SSO Transition #5 - Why are we doing this and good news!

Greeting Malone Community!

Today we learn more about the SSO [Single Sign On] and MFA [Multi Factor Authentication] setup we have adopted at Malone:

• Google 2 factor error resolved for faculty and staff
• How often do I need to do the extra MFA step?
• How do I change my MFA and password rescue options?
• Description of password rescue and MFA Options
• Why are we doing this?
• Places to launch your apps!

Google 2 factor error resolved for faculty and staff

Good news! We worked with Google Engineers and Support yesterday and were able to fix the error that many faculty and staff would get when they tried to sign into the malone.edu email. The, "Your sign-in settings don't meet your organization's 2-step Verification policy" should no longer be a problem. Please contact the IT Help Desk if you continue to have this problem.

How often do I need to do the extra MFA step?

Remember that MFA makes it harder for a bad actor to gain access to your account and the sensitive data that your account allows you to access. MFA is something you know (like a password) and something you have (like a cell phone with an authenticator app or that gets sent a text message with a code).

How often you are prompted to perform the second MFA step will depend on a number of factors. We are still formulating the balance between ease of access and security and have already made some changes to reduce the number of times each user must use a second factor to authenticate. 

Here are some broadly applicable guidelines of how often you will need to use a second factor [MFA] when authenticating:

• When it is the first time that you log into Malone services on a new computer or a different web browser on that computer.
• When using a laptop and your physical or logical (Internet) location changes significantly. This could be as drastic as logging on in Canton and then flying to Chicago and reconnecting or as simple as connecting to Malone wifi and then later connecting with a Verizon wireless hotspot.
• Depending on who you are, you might be prompted more often. If you have a job responsibility that gives you extra access to sensitive info, you may be prompted more often. If you are VP or the President, you may get prompted more often than if you are a student.
• Depending on what service you are using, you may get prompted more often. Example: If you are using our VPN to connect to campus to perform remote work (faculty and staff), you will be asked to MFA EVERY TIME you connect.
• As of this writing on Friday, 13 January 2023 and in most cases (except for those mentioned above), your MFA will last seven days. 

How do I change my MFA and password rescue options?

I have had a number of staff and faculty tell me that they set up their office phone to be called as one of their MFA options. This is fine as long as the only place you log into Malone systems is in your office. The next section of this post tells about the different options for MFA and password rescue, but if you want to change your MFA selections, you can do this from any Microsoft screen, say office.com . can also click the Here are the steps to access your security settings click by click:

1. From any Microsoft service, click your avatar/account icon in the top right corner:
   
   
   
   
   
2. Click "View account" from the menu that appears.
3. Find the card for "Security Info" and click it the "Update info" link on that card. You may need to MFA to access and change the settings.
4. Review and update your sign-in methods.

The direct link to manage your Malone MS Azure account's security settings is:

https://mysignins.microsoft.com/security-info

If you have lost access to your MFA methods and are unable to access your account, you can contact the Help Desk and we will reset your MFA options so that you can re-enroll. 

Recommendation

Set up more than one MFA option in case one is unavailable.

Description of Password Rescue and Multifactor Options

We put together this slideshow to help guide folks through the MFA enrollment process. Click on the links to read about the different password rescue and MFA options.

Why are we doing this?

We know that this new process makes it take longer to sign into our systems. We know that it is inconvenient to have to carry or otherwise access that second factor to complete your sign-in. There are a few reasons we are doing this:

1. To protect our data
2. To enhance our online presence
3. For regulatory compliance

To protect our data

Students, faculty, and staff have access to varying degrees of personal identifiable information [PII] and non-public personal information [NPI]. MFA prevents a would-be attacker from accessing your account because they do not have the second factor.

It also encourages good account behavior in that it is harder for people to share an account. Remember that you are responsible for any actions taken while your account is logged in. Never share your username and password credentials with others. 

To enhance our online presence

Adding this additional layer of security allows us to make more systems available securely online. More to come in this area, but we are excited to offer additional tools in the next couple years to students, faculty, and staff!

For regulatory compliance

Malone University is beholden to multiple federal and state regulations. Letter spaghetti includes but is not limited to GLBA, FERPA, HIPAA, HIPAA HITECH, FSA of DOE, Sarbanes-Oxley, etc. Many of these regulatory agencies and legislation require MFA in addition to other compliance regulations.

