Security Manager Orientation

1. Security Manager Orientation Systems Support Services Vanderbilt University Information Technology Identity Operations

2. Class Objectives By end of the class, participants will begin to understand: • Steps for obtaining and managing VUNetIDs & resources available to you for guidance • Overall process and components of systems access & Security Manager role • Steps for obtaining and managing RACF IDs & access to clinical systems managed by Identity Operations team & resources available to you for guidance • Resources available to troubleshoot issues that Security Managers encounter

3. Overview of Process – New Employee • PAF done (VUNetID generated automatically on effective employment date) • Security Manager checks VSA to see if user already has a VUNetID or if one has been created. • Security Manager requests RACF ID & access to applications needed via the online SAMS website • Identity Operations emails the security manager when their systems access request has been processed • The security manager goes to the SAMS Security Letter website to print the security letter with RACF ID and temporary password • The Security Manager assigns Medipac functionality & default pavilion (if needed) • The Security Manager ensures new staff member has RACF ID letter and appropriate systems access by first date of unit orientation.

4. Overview of Process – changes for existing employees • Transfer – receiving Security Manager requests changes needed via SAM on-line form • Role/Job change impacting systems access requirements – Security Manager submits SAM request for needed changes • Termination – Security Manager submits SAM request to delete all functionality (after termination) • If a termination occurs after normal business hours and the VUNetID needs to be deactivated immediately, call the NOC at 322-2954 and someone on the development team will be paged • More complex issues (student and employee, two jobs/roles, etc.) – consults with Identity Operations and Systems Support Services as needed

5. Triggers for Re-evaluation of Systems Access: New hire? Will need VUNetID, RACF ID, access to StarPanel, HEO/Wiz, HED/AdminRx, & possibly Medipac, POU, Teletracking, etc. Refer to grid for role-specific requirements for unit. Cross –train for added duties (eg. CP x-trained as MR)? Will need to compare CP functionality to MR functionality on grid and request what’s missing. Will need Medipac access to enter transfers, discharges, and departures. Job change on same unit (eg. CP to RN)? Will need to compare current functionality to functionality needed for new role and request what’s missing. (Eg. A RN will need a “role change” in HEO to enable them to enter verbal orders for meds. ) Transfer in or out? Will need to compare current functionality to functionality needed for role on new unit and request what’s missing (or delete what is no longer needed). (Eg. POU access may need to be added or deleted). Unit information will need to be updated to show current home dept. Systems access will need to be inactivated. In some cases with involuntary terminations, this needs to be done very quickly to prevent malicious activity. There is a monthly PeopleSoft feed that will eventually inactivate VUNetID but this is delayed. Be cautious in situations where one job is ending but staff member will continue to have a job elsewhere at VUMC as their access may need to be transitioned to new Security Manager rather than ended. Termination (voluntary or involuntary)? 2nd Job (eg. CP who is Nursing Student doing clinical placement here)? This can get tricky and requires a case-by-case review and perhaps consultation with CAPS or other resource. In general, the individual will need access to perform in both roles AND will need guidance that they need to match what systems they use and how they use them to the role in which they are functioning at any given time. (eg. A Nursing Student might document meds in AdminRx but a CP would not.)

6. Differences VUNETID RACF ID • Assigned by VSA • Log on for email • Log on to HR related websites • Log on for most clinical systems • Assigned by Identity Operations • Log on used by security managers to website for RACF ID letter and temporary password • Log on used for Medipac, Epic and ebedboard • Log on used by RNs for some functions in HED

7. Links and Resources • AccessVU Website – request and manage VUNetID • http://www.vanderbilt.edu/accessvu/ • Online Request for Systems Access – request RACF ID and systems access • https://samprod.mc.vanderbilt.edu/sam/UserQuery.aspx • Link to Print Security Letters with RACF ID and Temporary Password • https://ifm60wp-web-vm/login.php • Systems Support Services Website – security manager resource materials page • http://www.mc.vanderbilt.edu/root/vumc.php?site=sss2&doc=42882 • Order My VUNetID cards from the Copy Center – MC 1009