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Students Account System Using Database and Excel

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Students Account System Using Database and Excel Powered By Docstoc
					                                                                                                                                                                      STUDENT ID NUMBER SURVEY

                     POC
             C:\Docstoc\Working\pdf\ecaea006-358b-4d64-a62f-01c2645502eb.xls        IT
        DEPARTMENT/ORGANIZATION                        INTERFACE                 ANALYST                                 USE                                               IN-HOUSE SYSTEM                                                   FEED                                  TECH LIMITATIONS               IMPACT OF STU ID # CHANGE               COMMENTS
                                                                                                 (1) They use the SSN for Blackboard assignments
                                                                                                 as part of the Spanish program. (2) They also use
                                                                                                    MALLARD but it does not appear that they use
                                                                                                                                                                                                                     At the beginning of each semester, a request is sent to No technical limitations have been
                                                                                                 student ID number for this system, per conversation
     Dr Elizabeth Contreras, faculty / Modern                                                                                                                                                                         Penny Rice to download the files. Students who add experienced with the use of SSN
1                                                                              Ms Penny Rice       with Dr Contreras. Students log in a user name,               MALLARD: Student ID number is not used.                                                                                                                                                 Per email reply
                   Languages                                                                                                                                                                                           the class late are asked to provide their SSN to be    as password or Olemiss email
                                                                                                 which is any email address, and a password, which
                                                                                                                                                                                                                                      entered in Blackboard.                          address as ID.
                                                                                                   can be changed by the student. The department
                                                                                                  can pull up information by class, assignment, and
                                                                                                                   name of student.
                                                                                                     Hardcopy files are maintained for each of their
                                                                                                     majors (@ 20 students). SIS is used to locate                                                                                                                                                                Will need new stu id# to update
2      Dr Aileen Ajootian, Chair / Classics                                                                                                                                                                                                                                                                                                              Per email reply
                                                                                                  course and student information to update student                                                                                                                                                                        current records.
                                                                                                                          files.
                                                                                                 SSN is obtained through an application completed
                                                                                                     by students. Occasionally, SIS is accessed to        Residential Management Software (RMS): Two fields can
                                                                                                    correct or verify SSN. A hardcopy document is          be used--SSN & Univ ID; currently using SSN field. An                                                           SSN field is a text field that can Another student id# can be used.
     Ms Vanessa Rodriguez, Assoc Dir and                                                                                                                                                                             Currently not linked to SIS. When CM goes live, they                                                                      May need an IT analyst to
                                                                                                  received from Admissions detailing student status        upgrade is expected 10/23-10/24/02 which will make it                                                           have up to 15 characters. The         New stu id numbers will be
3    Richard Rodriguez ("computer support                                      Ms Lena Ward                                                                                                                           plan to design an interface that will download SIS                                                                        review RMS interface
                                                                                                 (admitted, not admitted, etc.). In addition, a Billing   completely web-based. Students will be able to apply for                                                        Univ ID field is a text field that can needed to update current
          person") / Student Housing                                                                                                                                                                                       information and upload A/R information.                                                                                capabilities, etc…
                                                                                                    report is sent each semester to Ms Lena Ward.          housing on the web by using their "pin#". They hope to                                                             have up to 20 characters.                   records.
                                                                                                   They export the information (Last name, SSN, &                      implement this by spring 2003.
                                                                                                                amount) onto a diskette.
                                                                                                 The MCSR Account application uses the University
     Mr Jason Hale, Mgr Research Support /
                                                                                                   ID as the key. In most cases, this is the SSN. In
4    Mississippi Center for Supercomputing                                                                                                                                                                                                                                                                                                           Quoted from email reply.
                                                                                                  particular, Jackson State and one other university
              Research (MCSR).
                                                                                                                 use another form of ID.
                                                                                                                                                                                                                                                                                                                                                       Comments from email
                                                                                                      "I view Prospect Tracking (PTS) and TC                                                                                                                                                                                                        reply. Left message for Mr
                                                                                                   (Telecounseling) as parts of SIS, but wanted to                                                                                                                                                                                                   Howorth for more detailed
5   Mr Beckett Howorth, Director / Admissions
                                                                                                   make sure you did not need anything on those                                                                                                                                                                                                      information; no response.
                                                                                                                     systems."                                                                                                                                                                                                                         Additional information
                                                                                                                                                                                                                                                                                                                                                             required?
                                                                                                      Student IDs are used in several applications.
                                                                                                  Microsoft Access database of Health Professions
                                                                                                  Students--the SSN is used as the "primary key" to
                                                                                                 update and remove duplicates (a macro is used for
                                                                                                    this after entering records through a form) in the
     Dr Charles Gates, Director / Academic                                                           case of multiple entries over time (as students    (1) Microsoft Access and (2) FOCUS (output files are saved
6                                                                                                                                                                                                                                                                                                                    Update current records?             Per email reply.
                Support Center                                                                    update their contact info.) They also run a number                           in EXCEL.)
                                                                                                    of FOCUS reports (saved in EXCEL) to identify
                                                                                                 students for contact (calling, mailing) who are to be
                                                                                                 advised by this office. SSN is required in all reports
                                                                                                   to correctly identify students in cases of identical
                                                                                                    names (or "name called" if not the given name).

