College Research Administrators Network. Meeting Agenda

Transcription

1 College Research Administrators Network IDR Building, Oak View Rooms I & II April 27, 2017, 10:00 11:30am Meeting Agenda Welcome & Introductions Topic Speaker Time Frame Elizabeth Foster, Program Manager, TRAIN elizabethf@usf.edu, :00-10:05 (5 minutes) Comparative Medicine Accreditation process and new DVMs University Controller s Office -Travel Archivum new system for creating travel transactions Information Technology DUO Two-Factor Authentication (TFA) and other updates USF Research and Innovation CRAN Members Dr. Engelman, DVM Assistant VP, Research & Innovation Sheraine Araujo, Manager sheraine@usf.edu, Karen Taylor, Associate Director Product and Service Promotion karen@usf.edu, :05-10:15 (10 minutes) 10:15-10:30 (15 minutes) 10:30-10:50 (20 minutes) 10:50-11:20 -Sponsored Research NIH Salary Cap Telecommunication charges in FY2018 CCHIP#17 best practices for expensing unused gift cards Purge schedule Status of updated forms (GBR, Underwrite, Sub/Project Transfer, Budget Transfer) Project set-up & underwrite timeframes Uniform Guidance Session Subrecipient Modification Form PERT Department Rep Training -Research Integrity & Compliance Biosafety Program electronic submissions for IBC applications Keith Anderson, Director kanderson@usf.edu, Elizabeth Foster, Program Manager, TRAIN elizabethf@usf.edu, Debra Howeth, Biosafety Manager dhoweth@usf.edu, (25 minutes) (5 minutes) Open Discussion CRAN Members 11:20-11:30 (10 minutes) *Meeting agenda is subject to change without notice. Every effort is made to conduct the meeting within the scheduled timeframes, and in keeping with the scheduled topics and speakers. Your understanding is appreciated when circumstances necessitate last minute, or on-the-spot changes. NOTE: 11:30 12:00 CRAN members are invited to continue the discussion on any agenda items. The Oak View Room will remain available until Noon for those who wish to stay after the meeting for the purposes of discussing CRAN-related topics in a smaller group setting.

2 ARCHIVUM TRAVEL USF System April, 2017

3 What is Archivum? Archivum is a set of business applications developed by USF IT on the Appian BPM (Business Process Management) software, using the Agile methodology. Applications are operational in USF Health (COPH), and are being developed in HR and the Controller s Office. You may hear more about Archivum from IT in the coming weeks.

4 Archivum Travel Overview The new Travel application is called Archivum Travel, also referred to as Appian Travel, and it is an improved way of managing Travel transactions at USF. Archivum Travel is a user interface with the PeopleSoft Travel Module, which was developed jointly by USF IT, USF Controller s Office and the software provider. Users will interact directly with the Archivum Travel application to submit and approve travel authorizations, cash advances and expense reports.

5 Intended Benefits Simpler, user friendly, streamlined experience for all users. Approvers no longer required to log-on to the PeopleSoft ERP system to approve transactions. Full visibility on the status and location of transactions in the workflow. Capability to initiate, manage and approve transactions on mobile devices.

6 Intended Benefits Increased awareness of compliance requirements built-in which eliminates the need for the current separate, manual Travel Compliance Form. Eliminate the wallets functionality used in PeopleSoft. Travel PCard charges are reconciled in the PCard Module and automatically loaded into the expense report by entering the Archivum Travel Request number when the charge is approved.

7 Intended Benefits Receipt capture via mobile device, upload, and linkage to a trip. Receipt images can be attached to the expense report prior to submission, and therefore available to view by the approvers. Integration with DocuSign for expense report signature page requirements Automatic budget checking

8 Intended Benefits Streamlined access set-up; no FAST security forms for supervisors and project managers. Expense managers, reviewers and RO approvers still require set-up in FAST for Travel workflow. Improved data collection and reporting for USF World and Export Control to manage their responsibilities pertaining to international travel. One example is multiple destinations vs. single default location.

9 Intended Benefits Better management information via dashboards, reports and metrics which are not available in PeopleSoft.

