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Archived Headlines

2018/02/22 - SOM/FPI's New Tool to Help Identify Phishing Emails

Over the past 12 months, the SOM/FPI Information Security Office has been working to educate the SOM/FPI email users about the dangers of email phishing attacks.  Our educational activities have included online training content as well as simulated phishing emails which teach you how to identify these malicious emails.  Unfortunately, during this time the number of SOM/FPI recipients that are vulnerable to phishing emails has not significantly improved.   In response, we will be providing additional assistance to help identify suspect emails.

Beginning on Monday February 26th, all emails that originate from an email service outside of the University of Maryland campus, and approved affiliates, will receive the following warning banner displayed in the message body:

External Email Notification 

**Please note, this banner does not imply that the message is suspicious.  It is only an indicator that the message came from outside the SOM/FPI/UMMS/UMB environment and that extra thought should be taken to validate the sender and its contents.

2018/02/06 - Important Message for all Laptop Users

Please note the following important facts and tasks that apply to work-purchased laptops supported by my group only

  • You must bring your laptop(s) in to work and connect it to the network using a network cable or connect to VPN (Cisco AnyConnect) from off-campus at least once every 30 days.
    • This step is crucial to ensure your laptop does not become disabled/disconnected from the domain
    • Connecting also ensures all security and recovery information is up-to-date
  • Ensure your laptop is connected to the internet at least once a week for a few hours to receive software updates/patches and to allow inventory/security scans to run
  • We automatically install updates for Windows; however, you should check every 2-4 weeks to make sure all patches are installed. Follow this link to learn how. 
  • If you have an older laptop that is no longer used, please submit a ticket so we can coordinate a proper disposal. 

If you are unable to do adhere to the above, please let me know so we can discuss options. If you're having trouble, please enter a ticket so my team can assist you.

2018/01/17 - Urgent reminder: All PCs must be left on every night

It is critical and mandatory to have all computers powered on at night.  The following events are scheduled in the evening to ensure minimal disruption and to meet campus policies: 

  • virus/malware scans to detect and remove malicious software
  • installation of critical security patches
  • important software upgrades
  • inventory scans to ensure an accurate listing of hardware and software
  • scans to detect sensitive data stored locally on the computer

 When you are done for the day, please restart your computer and power off your monitor. If you have any questions please let me know. 

 Your cooperation is greatly appreciated!

2017/11/27 - Office 365 Apps Announcement (OneDrive and Groups)

We are now ready to announce and support the following Office 365 Apps: 

  • OneDrive for Business
    • 5Tb of cloud storage available to all Office 365 users
    • Easily accessible from any Internet connected device
    • Works well with Office files and is great for archiving seldom used data
    • Can be a replacement or an alternative to your H drive
    • Sharing should be kept to a minimum
    • File History/Previous Versions 
  • Groups
    • Shared calendar, files(OneDrive for Business), discussion, OneNote notebook
    • Recommended for basic collaboration with a group
    • Works best with Microsoft Office files
    • Ownership of the group can easily be transferred to another member as necessary
    • Easily accessible from any Internet connected device
    • Can be used as an alternative to the I drive 

Much more detailed information is available on our Office 365 page. 

***Both of these Apps are approved for storage of Level-1 and Level-2 data, however, you MUST read the Sharing Guidance section of our Office 365 page before sharing any data.   Keep an eye on our Office 365 page for updates to these guidelines once finalized by the ISO office.

2017/11/06 - UMMS Wi-Fi Network Changes

The UMMS Wi-Fi Networks are changing. Any Wi-Fi devices that have not been moved off of the old networks by Monday December 4, 2017 may lose Wi-Fi connectivity after this date. Information on the new Wi-Fi Networks can be found here. Please be sure to review the UMMS Wi-Fi Network FAQs.

2017/10/25 - Application Launcher Update

Over the next few weeks we will be rolling out an update to our ZENworks Desktop Management software. The biggest change you will see is a brand new and more colorful Application Launcher. While this update should occur overnight without interruption if your device is powered off or otherwise inaccessible the upgrade may run while you are using the computer. Please do not attempt to interrupt the update or cancel the reboot should this occur.

2017/09/19 - iOS 11 & O365 Incompatibility

(Note: As of iOS update 11.0.1, this issue has been corrected. The Department of Medicine IS group strongly suggests updating to iOS 11.0.1 for compatibility.)

If you are using the native mail app on your iPhone or iPad, and upgrade to iOS 11, you may encounter issues.

How does this affect me?

