New User Request
Request Account
PLEASE NOTE: It is advisable to first consult the Global Address Book in Outlook to determine if there is an existing account for your user. If so, please submit a ticket so a transfer may be initiated, rather than requesting a new account, which will be rejected.
***FPI Employee accounts are now created via automation. Please do not submit new user requests using these steps.
- Log in to: https://admanager.som.umaryland.edu:8443 using your SOM username and password, and select SOM from the dropdown.
- Under Create Request, select Single User Creation.
- (Mandatory Step) Make sure the Selected Template is: DeptOfMedicine-Workflow-WithExchangeOnlineMailbox
- (Mandatory Step) Enter the new user's full name in the subject to easily identify the request.
- Enter a Description.
- Enter any additional information here.
- Enter the appropriate fields on all tabs except "Internal Use". Red fields are required. Be sure to check for spelling and accuracy.
- Note: Some fields are read-only and automatically filled out by the system from the other required fields.
- ***UMMS employees only: Please enter the UMMS ID of the user in the appropriate field. Failure to do so will result in processing delays.***
- (Mandatory Step) For the User Start Date, enter the user's HR start date/first day of employment.
- (Mandatory Step) For the Select Container, click the plus icon and select the appropriate container. “ADMan Default User Creation” will not provide appropriate access and must be changed.
- The "Company" field should reflect the user's HR group. Temp employees should be set to Other.
- For some of the dropdowns, you can search for an entry or browse. If browsing, note the < > symbols in the upper right next to the search. Use these to switch scrollable pages.
- It is highly recommended to select the Manager field under the Contact tab, and provide the name of the user’s direct report. This will provide in various systems a view of organizational structure, and auto-populate various teams.
- Click Create Request when done.
- The “SAM Account Name:” and “Password:” fields will be populated. Do not use/record these as this information will possibly change at approval. A member of the I/S team must now approve the account before it will be created.
***Per Information Security Office guidance, user accounts can only be created up to two days prior to the user's HR start date.
***Approval by Medicine I/S is not guaranteed same day. Review and approval will occur as time and availability permit.
View/Retrieve Request Status
- Once the request has been approved, you will receive an email of the approval.
- (Mandatory Step) Log in to: https://admanager.som.umaryland.edu:8443
- In the left menu, click on All Requests.
- Locate the approved request and click on the Subject.
You may need to change the Filter By in the upper right to view approved requests. - Click on View Objects.
- (Mandatory Step) Note the Logon Name and Password. Provide this information to the end user along with the New User Reference document.
PLEASE NOTE: Once created, New User Requests can only be accessed by the requestor. If there is an issue with the initial password/login, please ensure that all steps for changing the password are completed within the New User Reference document. If problems persist, or the request is not retrievable, please submit a ticket.
Request File System Rights
Please submit a Service Desk ticket once the account has been approved.
It is advisable to also request remote access for users who are primarily off-site, out of the office for more than 90 days at a time, or may rarely access Department-supported laptops and PCs.
User Disable/Removal Request
Please use the following instructions for users who have already left the organization. Requests to disable accounts on a specific date in the future should be requested via a Service Desk ticket.
- Log in to: https://admanager.som.umaryland.edu:8443
- Under Create Request, select Disable Users.
- Enter the user's full name in the subject to easily identify the request.
- Enter a Description
- Enter any additional information here, such as when to disable the account. If no information is entered, the account will be disabled when reviewed by a technician.
- Select User(s) to be disabled.
- Click Create Request
Once the request has been reviewed by a technician, they will disable the account(s) and you will be notified of the request approval via email.
***Approval by Medicine I/S is not guaranteed same day. Review and approval will occur as time and availability permit.
Departing Employee Checklist
A workforce member's direct supervisor should perform the following steps when a workforce member is either terminated or transferred to another department or division:
- Notification of termination to the employee's direct employer.
- Notification of termination to the finance division/office.
- Submit the User Disable/Removal Request for proper removal of Medicine/EPI Information Systems accounts.
- Notification of termination to other campus employers (e.g., FPI, UMMS, State of Maryland, VA) so they can remove the employee from their Information Systems. (Examples: EPIC, PowerChart, BRAAN, IDX, etc.)
- Retrieval of all badges, parking permits, keys, remote access tokens, access cards, and/or identification cards the workforce member may have.
- Retrieval of all University-owned equipment (Laptops, Work from Home Computer, etc.)
- Delete or modify voicemail.
- Notification of termination to other Business associates that may have dealt with the workforce member.
- Provide a reminder about keeping patient and/or sensitive information confidential.
User Cleanup Policy
Division Administrators must certify their respective user lists bi-annually. We will provide all admins detailed instructions for accessing and viewing user lists. We will provide these instructions and a reminder on two dates throughout the year.
*** As a reminder, ALL user departures should be reported to I\S as soon as possible so that we may disable accounts in a timely fashion to comply with HIPAA and UMB campus policies.