(Formally the MIT People Database)
peopledb@mit.edu (http://web.mit.edu/peopledb/www/v2/charter.html)The MIT ID Database provides the ability for authorized users to lookup existing and assign new MIT identification numbers. This Project Charter encapsulates the Discovery efforts for the MIT ID Database version 2.0 project which builds upon the existing MIT People Database version 1.0.
The name change effective with this version will hopefully clarify the functionality of this service within MIT's computing infrastructure. The identification number, refereed to as an MIT ID, should not be confused with an MIT identification card which is the physical card created by the MIT Card Office. For historical reasons, only recently distributed MIT identification cards display an MIT ID. For a general discussion of the MIT ID Database service itself please refer to the home page for the service (http://web.mit.edu/peopledb/www/). (Please note that this URL may be changing). For a description of MIT's IS Discovery Process, see the home page for that process (http://web.mit.edu/is/discovery/).
The People Database V1.0 service has been in production since Mid 1995 but has not been fully deployed. Efforts to further deploy it during the summer and fall of 1997 reaffirmed the need for the service while revealing some inadequacies of its current implementation. The purpose of the MIT ID Database V2.0 will be to implement changes that enable further deployment of the service.
The development scope for the first release of the MIT ID Database V2.0 will be limited to that functionality required to deploy it into the Graduate Admissions/MITSIS systems while continuing to support existing users. Deployment to additional systems/offices is anticipated during subsequent releases but is NOT a requirement for this first release.
Currently the Graduate Admissions and Registrar (MITSIS) systems are independent from one another. When applicants are accepted, they are added to MITSIS for registration. At the time they are added to MITSIS a search is done within MITSIS to determine whether the person already exists within MITSIS. If the person exists then the same unique identifier (MITID) is used, otherwise a new identifier is generated. These ID's are restricted to a certain number range as defined within the MIT ID Database but are currently generated by MITSIS.
Current students, as defined by MITSIS, are fed to the MIT Data Warehouse which among other things also includes employee data from the Personnel Office. An individual's association with the Institute is very likely to change over time and thus it is possible for someone to have multiple identification numbers: both as a student and as an employee for example.
Multiple ID's create numerous data integration issues resulting in separate offices having difficulty sharing information between their different systems.
The purpose of the MIT ID Database is to provide a common mechanism for assigning and looking up unique MIT identification numbers so that multiple ID's are not generated for individuals by different systems. Until the MIT ID Database is integrated across the Institute's administrative systems, there will continue to be problems with multiple MIT ID's.
As of Fall 1997, an effort is underway to integrate the Graduate Admissions and MITSIS systems. As part of this initiative, it has become necessary to redo the way MITSIS implements identification number assignment. In an effort to reduce the creation of multiple MIT ID numbers the Graduate Admissions/MITSIS systems will utilize the MIT ID Database. Graduate Admissions MIT ID assignment and lookup will work as follows:
Upon receipt of a Graduate Admission Application by the Graduate Admissions Office, information will be entered from the application form into the Graduate Admissions system which integrates it with registrar data in MITSIS. The end user does not have the capability to enter an MITID so this field is initially left blank.
Once all application material is available, a MITSIS data administrator will lookup/assign MIT ID numbers in the MIT ID Database for each applicant for whom an MIT ID does not exist. Through the application, the administrator will be presented with a list of matching, non-matching and possibly matching records for which the administrator will determine to either use an existing MIT ID or to assign a new MIT ID. Newly assigned ID's are tracked in the MIT ID Database and will be immediately available to other offices needing to lookup that individual's MIT ID number.
Discovery work for this project has solidified the project scope and sponsor buy-in. Discovery work will conclude during the first part of December 1997 and the delivery/integration work will commence immediately.
The new Graduate Admissions system is hoped to be deployed in time for Fall 1998 applicants which are to be processed during the early spring of 1998 (Feb-March). A project workplan will be maintained via the project notebook: (http://web.mit.edu/peopledb/www/v2)
Project deliverables will include the following:
During this Discovery process the relative priority for this project was moved up to "high" by the Director of Integration. This project is seen as essential for moving forward with the MIT ID Database deployment and is critical to ensure successful data integration across infrastructure components and office applications.
Key issues for this project include:
This project is sponsored through the IS Integration Process by James D. Bruce, VP for Information Systems.
Project stakeholders include: