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BIT Onboarding

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Andrew Zitelli edited this page Oct 23, 2024 · 13 revisions

The BIT onboarding process takes 2-3 weeks where new personnel are familiarized with the BIT team, given an overview of section/Penn systems, and granted access to these systems (including VPN).

First 2-3 Weeks

  • Administrative onboarding process with Stace
  • Stace submits your HIPAA/CITI certifications to the BIT team
  • The BIT team will confirm approval for access with your supervisor
  • Your Slack account will be created and the BIT team will create an onboarding channel for you
  • Penn/Neuropsych systems introduction, access, and computing needs with Kosha

PennKey

A PennKey is an individual's username and an associated password within the PennKey authentication system. A PennKey is required to authenticate your identity for access to many of Penn's online resources

https://pennkeysupport.upenn.edu/

Two-step Verification for PennKey

Two-step Verification is a service requiring the use of two forms of authentication with your PennKey to access Penn systems. The purpose is to increase the level of security when accessing University sensitive data and systems. https://www.isc.upenn.edu/how-to/two-step-faq

PennKey along with Duo Mobile should be setup as part of administrative onboarding with Stace

Penn ID

Penn ID is a unique eight-digit number issued to all Penn employees and UPHS affliates. This is found on your Penncard. This is used sometimes for door access across Penn campus/Buidings.

Penn Medicine Email and Microsoft Office

Penn Medicine uses Microsoft 365 for email and Microsoft Office as part of Penn's PennO365 program.

When you are onboarded with Stace, as part of the process you get your Penn Medicine email and Microsoft 365 account setup with PennO365.

PennO365 provides all employees with access to Microsoft Office 365 ProPlus services and applications.

  • Office 365 ProPlus features a full version of Microsoft Office, which includes: Word, PowerPoint, Excel, OneNote, Outlook, Teams, and more
  • As part of the PennO365 service, you can install the latest version of Microsoft Office 365 ProPlus on up to five personal computers and mobile devices
  • You also receive access to Microsoft Office Online and 1 TB of storage on OneDrive, Microsoft’s cloud data storage and collaboration service

Accessing your Penn Medicine mail account

PMACS

The Penn Medicine Academic Computing Services (PMACS) is tasked to consolidate the research lab IT groups and provide computing services to departments, centers and institutes.

The Psychiatry department and our lab/section was asked to start the onboarding process with PMACS in early 2019. PMACS will eventually manage most of BBL servers.

  • To get an account on PMACS your PI or System Administrator needs to submit a ticket to https://helpdesk.pmacs.upenn.edu/userui/welcome.php
    • In response to the ticket, you will be sent a secureshare email with your temporary password
  • Your PMACS username is the same as your PennKey username but your PMACS password is not the same as your PennKey password
  • Servers, Network associated to PMACS require using the PMACS login
  • If you forgot your PMACS credentials, use https://reset.pmacs.upenn.edu/ to reset password

A PMACS account is typically requested by Kosha Ruparel or Andrew Zitelli at the time of the onboarding process.

Additionally, you will be given access to the PMACS VPN upon the creation of your PMACS account. The VPN software (called Ivanti Secure Access) is loaded on to your Penn laptop by default - if you need to re-install or install to a different device, please use the following link and follow the instructions after signing in: https://remote.pmacs.upenn.edu/

After installation, open the Ivanti Secure Access application. When you open Ivanti, you may need to add a VPN profile. Press the “+” button and add remote.pmacs.upenn.edu as the server name - you can call the profile whatever you want, “PMACS”, “VPN”, “PMACS VPN”. Press "Connect to log in.

Penn Medicine/UPHS Network/VPN Access

UPHS VPN access allows users to login to UPHS managed systems like EPIC, PennChart with sensitive PHI information

Some of the BBL servers and systems that users routinely access for security reasons are behind the UPHS firewall. UPHS/VPN access is also needed for this.

If working remotely you will need UPHS VPN to access Saturn, CUBIC, CFN/Chead, Psycha1, Oracle/bbldm

  • Access There are three steps to getting UPHS/VPN network access.
    • During the administrative onboarding process with Stace, your UPHS account request is placed in the HUP system by Stace. This could take a week and you should get an email from UPHS confirming username and password.
    • UPHS maintains an exception list with all labs for their users and systems they are accessing. As a second step, the system administrator contact UPHS security to add you to the exception list providing servers you will need access and the operating system (mac/windows) you are using.
    • Download the UPHS VPN application: https://www.uphs.upenn.edu/network/index_vpn.html (Direct Link to zip file: http://www.uphs.upenn.edu/network/files/BIGIPMacEdgeClient2023.zip)

Neuropsych Systems Access

In your onboarding channel we will coordinate account creation and systems access for our section systems.

REDCap Access

Access to our REDCap server (axis) requires training on the specific projects you will be using. The person training you can request your account at the time of training.

Before the account can be created you must complete the REDCap: Best Practices for Maintaining HIPAA Compliance and Protecting Personal Health Information (PHI) on KnowledgeLink and your trainer must submit the certificate to the onboarding channel.

Clinical Research Coordinator (CRC) Onboarding

Externally, there are CRC onboarding steps that are mandated by the Office of Clinical Research. You can read more about those steps here: https://www.med.upenn.edu/ocr/penn-cr-onboarding.html

Internally, all CRCs will meet with the Clinical Research Manager (CRM) to review specific trainings related to internal systems such as Oracle, REDCap, Saturn, and so on. All CRCs are responsible for reviewing the following SOPs that can be found on Saturn.

  • Best practices when working with research participants: /new_directory_structure/clinical_assessment/sops/personal_safety_professionalism_sop_[version date]

  • How to document and create note to files (NTFs): /new_directory_structure/clinical_assessment/sops/documentation_sop_[version date]

  • Virtual Research Reference Manual: /new_directory_structure/clinical_assessment/sops/covid_virtual_research_reference_guide_[version date]

  • Conducting research amidst COVID: /new_directory_structure/clinical_assessment/sops/covid_resurgence_sop_[version date]

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