Due to an incompatibility in the new release of iOS, users of the built-in Apple Mail app in iOS 11 may be unable to sync their Office 365 mailbox or login to their accounts. iOS 9 or 10 users are not affected.

What do I need to do to fix this?

Microsoft and Apple are working to resolve this issue and will post more information to the article, below, when it becomes available. In the meantime, we recommend you download the free Outlook for iOS client, available in the App Store. Alternatively, you can avoid updating to iOS 11 until the issue has been fixed.

 

https://support.microsoft.com/en-us/help/4043473/you-can-t-send-or-reply-from-outlook-com-office-365-or-exchange-2016-i

2017/08/21 - Qualtrics - new online survey tool focused on research

If you have not heard, the campus now offers an online survey tool geared towards researchers.  There is no cost and it is available to all UMB employees.  Feedback has been very positive so far.

Click the following link for more information and to learn how to get started or google “Qualtrics umaryland” and it is usually the 2nd link offered.

https://www.umaryland.edu/cits/services/qualtrics/

2017/07/26 - Phishing Alert Button

Phishing is the most common method for initiating a cyber-attack. According to Wikipedia, Phishing is defined as:” the attempt to obtain sensitive information such as usernames, passwords, and credit card details for malicious reasons, by disguising as a trustworthy entity in an electronic communication.”  A critical component of our defenses against phishing is the awareness and cooperation of each and every one of you.  Submitting a suspected phishing message to the SOM Information Security Office (ISO) helps us quickly contain and respond to phishing attacks before widespread damage can occur.

In your Outlook or when you access email via the Office365 portal or OWA, you will see a the “Phish Alert” button in the message window. Clicking this button on suspected phishing messages will automatically submit the suspected phishing message to the ISO for review as well as delete the email from your Inbox.  **Deleted messages can be recovered if the button is clicked by accident.

How do you identify a phish?

  1. Is the sender’s email address recognized and/or associated with the service or company referenced in the email?
  2. Does the Internet address shown in the message look to be the actual address of the service or company?  Can’t see the full link address?  Hover over the link with the mouse and the full address will be displayed.
  3. Is there a sense of urgency?  Most phishing attacks will try to create a sense of urgency to make you click on a link or open an attachment without thinking first. 

Remember… STOP, LOOK, and THINK 

2017/07/20 - Attention EndNote X7 users only

On Wednesday, July 26th around 10pm we will be upgrading Endnote X7 to Endnote X8 on your workstations. Laptops should receive the update shortly after the next time they connect.

Please plan accordingly. If you encounter any issues please submit a ticket.

2017/06/28 - Important change coming 7/31 to access Office 365 from off-campus

Attention all users that access Office 365 applications remotely:

To enable a much higher level of security on your account with the goal of protecting SOM data, multi-factor authentication is being implemented using an application named DUO.  

What does this mean?  What is multi-factor authentication?

Instead of only entering your password to authenticate as you do today, an additional factor will be required.  Examples of additional factors include a prompt from the DUO mobile app, a text message or a phone call.

What specifically will be affected?

The Office 365 suite of applications (Outlook Web access, Phone Apps like Outlook, Skype for business etc.) when accessed off-campus from any device or when using the data plan on your smart phone, tablets etc.

If I DO NOT access Office 365 applications from off-campus or from a smartphone do I have to register?  (The Va is considered off-campus)

No

When will this take effect?

July 31st at 6:00 a.m.

What should I do prior to July 21st?

We highly recommend that you Enroll now to ensure you are ready on the 31st.

If I am already enrolled in DUO must I enroll again for Office 365?

No

Do I have to enroll on campus?

No you can enroll from any computer on the Internet with any web browser.

What will happen if I do not enroll by July 31st?

The first time you use one of the affected services/applications you will be prompted to enroll in DUO.

 

If you need assistance please enter a ticket.

2017/06/20 - SOM Wireless Authentication Migration

Wednesday, June 21st at 6pm, SOM IT staff will migrate authentication services for wireless authentication from Cisco ACS to Cisco ISE.  SSID’s which will be migrated, include SOMEmp, IHVEmp, SOMStudent, and Eduroam.  No downtime is expected, however users will notice upon reconnection, they may receive a prompt to accept/trust the new certificate that ISE will provide.  Any wireless connections already established, should not lose connectivity.

Users will need to log in with their @som credentials moving forward from this point. Legacy @medicine or @epi credentials will no longer work.

2017/06/19 - Ask IT event

We are holding another “Ask IT” event on Thursday, June 29 from 2-4 PM in the Woodward conference room—main hospital N3E05. 

