Rutgers University ID (RUID) Implementation

Cooperation, Coordination and Commitment

Office of Information TechnologyEnterprise Systems and ServicesEllen Law, Associate Director Robert Allen, Associate DirectorOctober 10th, 2006

About RU

Chartered 1766, 8th oldest college in nation “State University of New Jersey” New Jersey’s largest public research

university 50,000+ students on campuses in Newark,

Camden and New Brunswick 30 degree granting units, 100+ majors

Challenge

January 2005, New Jersey State Law restricts posting of students’ SSN

Since 1985, SSN (or pseudo number) used as student ID in administrative and departmental systems

Meeting legislation required conversion of current and historical data (since 1976), across multiple databases and files

Reorganize current IT priorities to meet legislation implementation date

Continue to support additional on-going university business with limited resources

Success Factors: #1- University Buy In

Cooperation and commitment from university President and Vice-Presidential Offices

Deemed high priority at university University administrative and academic departments

involved in project success: Registrar ID Card Offices

Scheduling Admissions Directory Services Financial Aid

University Libraries Student Health Institutional Research Housing

Student Accounts Receivable Post OfficeAlumni Office Summer SessionCourse Management Systems DiningParking International Students

University Libraries Computer Science Learning Resource Dept Mathematics DeptFAS Dean’s offices School of Business

Success Factors: #2 – Generator Design

Generate RUIDs for remaining students, keep existing pseudo numbers

Assign RUID one time for students’ existence at RU

Format of RUID: ###00#### Create separate database of available RUID

numbers Utilize common routine for all processes assigning

RUID Delete RUID from database once the number is

assigned

Success Factors: #3 – Conversion Process

Converted student records database first (including all history)

Created mapping file with old and new keys for internal and external RU departmental system conversions (for limited time period)

Used mapping file for conversion of associated databases or system files

Success Factors: #4 - Testing

TESTING, TESTING, TESTING Scheduled many test phases: Unit, System,

Integration, User Acceptance and Production Acceptance

Established separate mainframe and oracle testing environments

Included all external RU departmental interfaces Involved business process owners in thorough

testing and sign-off

Success Factor #4 - Testing (cont.)

Scope and duration of project necessitated separate parallel development/test environment

Mainframe processor virtualization facilities enabled replication of production environment having to acquire additional hardware resources

‘Clone’ environment enabled testing under production conditions

Testing at future dates; ‘clone’ environment able to change clock (‘time travel’)

Actual production environment unaffected

Success Factors: #5 – On-Going University Support

Online screen searches allowed by RUID and/or SSN

RUID Lookup web application for student reference

Utility setup for departments to request RUID for a given set of students

Create an RUID change process for exceptions

***** SUCCESS!!!!! *****

Project dates: March 2005 – February 2006 1,074,951 student source records converted

(includes historical records) 28,599 new ID cards issued RUID is now the key for university systems

interfaces Improvement of development process resulting

from: -Two parallel development paths to keep RUID development separate from normal development - Necessary to merge RUID changes into normal development at implementation - Development of software to help manage RUID test-to-production turnover process