Penn State Person Biographical Record

The following is a comprehensive collection of the work done by the Person Bio Record Working Group as it relates to creating a uniform and consistent Penn State Person Biographical Record (Person Bio Record) at Penn State. The document includes an overview of the process, a glossary of shared terms, the recommended elements of a Person Bio Record, and decisions and procedures related to each data element.

Overview

In order to simplify compliance with policies and procedures related to the management of person identity information under Penn State Administrative Policy AD80: Identity and Access Management (IAM) ( Penn State Identity Services (IdS) and the Enterprise Project Management Office have coordinated an initiative to establish the Person Biographical Record.

The Person Bio Record is a shared set of data elements containing information related to Person Identity, stored in data fields whose definitions are collectively understood and adhered to, created and maintained under shared policies and procedures, resulting in a high degree of consistency, confidence in fidelity of values, and data integrity for identity information managed across Penn State information systems.

The Person Bio Record Working Group was charged with the task of establishing a standard format for the Person Bio Record, as well as developing operational policy for creating, updating, and managing the Person Bio Record.

The Person Bio Record Working Group has also determined the set of core data elements for a Person Bio Record.

Participants

Initiator

Renee Shuey, senior director of Identity Services

Glossary

The following terms were defined during the process and are necessary to understand the recommendations of the group.

Central Person Registry (CPR): The Penn State Central Person Registry (CPR) is a unified data store that combines and consolidates identity information historically stored in separate and non-integrated legacy sources throughout the University. The CPR is the authoritative source for the capture and storage of identity information relating to persons referred to in Administrative Policy AD80.

Person Biographical Record (Person Bio Record): A shared set of data elements related to Person Identity whose definitions are collectively understood and adhered to, created and maintained under shared policies and procedures, resulting in identity information that can be managed across Penn State information systems with a high degree of consistency, confidence in fidelity of values, and data integrity.

Identity Authority: Penn State business units authorized by IAM Governance with the responsibility to create or update identities in the Central Person Registry.

Data Element: For the purposes of this document, the term Data Element is used to label a grouping of information represented in one or more related data fields. For example, the Name data element is comprised of data fields that store values for family name, first name, etc.

Minimum Data Fields: Person Bio Record Minimum required data fields are those fields that are required to create a minimally populated Person Bio Record. The minimum data fields required are Legal Name, Address, Date of Birth, and Gender.

Core Data Elements: Person Bio Record Core data elements are those for which values must be requested at the time of person record creation. The Core data elements for the Person Bio Record are Name, Date of Birth, Gender, SSN, Address, and Email.

Non-Core Data Elements: Non-Core Data elements will become part of a Person Bio Record when collected but will not be required (or not be required to be requested) for the creation of a Person Bio Record. In other words, Non-Core Data elements will compose the remainder of a Person Bio Record (in addition to the Core Data Elements).

Shared Policies to Create and Update Person Bio Record

The following language was developed by the Person Bio Record working group under the authority of IAM governance:

The policies and procedures that govern the establishment or updating of person identity information stored as values within the data elements comprising the Penn State Person Bio Record shall be standardized and uniform across Penn State systems, regardless of the person’s affiliations to the university or which Identity Authority is performing the transaction.

A university entity, in accordance with the rules of IdS access policy, may pull information stored as data values from the Person Bio Record for use in a local system; however, only an Identity Authority may write data values to the Person Bio Record. Any Identity Authority serving as the source for data values written to the Person Bio Record shall do so in conformance to the standards of format, policies, and procedures governing the establishment and updating of person identity information in the Person Bio Record.

Shared procedure shall fulfill the procedural requirements that have been identified by the Person Bio Working Group.

Process to Update the Person Bio Record Data Dictionary

The Person Bio Record Working Group understands that changes to the recommended Person Bio Record Data Dictionary may be necessary in the future, either as business needs change or as business systems evolve and modernize.

Changes to the data elements that comprise the Person Bio Record or changes to policies and procedures related to the Person Bio Record shall be made in accordance with Penn State Administrative Policy AD80 and IAM governance.