What can you do at this event? 

  • Meet and greet IT Staff
  • Ask IT questions
  • Get the latest IT news
  • Offer suggestions
  • Learn something new
  • Provide feedback
  • Tell us about your IT challenges
  • View brief demonstrations on the software/applications we provide

***Please note the purpose of this event is not to fix computer problems. If you are having issues please continue to enter a ticket for service***

We hope to see you there!

2017/06/16 - Multi-factor authentication(DUO) coming to EPI 6/19 for Office 365

To enable a much higher level of security on your account with the goal of protecting SOM data, multi-factor authentication is being implemented using an application named DUO.  

What does this mean?  What is multi-factor authentication?

Instead of only entering your password to authenticate as you do today, an additional factor will be required.  Examples of additional factors include a prompt from the DUO mobile app, a text message or a phone call.

What specifically will be affected?

The Office 365 suite of applications (Outlook Web access, Phone Apps like Outlook, Skype for business etc.) when accessed off-campus from any device or when using the data plan on your smart phone, tablets etc.

When will this take effect?

Monday June 19th

Department of Medicine accounts will receive this in the coming weeks.

What should I do prior to June 19th?

We highly recommend that you Enroll now to ensure you are ready on the 19th.

If I am already enrolled in DUO must I enroll again for Office 365?

No

Do I have to enroll on campus?

No you can enroll from any computer on the Internet with any web browser.

What will happen if I do not enroll by June 19th?

The first time you use one of the affected services/applications you will be prompted to enroll in DUO.

 

If you need assistance enter an incident ticket and choose "Remote access" and "DUO” as the item type.

2017/06/12 - .ZIP files blocked from off-campus email

Moving forward, all .ZIP files sent from off-campus email addresses will be blocked. This is in response to the increase in large-scale malware activity. There is no expiration to this policy at this time.

2017/05/30 - New FAQs in Service Desk

We have been working hard to update our Service Desk Self Help section. Here you can find the answer to many of the common questions we receive without waiting for a technician to respond to your ticket. 

One of the most recent questions of note: I cannot open wav files from an email attachment on my phone to listen to a voicemail.  You receive "This action is blocked by your IT group"

If you want to know the answer take a look at FAQ number 443.

2017/05/16 - Announcing Skype for Business Availability

Skype for Business (SFB) is a powerful collaboration tool that is now available to all active Faculty, Staff and Students.

SFB Facts

  • Is a great tool for online meetings including instant messaging, desktop sharing, white boarding, polls, Q&A etc. with any SFB user.
  • Meetings and conversations can be recorded.  (You must review this article before recording any meetings to ensure your meetings are properly backed up.)
  • It has been reviewed by the ISO and approved for communications including ePHI as long as those conversations are with other FPI/UMSOM faculty/staff only.
  • For $25 a user/year a local phone number will be assigned to your account that allows external users to participate using any telephone.
  • Skype for Business is a separate product from personal Skype, however, personal Skype users can participate in Skype for Business  meetings with some limitations.  (see the attached graphic for details)
  • Works on PC and Mac.
  • A Skype for Business app is available for smartphones, please visit the App Store on your device to download.

Recommended Links

To get started simply double-click the “Skype for Business” icon the application launcher and enter your @SOM email address.

If you have problems please enter a ticket for assistance.

2017/05/15 - UMMS Network Response to Global Cyber Attacks

In response to a global Cyber Security Attack  known as "WannaCry2" the UMMS network has taken the action to block the ability to launch Gmail, Yahoo mail, and other pubic email from any UMMS production network.  This does not impact the guest network.  They are also currently blocking any incoming email containing a .zip file.  At present, there is no ETA for a change in this policy. 

If this causes a detriment to your daily work function, please contact UMM Support directly at 8-HELP.

 

2017/03/22 - Medicine Remote Desktop Changes

We are converting our “Medicine Remote Desktop” to a new server. This new server will make use of the Two-Factor authentication process mentioned in the 2017/03/08 Headline below. If you have not already setup your DUO access, it is highly recommended that you do so now.

Please see our knowledgebase article FAQ #: 180 for information on how to use the system.

On April 5th,  access using the old address (connect.surgery.umaryland.edu) will be removed and you must begin using the new server (connect.som.umaryland.edu).

On April 12th, DUO will become mandatory for all users of this system. If you have not setup your DUO access by this date you will not be able to access the system.

2017/03/16 - Service Desk Email Address Change

Effective immediatly Service Desk will be using a new email address. You will now see email from Service Desk coming from DOMHELP@som.umaryland.edu. Please use this new address when emailing Service Desk.

