substitutes

Substitute teachers will be issued Smart Cards Smart cards more durable, more secure Cards include SSN, name, photo, encrypted

check codes on chip Smart Cards issued at Smart Card Photo ID

Unit, 65 Court St., Rm. 218, 718-935-2635– Substitute brings photo identification and letter

from school. Sample letter is at: www.nycenet.edu/offices/dhr/forms2/smartcardRequest.pdf

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Smart Card Layout

photo

chip

title/description

signature strip

name

district card ID

date issued

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Sharing Data with OPI

Daily Eligibility updates automatically sent to PC

OPI monitors school activity to identify system problems

OPI available for help -

Call 718-935-2635

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System Functionality

Card Scan Alternative “Scan” Scenarios Criteria for Eligibility Check

– Fingerprint, License, Problem & Status Code System Response – Eligible / Ineligible Information Transfer/Storage School-Based Reporting

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Smart Card System / Reader

Card insertion into card reader starts eligibility check

Office applications/ATS run concurrently with smart card program

Smart card application should be started after PC is powered on

Backup staff in every school to ensure card and system usage

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Inserting the Card

Front ofcard/reader

Hold the card at the end with the photo and make sure the photo is facing you.

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Inserting the Card

If card inserted correctly, blinking green light will turn solid green.

Do not remove card from card reader until photo appears on screen.

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Criteria for Eligibility Check

The system checks:

Problem Code Fingerprint Status Status Code License Code

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System Response

If substitute has passed eligibility check, you must check that the cardholder matches photo. If no match, click Visual Rejection.

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System Response

Eligibility check fails if violation exists, or if information is missing, data does not match, SSN already validated, card expired, etc.

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System Response

If substitute has already success-fully checked in for the day and another attempt is made to scan card, a yellow box appears.

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System Response

If performing EE inquiry eligibility check, the background is purple. Substitute may not teach based on inquiry only.

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Accomplishments

Installed in approximately 500 selected schools using existing PCs

Performs over 1000 eligibility scans for substitute teachers daily

Caused several ineligible substitute teachers to be prevented from working, including some who were just cited for inflicting corporal punishment

Generates payroll record in Per Diem Payroll system for scanned substitute

OPI Smart Card Unit has issued 5,000 Smart Cards & 40,000 Photo IDs & taken 90,000 photos

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Next Steps

To arrange school Installation: – Minimum PC Requirements:

• Pentium Processor with CD-ROM Drive• Operating System: Windows 95, 98, 2000 or XP• 32 megabytes memory / Mainframe Access using

PCOMM

Complete Site Survey Form at– www.nycenet.edu/offices/dhr/forms2/smartcardsitesurvey.pdf

FAX to Joe Fryd at (718) 935-4375