Core Data Elements: Decisions and Procedures (by Data Element)

Person Bio Record Core Data Elements are those for which values must be requested at the time of record creation.

Collecting values for missing Minimum Data Fields in records that pre-date the establishment of Penn State Person Bio Record shall be treated as a completion of the record-creation process.

Address

Decision

For the creation of a new Person Bio Record in the Penn State Central Person Registry, an address of any type for that person must be supplied and shall be entered, with a Country Code, at the time of record creation.

An Identity Authority that requires a particular address type may add an address of that type to a Person Record, either at the time of record creation or after. However, any Identity Authority’s business requirement for a particular address type will not constrain another Identity Authority from creating a person record for another person using a different address type at the time of record creation.

The procedure followed to create or modify Address data in the Person Bio Record will depend upon the Address Type being created or modified, and not dependent upon which Identity Authority office or agent is performing the creation or modification.

Appendix

The following chart indicates the types of addresses that will be stored within the CPR. Any of these may be used for the creation of a Person Bio Record, and all will become part of bio record if entered into the CPR by an Identity Authority.

Please note that the Vendor Address would be used to create a record and would be included inside of a Person Bio Record only in rare instances, such as when a Sponsored Access Account is required for a vendor.

Data element / Type / Description
Address / Permanent / The address that will be used to conduct business with Penn State.
Address / Local / The residential address of a person, if different from the Permanent Address.
Address / University (Official PSU Address) / The official Penn State work address of record for an employee from the Office of Human Resources (OHR) (for example, “401 Old Main”).
Address / Work (Mailing Address) / The address at which an employee will receive work-related mail (for example, “401 Old Main”). Changes and updates to this address can be self-asserted by the individual.
Address / Work (Physical Location) / The address of an employee’s physical work location (for example, “Turf Barn 2”). Changes and updates to this address can be self-asserted by the individual.
Address / Vendor / The address used by a third-party vendor to conduct business with Penn State.

Procedure

In addition to completing the appropriate common elements associated with the Person Bio Record (see Appendix below), the following procedure shall be followed by an Identity Authority in order to create and change an Address in the Person Bio Record.

Values for missing or incomplete Minimum Data Fields shall requested at the time any edits are made to an existing record and shall be treated as a completion of the record-creation process.

Create Address

Address
An address, with a Country Code, is required and self-asserted at the time of record creation.

Note: University Address (Official PSU address), Work Address (Mailing), and Work Address (Physical Location) are not options at time of record creation since those are only available to individuals who work at Penn State (and would, therefore, have an existing Person Bio Record).

Change Permanent Address (In-Person)

Verify Identity
Request and check Penn State ID+ Card.
If not provided, then request and check a government-issued photo ID.
Update Address
Request and enter a value for Permanent Address as it should appear in the Person Bio Record.
Update W-4 Form (if applicable)
The Penn State Payroll Office requires that employees who are U.S. citizens submit an updated W-4 Form.

Change Permanent Address (Self-Service)

Verify Identity
Log into the appropriate self-service portal using Penn State Access Account.
Update Address
Enter a value for the Permanent Address as it should appear in the Person Bio Record.
Update W-4 Form (if applicable)
The Penn State Payroll Office requires that employees who are U.S. citizens submit an updated W-4 Form.

Change Local Address

Verify Identity
Request and check Penn State ID+ Card.
If not provided, then request and check a government-issued photo ID.
Update Address
Request and enter a value for Local Address as it should appear in the Person Bio Record.
Update W-4 Form (if applicable)
The Penn State Payroll Office requires that all employees (U.S. citizens and non-U.S. citizens) submit an updated W-4 Form.

Change Local Address (Self-Service)

Verify Identity
Log into the appropriate self-service portal using Penn State Access Account.
Update Address
Enter a value forLocal Address as it should appear in the Person Bio Record.
Update W-4 Form (if applicable)
The Penn State Payroll Office requires that all employees (U.S. citizens and non-U.S. citizens) submit an updated W-4 Form.