                                                                                                                                                      fsaAtlas Program: Used to generate INS documents. This                                                                                                                                          Dr Kathy Gates and Mr
                                                                                                 Because some international students do not have a
      Ms Kay Tyler, Coor Int'l Admiss &                                                                                                                program may change in order to comply with the new INS                                                                                                                                           Michael Johansson
                                                                                                   SSN, SSN or another ID# can be used. Each
    Recruitment and Ms Jean Robinson, Int'l                                                                                                           Tracking System. Currently, information from the student's                                                                                                                                    (Director) were scheduled
7                                                                              Mr Frank Tuttle   semester, five reports are requested from IT (Frank                                                                                                                                                                 Update current records?
     Services Asst / Office of International                                                                                                         application is entered in the system through data entry. DD1                                                                                                                                   to meet 4/11/02 to discuss
                                                                                                   Tuttle). These reports list students by country,
                  Programs.                                                                                                                             records in SIS are created (data entry) for scholars and                                                                                                                                     requirements for the new
                                                                                                                     major, etc.
                                                                                                                                                                       intensive English students.                                                                                                                                                     INS Tracking System.
                                                                                                    Several times a year, SSNs are requested to be
                                                                                                    used to award scholarships through the Office of
                                                                                                     Financial Aid. There are several students who
                                                                                                  receive awards at the Spring Awards Day but don't
                                                                                                 actually receive the money until the Fall Semester of
     Ms Joyce Whittington, Dir Career Svc /                                                           that year. In that instance, the Law School's
8                                                                                                                                                                                                                                                                                                                                                        Per email reply.
         Law School - Career Services                                                            registrar's office is called to access those SSN from
                                                                                                 the "mainframe" and order the checks once she has
                                                                                                 those numbers. In the summer, a report is received
                                                                                                   from IT that lists students and their SSNs. This is
                                                                                                   used to order the students' checks from Financial
                                                                                                                            Aid.




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                                                                                                                                                                   STUDENT ID NUMBER SURVEY

                    POC
            C:\Docstoc\Working\pdf\ecaea006-358b-4d64-a62f-01c2645502eb.xls         IT
       DEPARTMENT/ORGANIZATION                        INTERFACE                  ANALYST                                 USE                                             IN-HOUSE SYSTEM                             FEED   TECH LIMITATIONS   IMPACT OF STU ID # CHANGE                   COMMENTS
                                                                                                                                                                                                                                                                                     The faculty & staff listing is
                                                                                              This interface pulls ENROLLED students from SIS.
                                                                                                                                                                                                                                                                                      updated and pulled from
                                                                                                It pulls new information every year as opposed to
                                                  Telephone Directory-                                                                                                                                                                                                                     SAP-HR. The
9                                                                             Mr Ross Hankins updated information, per publisher's contract. The                                                                                 None
                                                     Student Listing                                                                                                                                                                                                                    departmental listing is
                                                                                              information is loaded into a "flat" file and sent to the
                                                                                                                                                                                                                                                                                       updated by Ms Dunn in
                                                                                                                     publisher.
                                                                                                                                                                                                                                                                                      TC, using WordPerfect.
                                                                                                                                                                                                                                               (1) The common factor in SIS and
                                                                                                                                                                                                                                                  SAP-HR is the SSN. Jimmy is
                                                                                                                                                                                                                                                not sure what other factors could
                                                                                               This interface matches SSN in SIS to SAP-HR for
                                                                                                                                                                                                                                                be used to alert the FICA status.
                                                                                              students who are enrolled half-time or more. These
                                                                                                                                                                                                                                                 SAP-HR stores SSN & "per no"
                                                                                              students do not have FICA withholding. If a match is
                                                                                                                                                                                                                                                for each employee. Since CM is
                                                  HR-Enrolled students                          found, their FICA status is changed to "non-FICA
10                                                                            Mr Jimmy Vinson                                                                                                                                                      SAP and it will be integrated,
                                                  for FICA withholding                          and non-unemployment member". Approximately
                                                                                                                                                                                                                                                Jimmy asked if there will be real-
                                                                                               3,000 students are affected. The Payroll staff can
                                                                                                                                                                                                                                                 time changes. This interface is
                                                                                               manually change the status if students do not have
                                                                                                                                                                                                                                                 run before each payroll to catch
                                                                                                              SSNs when they arrive.
                                                                                                                                                                                                                                                  any adds/drops, etc. Effective
                                                                                                                                                                                                                                                   dates are critical. (2) Update
                                                                                                                                                                                                                                                         current records?

