OSU ID Number, Main Identifier for New Faculty, Staff & Students [01/28/08]
The news item below regarding the Student Information System is a reprint of a message recently shared with university system administrators and customer service areas, as well as all OIT Staff and the SIS Project Team.
With the implementation of the first phase of the Student Information System (SIS) in the Spring of 2008, the SIS and HR Systems will share a common database and a common OSU ID format (Referred to as Employee ID number in the HR System). This new numbering scheme will uniquely identify new individuals to the university and will allow the university to maintain current and new employee and student records in the same database, providing a more flexible system to meet our future needs. The new numbering scheme will impact HR, the Medical Center, the new SIS and the Operational Data Store (a database that contains a daily "snapshot" of key transactional information used for queries and reports). The impacts to each area are outlined below:
HR System Impact beginning in April, 2008:
The HR system will begin assigning a 9-digit OSU ID number (or Employee ID number) in April of 2008 for all new employees. All new employees will be assigned a number in the range of 200000000. Unlike the current 8-digit Employee ID number, the first 2 digits of the 9-digit OSU ID or Employee ID numbering system will NOT represent the year of hire. Due to the flexibility of the new system and its ability to handle variable lengths, current and former employees will retain their 8-digit Employee ID numbers, while new employees will be assigned a 9-digit OSU ID number.
Medical Center Impact beginning in April, 2008:
In addition to the OSU ID number (or Employee ID number), the Medical Center will begin issuing a Badge ID number to all new medical center employees that begin employment in April 2008. This Badge ID number has been created to accommodate critical Medical Center systems.
Student System Impact beginning in May, 2008:
In May 2008, the SIS Project will begin to transition data from the current legacy systems to the new SIS with the conversion of all student biographical information. At this time, SSN’s will be removed as the student’s identifier and will be replaced with a new OSU ID number. If the student is or was an OSU employee, their existing 8-digit Employee ID number will be the student’s OSU ID number. Otherwise, a 9-digit OSU ID number will be assigned.
Operational Data Store (ODS) Impact:
The "legacy" Operational Data Store (ODS) will continue to use SSN’s as the main identifier for students until the end of Spring Quarter, 2009. To assist ODS customers in phasing out the use of SSN as a main identifier from June 2008 to June 2009, an OSU ID number / SSN crosswalk table (lookup table) will be created in the Legacy ODS beginning with Phase One of the SIS implementation in June of 2008. Upon completion of the final phase of the SIS implementation in the Spring of 2009, the ODS will only contain the OSU ID number as the main identifier for all student data. Updates to the Legacy ODS will cease at this point.
OIT, the Medical Center and the SIS Project Team are currently meeting with areas that will be impacted by the new numbering scheme. If you have internal processes or systems that cannot accommodate a variable length ID and you have not been contacted by OIT and/or the SIS Project Team, please send an email as soon as possible to: sis@osu.edu.
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