Change University Address (Official PSU Address) (Employee only)

University Address (Official PSU Address) is managed exclusively by the Human Resources Department.

Change Work Address (Mailing or Physical Location) and Vendor Address (Employee Only) (In-Person)

Verify Identity
Request and check Penn State ID+ Card.
If not provided, then request and check a government-issued photo ID.
Update Address
Request and enter a value for Address as it should appear in the Person Bio Record.

Change Work Address (Mailing or Physical Location) or Vendor Address (Self-Service)

Verify Identity
Log into the appropriate self-service portal using Penn State Access Account.
Update Address
Enter a value for the Address as it should appear in the Person Bio Record.

Date of Birth

Decision

The Date of Birth data element shall be considered a Minimum Data Field in the Penn State Person Bio Record. A full Date of Birth shall be required at the time of record creation of a Person Bio Record, shall be requested, and entered at that time.

Procedure

Date of Birth is required at the time of record creation. Date of birth is self-asserted at the time of record creation.

Values for missing or incomplete Minimum Data Fields shall requested at the time any edits are made to an existing record and shall be treated as a completion of the record-creation process.

Create Date of Birth

Date of Birth
Request and enter a value for the Date of Birth as it should appear in the Person Bio Record.

Change Date of Birth (In-Person)

Verify Identity
Request and check Penn State ID+ Card.
If not provided, then request and check a government-issued photo ID.
Verify Date of Birth
Request and check Birth Certificate or government-issued photo ID with correct date of birth; record what type of document was reviewed.
Update Date of Birth

Request and enter a value for the Date of Birth as it should appear in the Person Bio Record.

Change Date of Birth (Remote)

Verify Identity
Provide PSU ID number or Social Security Number.
Current Date of Birth
Provide Date of Birth as it currently appears in Penn State’s records.
New Date of Birth
Provide the updated Data of Birth value as it should appear in Penn State’s records.
Authorize and Print
Sign and date, authorizing Penn State to use the new Date of Birth for all future transactions; print a copy.
Verify Identity
Make copy of Birth Certificate or government-issued photo id with the correct date of birth.
Submit Information
Submit authorization and copy of document verifying new date of birth to the appropriate Identity Authority office.

Email Address

Decision

The Email Address data element shall be considered a Core Data Element in the Penn State Person Bio Record. For this reason, a non-Penn State email address shall be requested at the time of record creation and entered at that time, if possible. Although required for certain services, the absence of an email address at the time of Person Bio Record creation will not preclude the creation of that record. There may be services that cannot be delivered in absence of an email address on a person’s Bio Record.

Appendix

Data Element / Type / Description
Email Address / External / A non-Penn State email address.
Penn State Email Address / Internal / A Penn State email address, in the form of @psu.edu
Penn State Email Address / Internal / A Penn State email address, in the form of @hmc.psu.edu

Procedure

The Email Address (non-Penn State email address) shall be considered a Core Data Element in the Penn State Person Bio Record. For this reason, a non-Penn State email address shall be requested at the time of record creation and entered at that time, if possible. Although a non-Penn State email address is required for certain services, its absence at the time of Person Bio Record creation will not preclude the creation of that record. The provision of a service requiring a non-Penn State email address will trigger the need for the Email Address data element in a person’s Person Bio Record. The non-Penn State email address is self-asserted at the time of record creation and at any later time.

In addition to completing the appropriate common elements associated with the Person Bio Record (see Appendix below), an Identity Authority shall use the following procedure to create or change the Email Address data element in the Person Bio Record.

Values for missing or incomplete Minimum Data Fields shall requested at the time any edits are made to an existing record and shall be treated as a completion of the record-creation process.

Notes:

If a value for the non-Penn State Email Address is not given at the time of record creation, adding one at a later time shall be treated procedurally as a change to the Email Address data element.
The procedure pertains only to a non-Penn State email addresses; a Penn State email address is assigned when the individual’s Access Account is created and cannot be changed.

Create Email Address