10 Other Implications Workflow order is changed to: 1) HR approval to travel, 2) automatic budget check, and 3) fiscal approval for funds availability. Option to submit a simplified Travel Request without cost estimates for HR supervisor approval and later have cost and chartfield information added for the budget check and fiscal approval.

11 Other Implications Receipts for travel-related PCard charges must be included in the PCard statement receipt package in addition to the travel expense report receipt package. This is because the charges are reconciled in the PCard module while approval is required on the expense report. Expense report will prompt for the last four digits of card number for expenses paid with personal credit card. This is for validation not paid with USF PCard.

12 Other Implications Anticipated PCard charges are no longer encumbered via the Travel Authorization, since they are reconciled in the PCard Module, not on the Expense Report. Post-Travel Authorizations (PTA s) built-into the system. All expense reports require an electronic authorization, including PTA s.

13 Other Implications During transition, some Travel transactions will be in FAST and others will be in Archivum. The Expense Report will be completed in the system in which the Travel Authorization (FAST) or Travel Request (Archivum) is initiated and approved.

14 Training Web-based training modules being developed in partnership with IT, and will be posted on the Travel website for ready access.

15 Timing Expense report currently in user testing. Preliminary Rollout Plan: o March IT live on Travel Request o April IT live on Expense Report o April Pilot group live on Travel Request o May Pilot group live on Expense Report o May USF live on Travel Request (travel post-6/30 start) o July USF live on Expense Report (for Travel Requests approved in Archivum)

16 Pilot Group Conducting user testing. Live in production during pilot phases A big thanks to pilot participants: o Business and Finance o College of Business o College of Marine Science o College of Public Health

17 Resources Video training modules o Travel Request, Travel Request PTA o Approvals o Expense Report o Cash Advance o Travel PCard Charge Approval and TR Number Entry Travel Manual and Checklist - to be updated Travel Helpdesk travelhelp@usf.edu IT Tech Support help@usf.edu

18 Communications Communication Meetings with key groups Inside USF April 6 and April 20 Travel Listserv Travel Website University Controller s Office Website Internal Within Colleges and VP Areas Flyers available

19 Demos Training Videos: Travel Request Approvals

20 Questions?

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22 Links for Archivum Travel Training Videos As of April 5, 2017 Travel Request Travel Request Approval

23 DUO TWO FACTOR AUTHENTICATION Duo is a multi-factor authentication system USF is using to add an extra layer of security to your account. Adds an additional step to access GEMS, FAST and GEMS Self Service Starts Wednesday, April 19, 2017 Easy setup via Information and directions are on http//:usf.edu/duo IT Service desk or help@usf.edu DEPARTMENT/OFFICE NAME Phone Website

24 Affects all employees of USF due to GEMS Self Service requiring the additional layer of security. Required by Federal and State security mandates. Many Research I institutes already have been using DUO for two-factor authentication. (Examples: Columbia University, Duke, Harvard, MIT, Ohio State, Penn State, and Virginia Tech )

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26 Push Option

27 Passcode Option

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29 Q: Do I need to buy DUO Mobile? The Appstore is requesting credit card information. A: The DUO Mobile application is free. Please ensure you are accessing the correct application page via the links below. Your app store will ask for a credit card to ensure that you can make purchases through it if you wish, but you don't have to pay anything for DUO. Q: I'm already using DUO via another entity. Will my existing DUO account and app conflict with the USF system? A: You will be able to add multiple accounts to the DUO app. Here's an example of what this might look like: Q: Will I still need to use the VPN to access GEMS, FAST and GEMS Self-Service from off campus? A: Yes. DUO authentication will be an additional step to your existing process.

30 Q: When I visit the DUO management page all I see is a Secure Page message, how can I change my DUO settings? A: If you are already authenticated into the DUO system, you will see this Secure Page. In order to make changes to your account visit from within a fresh browser session. This can be done by using a different web browser or opening a Private or Incognito window or tab. Q: My cellphone isn't able to use the DUO app. What other options do I have? A: You can opt to add your cellphone as above, except choose Landline. This will allow you to receive phone call or text message verifications. You are welcome to add your office line as well. Q: Can I have more than one device or phone number added to the DUO system? A: Yes, Multiple phone numbers can be listed. When authenticating choose the specific device that you wish to use.

