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SSH; Updating ID system ‘too extensive’
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similar to the one the
University is considering in
data management.
University Registrar
Rebecca Macon is in charge
of handling much of the data
in the student system. Macon
said her Job is significantly
more difficult because of the
outdated system.
"It boggles my mind that
this day in age we can’t
do what nearly every other
institution can do,” Macon
said.
The proposal recommends
implementing the system
over a five-year period, start
ing with the student and
financial aid systems and fol
lowed by the finance and
human resource systems.
Footing the S4O million
Though information spe
cialists feel the updates are
necessary, the University's
senior vice presidents are
looking at the proposal from
a cost/benefit point of view.
“I haven’t seen enough
detail as to what are we going
to see out on the back end
that says that’s a good S4O
million expenditure,” said
University Vice President
Tim Burgess, one of three
senior vice presidents making
a final decision on the pro
posal.
After reviewing the
November 2006 proposal,
decision makers wanted
more specific cost informa
tion.
The data exploratory
committee will submit the
additional information by
April 1.
Burgess, who handles
University finances, said the
University has reached a
point in which it has to start
addressing these issues. But
Burgess said he isn’t sure if a
total system overhaul is feasi
ble.
Burgess said despite being
behind other institutions,
he didn't think the updating
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problems were ignored
by upper administration
officials.
“It’s a little unfair to say
that changes haven't been
made,” he said, noting much
more can be done now than
four years ago.
He also said it is possible
that some changes would
be approved, but not
others. Higher priority issues
would be addressed first, he
said.
“Some of that I don’t think
we can wait to address," he
said, without getting into
specifics.
In April, the University Vill
find out how much money it
will receive from the Board of
Regents. At that time,
Burgess said, he will have a
better idea of how much of
the proposal can be
approved.
In June, the University
budget is formalized.
Update solves Social
Security problem
Senior Josh Massey
opened his e-mail and found a
surprise on Feb. 6.
"I regret to inform you that,
a computer breach has
occurred which may have
compromised the security of
some of your personal infor
mation," the e-mail said.
"As an institution, we take
seriously, and work very dili
gently, to preclude the disclo
sure of personal information.
However, in this instance, we
were unable to do so."
Massey, a geology major
from Lawrenceville, said he
spent one day calling the
three major consumer credit
reporting agencies, telling
them his Social Security
Number was exposed.
An enterprise system offi
cially would end the use of
Social Security Numbers as
personal identifiers. The
University would assign ran
dom numbers to all students
and employees when system
implementation occurs.
Massey said he was unfa
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uation identity theft is until
he spoke with his mother.
“Talking to her, I knew it
was a big deal." said Massey,
who learned thieves easily
could open credit cards once
they had a person’s name and
Social Security Number.
But is the University doing
everything it can to eliminate
the use of Social Security
Numbers?
Students and staff are
identified by their Social
Security Numbers in all four
administrative databases.
It’s necessary for depart
ments to use Social Security
Numbers when students and
staff members must be linked
back to one of the four main
data systems.
Macon heads the campus’
ID management task force.
She said the University has
no official policy on depart
ments using Social Security
Numbers.
No policy means any
department rightfully can
house a student’s Social
Security Number in its server
or use it as an identifier,
regardless of whether it’s
necessary for linking back or
not.
Macon said it theoretically
is possible to switch every
Social Security Number in
the four databases to a ran
dom canned number.
But she said such an
undertaking would be too
extensive.
“That’s one thing we’re
trying to avoid at this point
because of the complexity,”
she said.
According to the same
Sungard study, 72 percent of
the comparable institutions
surveyed chose to address
the Social Security Number
issue as part of an overall
administrative systems
redesign (like the one the
University is considering)
rather than as a stand-alone
project.
Universities who had inte
grated systems in place had
an easier time of transition
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ing from Social Security
Numbers as identifiers, Macon
said.
She said the task force is
considering make-shift solu
tions to the current Social
Security issues until a more
permanent solution is possi
ble.
“We’re trying to come up
with something we could
implement for the primary
uses of the Social Security
Number,” she said.
Massey’s concern has
grown since the breach.
"I feel more vulnerable giv
ing (my Social) away (at the
University)."
Tech/State outperform Dogs
Macon said the University
is the only one out of 35 insti
tutions in the University
System of Georgia that does
not take an enterprise
approach to manage
ment.
J.L. Albert, Georgia State’s
chief information officer, said
his predecessors implemented
two different commercial sys
tems in 2000.
"In today’s environment,"
Albert said, “we can’t afford
to enter data in multiple
points."
Georgia State stopped
identifying employees by their
Social Security Numbers in
their human resources system
two years ago Albert said stu
dents no longer will be identi
fied that way in September.
John Mullin, Georgia
Tech’s chief information offi
cer, said Georgia Tech imple
mented an advanced student
identification system in 1996
and advanced human
resources and financial sys
tems in 1998.
Georgia Tech Implemented
alternate identifiers in 2001
and 2002
"We used some inherent
capabilities within (our inte
grated system) and performed
a fairly extensive amount of
custom software development
by Georgia Tech personnel.”
Mullin said.
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