Places to launch your apps!

If you've read this far down, we hope these links made it worth it all! There are three places from which you can switch between applications. In many cases, you can get back and forth between the three.

• The Launchpad on Malone Xpress: https://jics.malone.edu
• The Microsoft Myapps platform: https://myapps.microsoft.com OR the grid icon while you are in a Microsoft app. It's located in the top left corner and looks like this: 
  
  
  
  
  
• The Google Workspace App chooser located in the top right corner of a Google Workspace app:
  
  
  
  
  

SSO Transition Update #4 Google Workspace and Moodle

Happy New Year Malone Students, Faculty, and Staff!

We are moving both Moodle and Google Workspace (email, docs, etc.) over to the new single sign on [SSO] system this week - 3-6 January 2022. This means that all major systems will be using the new AzureAD SSO system prior to the beginning of the Spring semester.

As a reminder, you will need to set up BOTH your password recovery options as well as one or more multi-factor authentication [MFA] options.

Many of the questions we have been getting revolve around the particular screen shown above. Microsoft is encouraging you to download and install their Authenticator app. Here are the common questions and answers related to this screen:

1. Some folks click through to download the app and choose the first option. This first option is an ad which is NOT from Microsoft. It is a third party authenticator app which, while legitimate, wants you to pay for its use. YOU DO NOT NEED TO PAY FOR AN APP TO USE MFA.
2. If you are already using an MFA app, you do not need to download another one. Ones that we know work are LastPass, Google Authenticator, Salesforce Authenticator; the list is growing. Click the option that "I want to use a different authenticator app" and scan the QR code with your existing authenticator app (top arrow).
3. You can use a different MFA method such as a text message. Use the link indicated by the bottom arrow and follow the prompts.

NEW PHONE WARNING!

If you get a new phone, remember to transfer your MFA settings to the new device BEFORE you reset the old phone. The instructions will vary depending on which app you are using, but typically you will need to select the option to "export accounts" to another device. You will then be shown a QR code (on your old phone) which you can scan with your new phone.

Not correctly transferring your settings to the new phone before you give up the old device makes resetting your MFA more complex. 

Recovery Codes

When you first set up MFA for a service or system, you will also be given a "recovery code." Be sure to write this down or store it somewhere. Print it out and put it in a safe place. We do not recommend that you save it electronically. This recovery code can be used to reset MFA if your phone is lost, damaged, or no longer available. 

When you record that recovery code, make sure you mark it both for what it is and for which system, e.g., "Malone Single Sign On - username: jdoe1@malone.edu recovery code: h@jkd JKHGJ H1234 322." You will end up with a recovery code for each service with which you have set up MFA (banking, github, government id.me, social media accounts, etc.). Remember that you can use the same authenticator app for many, if not all, of your online systems.

This and other Malone IT systems changes

You can view our Maintenance calendar which shows planned changes to Malone IT systems as well as unplanned outages using this calendar. This calendar is also published on Malone Xpress.

Please contact the IT Help Desk if you have any questions or issues. We can be reached via email at helpdesk@malone.edu , via the web at https://helpdesk.malone.edu or by phone at 330.471.8428.

New policies announcement "Required Employee Training Policy" and "Adobe Sign Configuration and Use Policy" effective 1 January 2023

 Dear Faculty and Staff:

Merry Christmas to you all. We are emailing you to announce two new policies which were recently approved by the President's Cabinet. 

• "Required Employee Training Policy" from the Human Resources and Information Technologies offices. https://helpdesk.malone.edu/helpdesk/WebObjects/Helpdesk.woa/wa/FaqActions/view?faqId=415
• "Adobe Sign Configuration and Use Policy" from the Business Office and Information Technologies. https://helpdesk.malone.edu/helpdesk/WebObjects/Helpdesk.woa/wa/FaqActions/view?faqId=416

Both policies will be in effect in the new calendar year 1 January 2023. Brief summaries of both policies are below.

What do I need to do?

