Student Information System Migration & Data Reconciliation

Robert, University Registrar at Lakeshore State, had been through SIS migrations before ,and he knew what they cost. The university was consolidating two campuses onto a single Workday instance, migrating decades of student records out of Banner on one campus and PeopleSoft on the other. Nobody had a complete map of how data had moved between systems over twenty years.

The fragmented-systems problem wasn't unique to higher education. Banks face the same thing after mergers. Utilities have data scattered across Oracle, Snowflake, and messaging systems with no way to prove how the numbers were generated. The difference for Robert was that his exposure wasn't regulatory fines ,it was FERPA violations and accreditation findings if the migration left gaps in student record integrity.

"I needed to prove to our accreditor that every student record was accounted for, that we knew where it came from, and that every transformation was documented. That's not a spreadsheet problem."

The same capability LLM Controls deployed for a utility with no way to prove how its numbers were generated ,which increased data lineage visibility by 80% ,applied directly to Robert's problem. Another deployment reconciled fragmented banking systems after a merger with a full audit trail to meet BCBS 239. The regulatory requirement is different (FERPA and accreditation instead of banking regulation), but the technical problem is identical: probabilistic edge-mapping across fragmented systems, with human-in-the-loop validation for records that can't be resolved automatically.

What Robert needed wasn't a migration tool that moved data. He needed one that could prove where the data came from, how it had been transformed, and why every reconciliation decision was made ,all of it documented in a format that would hold up to an accreditor's scrutiny.

"The accreditor doesn't care that we migrated. They care that we can prove the records are right."

Lakeshore State's workflow began with an automated scan of both source systems ,Banner and PeopleSoft ,to build a probabilistic map of how student records had been structured, transformed, and moved over time. AI-assisted edge-mapping identified record relationships that had never been formally documented, including data that existed in one system but not the other.

The Setup:

Conflicts and gaps surfaced by the automated scan were routed to a human-in-the-loop validation queue, where registrar staff reviewed and resolved flagged records. Every automated decision and every human override was logged with full traceability ,creating an audit trail that documented the complete migration from source records through reconciliation decisions to the final Workday data state.

The Result:

Data lineage visibility increased by 80% compared to the manual baseline. The final migration report documented every student record, every transformation, and every exception ,producing an audit-ready package that satisfied both FERPA requirements and accreditation review standards.

The Results

• 80% increase in data lineage visibility across Banner, PeopleSoft, and Workday
• Complete FERPA-compliant audit trail covering every record and transformation
• Human-in-the-loop validation for flagged records ,every exception documented
• Accreditation-ready migration report produced automatically
• Zero manual lineage reconstruction ,probabilistic edge-mapping handled undocumented data relationships

"We went into the accreditor review with a complete audit trail. Every record, every decision, every transformation ,documented."

Lakeshore State completed its campus consolidation migration with full data lineage documentation, a FERPA-compliant audit trail, and an accreditation-ready certification report ,produced automatically, without months of manual lineage reconstruction.

llmcontrols.ai gives university registrars the infrastructure to migrate student records across any SIS platform ,with complete data lineage reconstruction, FERPA-compliant audit trails, and accreditation-ready documentation.

• Map data lineage across Banner, PeopleSoft, Workday, and legacy systems
• Reconcile student records during mergers, consolidations, and ERP migrations
• Surface and resolve conflicts, duplicates, and gaps with human-in-the-loop validation
• Generate a complete FERPA-compliant audit trail for every transformation
• Produce an accreditation-ready migration certification report
• Increase data lineage visibility without manual documentation

The registrars who pass accreditation review aren't luckier, they went in with documentation that proves the migration was done right.