AHC IE Data Shelter User Guide

Transcription

1 AHC IE Data Shelter User Guide Click on the links to jump to sections: Pre-requisites Connecting PC Instructions: Login to Data Shelter MAC Instructions: Login to Data Shelter Connecting via Fairview Secure Gateway Access Your Data For problems accessing the data shelter or your data set Changing your AHC AD Password Exporting Findings and Printing Figures Accessing Approved Websites Maintenance Pre-requisites You must have a faculty, staff, student, or sponsored University account with DUO two-factor authentication configured. To request a sponsored account for a collaborator not affiliated with the University of Minnesota, click here. To set up DUO two-factor authentication, follow the instructions here: In rare cases, your account might not have Duo for Enterprise access enabled. To enable Duo for Enterprise access on your account, you can click here and fill out the form. You must have an AHC Active Directory account and the username must match your University Internet Id. If you need to request an AHC AD account, you can do so here. Select "AHC Data Shelter / File Share" as the department only if your department does not show up in the list. If you have an AHC AD account, and your username does not match your University Internet Id, call 1-HELP ( ) and ask to escalate to AHC support. Let the AHC support technician know that in order to access the data shelter you need to update your AHC AD username to match your University Internet Id. Connecting If you're a University of Minnesota employee, make sure the computer you re on is securely connected to the University of Minnesota network. This means one of the following: You are on a wired connection to a UMN network jack. You are on a wireless connection, but you ve connected using the eduroam network. You are off-campus, but you have connected to using the UMN VPN (see ) if you are not familiar with running VPN, a virtual private network. If you're a Fairview employee, navigate to the section: Connecting via Fairview Secure Gateway. PC Instructions: Login to Data Shelter (see MAC instructions below) 1. Locate the Remote Desktop Connection accessory tool. ( Start Menu > All Programs > Accessories > Remote Desktop Connection )

2 2. Click "Show Options" and use the following settings: Name of the remote computer: If you re on the UMN network, enter: rsp-hr-ds1.ahc.umn.edu If you re on an outside network (eg. Fairview or UMP), enter: ahcie-ds1.ahc.umn.edu See screenshot below. You will probably have to type in this computer path, as it will not necessarily be in your pull-down options.

3 3. Enter your credentials: a. User name: AD.AHC.UMN.EDU\<your AD username> *Note - If you get a message saying your credentials didn't work, you may need to try: AD\<your AHC AD username> b. Password: <your AHC AD password> 4. If you are prompted the computer cannot be identified, connect anyway. 5. If you have a smart device with DUO installed, DUO will attempt to send a push message to your smart device. In order to finish logging in in you must approve the login from your smart device. You can also hit "Cancel" and follow the instructions to login with an SMS message or a phone call. See screen shots below: Pressing "Cancel" on the this screen will bring you to the following screen which gives you other options to authenticate.

4 MAC Instructions: Login to Data Shelter First Time Setup Make sure you have the most recent version of Microsoft Remote Desktop (10.1.8) installed. If it s not installed, you can download from the Mac App Store ( Locate Microsoft Remote Desktop: 1. (Finder > Applications > Microsoft Remote Desktop). The icon looks like this: 2. Once you ve opened Microsoft Remote Connection, click on the plus icon to create a new desktop connection: 3. Enter rsp-hr-ds1.ahc.umn.edu. If you are on an outside network (eg, Fairview or UMP), enter ahcie-ds1.ahc.umn.edu

5 4. Under the User Account drop down click "Add User Account..." and enter the following: a. User name: AD.AHC.UMN.EDU\<your AHC AD username> *Note - If you get a message saying your credentials didn't work, you may need to enter: AD\<your AHC AD username> b. Password: <your AHC AD password> c. Friendly Name: AHC AD d. Click "Save" to save the credentials e. Click "Save" again to save the new desktop connection After First Time Setup In the Microsoft Remote Desktop application, double click on the connection to open the data shelter. If you receive warning that says You are connection to a RDP host Do you want to continue? hit the Continue button If you have a smart device with DUO installed, DUO will attempt to send a push message to your smart device. In order to finish logging in in you must approve the login from your smart device. You can also hit "Cancel" and follow the instructions to login with an SMS message or a phone call. See screen shots below: Pressing "Cancel" on the this screen will bring you to the following screen which gives you other options to authenticate. Connecting via Fairview Secure Gateway Fairview employees can connect to the AHC Data Shelter by using the Remote Desktop Connection

