Clinical Systems Access for Remote Nonemployees. Rachel Ackman MGH Compliance 11/10/15

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1 Clinical Systems Access for Remote Nonemployees Rachel Ackman MGH Compliance 11/10/15

2 Remote Nonemployees Collaborators occasionally request access to MGH clinical systems for research purposes Employees and nonemployees sometimes leave MGH to work elsewhere but wish to continue their work on an MGH project Some collaborators are otherwise unaffiliated with MGH

3 Approvals Required for Clinical Systems Access Person must be onboarded as a Nonemployee Complete training and CORI as required Case-by-case basis Depends on multiple factors When de-identified data can t be used Sensitivity of data Purpose of access Limited time All designated approvers must sign off Department must maintain documentation

4 Approvals Required for Clinical Systems Access Notify MGH Research Compliance Rachel Ackman, 1. Chief Approval 2. Information Security Data security plan required 3. IRB Partners IRB Home institution IRB, if applicable 4. Privacy Office

5 Important Information Regarding Adobe Acrobat Licensing Starting November 15, 2015, Adobe will no longer offer patches or bug fixes for Adobe Acrobat X (Version 10). Anyone using this product version should upgrade. Enterprise policy requires that you make sure your system is up to date to reduce security risks. Read the Partners Information Systems EISP-12.1: IT Acquisition, SDLC and Maintenance Policy: (Login with Partners username and password). How to find out what version of Adobe Acrobat is installed on your computer? If you cannot upgrade by November 15, lessen the risk: 1. Install or Upgrade to the latest version of Acrobat Reader (free) 2. Set your system default to use Acrobat Reader 3. Budget and set a date to upgrade More guidance will be forthcoming from the Information Security & Privacy Office Enterprise Research Infrastructure & Services (ERIS)

6 Acrobat Standard and Pro 15% Off Promotion for 6+ license orders Partners HealthCare employees can save 15% on the newest version of Adobe Acrobat DC Standard or Pro when 6+ licenses are purchased on one Purchase Order (PO) by November 27, This Adobe promotion applies to new licenses, whether perpetual or subscription, and to upgrades from perpetual Acrobat X and XI licenses. Perpetual are desktop licenses with a one-time fee. Cost Estimate if you order 6 or more Contact Insight at partners@insight.com to obtain official quotes Acrobat DC Standard Acrobat DC Pro Upgrade Perpetual* (desktop license) $ / license $ / license New Perpetual (desktop license) $ / license $ / license Subscription (cloud services) $10.48 / month per license $12.07 / month per license Bulk order price breaks for 50 or more are available, but the 15% off promo is better discount! Adobe Acrobat FAQs: Enterprise Research Infrastructure & Services (ERIS)

7 Adobe Acrobat DC License Group Buy ERIS is putting together a group buy to help Partners HealthCare employees take advantage of Adobe s 15% off promotion on Acrobat DC licenses. All requests are due by 5p.m. on Tuesday, November 17, 2015 Request Webform: Notes about this group buy: Licenses purchased through this group buy will not come with media disks. You will be provided with the serial number and instructions to download once the order is placed. The terms of subscription licenses between Partners HealthCare and Adobe runs until April This means you will be charged for a pro-rated amount based on the monthly cost between your purchase date and April In April 2016, the licensing will be renewed and you will have to renew. This promotion will be over, and the monthly cost of the subscription is currently unknown. If you are ordering 6+ licenses, please contact Insight, Partners software vendor, to place the order directly Partners@insight.com or Enterprise Research Infrastructure & Services (ERIS)

8 Update on Mac OS X El Capitan in the Enterprise Apple released their next operating system for Macs, OS X El Capitan on Wednesday, September 30, At this time, we recommend not to upgrade your Mac in the Enterprise as some software provided by our vendors is not yet compatible. If you re considering an upgrade, use caution and ensure your critical apps will work on El Capitan prior to to upgrading. Our El Capitan guide has information to help you check your apps, news on current issues with El Capitan in the Enterprise, and great tips to ensure your upgrade goes smoothly. There are currently known issues with the Enterprise Vault toolbar and MS Office 365. Apple supports their current operating system and two versions prior, so once Mac OS X El Capitan is released, only OS X Yosemite and OS X 10.9 Mavericks will be current operating systems. If you are still running Mac OS X 10.8 or lower, please contact the Service Desk for an upgrade: El Capitan Guide: Enterprise Research Infrastructure & Services (ERIS)

9 PEAS Enrollment Required for all Apple Macintosh Products The IT Asset Management Standards for Apple Macintosh Products (EISS- 8.1d) are effective as of August 1, The standards require all institutionally owned or issued Macintosh devices (devices purchased with corporate or hospital funds, including research grants, and donated equipment) be enrolled in the Partners Enterprise Apple Support (PEAS) program. Individuals have until October 30 th to comply with the new standards. How do I enroll my Mac in PEAS? Visit: The process takes less than 2 minutes and you will not need to reboot. To check if you re already enrolled in PEAS, open your Applications folder. If the Self Service application is listed, you re enrolled. The standards do not apply to ipads and iphoneshttps://rc.partners.org/peas/faq For assistance, please contact the Service Deskhttp:// Enterprise Research Infrastructure & Services (ERIS)

10 EFFORT REPORTING STATUS PROGRESS BY INSTITUTION Pre-Review Certification Post-Review Completed Total Pre-Review Certification Post-Review Completed BWH <1% 8% <1% 92% Pre-Review <1% MGH EFFORT REPORTING UPDATE - 11/9/15 Post-Review <1% Certification 6% MCL 0% 4% 1% 95% MGH <1% 6% <1% 93% SRH 0% 6% 0% 94% Partners <1% 7% <1% 93% Completed 93%

11 2015 Mentoring Program Recap Mentees Alesandra Giuggio Anne Stevenson Breen Power Carla Hammond Jodi Kurtz Kristyna Danish Lisa Emgushov Lucia Pizzo Nina Joshi Patricia Davis Samantha Molle Tracy Buker Mentors David Parker Dianne Moschella Donna Smith Elizabeth Barks Gala Laffey Jamie Pambianchi Murphy Karen Griffin Karen Osborne Kathleen Donnelly Maire Leyne Michele Courtright Stephanie Flynn 11/16/

12 Research Administrators Retreat The 5th Annual Research Administrators Retreat will be take place on February 9, am-4pm in the Simches 3 conference area. Stay tuned for more information about how to register. We hope you will all be able to join us. 11/16/

13 2016 RADG Dates Date Tuesday, January 12 Tuesday, February 9 Tuesday, March 8 THURSDAY, April 14 Tuesday, May 10 Tuesday, June 14 Tuesday, July 12 Wednesday, September 14 Tuesday, October 11 Tuesday, November 8 Tuesday, December, 13 Time RETREAT 8am-4:30pm To view the 2016 RADG schedule online, please visit: 11/16/

14 CROI We need everyone s help to keep improving! suggest@research.mgh.harvard.edu 11/16/