Introduction
The Michigan Medicine Account Request Tool (ART) provides the ability for Access Liaisons to maintain the lifecycle of an affiliate's Michigan Medicine account by:
- Submitting new Michigan Medicine account requests for affiliates (non-employees)
- Viewing accounts and appointments associated with your department (including employees and affiliates)
- Requesting application access for MiChart, Pyxis, OBIX, and Centricity
- Extending end-dates for your affiliates
ART also provides the ability for Responsible Persons to:
- Approve Elevated Privileged Access for Michigan Medicine users and their devices
- Manage their department's Access Liaisons
Note: If a user's DOB, Personal email, or Personal phone is incorrect or missing:
- Users (employee and affiliate) with incorrect or missing email addresses. The manager or Access Liaison can submit a catalog item request, https://michmed.service-now.com/sp?id=sc_cat_item&sys_id=3e372aa0db00ff801ce4138b4b961981
- Employees with incorrect or missing DOB or Personal Phone - Department's manager should contact their department's HR representative
- Affiliate with incorrect or missing DOB or Personal Phone - Department's Access Liaison or Manager will need to submit a ServiceNow ticket to the Accounts and Access team. Do Not include personal information such as SSN and DOB in the ticket. A DropBox link will be provided where the information can be securely sent.
Topics
How Users Become Access Liaisons
Access the Account Request Tool
Request Access to Applications for an HR Appointment
Useful Links:
How to Approve Elevated Privileged Access for Users in Michigan Medicine Account Request Tool (ART)
- This knowledge article applies to Responsible Persons
Michigan Medicine Account Request Tool (ART) - Liaison Management
Michigan Medicine Sponsorship Administration Policies and Agreement
Michigan Medicine Account Request Tool (ART) - Jobs
Michigan Medicine Account Request Tool (ART) - Frequently Asked Questions (FAQ)
Michigan Medicine Onboarding Resources
Terminology
Responsible Person: Individual who has been identified by HR to be responsible for a department(s).
Access Liaison (formerly Authorized Signer or Sponsor): Individual who has been approved by leadership within a department to manage their affiliate's sponsorship within the Account Request Tool.
Affiliate (non-employee): An individual who participates in Michigan Medicine workspace and requires Michigan Medicine sponsorship but is not an employee.
Appointment: A structure that defines department, job code, sponsor, start date, and end date for either a Michigan Medicine affiliate or employee.
Employee: An individual who has a University of Michigan Human Resource (HR) appointment which reports to the Executive Vice President of Medical Affairs (EVPMA). An individual that has an active appointment in the PeopleSoft system, and is part of the Michigan Medicine Covered Entity.
Michigan Medicine Covered Entity: A covered entity is a health care provider, health plan, or health care clearinghouse regulated by HIPAA. The University of Michigan is a "hybrid" covered entity because some of its units are regulated by HIPAA. The Michigan Medicine Compliance Office manages the list of units (departments) that fall under the Michigan Medicine Covered Entity.
Account Request Tool (ART): Allows Access Liaison's from Michigan Medicine to request services for employees and affiliates. UMICH and Michigan Medicine accounts are automatically created, any additional services are added manually, and the user account information is provided to the Access Liaison.
Basic Services: A package of general IT services granted to all employees. This currently includes: a Michigan Medicine account, workstation access, and email services.
Instructions
How Users Become Access Liaisons
The Responsible Person for the department must authorize a new Access Liaison through the Account Request Tool's (ART) Liaisons screen.
Visit the Michigan Medicine Account Request Tool (ART) - Liaison Management article for instructions on how Responsible Persons manage Access Liaisons.
Access the Account Request Tool
1. Using Chrome, Navigate to the the Account Request Tool (ART).
2. Type your Michigan Medicine credentials, click Sign In, and complete authentication through Duo.
This page is where an Access Liaison can view, edit, export, and delete appointments (affiliate appointments only) associated with a specific department.
Request Access to Applications for an HR Appointment
An Access Liaison editing an appointment from My Accounts can request access to applications (not revoking access).
1. Click the appointment row for the appointment that you would like to edit.
2. Select any/all applicable access option checkboxes and then click Update to submit access requests.
Note: If you select MiChart, you must provide details of the requested access in the text field.
Note: If you select Pyxis, you must select the desired access level from the drop-down list.
Editing an affiliate is similar to requesting application access for an HR Appointment, but with three additional options:
A. End Date: Edit this field when you want to extend the affiliate's end date.
B. Finalize End Date and Suppress Notifications: Selecting this checkbox disables extending the end date and email alerts about extending the end date.