6 application within Secure Gateway ( Login to using your Fairview username/password Locate the Remote Desktop Connection option within your list of Portal applications: If you don't have the Remote Desktop Connection option available, you will need to submit a request through Fairview's Service Now system ( ). For questions, please call the Fairview Helpdesk at: Click on the Remote Desktop Connection icon and it will ask you for a computer name. Enter: ahcie-ds1.ahc.umn.edu Hit the Connect button If you receive this message, check the "Don't ask me again for connections to this computer" and then hit Connect. 7. Since you'll be connecting with your AHC AD account, you will need to select the "Use another account" option:

7 8. Enter AD\<AD USERNAME> *Note - If you get a message saying your credentials didn't work, you may need to enter: AD.AHC.UMN.EDU\<your AHC AD username> Password: Your AD password given to you by ICS or AHC IS 9. Hit OK, and it will attempt to connect: 10. As of January 4, 2017, follow these instructions to finish your login using DUO two-factor authentication. If you have a smart device with DUO installed, DUO will attempt to send a push message to your smart device. In order to finish logging in in you must approve the login from your smart device. You can also hit "Cancel" and follow the instructions to login with an SMS message or a phone call. See screen shots below: Pressing "Cancel" on the this screen will bring you to the following screen which gives you other options to authenticate.

8 11. A splash screen should appear which will indicate you have successfully connected to the Data Shelter. Access Your Data Review the splash screen for any updates or news related to AHC Data Shelters. Your data will be available as files (e.g. Excel, Access) or as a Data Mart within SQL Server. a. Files Within the Data Shelter, open up Windows Explorer or go to the Start menu, click on Computer, and look under the list of Network Locations. You should see a drive mapped called <your AD username> (\\rsp-hr-fs1.ahc.umn.edu\data\ahc ie users)(z:). Within that folder will be shortcuts to your individual data request folder(s). The folders will be named to match your data request ID. Your confirmation that your data request was fulfilled will contain the path to your data. b. Data Mart A data request that contains a large amount of data will typically be delivered as a Data Mart, which is a Microsoft SQL Server databases. Working with a Data Mart requires users to be familiar with relational databases and being able to write and execute SQL statements/queries. If you have specific needs or are interested in a training session, please contact ICS. To connect to your Data Mart, open up the SQL Server 2014 Management Studio icon on the Data Shelter desktop. For the server name, enter: rsp-hr-db1.ahc.umn.edu

9 Once you successfully connected, the server name will auto-fill for you next time. Leave the Authentication as Windows Authentication - you will not have to enter your username or password since its based on the account that you used to login to the Data Shelter. When you have logged in, navigate to your Data Mart in the left panel (Object Explorer). It will be named the same as your data request ID. Based on your request you will have various tables (e.g. Patient, Service, Diagnosis) available to perform queriers and analysis on. For problems accessing the data shelter or your data set If you have not received confirmation of access to data shelter: Work with your PI or project coordinator to get access to the data shelter. If you don't who that is, please send us an at ics@umn.edu. If you have received confirmation of access to the data shelter: After following these instructions, please call HELP and ask to escalate to AHC-IS Support. Once you are speaking with an AHC-IS Support representative, let them know that you need help with the AHC Data Shelter. For all other issues regarding a pending data request or a dataset you have already received, please send us an at ics@umn.edu Changing your AHC AD Password If you have just received a new AHC AD account for the purpose of accessing the Data Shelter, please change your password after logging in the first time. Within the remote desktop environment, click: Start Menu > Windows Security > Change Password. You will see the following prompt:

10 After entering your old password, new password, and new password confirmation, click on the blue button with the white arrow. You will receive a message that your password was successfully changed. Click ok to return to the Data Shelter desktop. This will be the password you use to access the Data Shelter from now on. Exporting Findings and Printing Figures Aggregate data, summary statistics, and figures can be exported from the shelter for use in your publications and presentations. At this time, there is no automated way to do this. Please create a folder to export within your data folder and notify us that you ve copied files into that folder. We will access the files and them to you. Accessing Approved Websites For security purposes, web traffic is disabled within the Data Shelter. However, there are approved sites that you can access with the Firefox Internet browser. This list will be updated as new sites are added. If you have a site you would need added, please contact the Informatics Consulting Service at: ics@umn.edu. Approved sites: (Fairview s secure VPN gateway to access Epic and other Fairview systems) Maintenance The Data Shelter may be unavailable for use 1-4 am on the first and second Monday of every month so technicians can perform security updates and maintenance. Notification of any disruption to the Data Shelter will be sent via to the AHC Information Exchange Users and Researchers group.