Converting the Use of Social Security Numbers as the Employee Number to Another Set of Characters

These steps can be used if you are a district that is still using Social Security numbers as employee numbers and would like to move away from using those numbers to something else - thus preventing the risk of exposing sensitive information.

1. Go to Core>Employee. Assure the following columns are currently listed on your grid. If there are any missing, go to the More option and click on the checkbox next to the column heading for those missing. Click the X to close the More option.

   1. id = Database ID (For example, e5ace265-8a13-4ff0-8de8-841a6284595x).

   2. Number = Current employee number (Social Security number).

   3. Last Name

   4. First Name

2. Filter the grid to include only those employees you are wanting to change.

3. Click on the Report option. Change the Report Format to Excel - Field Names and click Generate Report.

4. Open the Excel spreadsheet. Update the number to the new employee number. Delete any columns not required and/or those you are not wanting to change.

   1. The following are required columns and the appropriate column headings:

      1. id =Database ID (For example, e5ace265-8a13-4ff0-8de8-841a6284595x).

      2. number

   2. Click here for a template load file.

5. Save the Excel spreadsheet in CSV format.

6. Go to Utilities>Mass Load.

   1. USPS Load File = Click Choose File and browse to find the CSV load file.

   2. Importable Entities = Employee

   3. Click Load.

      1. Any errors will be displayed in the grid and also listed in the USPSLOADERR file.

      2. Make any changes in the USPSLOADERR file and repeat steps 5 - 6 until there are no errors.