1. Catch up on your training and encourage your peers to catch up on their training! To see what has been assigned to you, log into Malone Xpress and click the KnowBe4 training link from the launchpad. The icon looks something like this:
   
   
   
   
   
2. If you are a department chair or manager, you will be able to see a "Team Dashboard" which shows you what your team has due. If you are manager of managers or a dean of chairs, you will see a drop down menu to view the different team dashboards which answer to you. The "second warnings" will start to be sent in mid to late January (see policy section 3.3.2). Let us know if you see employees which need removed or added to your team dashboards.
   
3. If you are interested in using Adobe Sign, please follow the guidelines in the policy and let the Help Desk know who in your department you want to be set up to use it.

Please contact the IT Help Desk if you have any questions or issues. We can be reached via email at helpdesk@malone.edu , via the web at https://helpdesk.malone.edu or by phone at 330.471.8428.

Required Employee Training Policy - full policy found in FAQ415
Approved By: President’s Cabinet
Date Approved: Thursday, 17 November 2022, effective 1 January 2023
Date Last Amended: Tuesday, 13 December 2022
Date of Next Review: 15 May 2025
Team[s] Responsible: Human Resources, Information Technologies

1. Purpose
Employee training is a vital and required part of working at Malone University. This policy defines the process of compliance and enforcement for Malone employee training

2. Overview

• All employees of Malone University must take regularly assigned training related to their working with the students, faculty, staff, and larger University community.
• This policy applies to all Malone University employees whether full or part-time. It will selectively apply to student workers, members of student organizations, volunteers, contractors, and others who might work with our student body or information related to the operation of the University.
• As an employer and institution of higher education in the United States of America, there are a variety of regulations and legislation to which we are beholden. Regular employee training is one way in which the University can remain compliant with those rules.
  
  Engaging and completing regular training demonstrates a care for the students, faculty, staff, and the larger Malone University community and aligns well with the University’s foundational principles in that, “We value and foster intellectual breadth and virtue, believing that individuals who seek Christ's Kingdom First are called to embark on a lifelong process of learning.”

Adobe Sign Configuration and Use Policy - full policy found in FAQ416
Approved By: University Cabinet
Date Approved: 8 December 2022, effective 1 January 2023
Date Last Amended: Tuesday, 6 December 2022
Date of Next Review: 10 May 2024
Team[s] Responsible: Business Office and Information Technologies1. 

1. Purpose
This policy governs the set up, configuration, and management of Adobe Sign on Malone University’s campus. This includes billback for each department’s use of the system.

2. Overview

• Adobe Sign is available for use by all academic and administrative departments on campus.
• We have a contracted per use transaction cost established between Malone and Adobe through the AICUO.
• This policy is built so that all parties understand the abilities and the cost structure.
• The service page is https://na4.documents.adobe.com/

SSO Transition update #3 - MFA methods and Authenticator Apps

Hello Malone University Students, Faculty, and Staff:

Malone Xpress was converted to the new SSO system on Wednesday. This was a day later than expected because of some technical glitches in Malone Xpress. We have fielded several calls about the best way to set up your multi factor authentication so this post is dedicated to the types of questions that we have received from you in the past week or two.

There is no cost for MFA

You DO NOT NEED TO PAY for any services related to MFA at Malone. We have fielded several calls where users are being prompted to sign up for a subscription for their MFA authenticator apps. When I search the IOS App Store for “Microsoft Authenticator,” the first result is an ad for a third party app. The second result is the actual “Microsoft Authenticator App” the link to the correct iOS download is here. The Android app is here.

You can use any compatible authenticator app. I personally use Google’s authenticator app (download for iOS or Android). 

Whichever app you choose, this same app can be used for any service - banking, services, social media, etc. - that supports authenticator MFA.

More than one MFA method

There are four different mechanisms for multi-factor authentication which can be used. We recommend you set up at least two in case one fails or isn't available to you when you need it:

• An authenticator app such as the ones from Microsoft or Google <--most secure and recommended.
• Phone - you can be called or texted a verification code.
• Alternate phone - a backup method in case the phone you set up is not available.
• Office phone - this would call a third number you specify and read a code to you.

Even after you have completed the initial set up of your MFA methods, you can update which methods for MFA you want to use in your Microsoft profile's security section: https://mysignins.microsoft.com/security-info

How do Authenticator apps work?

When setting up a new service in your authenticator app, the most common method is for you to scan a QR code that the service will show to you during the set up. If you choose to use a different authenticator app than Microsoft’s, you will need to select that option during set up.

