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2021/06/16 - Application Whitelisting Announcement

The Information Security Office is announcing the approval and publication of the UMSOM Policy Implementation Guide describing the way in which SOM will enforce UMB’s Workstation Security Policy. UMSOM ISO has the responsibility to work with departmental IT groups to come up with controls that help us comply with UMB policy and USM IT Security requirements. This document outlines the workstation security controls that we either currently have in place or will be implementing in the near future to comply with these requirements.

With this in mind, today we are announcing the implementation of the application requirements section specifically.

I’m sure everyone has seen the stories about the recent ransomware attacks affecting critical national supply chain services (gas pipeline and food distribution). These attacks and attacks on healthcare, educational institutions and research groups continue to increase in frequency and impact. Ransom payments are now in the millions of dollars.

A widely regarded best practice to guard against the threat of ransomware is to develop and implement “Application Whitelisting” policies. Application whitelisting prevents the execution of any application that is not specifically authorized for use on SOM IS workstations and laptops. This mitigates multiple categories of threats, including malware/ransomware accidentally or maliciously downloaded from hostile webpages or email attachments, the use of illegal and unlicensed software, and other unauthorized software. Application whitelisting will also assist in ensuring that systems are restricted to only execute software that is required for legitimate business functions and that conforms to the campus acceptable use policy.

The ability to enforce application whitelisting is a compliance requirement defined by the USM and the lack of enforcement has been a finding on previous campus audits.

Scope
The UMSOM Policy Implementation Guide for UMB’s Workstation Security policy guide applies to all computers owned and/or managed by any SOM Department, Program, Center or Institute.

When
Wednesday June 23rd.

What
All SOM Windows computers will begin enforcing Application Whitelisting policies. Applications can be approved based on the application publisher or the application path. Applications properly installed and running from the Program Files, Program Files (x86) or ProgramData folders will be allowed to run. This means only applications installed by an authorized computer administrator will be allowed to run. This also means downloaded applications and apps that normally run from your local computer’s user profile folder and/or Desktop will not be permitted to launch. When this happens the following screen will be displayed

The SOM ISO and the SOM departmental IT groups have been analyzing the application usage on our workstations for over a year to identify which applications should be included in the approved application list. However, we expect that not all applications may have been accounted for. If/when a required application is blocked from executing, you should contact your departmental IT group for assistance. Each departmental IT Group will have the ability to authorize applications at a departmental level (*with some exceptions noted below*). The departmental IT groups have also been provided guidance on how to deal with urgent use cases.

** Please be aware, that there a couple of categories of applications that will not be permitted unless specifically approved by SOM leadership. These categories include…

  • Unauthorized Cloud File Sharing Services (i.e. DropBox, Box, Google, etc. This policy will only affect the local sync client only … NOT the ability to use the service through the website),
    AND
  • Unauthorized Cloud Voice/Video conferencing services (i.e. BlueJeans, WhatsApp, RingCentral)

These applications/services create additional risk of sensitive data exposure and often require contractual agreements reviewed and approved by UMB Legal and/or Procurement.

Please understand, it is not the intention of the SOM ISO or the SOM Departmental IT groups to disrupt legitimate business use of our workstations. With this in mind, we will continually work with those that are impacted by these policies to ensure the required business applications function properly.

2021/06/15 - Important - Dropbox client (and others) 

Effective next Wednesday, 6/23/2021, the Dropbox client and other similar cloud-based clients from Google, box.com etc. will no longer run/function on Windows based SOM machines. The reason is UMB does not have a contract/BAA with these services and UMB data is not authorized on these services.

If you have UMB data stored on these services, you must move your work data off to be in compliance with University policy. We recommend Microsoft’s OneDrive which is a similar service and fully authorized for UMB data. We also recommend using this tool https://mover.io/ to easily migrate your data.

Access to the web console for these services will not be affected. If you are collaborating with another institution using one of these services, the web console must be used to access the data.

An email will be sent to all SOM users tomorrow (6/16/2021) explaining this in more detail along with more information about other less common applications that may also be blocked. This enforcement is required to be in compliance with USM IT Security requirements.

If other work related programs are blocked starting next Wednesday (6/23/2021), please enter a ticket and we will work with you on a resolution.

2021/03/16 - Action Required - All UMB computers

If you use a UMB laptop or desktop computer from off campus:

  • You MUST connect to SOM VPN (Cisco AnyConnect) BEFORE logging into windows
  • You MUST connect to SOM VPN (Cisco AnyConnect) from off-campus at least weekly for several hours
  • You MUST ensure your device is connected to the internet at least twice a week for a few hours

These steps are crucial to ensure your computer functions properly and remains secure.