                                                                                                This interface pulls DD records from SAP-HR for
                                                                                               newly hired faculty. It populates the fields in SIS. If
                                                                                              faculty is not set up in SAP-HR, they appear with an
                                                                                                invalid SSN on SIS. SIS also shows this error on
                                                                                              graduate instructors who do not have SSN at time of
                                                                                               hire (i.e. international students). If not updated by a
                                                                                                certain period of time, Registrar will call HR or the
                                                     HR-Newly hired
                                                                                                 dept to verify the status. SAP-HR stores SSN &
     Ms Bonnie Brown, Assistant Registrar /      employees for creation
11                                                                            Mr Rick Thurlow     "per no." for each faculty. Ms Brown was also
                  Registrar                       of Demographic Data
                                                                                                  concerned about other areas in their dept. For
                                                      (DD) records.
                                                                                                  example, they pull records/transcripts by SSN.
                                                                                              There was a time when Ole Miss used a different stu
                                                                                                     id#. Students from this time period do not
                                                                                              remember their stu id#; thus, Registrar must request
                                                                                               a second identifier, such as birth date. On another
                                                                                              note, Rick mentioned that since CM is SAP, will this
                                                                                                          interface be needed in the future?


                                                                                                                                                                                                                                                                                      Mr Givens mentioned that
                                                                                                                                                                                                                                                                                      when HR converted from
                                                                                                                                                                                                                                                                                     SSN to "per no.", they tried
                                                                                                                                                                                                                                                 Financial Aid needs access to
                                                                                                                                                                                                                                                                                       to reconcile without the
                                                                                                                                                                                                                                               SSN to reconcile ALL financial aid
                                                                                                                                                                                                                                                                                         SSN, but it was too
                                                                                                                                                                                                                                                   awards. State and federal
                                                                                                                                                                                                                                                                                      difficult. They eventually
                                                                                                                                                                                                                                                agencies provide reports that list
                                                                                                                                                                                                                                                                                       had to go back to using
                                                                                                                                                           Per Mr Givens: Financial Aid is in the process of                                    name, SSN, and amount. Each
                                                                                                                                                                                                                                                                                     SSN. "I cannot emphasize
                                                                                                                                                    implementing a new financial aid software. They plan to use                                   student must be reconciled.
                                                                                                  Per Mr McDaniel: This interface pulls wage types                                                                                                                                       enough the need to
                                                                                                                                                   it for the upcoming aid year (2002-2003). It will be interfaced                             (Example of volume: MTAG has
                                                    HR-Work-study for                                 1011 & 1012 from SAP-HR and loads the                                                                                                                                           maintain SSNs in SAP for
     Mr Robert Givens, Senior Accountant /                                                                                                            with SIS/campus management. The software (ProSam--                                           4,000 students.) From Mr
12                                                    Financial Aid           Mr Bill McDaniel   corresponding name, amount, and SSN into SIS by                                                                                                                                       reconciliation purposes.
                 Financial Aid                                                                                                                         from Sigma Systems) has two fields available to use as                                    Givens: "I cannot emphasize
                                                     disbursements                                 matching the SSN. SIS validates and produces                                                                                                                                           Without that as the
                                                                                                                                                     identifiers. One will be used for the SSN and the other will                                 enough the need to maintain
                                                                                                              reports for Financial Aid.                                                                                                                                             identifier, we will be unable
                                                                                                                                                         be populated with the new student id# from campus                                       SSNs in SAP for reconciliation
                                                                                                                                                                                                                                                                                      to meet the reconciliation
                                                                                                                                                                             management.                                                         purposes. Without that as the
                                                                                                                                                                                                                                                                                     and reporting requirements
                                                                                                                                                                                                                                                 identifier, we will be unable to
                                                                                                                                                                                                                                                                                      placed on us by DOE and
                                                                                                                                                                                                                                                   meet the reconciliation and
                                                                                                                                                                                                                                                                                         state agencies." Mr
                                                                                                                                                                                                                                               reporting requirements placed on
                                                                                                                                                                                                                                                                                       Givens also mentioned
                                                                                                                                                                                                                                                us by DOE and state agencies."
                                                                                                                                                                                                                                                                                          that they sincerely
                                                                                                                                                                                                                                                                                      appreciate being included
                                                                                                                                                                                                                                                                                             in this survey.




