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

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?

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

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.

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

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

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.

Typical Scenario

Banner

DataWarehouse

International Student Applies to Georgia Tech

PIDM

Generated ID

800-XX-XXXX

International Student is Employed

EMPLID

International Student Applies

for SSN

Assigned SSN

67X-XX-XXXX

PeopleSoft 800-XX-XXXX

870-XX-XXXX

67X-XX-XXXX

Assigned ID

870-XX-XXXX

Multiplicity Factor

DataWarehouse

800-XX-XXXX

870-XX-XXXX

67X-XX-XXXX

BuzzCard

Library

Magic(e-mail)

SAC

Andover

DataWarehouse

800-XX-XXXX

870-XX-XXXX

67X-XX-XXXX

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.

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.

When will the new MUID# Launch?

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).

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

What is my new MUID#?

After June 1st you will be able to look-up your new MUID# at www.marshall.edu/myMU

How will the MUID# impactHR 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).

How is theMUID# 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”.

Questions?

E-Mail - gtID@ask.gatech.edu Web Site - www.gtid.gatech.edu