31 Q: If my phone doesn't have a connection to a mobile network, how will I receive a DUO push? A: If you have the app installed, you will be able to generate a passcode to use instead. Within the app, tap the key button to generate a passcode. Q: Do I have to do this more than once per day? A: Yes. If you access the system more than once per day you will need to authenticate each time for security reasons. Q: Which U2F tokens are approved by USF IT and where do I purchase a U2F token? A: USF IT has tested and is recommending two U2F tokens for those who prefer this option for authenticating. These may be purchased from the vendor of your choice. Purchase links listed are demonstration of the exact tokens tested and a suggestion for where they may be purchased. FIDO U2F Security Key by Yubico - Available at Amazon YubiKey 4 by Yubico - Available at Amazon

32 Starts Wednesday, April 19, 2017 Easy setup via Information and directions are on IT Service desk or

33 IT Communications Model Key Points & Issues Why change how we charge for telecommunications? The change in billing model was based on several factors. First, was a desire for transparency. The telephone billings in the past have supported not only the direct expenses for our phone systems but also the communications network that supports our entire network, including all the wired connections that support our academic and research mission. This new model more accurately depicts the costs of supporting and maintaining the communications infrastructure for the University. Second, the new costing model is a step closer to the new RCM model that USF is moving towards. It is not uncommon for this type of model to be implemented in RCM institutions. By aligning costs more closely to those units that generated them, the communication allocation model more helps move the RCM model one step closer to implementation. Third, based on how our communications infrastructure is designed and funded, it was going to be extremely difficult to cost allocate charges for telephones in a manner required to bill these transactions to contracts and grants, an issue that had surfaced through recent findings and had necessitated removing phone charges from grants in FY Finally, the prior model generates hundreds of thousands of billing transactions annually. The new model will significantly reduce billing transactions, reduce work effort both in the Colleges and units, and within IT. How did we arrive at the figures assessed to Colleges and units across USF? Working with RMA, IT analyzed actual billing transactions from the year, focusing on charges related to monthly base phone charges, voic , and phone installation and moves. The billings were then divided into fund sources, looking at E&G and other sources. These figures serve as the basis for the assessments to each unit. What services are included in this assessment? There will be no charges for regular services through the new Communications Allocation. These previously billed services include: Telephone lines including instruments Conferencing lines (user buys conference phone set) Charges for installation, moves and removal of telephone equipment that don t require cabling Voice Mail Automatic Call Distribution

34 Domestic Long Distance Wired data network connectivity (desktops, printers, other hard-wired equipment) Wireless access Internet connectivity International long distance What services will still require funding support from Colleges and units? Infrastructure projects are outside the scope of this model, and will continue to require funding support from the unit requesting the project. This includes camera projects, any projects requiring cabling installation, renovation/remodeling projects, and potentially other requests that after review and consultation with the requesting unit appear to truly be projects in scope. How will Colleges and units be billed? E&G funds equivalent to prior years billings for non-health Tampa Colleges and units have already been assessed and moved IT. Each College and unit will need to determine the funding sources for their remaining assessment. These may be any funding source other than contracts & grants (E&G, RI, convenience, and auxiliary funds). IT will bill quarterly based on the chartfields provided by the College or unit. How will College and units request services? IT will have two intake forms, one for communication services requests and one for infrastructure projects. The services request (phone additions, moves and changes) will require an accountable officer, but no chartfield information. Infrastructure projects will require funding chartfield information. How will the success of this be measured? IT will be monitoring requests throughout the year to determine whether the change in model has increased the level of services requested. If there is a significant increase in services, it will likely be reflected in changes to the costing model for and beyond. Additionally, the success of this model is based upon IT continuing to provide high levels of service to the USF community and ensuring that our clients communications needs are being met to the best of IT s ability and level of funding support available. This new model is a truly a partnership between IT and the USF community.