                                                                                                                                                                                 Page 2 of 4
                                                                                                                                                                    STUDENT ID NUMBER SURVEY

                      POC
              C:\Docstoc\Working\pdf\ecaea006-358b-4d64-a62f-01c2645502eb.xls      IT
         DEPARTMENT/ORGANIZATION                        INTERFACE               ANALYST                              USE                                                  IN-HOUSE SYSTEM                                                         FEED                                     TECH LIMITATIONS               IMPACT OF STU ID # CHANGE                 COMMENTS
                                                                                             SIS is used to pull grades, etc. and update Greek
                                                                                             status. Reports are received from SIS after mid-
                                                                                            terms and at the end of each semester which lists          The Rush System is not linked with SIS. Used only during
                                                                                               grades, etc for each Greek member. Once a              Rush. Each rushee fills out an application. The dept enters
     Mr Jason Dean, Asst Dean of Students /          Interface with Rush
13                                                                                          semester, Denise Knighton sends them an EXCEL             information into the system which assigns an ID# other than
               Dean of Students                             system
                                                                                             spreadsheet of each fraternity and it's members.          SSN for each rushee. The SSN is stored in the system but
                                                                                              The lists are sent to the fraternities for update.                     is not used as the primary key.
                                                                                              Jason then uses the updated lists to make the
                                                                                             necessary corrections in SIS through data entry.

                                                                                                                                                      Series 5 can only use one number (must have a 9-digit or 16-
                                                                                                                                                      digit number presently.) Next summer, a new system will be
                                                                                                                                                         in place that can use a 16-digit or whatever number we
                                                                                                                                                            assign. SSN will still be stored, but will not show up.
                                                                                                                                                      Currently, the "readers" at the food court, vending machines,
                                                                                                                                                                                                                                                                                                                                                               This barcode number on
      Ms Kathy Tidwell, Sr Accountant/Office                                                                                                           etc., and those that open doors all read the 9-digit number.
                                                                                               Other than for "readers", they use the SIS and                                                                                                                                                                                                                 the ID cards is used in the
14     Manager and Ms Candace McMinn,                      ID Center                                                                                    They could be set to read a 16-digit number. Per Al Ling:
                                                                                                  HURON to get identifying information.                                                                                                                                                                                                                        Library (see the Library's
      Systems Analyst II / Auxiliary Services                                                                                                             The new system can use many numbers and they can
                                                                                                                                                                                                                                                                                                                                                                  comments below.)
                                                                                                                                                       encode cards with any number they choose. The SSN will
                                                                                                                                                       still be needed for cases when students lose their ID cards
                                                                                                                                                        and can't remember their stu id#, but they will remember
                                                                                                                                                        their SSN. ID Center will need SSN to find the student's
                                                                                                                                                                         information in the system.

