Identity and Access Management (IAM) Release Notes

Transcription

1 JANUARY 4, 2018 IAM SYSTEM UPDATED This document describes updates made to the Identity & Access Management (IAM) system on January 4 / 5, Updates made on July 7, 2017 can be found further down in this document. Please use the Tables of Contents to make finding information easier. Only updates that are apparent and of value to end-users are included in this document. AHS IAM support teams can find a complete list of updates in JIRA. An index of acronyms, abbreviations and initialisms is also available for reference. As always, questions, concerns, and suggestions are welcome at any of the Support Contacts listed on the IAM Login page. These updates are a direct response to feedback received from IAM users like you; thank you for supporting the continuous improvement of this valuable identity management tool. Many thanks, the Identity Management Team TABLE OF CONTENTS JANUARY 4, 2018 UPDATES Click on the JIRA number to jump to its content in this document. High value updates are indicated with a. IAM Smart Search returns all possible results regardless of how the person s name is entered. Reference: JIRA 2752 Alberta Netcare Portal (ANP) account unlocks after confirmation of successful reactivation Reference: JIRA 2735 IAM end-users requesting a new shared directory drive / folder will notice two changes to the workflow. New file share owners must have the correct DOHRA and access permissions are now mandatory. Reference: JIRA 2714 IAM Smart Search returns all potential matches regardless of how the name and date of birth are entered. Reference: JIRA 2746 New Implementation New workflow added to IAM to request access for Central Patient Attachment Registry (CPAR). Reference: JIRA 2717 IAM end-users requesting a new shared directory drive / folder will notice field labels have been changed and corrected. Reference: JIRA 2712 Page 1 of 13

2 Residents transitioning to Physicians will not inadvertently lose their ANP access. Reference: JIRA 2706 ANP workflow screen improvement Facilities available to assign by Primary Custodian. Reference: JIRA 2682 Lamont Health Care Centre has been added as their own Subcategory. Reference: JIRA 2652 Summary Form page has been updated to include Primary Custodian flag, facility name and facility WDFA information. Reference: JIRA 2693 For Community Netcare Access Administrator s only eligible, selectable entitlements will display. Reference: JIRA 2670 New Implementation Automatic access provisioning to Provider Self-Serve Portal for current and new users of Alberta Netcare Portal (ANP). Reference: JIRA 2641 AHS Delegation of Human Resources Authority (DOHRA) changed to include level 12. That change is now also implemented in IAM. Reference: JIRA 2562 End-user able to log into Alberta Netcare Portal (ANP) with a new password after the 15 minutes lockout period. Reference: JIRA 2495 Description of the Update done January 4, 2018 January 4, 2018 Location: IAM Smart Search function When creating a new user s access request, the requester always checks if the person already has an identity record in IAM using the Smart Search function. The smart search now displays all possible search results regardless of how the person s name is entered. Improves the user experience and system integrity by reducing the risk of duplicate users being created. Reference: JIRA 2752 Page 2 of 13

3 Description of the Update done January 4, 2018 Location: IAM Smart Search function When creating a new user s access request, the requester always checks if the person already has an identity record in IAM using the Smart Search function. The smart search now displays all possible search results regardless of how the person s name and date of birth are entered. January 4, 2018 Improves the user experience and system integrity by reducing the risk of duplicate users being created. Reference: JIRA 2746 Location: Alberta Netcare Portal (ANP) workflow reactivate an disabled ANP account Disabled ANP Accounts are now consistently unlocked and made available to the end-user after a successful reactivation request in IAM. Improves the user experience by reducing down time and enables the Service Desks to unlock accounts without delay. Reference: JIRA 2735 Reference: JIRA 2717 New Implementation: New workflow added to IAM to request access for Central Patient Attachment Registry (CPAR). CPAR is a provincial repository that will provide a dependable provincial source of attachment relationships between Albertans and their health care providers. CPAR will be used to: promote a trusting, continuous, longitudinal relationship between individuals and primary care providers provide a record of an Albertan s primary care provider support the transformation of primary health care in Alberta. Improves user experience by offering an automated access request process for an important health care system. Page 3 of 13