Note:  If you have a device that is no longer used, it MUST be brought in for reallocation or proper disposal per UMB Policy. Note: Failure to return University purchased devices will be considered theft and reported to UMB as such.

If you're having trouble, please enter a ticket for assistance.

2021/03/09 - Skype for Business end date 3/24/21

As we have previously communicated, Microsoft is ending Skype for Business and has moved all functionality into Microsoft Teams. To align with the School of Medicine, Skype for Business will be taken offline 3/24/21. We recommend that you visit this page to learn more about Microsoft Teams. Teams offers group collaboration with video conferencing, chat, channels, and file sharing.

If you do not use or know what Skype for Business is, you are not effected in any way. If you have problems, please enter a ticket for assistance.

2021/02/16 - Skype for Business to be Retired July 31, 2021

Attention all Skye for Business users: 

Microsoft will be retiring Skype for Business on July 31, 2021. If you currently use Skype for Business, you are highly encouraged to migrate to Microsoft Teams prior to this date to avoid interruption. 

You can find out more about Microsoft Teams from our website:  https://www.medschool.umaryland.edu/medicine/IS/Microsoft-Office-365/Microsoft-Teams/ 

To read more about the Skype for Business retirement:  https://techcommunity.microsoft.com/t5/microsoft-teams-blog/skype-for-business-online-to-be-retired-in-2021/ba-p/777833

2021/02/15 - Tiger Connect (Doc Halo replacement) – go-live tomorrow

Reminder Tiger Connect (Doc Halo replacement) goes live tomorrow at UMMC Downtown and Midtown. Doc Halo will only continue to function for 30days after go-live so please communicate as needed. All of the information that is available for the TigerConnect project including user guides, FAQ's, videos, etc is available at https://www.umms.org/tigerconnect  (You do not have to be behind the firewall to access).

2020/12/12 - DOM Desktop and Go to PC Downtime Complete

Attention DOM Desktop and Go to PC users: 

The DOM Desktop and Go to PC service downtime is now complete. 

As previously mentioned the URL for the web interface has changed for both services. The client will automatically update the next time it is opened, please follow any prompts presented. If you use the web interface for either of these services you will now select “Remote Desktops & Apps” from the Office 365 menu or from our website

Please refer to the full instruction pages:

As a reminder Go to PC users will now see “Go to PC” instead of their individual computer host names.

Please remember to update your personal bookmarks if needed.

If you have any trouble, please enter a ticket for assistance.

2020/09/29 - Reminder: Leave your computer on every night

It is critical and mandatory to leave all computers powered on at night for security/patching. The following events are scheduled late at night to minimize disruption and adhere to campus security 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 us know.

Your cooperation is greatly appreciated!

2020/05/12 New Helpdesk Product Coming 5-18-2020

An initiative to consolidate to one centralized Helpdesk product in FPI/SOM is underway and we (Medicine/EPI) are going live with the  new system (SysAid) this coming Monday, May 18th

Important Info

  • Our support e-mail address is NOT changing.
  • My team will continue servicing everyone—we have not consolidated support groups in any way.
  • The customer facing portal link will change and we will update our links/support page accordingly.
  • Tickets/Data will NOT be migrated over, we are starting with a clean slate.

2020/04/03 Introduction to Microsoft Teams

With everyone settling in and working remotely, we want to ensure you have the knowledge and expertise to easily communicate and collaborate with your colleagues and friends.  The University is licensed for several tools that support remote communication.  SOM/FPI believe one tool that is available to all faculty, staff, and students is under appreciated and, therefore, underutilized.  Microsoft Teams integrates well with all of the Microsoft products we use every day.  If you are collaborating with others but sharing documents via email, chatting via email, we have another alternative. Please click here for an instructional video demonstration.

2020/04/02 Important — IT Recommendations for Telework and Tele-Education

Please click here for important information for telework and tele-education.

2020/02/13 - Important — All Work Purchased Laptop Users Only

If you have a Department of Medicine or EPI owned/purchased/supported Windows laptop(s)

In today’s information technology age with data leaks, cyber-attacks, ransomware, etc. it is everyone’s responsibility to maintain the systems they use. We are seeing multiple cases where work supported laptops are not being maintained and connected as they are supposed to be. Leaving them without critical setting changes and updates. This not only puts the device in question at risk but the entire network.

