ROAM Account Registration Guide

Transcription

1 NHG ROAM Research Online Administration & Management ROAM Account Registration Guide Version 3, dated 1 September 2019 NHG Research Translating Research into Highest Quality Patient Care w w w. r e s e a r c h. n h g. c o m. s g

2 Creating a new ROAM Account To create a new ROAM Account, go to the ROAM System Login page and click on the {Create NHG ROAM Account} button. ROAM Account Registration - Login Category Select which ROAM Account Login category you belong to. There are two types of ROAM Account Login available. Users must carefully determine which Login category is applicable for them to use. Active Directory (ADID) Login This Category is for Staff from NHG 1 Institutions and NUHS 2 Institutions, who are issued with valid Active Directory Login Account (ADID), and a personal Institution Account. Staff from the NHG and NUHS must use this Category to create their ROAM Accounts. [1]: NHG - Members of the National Healthcare Group: Tan Tock Seng Hospital, Institute of Mental Health, National Healthcare Group Polyclinics, NHG Eye Institute, Institute of Geriatrics and Active Ageing, Simulation and Integrated Medical Training Advancement Centre, NHG College, NHG Diagnostics, NHG Pharmacy, Primary Care Academy, Johns Hopkins Singapore International Medical Centre, Yishun Health Campus, Woodlands Health Campus. EXCEPTION: National Skin Centre: Due to ADID Technical Issues, Staff from NSC will need to use the ROAM Guest Login Account for now. [2]: NUHS National University Health System Institutions. Guest Login This Category is for all other users, such as Clinical Research Associates, External Collaborators, Researchers from Partner Institutions, Personnel-on-Training Attachment/Institution-rotation/Residency Program 3 and Students 3. Staff from NHG 4 and NUHS cannot use this category to create their ROAM Accounts. [3] For personnel who are on Training Attachment, Institution rotation, Residency Program and Students, please see Annex C for additional information BEFORE proceeding to create your ROAM Accounts. [4] EXCEPTION: National Skin Centre: Due to ADID Technical Issues, Staff from NSC will need to use the ROAM Guest Login Account for now. Page 2 of 14

3 ACTIVE-DIRECTORY (ADID) LOGIN This Category is for Staff from NHG Institutions and NUHS Institutions, who are issued with valid Active Directory Login Account (ADID), and a personal Institution Account. Staff from the NHG and NUHS must use this Category to create their ROAM Accounts. EXCEPTION National Skin Centre: Due to ADID Technical Issues, NSC Staff will need to use the ROAM Guest Login Account for now. NOTE NUHS Staff must not confuse their NUHS-ADID, with the NUS-ADID (if they have been issued one). The two ADIDs are NOT EQUIVALENT. The NUS-ADID CANNOT BE USED for the ROAM System. If you only have a NUS-ADID, then you must apply for a ROAM Guest Login Account. ROAM Account Registration for ADID Login ADID Username Please put in your ADID USERNAME (without the Domain indicators). ROAM Account Registration for ADID Login User Information Please complete the rest of compulsory Fields as shown. ahbeng_tan Page 3 of 14

4 ROAM Account Registration for ADID Login Confirmation The System will show you the information that has been used for registration. Please check that ALL the information provided, especially the Address, for registration is correct. ahbeng_tan ROAM Account Registration for ADID Login Pending Activation This message indicates that you have submitted a request for a ROAM Account with a valid ADID and address. You must click on the activation link contained in the Activation sent to your address to validate, and activate your ROAM ADID Account for use. The ROAM Account cannot be used until it has been activated. Page 4 of 14

5 Logging in to the ROAM System with your ADID Once you have activated your ROAM Account, you can login to the ROAM system. Your ROAM account login would use your ADID login as follows: ROAM Login In Username Active-Directory (ADID) ADID Username (without the Domain prefix) Password Latest ADID Password* ROAM Account Login Type Please select the Domain your ADID belongs to. *NOTE Please always use your LATEST ADID password when logging into NHG ROAM. If you have updated/changed your ADID password on another system (such as ihr), you must use the SAME updated/changed ADID password for the ROAM login. Troubleshooting ADID Login Issues The Active-Directory (ADID) Account is separate and distinct from a ROAM account. The ROAM system enables NHG & NUHS Staff to use their ADID login as a means of authentication, and links the ADID to the ROAM Account. If you have issues using your ADID, then the ROAM Helpdesk is unable to help you as the management of ADID accounts is under the control of the ITD Helpdesk. You will need to contact the ITD Helpdesk at for assistance with your ADID login. Please inform the ITD Helpdesk that you need to check to ensure that: Your Institution ADID Account (NOT THE ROAM ACCOUNT) is valid for use, and is not Disabled or Locked. o o ADID Disabled You have left the organization (or disabled for other reasons). ADID Locked You have entered the wrong password too many times. The ADID Password (NOT THE ROAM PASSWORD) has not expired. If you have forgotten the ADID password, you can ask the ITD Helpdesk for a temporary password which you will need to reset with a permanent* ADID password of your choice. This must be done before you can use your ADID to login to the ROAM system. Otherwise the ROAM system will continue to reject your login. You can set your ADID password at the login screen on your computer s login page. If you are unsure how to do this, please consult the ITD Helpdesk ( ). Page 5 of 14