4 Description of the Update done January 4, 2018 January 4, 2018 Reference: JIRA 2714 Location: Network Access Request (NAR) process specifically requesting a new shared directory drive / folder workflow. IAM end-users requesting a new shared drive / folder will notice two changes to this workflow. The new file share owner must have the correct Delegation of Human Resources Authority (DOHRA). AHS DOHRA 1 12, Covenant Health DOHRA 1 6 or be an Authorized Approver. The access level for the end-user is a mandatory field. If Mirror Access is chosen the proper network name / ID of the person whose access is being mirrored must be entered in the Additional Notes open text field. Location: Network Access Request (NAR) process specifically requesting a new shared directory drive / folder workflow. Screen labels have been modified to add restricted folder(s) or folder(s) to the description. Typographical errors have been corrected. Shared Directory drive / folder owners and access permissions now align with AHS technology and business security practices. Improves the quality of system information and supports correct use of the IAM system. Reference: JIRA 2712 Reference: JIRA 2706 Location: Multiple process in IAM behind the scenes. This work is done behind the scenes by specialized IAM roles only. Residents (AHS employee type) who become Physicians (AHS nonemployee type) have their IAM identity record modified from one type to the other. A checkbox has been added to Retain ANP Access so that Alberta Netcare Portal Access is not disabled in the process. Previously this checkbox did not exist and ANP access was often disabled during the transition process. Streamlines the transition process for these key stakeholders and ensures that access to Alberta Netcare Portal remains active. Page 4 of 13

5 Description of the Update done January 4, 2018 Location: Alberta Netcare Portal (ANP) workflow Summary Form page has been updated to include Primary Custodian flag, facility name and facility WDFA information. January 4, 2018 Improves the user experience by providing more information about the former and current state of an identity record. Reference: JIRA 2693 Reference: JIRA 2682 Location: ANP workflow A functional / screen improvement has been made to the Facilities available to assign by Primary Custodian. Once a facility has been assigned the Add Selected Facilities bar will disappear preventing any confusion about the facility that has been identified. In addition, the selected facility will be removed from the Available Facilities table. Previously this bar would remain functional after a facility had been selected and the facility would remain in the Available Facilities table. Location: IAM available, selectable entitlements Only those entitlements that are available and selectable by Community IAM end-users will display. Previously, all IAM entitlements displayed making the selection process more time consuming for this end-user group. Improves the user experience by providing clear information about facility selection / identification / ownership by the Primary Custodian. Improves the user experience by providing only those entitlements that are appropriate and selectable for the enduser audience. Page 5 of 13

6 Description of the Update done January 4, 2018 January 4, 2018 Reference: JIRA 2670 Location: Subcategory table in IAM Lamont Health Care Centre has been added as its own subcategory and has, therefore, a corresponding list of Authorized Approvers for that subcategory. Improves the user experience for this important group of IAM end-users. Reference: JIRA 2652 Reference: JIRA 2641 New Implementation: New workflow added to IAM behind the scenes (that is, there is no user interface to select this access). Automatic access to the Provider Self-Serve Portal (PSSP) will be done for current and new end-users of Alberta Netcare Portal (ANP). PSSP access will be rolled out in phases to the health care providers included in the IAM professions table. Alberta Health, Alberta Health Services, the Alberta Medical Association (AMA), and the College of Physicians and Surgeons of Alberta (CPSA) are collaborating to provide specific professions access to this new computer system. Providers will be able to update their own provider and site information electronically. Access to PSSP is provided in conjunction with access to Alberta Netcare Portal (ANP) as part of a province-wide initiative to improve processes and data accuracy. Location: Authorized Approver validation functionality in IAM AHS Delegation of Human Resources Authority (DOHRA) changed to include level 12. That change is now also implemented in IAM. This expands the number of individuals who can act as Authorized Improves user experience by automatically provisioning access to PSSP for current and new users of ANP. Use of PSSP improves business processes for providers. Improves the end-user experience as more people are available to approve access requests in IAM, without compromising AHS security practices. Page 6 of 13