We ask that if you have a work supported laptop you follow the below guidelines in order to keep the laptop up to date and connected. Failure to do so could result in device restrictions.

  • You MUST follow the instructions to connect to SOM VPN (Cisco AnyConnect) BEFORE logging into windows when using the device remotely
    • This ensures your device properly connects to the network and maps the H and I drives successfully
    • This also ensures you current SOM username and password are always in sync with your device
  • You MUST connect to SOM VPN (Cisco AnyConnect) from off-campus at least once every 2 weeks (connecting it at work with a network cable is also sufficient.)
    • This step is crucial to ensure your laptop does not become disabled
    • Connecting also ensures all security and recovery information is up-to-date 
  • You MUST ensure your laptop is connected to the internet at least twice a week for a few hours.
    • This step is crucial to receive prompt software updates/patches and to allow inventory/security scans to run
    • Please check every 2-4 weeks to make sure all patches are installed
      • How to check for Windows patches
      • How to check for Mac patches

Note:  If you have a laptop that is no longer used, it MUST be brought in for proper disposal per UMB Policy. 

If you're having trouble, please enter a ticket for assistance.

2019/11/22 - Important — Spam/Junk Mail Reminder

A reminder that messages marked as Spam are now being delivered to your respective Junk Mail folder in Outlook; please be sure to check it often for false positives. It is only necessary to add any external address to your Outlook Safe Senders List

Instructions to add to your safe senders list.

https://www.webucator.com/how-to/how-add-sender-the-safe-senders-list-microsoft-outlook.cfm

(optional) Send Microsoft a spam false-positive report by following these steps:

  1. In Outlook on the web, go to the Junk Email folder and find the message that was incorrectly marked as junk.
  2. Right-click the message, and then click Mark as not junk.
  3. In the Report as not junk dialog, click Report.

Your report automatically goes to the Microsoft Spam Analysis Team to help improve their spam filters.

2019/11/14 - OneDrive for Business

Just a friendly reminder that we have Onedrive for Business available for cloud-based data storage and collaboration with internal and external users.

OneDrive for Business

  • Up to 10TB 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
  • File History/Previous Versions
  • OneDrive sync client allows you to sync your OneDrive files to your local computer for easy access and for laptop users/offline access
  • Protected Folders can be enabled to protect common locations of saved data
  • Files On-Demand is turned on by default to save space on local computers (Windows 10 only)

More detailed information is available on our Office 365 page.

2019/10/18 - Changes to Spam detection Effective 10/23

Currently, SPAM is being routed to an Office 365 quarantine mailbox which was accessed with the “Office 365 Quarantine” icon in the Application Launcher.  As of Wednesday October 23rd, SPAM will be routed to your “Junk Email” folder in Outlook.  The online quarantine will still be available to access if needed.

2019/08/26 - Action Required: New Self Service Password Management

Attention all users: 

Effective immediately, we are switching to the SOM Password Management system to manage forgotten passwords. On Sept 9th our current self service system will no longer be available. 

What does this mean?

You must setup your password recovery options in the SOM portal to use forgotten password features. Options include:

  • Office phone
  • Secondary/Mobile phone
  • Secondary/Personal email
  • Security questions 

We believe the SOM system is more user-friendly and easier to use. It should be your primary method for resetting/unlocking your password as we CANNOT change your password without verifying your identity.  Please visit now to get setup, it’s quick and easy.

2019/07/31 - Attention VPN (Cisco AnyConnect) users ONLY!

***Please do not confuse VPN with the “VMware Horizon Remote desktop”, they are not the same thing.*** 

We have seen a rise in the number of tickets on remote work computers with regards to failed logins and/or problems connecting to the H and I drives when used off-site.  We have revised our VPN instructions page clarifying the correct steps that must be taken to ensure your device is always using your current SOM username and password as well as mapping your H and I drives correctly. 

https://www.medschool.umaryland.edu/medicine/IS/Remote-Access---VPN/ 

If you have any questions or concerns, please let me know. If you have any problems, please enter a ticket for assistance.

