Topic Speaker Time Frame Welcome & Introductions Elizabeth Foster, Program Manager, TRAIN® [email protected], 813.974.6081 CRAN Members 10:00-10:05 (5 minutes) Comparative Medicine Accreditation process and new DVMs Dr. Engelman, DVM Assistant VP, Research & Innovation 10:05-10:15 (10 minutes) University Controller’s Office -Travel Archivum – new system for creating travel transactions Sheraine Araujo, Manager [email protected], 813.974.5672 10:15-10:30 (15 minutes) Information Technology DUO Two-Factor Authentication (TFA) and other updates Karen Taylor, Associate Director Product and Service Promotion [email protected], 813.974.7055 10:30-10:50 (20 minutes) USF Research and Innovation -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 [email protected], 813.974.6329 Elizabeth Foster, Program Manager, TRAIN® [email protected], 813.974.6081 Debra Howeth, Biosafety Manager [email protected], 813.974.7091 10:50-11:20 (25 minutes) (5 minutes) Open Discussion CRAN Members 11:20-11:30 (10 minutes) College Research Administrators Network IDR Building, Oak View Rooms I & II April 27, 2017, 10:00 – 11:30am Meeting Agenda *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.
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UNIVERSITY OF SOUTH FLORIDA - usf.edu of updated forms (GBR, ... •The new Travel application is called Archivum Travel, ... Adds an additional step to access GEMS, FAST and GEMS
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Transcript
Topic Speaker Time Frame
Welcome & Introductions Elizabeth Foster, Program Manager, TRAIN® [email protected], 813.974.6081 CRAN Members
10:00-10:05 (5 minutes)
Comparative Medicine Accreditation process and new DVMs
Dr. Engelman, DVM Assistant VP, Research & Innovation
10:05-10:15 (10 minutes)
University Controller’s Office -Travel
Archivum – new system for creating travel transactions
IDR Building, Oak View Rooms I & II April 27, 2017, 10:00 – 11:30am
Meeting Agenda
*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.
• 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.
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.
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.
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.
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
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”.
Intended Benefits
• Better management information via dashboards, reports and metrics which are not available in PeopleSoft.
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.
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.
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.
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.
Training
• Web-based training modules being developed in partnership with IT, and will be posted on the Travel website for ready access.
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)
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
Resources
• Video training moduleso Travel Request, Travel Request PTA
o Approvals
o Expense Report
o Cash Advance
o Travel PCard Charge Approval and TR Number Entry
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 )
Push Option
Passcode Option
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.
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 http://netid.usf.edu/duo 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.
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 AmazonYubiKey 4 by Yubico - Available at Amazon