Standard Operating Procedure Adding Non-UCSD Employees to Coeus Epd

Standard Operating Procedure – Adding non-UCSD Employees to Coeus ePD

Table of Contents

Standard Operating Procedure – Adding non-UCSD Employees to Coeus ePD

Summary Non-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 History Version Date Summary of changes (mm/dd/yyyy) 1.0 03/05/2014 Drafted by Pamela 1.1 03/05/2014 Bea Dormoy 1.2 03/03/2014 Pamela Alexander 1.3 03/07/2014 Pamela Alexander 1.4 03/07/2014 Jason DeFay 1.5 03/11/2014 Bea Dormoy

Objective The 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 https://altng.ucsd.edu/extras/affiliates.html

1) In 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;

3 | P a g e Adding non-UCSD Employees to Coeus ePD SOP Approved 04/14/2014  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 ePD

2) The DSA in the sponsoring department will:

 Create an affiliate account for the individual using UCSD’s MyAffiliates application: https://myaffiliates.ucsd.edu

 Fill 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 ([email protected]).

3) The ePD Help Desk will:

 Review/approve the form with one of the Coeus Data Stewards.

 Send the approved form to ACT Access team

4) The ACT Access Team will:

 Review/approve the form

 Promote the affiliate account to a department sponsored affiliate account

 Inform the sponsoring department and ePD Help Desk when account creation is complete

5) The requesting department will:

 Contact the non-UCSD Employee and provide them:

i. The URL of the appropriate Coeus Lite (ePD) instance

ii. Ask them to log in using their new affiliate account User ID and password

iii. Ask the user to confirm that they were able to successfully log in

6) Once 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).

7) If the department sponsoring the affiliate account wishes to grant Coeus roles to the user, they may do so by submitting an ALTNG access request

Training Requirements *Coeus ePD Lite training Standard Operating Procedure – Adding non-UCSD Employees to Coeus ePD

*Note: Subject to change once training sessions are updated and finalized

Associated Documents Name of Document Location of Document ePD Lite training Manual http://

5 | P a g e Adding non-UCSD Employees to Coeus ePD SOP Approved 04/14/2014 Approvals via email Date Physics Karen Andrews 3/20/2014 MPL Anne Footer 3/20/2014 SDSC Alma Palazzolo 3/20/2014 Neurosciences Patti Camacho 3/20/2014 eRAP Operations Pamela Alexander 4/14/2014