2019/07/09 - Important: All Laptop Users

If you have a Department of Medicine or EPI owned/purchased/supported Windows laptop(s)

  • Submit a ticket now for a review/recommendation if it’s running Windows 7(Click here to learn how to find out), to either upgrade to Windows 10, decommission by the end of the calendar year or replace. (All networked computers/laptops must be running Windows 10 effective January 2020, please contact us as soon as possible if you have Windows 7.)
  • You MUST connect to SOM VPN (Cisco AnyConnect) from off-campus at least once every 30 days (Connecting it at work with a network cable is also sufficient.)
    • This step is crucial to ensure your laptop does not become disabled
    • Connecting also ensures all security and recovery information is up-to-date 
  • You MUST ensure your laptop is connected to the internet at least once a week for a few hours.
    • This step is crucial to receive software updates/patches and to allow inventory/security scans to run
    • Please check every 2-4 weeks to make sure all patches are installed
      • How to check for Windows patches
      • How to check for Macpatches

Note:  If you have a laptop that is no longer used, it MUST be brought in for proper disposal per UMB Policy. 

If you're having trouble, please enter a ticket for assistance.

2019/06/17 - Reminder: Leave your computer on every night

It is critical and mandatory to leave all computers powered on at night for security/patching.  The following events are scheduled late at night to minimize disruption and adhere to campus security 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!

2019/03/21 - Attention: Users with a UMB Windows work laptop only

We must upgrade all supported computers to Windows 10 as soon as possible as Microsoft will no longer support Windows 7 in January 2020. As a result, we need your help with laptops. Please review the bullet points below and contact us as soon as possible as necessary. 

  • Personal laptops are not affected, only work laptops purchased with UMB funds.
  • If your laptop is not listed on the attachement sent as part of the orignial email of this post, it is out of support.
    • Unused laptops must be returned to the University for proper disposal and cannot be given to non-UMB employees.
    • Please enter a ticket for disposal or assistance with a replacement quote.
  • If your laptop is < 7 years old and running Windows 7, please enter a ticket for an evaluation and/or upgrade to Windows 10.
    • Use this link to determine if you have Windows 7 or 10.
    • Allow at least 2 days to reimage a laptop to Windows 10.
  • Remember local data is not backed up.
  • If your laptop is running Windows 10, please make sure you log into the Cisco AnyConnect VPN prior to logging into Windows using the instructions here.
  • Review our Remote Access Policies (short and easy to read) to ensure you're up to date.

2019/03/14 - OneDrive for Business Sync Client

If you are unfamiliar with OneDrive for Business (Microsoft cloud storage) you can find more information on our website

On 3/21 the OneDrive sync client will become available to all users on Department of Medicine supported computers. The OneDrive sync client allows you to sync your OneDrive  or SharePoint files to your local computer for easy access and for laptop users, offline access. 

At the same time, we will enable the following two features in OneDrive.  (Existing OneDrive sync client users may be prompted regarding these.)

  1. Files On-Demand will be turned on by default to save space on local computers.  (This feature is only available on Windows 10 devices.)
  2. Protected Folders will be set to prompt users for setup. While actual setup is optional, we highly recommend setting up this feature to protect common folder locations.

You will find OneDrive in the Application Launcher starting on 3/21. The first time you launch OneDrive, it will install and walk you through the setup. Sign in with your SOM email address and password.

If you need assistance, please enter a ticket and we will be happy to help you.

2019/03/13 - Attention: Medicine Remote Desktop Users

Effective immediately you will now see a new Desktop when you login to VMWare horizon. The desktop is simply called “Remote Desktop”. This will replace the current “Medicine Remote Desktop” which will no longer be available on 3/19. Functionality will remain the same. 

Please use “Remote Desktop” going forward. 

As a reminder, please review the Remote Access Policies section for information regarding access to remote systems: http://www.medschool.umaryland.edu/medicine/IS/Policies/#RemoteAccessPolicies 

For any issues regarding remote access, please submit a ticket to Service Desk.

2018/12/18 - Dragon Medical One (DMO) now available for dictation outside of EPIC

NOTE: DMO is only being offered on Department of Medicine computers for Department of Medicine users. UMMS is not supporting nor offering DMO for their devices at this time.

To: Dragon Medical One users ONLY:

Dragon Medical One can now be used to dictate into Windows applications like Outlook and Word using a locally installed version of DMO.  If you wish to try the local install of Dragon Medical One for dictating into Epic and apps like Outlook and Word, please enter a ticket and we will provide further instruction, information and assistance.

2018/11/15 - Important device settings for Halo users on Android Oreo

From Halo Communications: 

As a Halo Lead Admin, we want to make sure you are aware that a large majority of Halo users are now running Android Oreo 8.0, a newer version of the smartphone software that introduced more granular notification settings. We made some adjustments in the 18.6 release to account for some of these settings, which is available via the Google Play Store to all users. We also want to make sure that Halo Admins are aware of how these new Oreo settings can inadvertently affect Halo notifications.