7 Reference: JIRA 2562 Description of the Update done January 4, 2018 Approvers to requests made in IAM, without compromising AHS security practices. Previously DOHRA levels 1 11 were permitted to approve access requests in IAM. Location: Alberta Netcare Portal (ANP) account unlock ANP end-users who have 5 unsuccessful login attempts will have their ANP account locked for 15 minutes. A password reset request can provide the end-user with a temporary password and ANP access before that 15 minutes is up. January 4, 2018 Improves the user experience by reducing down time and enables the Service Desks to unlock accounts without delay. Reference: JIRA 2495 INDEX OF ACRONYMS, ABBREVIATIONS AND INITIALISMS A&A Authentication & Authorization ID Identity AH Alberta Health IT Information Technology AHS Alberta Health Services JIRA The proper name of the JIRA system ANP Alberta Netcare Portal LTC Long Term Care DOHRA Delegation of Human Resources Authority PD Person Directory IAM Identity & Access Management PIN Pharmaceutical Information Network IAM Administration Team PPR Provincial Provider Registry Page 7 of 13

8 TABLE OF CONTENTS JULY 7, 2017 UPDATES Click on the JIRA number to jump to its content in this document. High value updates are indicated with a. IAM end users requesting a new shared directory folder will notice changes to the request form: some fields have been removed and new fields added. Reference: JIRA 2458, 2560 The Alberta Health Provincial Help Desk now has the capability to reset an AHS network or IAM password for end-users who: Reference: JIRA 2529 The User Modification Report has two new fields. Reference: JIRA 2574 The Last Login Report now contains an address for Authorized Approvers who have an external address populated. Reference: JIRA 2585 The Volunteer sub-category has been added to the Network Access Request (NAR) workflow. Reference: JIRA 2597 When an ANP access request encounters an error, an notification is sent. The wording of this notification has been improved and additional recipients added. Reference: JIRA 2471 Two new user roles have been added to AHS IAM: Primary Custodian and Delegated Authorizer. Reference: JIRA 2530 When a close facility action is taken, the community Access Administrator assigned to the facility will also have their role disabled. Reference: JIRA 2575, 2576 The Alberta Netcare Portal (ANP) User Permission Selection matrix has been updated. Reference: JIRA 2596 The Authorized Approver can be changed on an in-flight network or Alberta Netcare Portal request. Reference: JIRA 2600 Description of the Update done July 7, 2017 July 7, 2017s Location: Network Access Request (NAR) process specifically requesting a new shared directory folder Gathering better data Improves the short and long term planning needed for shared directory folder creation and maintenance. Page 8 of 13

9 Description of the Update done July 7, 2017 July 7, 2017s Reference: JIRA 2458, 2560 IAM end users requesting a new shared directory folder will notice changes to the request form: some fields have been removed and new fields added: Suggested Share Name, Retention, Projected growth per year, Backup Required, Type of information, Number of files, Attach a spreadsheet of users, etc. Shared directory folders live on servers, they use valuable space and require maintenance. By collecting better information about the type and nature of a shared directory folder and the information it will contain, AHS IT support teams can make better plans for server / folder use and maintenance. This will amount to significant cost savings for AHS. Improving the management of these important resources will result in more efficient processes and cost savings for AHS. Reference: JIRA 2471 Location: ANP access request process, specifically notifications generated when an error has occurred. When an ANP access request encounters an error, an notification is sent. The wording of this notification has been improved and additional recipients added. Error notification are now being sent to: The requester with improved wording about the error and support options. IT Access, Alberta Netcare Portal (ANP) group netcareaccess@ahs.ca to support more efficient troubleshooting. Location: Password reset function - specifically to reset the AHS network password for a user with an Active Directory account as well as resetting the IAM password for end-users who have an IAM account but not an Active Directory account. The Alberta Health Provincial Help Desk now has the capability to reset an AHS network or IAM password for end users who: Improves communication to the people involved in an ANP access request when an error has occurred. Will result in more efficient ANP access provisioning because problems are revealed sooner. Improves the user experience by restoring access to the AHS network or IAM more quickly. Page 9 of 13

