SECURITY MANAGER ORIENTATION

Systems Support ServicesVanderbilt University Information

TechnologyIdentity Operations

Class Objectives

By end of the class, participants will begin to understand: Steps for obtaining and managing VUNet IDs &

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

Overview of Process – New Employee

1. PAF done (VUNetID generated automatically on effective employment date)

2. Security Manager checks VSA to see if user already has a VUNetID or if one has been created.

3. Security Manager requests RACF ID & access to applications needed via the online SAMS website

4. Identity Operations emails the security manager when their systems access request has been processed

5. The security manager goes to the SAMS Security Letter website to print the security letter with RACF ID and temporary password

6. The Security Manager assigns Medipac functionality & default pavilion (if needed)

7. The Security Manager ensures new staff member has RACF ID letter and appropriate systems access by first date of unit orientation.

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

Triggers for Re-evaluation of Systems Access:

New hire?

Cross –train for added

duties (eg. CP x-trained as

MR)?

Job change on same unit

(eg. CP to RN)?

Transfer in or out?

Termination (voluntary or involuntary)?

2nd Job (eg. CP who is Nursing

Student doing clinical

placement here)?

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.

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.

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. )

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.

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.)

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

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