Best Practices for Android Oreo (8.0) Notification Settings can be found in the Knowledge Base:
https://dochalo.desk.com/customer/portal/articles/2959693-best-practices-for-android-oreo-8-0-notification-settings

We suggest the following action items for any users who are experiencing issues while running Android Oreo.

  • Uninstall and reinstall the Halo app to ensure the update to Halo 18.6 (step-by-step instructions in the attached guide).
  • Review the notifications channel, battery optimization settings, background data usage and troubleshooting steps in the attached guide.

2018/11/15 - SOM Email Security Changes

The SOM Information Security Office would like to notify you of a few changes that will be made to our phishing protection tools on Monday November 19th

  1. New Phish Alert Button  (PAB) – Beginning on Monday, a new Phish Alert button will be added to the Outlook Ribbon menu.‌


    This button will replace the button at the top of the email message.  The functionality of the button is the same, however, with this new version, the button is more prominent and identifiable and also the functionality now extends to the Outlook Mobile app. You will find the mobile PAB by clicking the “More Options” button (…) and selecting the Phish Alert button.‌
  2. External Email Warning Banner – We will be changing how we use the yellow external email warning banner.  Starting on Monday, SOM email users who have completed the mandatory security awareness training and have passed the most recent simulated phishing tests will have the yellow banner removed.  

If there are any questions about these changes, please contact the SOM ISO at iso-alert@som.umaryland.edu

2018/09/18 - Service Desk Email Update

Moving forward, emails from the Service Desk application will now be shown as being sent from "Department of Medicine Helpdesk." Please ensure that any communication that you believe is sent via the Department of Medicine Helpdesk uses the email DOMHELP@som.umaryland.edu before opening or replying.

2018/09/18 - Important Reminder: All Laptop Users

If you have a Department of Medicine or EPI owned/purchased/supported Windows laptop(s)

  • You MUST connect to SOM VPN (Cisco AnyConnect) from off-campus at least once every 30 days (Connecting it at work with a network cable is also sufficient.)
    • This step is crucial to ensure your laptop does not become disabled
    • Connecting also ensures all security and recovery information is up-to-date 
  • You MUST ensure your laptop is connected to the internet at least once a week for a few hours.
    • This step is crucial to receive software updates/patches and to allow inventory/security scans to run
    • Please check every 2-4 weeks to make sure all patches are installed

Note:  If you have a laptop that is no longer used, it MUST be brought in for proper disposal per UMB Policy. 

If you're having trouble, please enter a ticket for assistance.

2018/09/01 - DUO1 Capacity Upgrade

On Saturday, September 1 at 7:00am EDT, we will be upgrading the capacity of our main database on DUO1, which will result in an expected service downtime ranging from 1-7 minutes.

We've selected this time window based on our analysis of non-peak authentication times, so as to limit the effect on DUO1 customers.

This performance upgrade, along with several other changes by our engineers, will enhance the resilience of our service on this deployment, and is a necessary first step in our goals to bolster the capabilities of Duo's authentication delivery overall. 

2018/07/12 - Action Required:  All Laptop Users

If you have a Department of Medicine or EPI laptop(s) the following must be done: 

  • 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 
  • You MUST ensure your laptop is connected to the internet at least once a week for a few hours.
    • This step is crucial to receive software updates/patches and to allow inventory/security scans to run
    • Please check every 2-4 weeks to make sure all patches are installed

Note:  If you have a laptop that is no longer used, it MUST be brought in for proper disposal per UMB Policy. 

If you're having trouble, enter a ticket.

2018/05/23 - UMB/SOM Unified Directory Project about to begin

Attention all users with a UMID only:

The project below is about to begin, expect to receive an e-mail from the School of Medicine in the coming weeks to unify/synchronize your SOM account with your UMID.  Simply follow the steps in the e-mail. 

For several years, UMB Center for Information Technology Services' (CITS) and SOM Information Services' (SOMIS) technicians have been working on a project that will result in a significant change to the log on process for many of the university applications and several SOMIS hosted applications and services.  This project, called the Unified Directory project, will result in the implementation of a common username and password (common ID) that will be used across the SOM and UMB. 

One of the key remaining steps in this common ID initiative involves connecting and syncing the SOM and UMB (UMID) directories.  Once the unification is complete, a single username and password will be used to access over 150 UMB applications, SOM's CICERO modules, SOMFiles (storage), user workstations, and Office 365 applications, including email.  This will be a momentous achievement!