                                                                                                                                                      Per Mr Ling: Library uses barcode on ID card to track check                                                                                                                                              Comments from Mr
                                                                                                                                                                                                                                                                                                                          Per Mr Herrera: If CM does not
                                                                                                Per Mr Herrera: "The Library provides holds           outs. This number is not the student's SSN, but is a random                                                                                                                                            Herrera per his 11/13/01
                                                                                                                                                                                                                                                                                                                         use the University barcode as the
     Mr Kevin Herrera, Network Administrator /        Library (outgoing-                     information for each pre-registration period. If the       number assigned by the ID Center. Per Mr Herrera: The                                                                                                                                                email to Dr K. Gates. Dr
                                                                                                                                                                                                                                                                                                                          primary ID number, it would still
15   General Library; and Mr Al Ling, Systems         enrolled students,                        University barcode is used as the match point         Library receives student and faculty/staff patron files from IT.                                                                                                                                      Gates responded by email
                                                                                                                                                                                                                                                                                                                           be extremely beneficial to the
         Analyst III / Auxiliary Services/HR           incoming-holds)                         between SAP and the library system, we could            These files are complete except for the university barcode                                                                                                                                             dated 11/14/01. She
                                                                                                                                                                                                                                                                                                                          students if a barcode field could
                                                                                               completely eliminate the need to use the SSN."           number. This number must be manually entered into the                                                                                                                                               mentioned that IT will look
                                                                                                                                                                                                                                                                                                                          be included in the patron record.
                                                                                                                                                        library system the first time a patron uses a new ID card.                                                                                                                                                   into this.
                                                                                                                                                                                                                                                                                                                       The existing accounts in each of
                                                                                            Three files are maintained in FOXPRO for charges.                                                                                                                                   No limitations in length. Student,
                                                                                                                                                                                                                                                                                                                      their files will need to be updated.
                                                                                              The SSN and the first four digits of last name are                                                                                                                                  faculty, and staff charges are
                                                                                                                                                                                                                                                                                                                          They will need an EXCEL
                                                                                             used as the key for everyone (students, faculty and                                                                                                                                loaded into SIS. According to Mr
                                                     Telephone Exchange                                                                                                                                                                                                                                               spreadsheet with two fields (SSN
                                                                                             staff). Information is uploaded into SIS through this                                                                                                                              Drewrey, there are no restrictions
         Mr David Drewrey, Asst Director /         (incoming for phone# by                                                                                                                                                                                                                                                and the matching ID#.) In
16                                                                                          interface. New accounts are created by entering an                                   FOXPRO                                  Charges are uploaded into SIS through this interface. in using different key identifiers for
            Telecommunications (TC)                dorm room for directory,                                                                                                                                                                                                                                           addition, new procedures may be
                                                                                            SSN on the web. The system uses this SSN to pull                                                                                                                                     each group. For example, a stu
                                                           charges)                                                                                                                                                                                                                                                        required for creating new
                                                                                                corresponding personnel information, "from a                                                                                                                                    id# can be used for students and
                                                                                                                                                                                                                                                                                                                            accounts and extracting
                                                                                            database maintained by Kathy Gates". TC uses this                                                                                                                                    SSN or "per no." for faculty and
                                                                                                                                                                                                                                                                                                                        personnel information from the
                                                                                                      personnel information for their files.                                                                                                                                                   staff.
                                                                                                                                                                                                                                                                                                                                    database.