The process requires you set up a connection between your chosen authenticator app and whatever service(s) requires MFA. This connection is unique and is based on your smartphone’s hardware, a secure key managed by that service, and the current time. Every minute or so, a new valid key is generated by the app using these three pieces of information. That code expires every minute so that even if it was somehow stolen, it would stop working within sixty seconds. 

How the code is calculated is created is based on some very clever math that Kyle Calderhead, David Hahn, or Shawn Campbell could explain to you. If you take the algorithms course, you would be able to explain it like they can!

Things to watch for when using an Authenticator App

• When moving to a new phone, be sure to transition your MFA set up to the new device. This usually  means opening the authenticator app on the old and new phones at the same time and scanning a code shown on the old phone screen with the camera from the new phone. This migration cannot be done just by restoring your device from a backup because it is unique to the hardware of your device. Remember to completely wipe your old device before discarding, reselling, or giving it to someone else.
• Many services will give you backup or rescue codes that can be used instead of the MFA app. Be sure to store these securely someplace. We suggest printing these rescue codes and storing them in your files somewhere. Do not save them to a digital file on your computers or devices. These codes can be used to recover your ability to log in say, if you drop your phone in a lake or it is stolen.

SSO transition update - Malone Xpress scheduled for Tuesday, 6 December

Dear Students, Faculty, and Staff:

We are making steady and positive progress moving all of our services and systems to our new SSO platform (Microsoft Azure AD). 

Malone Xpress is scheduled to be moved over to the new system early Tuesday morning, 6 December 2022. This will be when most students, faculty, and staff will be required to set up their password reset and authentication factors.

At this point, you may want to review our last message. It contains more details about what we are doing. But here is a shorter version that tells you only what you need to know and what to do...

1. Go to https://login.microsoftonline.com/ and sign in with your Malone.edu email address. If you are prompted to log in using your "personal" or "work or school" account, choose "work or school" account.
2. Set up your password self-service reset options and your multi-factor authentication options. 

You can do this now so you won't need to do it later. You can also choose to wait, but later you will be required to set it up. This would not be fantastic if you were forced to do this during a time-crunch, e.g., about to take a test, late for a meeting, assignment deadline.

You can review a complete schedule of services which are completed or scheduled in this Google Sheet (Malone.edu account required to access).

More information

As of writing this message, about a 100 users have completely set up themselves with MFA and password reset. Nearly 300 of you have set up your password reset information. 

New Single Sign on and Multifactor Authentication is Coming - Set up your password reset!

Dear Malone Students, Faculty, and Staff:

The Information Technologies office has been working on moving all of our servers and systems over to a new Active Directory service and SingleSignOn [SSO], i.e., one password, many systems. This service will pave the way for secure, safe, and reliable access to Malone systems for the next twenty plus years. Our old directory, malone.int, has lasted about 25 years!

If you are downloading Microsoft Office for your personal computers or using Office 365's cloud applications, you are already using the new SSO system. This is based on Microsoft's AzureAD technology. Starting sometime in December all University systems which use SSO (and even a few new ones) will begin to use the new SSO.

Current (Old) SSO page

New SSO Page

The new SSO page is available at: https://login.microsoftonline.com/ . As of this writing it looks something like these:

 or

once you type in your malone email address, the page will change to this:

So what? Do I need to do anything?

We are so glad you asked. Yes. Please sign into https://login.microsoftonline.com/ with your malone.edu email address and password. You will be asked to set up your password reset mechanisms. The new service offers several different methods of password reset:

1. question and answer pairs
2. text message to a registered cell phone
3. authenticator app
4. rescue email

Set this up now so you aren't forced to when it is inconveniant and you need to access some service in December or January.

Multi-Factor Authentication [MFA]

We will be requiring multi-factor authentication [MFA] for all active students, faculty, and staff. MFA is an important security enhancement. It helps ensure that your Malone data and personal information stored in Malone's systems stays secure from would-be attackers.

The most common form of MFA is a sms/text verification. When required, the system will send you a text message with a code in it. This is a mechanism that many of you are already familiar with if you do online banking or another secured service. This will not be an every-time-you sign-in thing, but will be required when connecting to Malone services from a new machine or if you are connecting from a new physical location.