6 When the ADID Account is Disabled IMPORTANT When the ADID Account is Disabled When a Staff has left the Organization, the Ex-Staff s ADID Account is automatically DISABLED by ITD Helpdesk, and can no longer be used. Correspondingly, Disabled ADID Accounts CANNOT BE USED for login to the ROAM System. The ROAM ADID-Login Account CANNOT BE CONVERTED TO a ROAM Guest Login Account. Ex-Staff who need continued access to ROAM System and previous activities/submissions Ex-Staff who need access to the ROAM System must create a new ROAM Guest Account with a valid address. However, the Ex-Staff creating the new ROAM Guest Account will NOT REGAIN access to any of their previous activities/submissions in their previous ROAM Account. In order to regain access to any previous activities/submissions, the Ex-Staff must be added via their new Guest Login Account to the Study via a Study Amendment by the Principal Investigator. Page 6 of 14

7 GUEST LOGIN ROAM Account Registration for Guest Login Address Provide a valid address for your ROAM Account. The criteria for a valid address are as follows: Due to tightened security policies, web-based service providers such as Gmail, Hotmail, Yahoo Mail, are NOT ACCEPTABLE FOR USE. Staff of National Healthcare Group (NHG) Institutions, and National University Health System (NUHS) Institutions with valid ADIDs, will not be able to register for the ROAM Guest Login Account. For personnel who are on Training Attachment, Institution rotation, Residency Program and Students, please see Annex C for additional information BEFORE proceeding to create your ROAM Guest Login Accounts. EXCEPTION: National Skin Centre: Due to ADID Technical Issues, NSC Staff will need to use the ROAM Guest Login Account for now. Acceptable Service providers are all Singapore Government Domains, verified Corporate Domains and Partner Institution domains. ROAM Account Requests with Domains that are not found in the White List or Black List, will be subjected to review. The provided address must NOT HAVE BEEN USED before for ROAM Account registration. The provided address must belong to, or be assigned exclusively to the User. The provided address CANNOT BE A SHARED / COMMON-USE account. Any ROAM Accounts that are detected with such a shared address will be permanently de-activated from use. See Annex A for a list of Black-listed Domains that cannot be used for ROAM Account registration for Guest Logins. See Annex B for a list of White-listed Domains that can be used for ROAM Account registration for Guest Logins Page 7 of 14

8 ROAM Account Registration for Guest Login Address Please take note of the following information when deciding on your address. Once the ROAM Account is validated to a specific address, it cannot be changed or updated. The provided address must remain valid and accessible to the User for the entire duration of the User s research activities in the ROAM system. (See Example below.) AUTOMATIC ACCOUNT SUSPENSION If you do not log in to the ROAM System for more than 180 calendar days, your ROAM Account will be automatically suspended for security reasons. Suspended ROAM Accounts may be re-activated by submitting a request through the ROAM Login page via the {Unlock/Unsuspend Account} link. Users must be able to access the registered Address in order to un-suspend their ROAM Accounts. If the User does not have access to the registered Address, then the ROAM Account will remain suspended. The registered Address CANNOT BE CHANGED OR UPDATED. ROAM Accounts CANNOT BE MERGED. This is an Example that illustrates the significance of the Address provided for registration Mr ABC is an external, Non-NHG user with a ROAM Guest Login Account that is registered with ABC@drug.com. Mr ABC is part of Study XYZ as a Collaborator, and he is able to see Study Documents of Study XYZ in his ROAM Guest Login Account. Later, Mr ABC resigns from his current employer, and loses access to his work ABC@drug.com. FORGETS PASSWORD OR ROAM ACCOUNT IS LOCKED DUE TO WRONG PASSWORD If Mr ABC forgets his ROAM Login password, he will not be able to retrieve the password using his registered Account (ABC@drug.com) since the is no longer in use or accessible to him. Mr ABC s ROAM Account(ABC@drug.com) remains Suspended, and he can no longer login or use his ROAM Account. In addition, he cannot request for the address to be changed/updated. The old account cannot be merged/transferred to a new ROAM Account. GETTING BACK ACCESS TO PREVIOUS ACTIVITIES/SUBMISSIONS Mr ABC cannot get back access to his old ROAM Account(ABC@drug.com), and therefore loses access to all the activities/submissions contained in that old account. If Mr ABC is still part of the Study XYZ, then he must re-apply for a new ROAM Guest Login Account with another valid address (eg: A-B-C@cure.com). To regain access to Study XYZ, the Study Overall Principal Investigator must submit a Study Amendment to add Mr ABC via his new ROAM Account (A-B-C@cure.com), and to remove Mr ABC s de-activated ROAM Account (ABC@drug.com) Once the Study Amendment has been approved by the DSRB, Mr ABC will then be able to access Study XYZ using his new ROAM Guest Login Account (A-B-C@cure.com). Page 8 of 14