C. Delete Appointment: Clicking this button will request deletion of the appointment.
Exporting appointments enables you to export selected records to an Excel file. This is not the same as the template you use to request multiple accounts. Please refer to Multiple Accounts Request section for those details.
To export appointments:
1. Select the checkbox(es) for the appointment(s) you want to export or click Select All if you want to export all appointments
2. Click one of the blue Export Selected Appointments buttons. An Excel file is now available to open.
You can delete appointments for non-employees only. You can delete these appointments individually or all at once. Remember, you cannot delete full-time employee appointments.
Note: Non-employees include interns, temps, contractors, etc.
To delete appointments:
1. Select the checkbox(es) for the appointment you want to delete or click Select All if you want to delete all appointments.
2. Click one of the red Delete Selected Appointments buttons.
This page breaks down the request process into three steps and can be abandoned at any point prior to submission. The three steps include the following:
- Step 1: Account Identification/Creation
- Step 2: Access Request
- Step 3: Verify and Submit
Step 1: Account Identification/Creation
Provide all the details that are necessary for an account to be set up. Any field with a red bar indicates the field is required; the bar turns green once a field is completed. If a bar doesn't turn green, confirm the information and the format used. Field validation will ensure information is entered correctly.
A. If you know the UMID or Uniqname of your affiliate, enter it in the search box and click the Search button. If you do not know the UMID or Uniqname of your affiliate, type the Last Name and First Name in the respective fields.
- You will not need to enter DOB, Gender, and SSN if you know the UMID or Uniqname.
B. Type the Personal Phone number.
Note: Required hyphens are inserted automatically as you type.
C. Type their Personal Email address.
- Please verify the personal email address before entering, this email cannot be edited via ART after request submission.
D. Select the applicable Department.
E. Select the applicable Job/Course.
F. Select a Start Date.
Note: Required slashes are automatically inserted.
G. Select an End Date. If the affiliate's end date will not be extended, you can select the Non-Extendable checkbox.
Note: Selecting Non-Extendable disables extending the end date and email alerts about extending the end date.
H. The Supervisor Uniqname populates automatically.
I. Type the person's date of birth in the DOB field using mm/dd/yyyy format.
J. Select the applicable Gender.
K. Type the person's social security number in the SSN field.
Note: As you type, the Social Security Number remains hidden. Mouse over the icon of the eye next to reveal the numbers you entered to confirm the accuracy.
L. Provide any Comments if additional information may be helpful in processing the request.
M. Click Next (this places you at Step 2).
Step 2: Access Request
If there are any additional access requests (not revoking access) beyond Michigan Medicine (Level-2) account, workstation access, email services, and H drive:
1. Select the checkboxes to request application access for Centricity, MiChart, Obix, or Pyxis.
- If you select MiChart, you must give details of the requested MiChart access in the text field
- If you select Pyxis, you must select the desired access level from the drop-down list.
2. Click Next.
Note: You can click Back if you need to edit information provided at Step 1.
Step 3: Verify and Submit
At this step, verify the accuracy of all information, including Additional Access Requests.
1. If everything looks good, click Create.
- If you need to edit information, click Back (A). If you want to abandon the request altogether, click Cancel (B).
2. When the confirmation window displays, click OK. Your request is submitted.
If you have more than one account to request, use the Request Multiple Accounts page, as that has fewer steps than requesting a single account multiple times.
Prerequisite
1. Download the Account Request Template CSV file. Open file in a spreadsheet editor, such as Excel.
- Complete the fields in the spreadsheet exactly as the onscreen instructions describe. If you do not follow the directions precisely, validation will fail when the file is uploaded and you will need to make edits then try again.
2. Save the file to your desktop, and then proceed to Upload Accounts.
Step 1: Upload Accounts
1. Prior to uploading the template, you will need to populate fields that are common to all accounts and appointments. Populate Department, Job/Course, Start Date, and End Date (Supervisor auto-populates). Once fields are complete, the Upload Template button displays.
2. Click Upload Template (or click Start Over to clear the fields).
3. Select the file you saved to your desktop.
- If you completed the spreadsheet correctly, the Next button displays in dark blue.
4. Click Next
- If the Next button displays in a lighter blue color, that indicates there was an error. Review the errors in red at the bottom of the page. Make corrections in your CSV file, save it, and then upload it again.
Step 2: Verify and Submit
1. Verify the information that displays on the Verify and Submit page.
2. Click Create.
- If you need to edit information, click Back (A). If you want to abandon the request altogether, click Cancel (B).
2. Confirmation displays indicating that the upload is complete.