In the coming weeks, you will receive a personalized email inviting you to activate your UMID and SOM ID for unification. This email invitation will provide instructions, including a URL, on how to proceed. Once complete, you will use your common ID and password to login onto your SOM workstation as well as the UMB and SOM enabled applications.

Thanks for your cooperation during this transition,

SOM Office of Information Services

 

2018/03/20 - Important Information:  Adobe Acrobat

Attention all Adobe Acrobat users:  (Adobe Reader, the free program that allows you to view pdf’s and complete forms is not affected.)

Our licensed version of Adobe Acrobat is no longer supported, has critical vulnerabilities and must be removed from all computers.  Foxit PhamtomPDF Business, has been selected to replace Adobe Acrobat and will be available to all users starting on 3/20 in the Application Launcher/ZENworks.  A pilot of Foxit PhantomPDF Business was very successful and feedback has been positive.  I believe the product will meet the needs of the majority based on the pilot where it was tested with grants.gov, Office 2016 and COEUS. The following links will help you get started with the product. 

Starting 4/22 Adobe Acrobat will be removed from all computers.  

If you have any questions or concerns please speak with your administrator and/or enter a ticket.

2018/03/13 - Dragon Medical One Go-Live 3/13@7 a.m.

The Dragon Medical One integration into EPIC is set to be launched on Tuesday 3/13 at 7 a.m.  At that point all current Dragon Medical One users will have the locally installed client made unavailable and the client that is integrated into EPIC, which will allow for direct input into EPIC, will be made available. 

The supported microphone for this application is the Phillips Speechmike, old dictation microphones may work, but are not supported. If you do not have a microphone and would like one, please contact your division administrator. 

The UMMS team has put together a great resource for information, training, tips and tricks, using your smart phone as a microphone, and information on Dragon Super Users here. 

To access Dragon within EPIC, click the “Dragon Start” button as detailed in the below screenshot.

DMO

If you have any questions or issues while using the Dragon integration into EPIC, please refer to your department’s Super User or submit a Help Desk ticket to our Service Desk at https://servicedesk.medicine.umaryland.edu

 

2018/02/23 - SOM VPN Authentication Changes

Compromised work credentials put SOM information systems at significant risk.  Based on recommendations by the FBI as well as nationally recognized industry groups, the Healthcare community is quickly adopting more secure authentication controls.  To this effect, SOM will begin requiring Multi-Factor (sometimes referred to as two-step) authentication when accessing SOM VPN services.  SOM’s Multi-Factor solution is called Duo.  Duo allows you to provide quick and easy authentication verification through the use of either a mobile app installed on your smartphone, entering a verification code sent via text messaging, or via acknowledgment over a land line.  More information on Duo can be found here… https://guide.duo.com/

The SOM VPN will be protected with the Duo-Multi-Factor requirement beginning on Monday March 5th.  To ensure that your access to the SOM VPN is un-interrupted, we encourage everyone to enroll in the Duo system before this date.  To enroll in Duo, please visit the Duo enrollment page at the link below and follow the Self-Service enrollment section.

http://www.medschool.umaryland.edu/IS/Duo-MFA/Duo-Enrollment/

If you do not have a smartphone (or do not want to use your smartphone) you may setup a phone number to use for access verification, however, please consider where you will be accessing the SOM VPN when determining what phone number to enroll.  It is also optional, but recommended, to setup more than one verification method in case the primary method is unavailable. 

Once enrolled, you can start using the new multi-factor authentication immediately by choosing the SOM-MultiFactor group when connecting with the Cisco AnyConnect client (See image below).  You will notice an additional field for “Duo Passcode”.  In this field you can enter either of the following options…

  1. On your smartphone or tablet, press the DUO Icon button next to University of Maryland, Baltimore profile in the Duo Mobile App to display a 6-digit code.  Enter this code into Duo Passcode field and then click OK.
  2. Type “push” – After you click OK, this will send an authentication verification prompt to your Duo Mobile App on your enrolled smartphone or tablet.  Select “Approve” on your Duo Mobile App.
  3. Type “sms” – After you click OK, you will receive a SMS message on the enrolled device with a Duo passcode.  Enter this passcode into the “Duo Passcode” filed and then click OK.
  4. Type “phone” – After you click OK, you will receive a phone call at the enrolled phone #.  Follow the prompt to verify the authentication.

VPN Login ScreenShot

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.