9 ROAM Account Registration for Guest Login User Information Please complete the compulsory Fields below. Please take note of the following information. FIELD NAME NOTES Username Usernames are NOT case-sensitive. Usernames cannot have been used before. The system will inform you if the Username has been used. Password Passwords are Case-Insensitive. Passwords must be at least 8-characters in length. ROAM Account Registration for Guest Login Confirmation The System will show you the information that has been used for registration. Please check that ALL the information provided, especially the Address, for registration is correct. Page 9 of 14

10 ROAM Account Registration for Guest Login Pending Review This message indicates that you have submitted a request for a ROAM Guest Login for processing. However, as the Account Request uses an address which is not recognized by the System, the ROAM Administrator will review the request. Hence, the Account request will be pending review. The review process may take up to 3 working days (excluding Singapore Public Holidays) to complete. ROAM Account Registration for Guest Login Pending Activation This message indicates that you have submitted a request for a ROAM Guest Login for processing. As the provided address is found in the White-List, the System has sent you an Activation . You must click on the activation link contained in the Activation to validate, and activate your ROAM Guest Login Account. Page 10 of 14

11 Further Queries Queries related to DSRB Ethics review and approval processes For queries relating to the DSRB ethics review and approval processes, please contact the DSRB at or (+65) (Office hours only). Please provide the DSRB Study Reference number, Study Title where applicable, and any other relevant information. Queries related to ROAM System Technical Assistance If you encounter any technical difficulties with the ROAM system, please contact us via with the following information. Your Full name, and ROAM Username DSRB Study Reference number / Study Title. A description of the problem together with screen-capture of the problem / error message. Please provide as much information as possible about the issue/problem encountered so that we can efficiently pinpoint and troubleshoot the problem for you. Due to tightened and more stringent business processes and security measures, all technical issues will require more time to resolve. We seek your patience and understanding. Page 11 of 14

12 Annex A: Black-Listed Domains The listed Domains below are NOT VALID for ROAM Guest-Login Account Registration. This List is dynamic, and is updated on a regular basis. Black-Listed Domains All NHG & NUHS Domains (EXCEPTION: NSC LIST TO BE UPDATED Page 12 of 14

13 Annex B: White-Listed Domains The listed Domains below are VALID for ROAM Guest-Login Account Registration. EXCEPTION National Skin Centre: Due to ADID Technical Issues, NSC Staff will need to use the ROAM Guest Login Account for now. The NSC Domain will be valid for ROAM Guest Login Account Registration. This List is dynamic, and is updated on a regular basis. White-Listed [TEMP EXCEPTION] All @mohh.com.sg LIST TO BE UPDATED Page 13 of 14

14 Annex C Important Information for Personnel who are on Training Attachments, Institution Rotations, Residency Program and Students This information is applicable only for Personnel who are on temporary Training Attachments, Institution Rotations, Residency Program and Students in NHG and NUHS for a limited time period, AND ARE NOT EMPLOYED as a permanent staff of NHG and NUHS. ( TARGET PERSONS) During your limited time at NHG/NUHS, you may be issued with a valid Active-Directory (ADID) login account to facilitate your access to the Institution computer network and systems. And the issued ADID is Disabled when you complete your attachment/training and leave NHG/NUHS. IF YOU ARE PARTICIPATING IN, OR SUBMITTING AN ETHICS APPLICATION TO THE DSRB FOR ETHICS REVIEW If you will be added as a Study Team member to a DSRB-approved research activity, and/or you will be submitting a research application to the DSRB for Ethics approval, you will be required to have a ROAM System Account. We strongly recommend that all TARGET PERSONS, who fit the description-above, create their ROAM Accounts using the GUEST LOGIN category with their official Residency/Student accounts. IMPORTANT When the ADID Account is Disabled When a Staff has left the Organization, the Ex-Staff s ADID Account is automatically DISABLED by ITD Helpdesk, and can no longer be used. Correspondingly, Disabled ADID Accounts CANNOT BE USED for login to the ROAM System. The ROAM ADID-Login Account CANNOT BE CONVERTED TO a ROAM Guest Login Account. Ex-Staff who need continued access to ROAM System and previous activities/submissions Ex-Staff who need access to the ROAM System must create a new ROAM Guest Account with a valid address. However, the Ex-Staff creating the new ROAM Guest Account will NOT REGAIN access to any of their previous activities/submissions in their previous ROAM Account. In order to regain access to any previous activities/submissions, the Ex-Staff must be added via their new Guest Login Account to the Study via a Study Amendment by the Principal Investigator. Page 14 of 14