                                                                                             (1) Per Mr Seitz: The IT Helpdesk uses the student
                                                                                                ID to record calls in Remedy, their Call Tracking
                                                                                                  System. He believes that the ID field can be
                                                                                                                                                                                                                           (1) Per Dr K. Gates: Users can be added on a per-
                                                                                               changed to accept other formats, but the problem
                                                                                                                                                                                                                              call basis. Also, we perform periodic uploads of
                                                                                                would involve the history of calls currently in the
                                                                                                                                                                                                                          student and employee data into Remedy. (2) Per Mr
                                                                                            system. All calls would have to be updated to reflect
                                                                                                                                                                                                                          Seitz: The Helpdesk doesn't get a feed directly from
                                                                                             the new student ID number. Per Dr K. Gates: The
                                                                                                                                                                                                                            SIS. Instead, email accounts are pregenerated for
                                                                                                  Remedy Call Tracking system used by the IT                                                                                                                                          Per Mr Seitz: He is not aware of
                                                                                                                                                                                                                         students based on their SIS information. Typically, this
                                                                                             Helpdesk currently keys off of SSN. This database                                                                                                                                       any "hard-wired" limitations in their                                    Comments from Mr Seitz
   Mr Robby Seitz, Sr Helpdesk Consultant /                                                                                                                                                                              information is first created (and the email accounts are                                           Per Mr Seitz: Update current
                                                                                            includes employees and off-campus users too. The                                                                                                                                         systems that would prevent using                                          quoted from his email.
    Information Technology and Dr Kathy              Email (outgoing and        Ms Teresa                                                                 Remedy Call Tracking System with back-end Oracle                first generated) during a student's orientation. This is                                         records. Per Dr K. Gates: Will
17                                                                                           database can handle a 10-digit ID. We will need to                                                                                                                                       a different format for ID#. Per Dr                                      Additional comments for
   Gates, Director of Academic Computing                 incoming)              McCarver                                                                                     Database                                         where the bulk of students first learn about their                                           need to convert existing records
                                                                                                 decide how to handle 10-digit student numbers                                                                                                                                         K. Gates: None other than the                                          Remedy submitted by Dr
           and Support Services                                                                                                                                                                                           campus email. The rest can pick up their information                                                    to use the new ID.
                                                                                              together with employee ids and other IHL ids. For                                                                                                                                          logistics of maintaining the                                                K. Gates.
                                                                                                                                                                                                                          from the Helpdesk at any time. If a student does not
                                                                                             example, what if an individual is both a student and                                                                                                                                          numbers in the ID space.
                                                                                                                                                                                                                         have an account pregenerated (if they miss Orientation
                                                                                               an employee -- which number should be used as
                                                                                                                                                                                                                               or for any reason aren't in SIS when a Sunset
                                                                                               key? How will off-campus users be distinguished
                                                                                                                                                                                                                           pregeneration list is pulled), the Helpdesk staff must
                                                                                              from UM students wrt/ID? (2) Student ID numbers
                                                                                                                                                                                                                         create the account manually. These accounts are also
                                                                                                  are also used to create new accounts on the
                                                                                                                                                                                                                                  created based on the student ID number.
                                                                                                   servers. This process can currently accept
                                                                                              differently formatted entries. (3) IDs are also used
                                                                                                   as the password for Blackboard accounts.




                                                                                                                                                                                   Page 3 of 4
                                                                                                                                                                            STUDENT ID NUMBER SURVEY