10 Description of the Update done July 7, 2017 July 7, 2017s Reference: JIRA 2529 work for both private community sites and AHS Wholly Owned Subsidiaries and Affiliates may or may not have an AHS Active Directory account. Location: IAM and the Alberta Netcare Portal (ANP) workflow. AHS IAM is now available** for deployment to community physicians, pharmacists and dentists to request ANP access for their staff. Deployment is coordinated through the ehealth Support Services Team of Alberta Health. **Please note: Community sites must engage the ehealth Support Services Team before they can use AHS IAM. Improves the user experience for Alberta Netcare Portal (ANP) Custodians and Access Administrators. Having direct access to AHS IAM can shorten the time required to obtain, modify or deactivate ANP access for staff. Reference: JIRA 2530 Two user roles were added to AHS IAM: Primary Custodian and Delegated Authorizer. The Primary Custodian role is to be assigned to the individual at a community site that is legal data custodian for that site, i.e. physician, pharmacist, dentist. The role is assigned by ehealth Support Services Team. The Delegated Authorizer is to be assigned to the individual the Primary Custodian authorizes to manage Alberta Netcare Portal access requests i.e. also known as the Netcare Access Administrator. The role is assigned by the Primary Custodian. Once given, these roles have the ability to manage (create, modify, deactivate) ANP access for their site staff. Location: IAM Report specifically the User Modification Report The User Modification Report has two new fields: Improves the user experience and process efficiency by providing more information in the User Modification Report. Page 10 of 13

11 Description of the Update done July 7, 2017 July 7, 2017s Sunset Date by facility in ANP Pharmacy Batch by facility Reference: JIRA 2574 Reference: JIRA 2575, 2576 Location: IAM and the Alberta Netcare Portal (ANP) workflow facility bulk transfers Facility Bulk Transfers When a close facility action is taken, the community Access Administrator assigned to the facility will also have their role disabled. Improves the user experience by providing increased accuracy and flexibility with facility bulk transfers. Users can be selected individually for a facility bulk transfer (instead of all). Location: IAM Reports, specifically the User by Facility Report The User by Facility Report now includes the Primary Authorized Custodian and the Authorized Approver. Improves the user experience and process efficiency by providing more information in the User by Facility Report. Reference: JIRA 2578 Location: IAM Reports, specifically the Last Login Report The Last Login Report now contains an address for Authorized Approvers who have an external address populated. Improves the user experience and process efficiency by providing more information in the Last Login Report. Page 11 of 13

12 Description of the Update done July 7, 2017 July 7, 2017s Reference: JIRA 2585 Location: Alberta Netcare Portal (ANP) access request process support The Alberta Netcare Portal (ANP) User Permission Selection matrix has been updated. Improves the user experience by providing a practical and understandable guide for choosing the right access permissions. Improves the integrity of ANP overall by ensuring access permissions are compliant with Health Information Act. Reference: JIRA 2596 Location: Network Access Request (NAR) process The Volunteer sub-category has been added to the Network Access Request (NAR) workflow. This means that volunteers who are working for AHS Wholly Owned Subsidiaries or Affiliates and are classified as AHS Non-Employees (not hired or managed in e-people can identify themselves more accurately when asking for AHS IT resources. Improves the user experience for volunteers working for an AHS Wholly Owned Subsidiary or Affiliate. Improves the integrity of IAM overall by more accurately identifying people and the resources they are provisioned given. Reference: JIRA 2597 Location: IAM NAR and ANP workflows The Authorized Approver can be changed on an in-flight request. If the person who submitted an IAM request wants to change the Authorized Approver, they can contact the Provincial Help Desk or AHS IT Service Desk and request the Authorized Approver be Improves the user experience and process efficiency. Page 12 of 13

13 Description of the Update done July 7, 2017 July 7, 2017s changed. They no longer need to wait for a request to be declined or time-out. Reference: JIRA 2600 Page 13 of 13