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UC DAVIS: ACCOUNTING AND FINANCIAL SERVICES October 24, 2000 DEANS, DIRECTORS, DEPARTMENT CHAIRS, AND CAMPUS/UCDHS ADMINISTRATIVE OFFICERS Re: Implementation of New Randomly Generated Employee ID Numbers and Termination of Social Security Numbers as the Employee ID Number As indicated in Directive 00-072, dated May 18, 2000, from Vice Chancellors Carol Wall and Janet Hamilton, UC Davis has embarked on a project to implement employee identification numbers that are not based on individual Social Security Numbers (SSNs). This project is in response to growing community concerns regarding confidentiality and privacy issues. The conversion of student ID's will be approached with a phased implementation to the student information system, Banner, beginning with students entering UCD in Fall, 2001. In contrast, ID's for faculty, staff, and student employees in the Payroll/Personnel System (PPS) will be converted to a randomly generated 9-digit ID number through a mass, one-time process. The PPS implementation is scheduled to take place the weekend of November 4-5, 2000. PPS will be unavailable while the changes to various systems are applied. Additionally, it is possible the conversion processes may run long and thus, we have tentatively scheduled PPS to be down on Monday, November 6. A broadcast message will be directed to the PPS listserve on the morning of Monday, November 6, regarding PPS availability. New Employee ID cards, displaying the new ID number, will be distributed to employees by mid-November. Access to most employee systems are based on SSN, plus individual PIN numbers - therefore, employees should not be concerned about access issues related to their new ID number. The most common use of the employee ID number is for inquiry purposes in PPS, which may also be accomplished using Employee Name or SSN. As a service to our departmental PPS representatives, a report detailing the new employee ID numbers for their collective staff will also be distributed by mid-November. New ID numbers will appear on Surepay statements and paper check stubs on the first payday after implementation - the biweekly payday, November 22, 2000, and thereafter. The impact on employees and the departmental PPS representatives will be minimal: * Newly hired employees will automatically be assigned a randomly generated ID number as PPS representatives enter their HIRE bundle information into PPS. Departmental staff typically have a supply of blank ID cards for newly hired employees; these cards should be customized with Employee Name, randomly generated ID Number, and Home Department. Rehired employees will be reassigned their previous random ID number. * The functionality of PPS and the On-line Payroll Time Reporting System (OPTRS) will not change. Departmental PPS representatives will continue to look up employee records by employee ID, name, or SSN. * Electronic transactions using bencom.fone, UCbencom, UC For Yourself and the Open Enrollment Action Line will continue to be accessible through the use of the employee's SSN and PIN number. These systems do not refer to employee ID numbers. * All reports issued from PPS will use the new randomly generated employee ID numbers. * Existing payroll earnings records and the PPS History database will be converted to reference the new randomly generated ID number to ensure consistency throughout our systems. * The Office of the President will convert existing ID numbers to the new ID numbers for UCD employees in the UC Retirement System and related plans, the Corporate Personnel System and the University-wide Directory System. The PPS Data Warehouse and web-based PPS Decision Support System will be converted to use the new employee ID numbers. These changes will not be as significant for those departments using only the web-based reports as they will be for those using the PPS Data Warehouse to maintain local sub-systems. The PPS Data Warehouse support team is available to assist your technical staff in preparing for these changes. They can be reached by Email at: paysys-support@ucdavis.edu. Please review the project website at http://sysdev.ucdavis.edu/banner/cid/ for detailed answers to some commonly asked questions. Sincerley, Sharon Henn Acting Associate Vice Chancellor - Finance 00-134
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