                      POC
              C:\Docstoc\Working\pdf\ecaea006-358b-4d64-a62f-01c2645502eb.xls        IT
         DEPARTMENT/ORGANIZATION                        INTERFACE                 ANALYST                                     USE                                                 IN-HOUSE SYSTEM                            FEED         TECH LIMITATIONS                   IMPACT OF STU ID # CHANGE                   COMMENTS
                                                                                                    Once a semester, a "flat" file is received from IT that
                                                                                                     lists students, graduation date, major, etc. This file
                                                                                                      is loaded into an in-house computer system. They
                                                                                                         are in the process of switching to an ORACLE                                                                                                                                                                 Since they are in the
                                                                                                       database. The estimated completion date is Dec                                                                                                                                                                 process of changing
                                                                                Mr Frank Tuttle
        Mr Rusty Woods, Systems Analyst /           Alumni Affairs (extract                               2002. Per Mr Tuttle: IT has programs to pull                                                                                 Rusty does not foresee any                                                   computer systems, they
18                                                                              and Ms Linda                                                                      Switching over to an ORACLE database @ Dec 2002.                                                                Update current records.
                  Alumni Affairs                    student & parent info)                          information for Alumni Affairs. The information is not                                                                                     problems.                                                            will probably need an IT
                                                                                    Bailey
                                                                                                    loaded into Alumni's computer system. The "flat" file                                                                                                                                                            follow up prior to Dec
                                                                                                      mentioned above is emailed to the dept. The dept                                                                                                                                                                        2002.
                                                                                                     also requests additional information throughout the
                                                                                                     semester. These reports are emailed as a "flat" or
                                                                                                                           EXCEL file.
                                                                                                      This interface uses SSN or a dummy ID which is
                                                                                                                                                       Departments receiving information from Recruiting are using                  Recruiting can use 8- or 10- digit
19                                                        Recruiting            Ms Jill Stribling   replaced by SSN when received. It provides student
                                                                                                                                                                           shadow systems.                                                      numbers
                                                                                                                 information to departments.
                                                                                                                                                                  Student Health uses two applications: Medicware and
                                                                                                                                                                    Medical Manager (to file insurance). Both of these
                                                                                                                                                                  applications are provided by Companion Technologies.
       Ms Barbara Collier, Director / Student                                                                                                                   They are standalone. That is, they do not take a feed from                                                      Some adjustments to the            Quoted from Dr K. Gates'
20                                                         Financial                                Student Health needs access to SSN to file claims.
                Health Services                                                                                                                                   SIS. Medical Manager is used to electronically transmit                                                       programs will be required.                  email.
                                                                                                                                                                  claims. Kay Bounds, Jonnie Manning and Companion
                                                                                                                                                                 Technology representatives wrote the program to pull out
                                                                                                                                                                      bills that go to Bursar and Athletic Department.
                                                                                                      When a prescription is filled, information such as
                                                                                                                                                                                                                                                                             A different student id number can
                                                                                                    prescription, student's name, SSN, insurance, etc. is
                                                                                                                                                                                                                                                                                 be used by entering it in the
                                                                                                       entered into the Pharmaserve system. Once a
       Ms Sandy Bentley, Director / Student                                                                                                                                                                                                                                  address line. Their main concern
21                                                         Financial                                  week, a report is printed that lists all charges. It is                          Pharmaserv
               Health Pharmacy                                                                                                                                                                                                                                               is updating the current records. It
                                                                                                     validated on another report, then the information is
                                                                                                                                                                                                                                                                               can be done, but it will be time-
                                                                                                    manually entered into SIS by pulling up the student's
                                                                                                                                                                                                                                                                                         consuming.
                                                                                                                              SSN.
                                                                                                                                                                                                                                                                                                                        Tried to contact Mr.
                                                                                                                                                                                                                                                                                                                    Michael Bryant, Technical
                                                    UPD (outgoing for DD                                                                                                                                                                                                                                            Services Officer, for more
     Ms Thelma Curry, Crime Prevention Coor /          information and                               According to Ms Curry, SIS is used for addresses                                                                                                                                                               detailed information. Left
22
        University Police & Campus Safety           incoming for financial                                                only.                                                                                                                                                                                        two messages - one
                                                        transactions.)                                                                                                                                                                                                                                             through Ms. Curry and one
                                                                                                                                                                                                                                                                                                                     through voice mail. No
                                                                                                                                                                                                                                                                                                                             response.

                                                                                                                                                                                                                                                                                                                   Per Ms Roy: She was told
                                                                                                      After the Operating Budget is approved by IHL, an                                                                                                                                                             that the HURON Budget
                                                                                                    interface is used to load salaries and wages, etc into                                                                                                                                                             System will still be
23       Ms Pam Roy, Director / Budgeting            HURON Budget Sys
                                                                                                     SAP-HR for payroll for the new fiscal year. SSN is                                                                                                                                                            operational even after the
                                                                                                                   used as the primary key.                                                                                                                                                                        student side is shut down.
                                                                                                                                                                                                                                                                                                                       Follow-up required.
                                                                                                         Prior to second summer session, Mr Shirkey
                                                                                                       receives a disk from IT containing SSN and any
                                                                                                     other pertinent information. This disk is loaded into                                                                           This system may be able to use          The "system is flushed" out each
                                                                                                    the Intramural Participation System. Data is loaded                                                                             an 8-digit number, but Mr Shirkey         year prior to loading information
       Mr Jason Shirkey, Coor of Intramural
24                                                                              Mr Frank Tuttle       only once a year; thus, information for individuals          (1) Intramural Participation System and (2) FOCUS.               is not sure if it will take a 10-digit   from the disk; thus, they will only
      Sports and Clubs / Campus Recreation
                                                                                                      who were not captured on the disk will have to be                                                                                number. IT followup may be               need to convert id#s for the
                                                                                                        manually entered by the department staff (i.e.                                                                                           required.                              current year.
                                                                                                       spouses, new students registering in the spring,
                                                                                                                             etc.).
        Dr Marvin Wilson, Associate Dean /                                                            Their shadow system (ACCESS database) uses                                                                                    They can use a 9- through 11-digit
25                                                                                                                                                                                 ACCESS database
               School of Pharmacy                                                                        SSN as key identifier. Data entry is manual.                                                                                           number.




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Description: Students Account System Using Database and Excel document sample