An alternative, optional, and slightly more secure form of MFA authenticaion is to use an authenticator app like Google Authenticator (iOS and Android) which will generate a rotating code that - when you are asked/prompted for it - you will type in when signing into a Malone service. You will need to do this when you sign into a Malone service using a new web browser or device or perhaps when your location or network has changed significantly. 

Timeline for the Change

The Information Technologies department will begin transitioning some minor services in the next couple weeks (Mid November start). It is very likely that the next time you sign into the IT Help Desk system, you will need to sign in through the new SSO service. All SSO-able [sic] online services will be switched by the end of January 2023.

Welcome Back Students! Fall 2022 Edition

Good morning from the Information Technologies Office. Welcome back! Here are some tech items that may be of interest to you. In this edition:

• Changes to Xpress (student edition)
• Themes in Gmail
• Connecting to Wifi
• Microsoft Office is free
• Update your Q&A pairs
• How to get help

Changes to Xpress

Xpress is the place you go when you don't know where to find stuff. It is the launchpad from which students, faculty, and staff can get to all-things-Malone which are online. Mid-July saw a major revamp of the way that Xpress is structured. Here is a summary of those changes. 

Quicklinks and Launchpad

• Note the Quick Links portlet (box #1) located on the left navigation bar (this is hidden by the arrow when viewing on a mobile device). Links in this section show the same for ALL Xpress users including the public who have not signed into Xpress.

• The Launchpad portlet (box #2) has been revised to better describe what you are clicking. The icons and links in this section change depending on what roles you are assigned on campus. The view for faculty is different than the view for staff is different than the view for students. Be sure to explore the different features in launchpad including the computer lab availability maps and the "Phiz" (campus people directory)

• Search (arrow #3). Users may now click the Magnifying Glass icon at the top-right corner of the screen to conduct a site-wide search for a specific phrase.

• Announcements (arrow #4) can be scheduled to show up and expire and can also be targeted at specific groups on campus. Announcements show up based on a person's role/group and will show up for them on any tabs where there is an announcement portlet.

For Students

• Students may now view their course schedule, ePioneer account information, and advisor information from the homepage of the Student tab.
• All handouts intended for students have been moved to the Student Resources page found in the Student tab.
• The former Student Accounts and Financial Aid pages have been combined into a single page called Student Accounts and Billing found in the Student tab.

Tab owners

Do you see a discrepency on a tab or page or want to add something or make changes? Each tab has an "owner" which is designated on the bottom right column of each tab. The tab owner is empowered to make changes to the tab and any pages found on the tab. 

Gmail Themes enabled

Not a huge deal, but you can now pick a theme in your gmail interface. 1) Click the Settings "Gear" icon and 2) choose from a variety of themes for your gmail screen.

Connecting to Wifi

Your fastest and most reliable connection on campus is through the EDUROAM network. The EDUROAM network is available at other Universities, airports, and even some businesses all over the world and you, Malone student/faculty/staff member, will be able to connect to those WIFI locations automatically. 

Sign into EDUROAM with your full email address and Malone password. For more detailed instructions, click through to FAQ188

Microsoft Office is free

As long as you are actively enrolled in classes in a current or future term, you will have access to Office365 for free. Instructions for accessing and downloading your copy of office are in FAQ313 for windows and FAQ314 for Mac.

Update your Q&A pairs and SSO changes

A new year and a new semester, it might be wise to doublecheck and update your Q&A pairs in the password self-service portal. Click on the Gear icon in the Launchpad on XPress:

and then select the "I want to view or change my security questions" option. 

Changes to Single Sign On. We do want to let you know that sometime in the next few months we will be switching our single sign on platform to Microsoft Azure AD. Several things will happen when this is completed.

• You will need to set up your self-service question and answer pairs again
• Multifactor authentication will be turned on making your accounts and information more secure.
• The web page for single sign on will look and operate differently than the current white page with Malone logo.

How to get help

You can sign into the IT Help Desk system from the Launchpad:

Once you are logged in, you can search our FAQs [Frequently Asked Questions], view any open or historical requests you have made, or ask us for help with a new question/issue. Remember that we cannot fix a problem if we do not know about it! You can also email us at helpdesk@malone.edu or call us at 330.471.8428.

Blessings on the new semester!