Standard Operating Procedure - Blink: Information for UC ...



Standard Operating Procedure – Adding non-UCSD Employees to Coeus ePDTable of Contents TOC \o "1-3" \h \z \u Summary PAGEREF _Toc405879544 \h 3Change History PAGEREF _Toc405879545 \h 3Objective PAGEREF _Toc405879546 \h 3Procedure PAGEREF _Toc405879547 \h 3Training Requirements PAGEREF _Toc405879548 \h 4Associated Documents PAGEREF _Toc405879549 \h 4Approvals via email PAGEREF _Toc405879550 \h 5SummaryNon-UCSD employees may occasionally need to be added to Coeus records as PI’s, Co-PI’s or granted other Coeus system access roles. This document addresses the procedures for creating a department sponsored affiliate account for a non-UCSD employees. This procedure will be used to handle proposals in ePD when the PI is not yet a UCSD employee, e.g. transfer proposals.Change HistoryVersionDate (mm/dd/yyyy)Summary of changes1.003/05/2014Drafted by Pamela1.103/05/2014Bea Dormoy1.203/03/2014Pamela Alexander1.303/07/2014Pamela Alexander1.403/07/2014Jason DeFay1.503/11/2014Bea DormoyObjectiveThe objective of this document is to describe the process for adding a non-UCSD employee to Coeus. Once a non-Employee has been added to Coeus, they can be added to proposal records, be included in routing, certify, etc. Non-employees are added to transfer proposals as investigators and may also be assigned various system access roles (e.g. Proposal Creator, Proposal Manager, etc.).Procedure?For a general description of the ACT policies and procedures for granting access to UCSD business systems to non-UCSD employees, please see order to add a “non-UCSD employee” to Coeus, the requesting department will: Contact the Department Security Administrator (DSA) in the lead department, or in the home department where the individual will be employed, and request they create a department sponsored affiliate account for the non-UCSD employee;Provide all information about the non-UCSD employee PI to the sponsoring department DSA;Advise the non-UCSD employee PI that he/she will receive an email which will include a username and a temporary password and once they receive the information they will need to log into ePDThe DSA in the sponsoring department will:Create an affiliate account for the individual using UCSD’s MyAffiliates application: out the Data Steward Authorization Form Request and obtain all required departmental signatures.Send a copy of the completed form to the ePD Help Desk (epdhelp@ucsd.edu). The ePD Help Desk will:Review/approve the form with one of the Coeus Data Stewards. Send the approved form to ACT Access team The ACT Access Team will:Review/approve the formPromote the affiliate account to a department sponsored affiliate accountInform the sponsoring department and ePD Help Desk when account creation is completeThe requesting department will:Contact the non-UCSD Employee and provide them:The URL of the appropriate Coeus Lite (ePD) instanceAsk them to log in using their new affiliate account User ID and passwordAsk the user to confirm that they were able to successfully log inOnce all of the above steps have been completed, the non-UCSD employee will be able to be added to any Coeus record (e.g. investigator tab in the ePD system). If the department sponsoring the affiliate account wishes to grant Coeus roles to the user, they may do so by submitting an ALTNG access requestTraining Requirements*Coeus ePD Lite training*Note: Subject to change once training sessions are updated and finalizedAssociated DocumentsName of DocumentLocation of DocumentePD Lite training Manual via emailDatePhysicsKaren Andrews3/20/2014MPLAnne Footer3/20/2014SDSCAlma Palazzolo3/20/2014NeurosciencesPatti Camacho3/20/2014eRAP OperationsPamela Alexander4/14/2014 ................
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