2017/03/08 - Important security changes coming to all Remote Access Systems

Under the direction of the Information Security Office we will soon be requiring Multi Factor Authentication(A.K.A Two-Factor Authentication) for all remote access solutions (Medicine Remote Desktop, VPN, Outlook Webaccess , Outlook Phone App and Office 365).

What does this mean?  Instead of just entering your password to authenticate, an additional factor will be required.  Examples include a prompt from a mobile app, a text message or a phone call.

In the coming weeks we will be rolling out Duo, the campus multi factor system, to these services. These roll outs will be staggered and announcements will be made as we prepare to enable Duo on them.

For more information on Duo, please visit the Duo MFA site. From this page, you will also have the opportunity to enroll in Duo prior to our rollout. If you use any of the remote access solutions, it is highly recommended that you pre-enroll to ease the transition once we begin the rollout.

2017/01/13 - Service Desk Outage Complete

Service desk migration has been completed. Moving forward, you will now need to log into Service Desk with your login username follwed by @som.umaryland.edu (i.e. jdoe@som.umaryland.edu).

If there are any issues with logging into the service, please email help@medicine.umaryland.edu for further assistance.

2017/01/10 - Reporting Suspicious E-mail

Effective immediately please forward all suspicious email to iso-alert@som.umaryland.edu for analysis and further instruction.

2017/01/03 - VA Remote Access Update

I have confirmed with the VA that our users can still use MobilePass and will not be required to use a PIV card reader.  However, you must request an exception for CAG Non-VA Hospital by calling  the National Service Desk at 855-NSD-HELP (855-673-4357), select Option 5, then Option 2.

2016/12/16 - Our New Site

We hope you like our new site and find it more useful as a subsection within our departmental website.  We have updated our policies so please be sure to read them.  The old site will automatically redirect to our new site, however, please bookmark our new address as the redirect will not be in place indefinitely.  http://www.medschool.umaryland.edu/medicine/IS/

If you have any comments or suggestions please contact Ed Heiger

2016/12/15 - Outlook Web Access

Once you are migrated to Outlook, please use the “Outlook Web Access” icon on the right to check your mail. Do not use GroupWise Web Access once you have been migrated.

2016/12/15 - Outlook Migration Update

The process has begun and our I/S accounts will be migrated the week of the 19th.  We are looking for a small group of users willing to migrate after I/S the last week of December.  You must be tolerant of any issues that may arise as we refine the migration process.  If you are interested, please contact Ed Heiger.  A migration schedule is being put together and we will contact you via email prior to your migration.  I believe the migration will be finished by the end of February.  In the meantime, we suggest that you visit our useful documents page to review our Outlook guides and training to familiarize yourself with the program. 

2016/10/05 - Dell Business Laptops Standard

We only support Dell Business Laptops, other brands will no longer be considered.

2016/09/20 - PACS/eUnity Login

"SOM MEDICINE" is now required for login.

2016/09/19 - EPIC/Portfolio Not Loading

If you have problems with EPIC hanging, double-click "Citrix Receiver..." in the Application Launcher. Once it's complete try again. If this does not work a ticket will be required.

2016/09/14 - Mac Problems Connecting to Server Drives

We are aware of problems with Macs not connecting to H and I drives and are working on a permanent solution. If you are experiencing this problem, please enter a ticket for a workaround.

2016/09/14 - Important Password Changes

Until we migrate to Outlook, IF you want to change your Med/EPI password you must change it two times using the sites below. Otherwise, your GroupWise password will not be in sync with your network/computer password. Please do not forget to update the password on your phone(if you have GroupWise on it) or your account will become locked out. 

GroupWise only

https://sspr.medicine.umaryland.edu

Computer Login, Service Desk, etc.
https://selfservice.medicine.umaryland.edu

2016/09/10 - Laptop Conversions

If your laptop has not been converted since the Phase 1 migration, please enter a ticket to get this scheduled. Laptops that have not been converted will not receive the Office 2016/Outlook upgrade scheduled for Phase 3.

2016/09/09 — Remote Access

Filr is no longer in service. If you require remote access to more than just e-mail, please enter a ticket to see what options are available to you. Prior authorization from your supervisor or administrator is required for staff.

2016/09/09 — Login to FPI, SOM and UMM Computers

It is now possible for all users to login to FPI, SOM or UMM computers by using som\username with your normal password. (i.e. som\eheiger) The H and I drives should map on SOM and FPI computers. Eventually they will map on UMM computers as well.