New Hire – ChopShop

Finance Systems Access and Training

The purchasing and finance systems that we use most often are managed by Supply Chain Management (SCM, formerly known as Materials Management). SCM is a Partners organization that covers many central corporate functions including supplies, purchasing, contracts, and vendor management. Most importantly for us, they are responsible for the important financial systems we use: eBuy for purchasing, eCheck system for subject compensation, and Expenses for submitting expense reports.

SCM website: supplychain.partners.org (note: only accessible inside partners network)

SCM Client Services Helpdesk

Client Services help desk: 617-726-2142

The Client Services Helpdesk is without doubt the most helpful helpdesk at Partners, so call them whenever you have a problem. Some of the situations Client Services can help you with are:

If your subject complains that they haven’t received their check. Client Services can find out when the check was sent, what address it was sent to, and whether it was cashed. If the check hasn’t been cashed for over 45 days, they will stop payment and issue a new check.
If a vendor says they haven’t been paid yet, call Client Services.
If you need help submitting an expense report, or getting a reimbursement, call Client Services.

Training and Access for eBuy, eCheck, and Expenses

This table and the links were copied from the SCM website at http://supplychain.partners.org/training-and-application-support/getting-access-to-peoplesoft.aspx

PeopleSoft Module	How to Get Access	Training Information
eBuy+ is Partners’ online requisitioning system for requesting goods and services.	PeopleSoft eBuy Requester Access Form must be completed and signed by manager. Click for more information.	eBuy+ Training is required before you can obtain access to the system. Both classroom training or web-based training are available.
eCheck is Partners’ online check request system for requesting that an individual or supplier be paid.	Access can be obtained via a self-enrollment page within PeopleSoft. Click for more information.	Training is strongly suggested, but you do not need to attend training before getting access to eCheck. Click for more information about our training options.
Expenses is Partners’ online system for requesting employee reimbursement for out-of-pocket and corporate card expenses.	Access can be obtained via a self-enrollment page within PeopleSoft. Click for more information.	Training is strongly suggested, but you do not need to attend training before getting access to Expenses. Click for more information about our training options. Corporate card users may also participate in supplemental training on reconciling transactions in Expenses.
Wallet	to be supplied	to be supplied

Set up your Jupiter account

LATN uses a server called “Jupiter” for all our files. This includes all your personal work files , all study data, subject information, recruiting tools, IRB protocols and everything else LATN-related. Jupiter is in the MIC data center and is managed by the MIC-IT team, which consists of Chrissy Bonello and Jesse Baer.

Your Jupiter account and password are totally independent from your Partners User ID and password. It should have been set up for you before you arrived, but if you haven’t received the confirmation email you should let Dave know.

You’ll receive the email when your account is created, with instructions for how to access your account.
Your Jupiter account name will normally consist of your first initial and your last name. A password will be assigned for you, and you should change it as soon as you can. Instructions for this should be included in the email your received, but the “Jupiter_Server_Setup_Instructions” document in common/Admin/RA_Training_Modules folder has instructions for changing the password.
Those instructions also explain how to “Map a Network Drive” so you can access Jupiter easily from your PC or Mac.
You will have your own folder on Jupiter (your ‘’home” directory). You must keep all your work files in this folder, and not on your desktop PC or Mac, for two reasons. First the files will be accessible from any other computer when you’re not in your office; and second, the files on your desktop will not be backed up, so you will lose them if anything happens to the computer.
You will also have access to certain shared directories based on your job and the projects you are working on. If you need additional access, contact Dave.

Security Requirement: Only you can use your account. Every lab member must have an individual account on Jupiter. You must use only your own account, and you must not share your account with anyone else. If you are using a shared computer such as a countertop PC, you must map your network drives using your own account or else you won’t have access to the right directories. Then you must Log Off at the end of every Windows session to close your drive mappings properly, otherwise the next user can get access to your files.

Other Tasks for Week 1

After you’ve caught up with the Day 1 tasks, you can move on to these less urgent activities.

HR and Benefits Updates on PeopleSoft

You will use the PeopleSoft-HR application to update your benefits enrollments, view your paycheck, update your vaccination history, and complete many other HR-related tasks. At orientation, the HR representative reviews many tasks that you need to complete in the first few days of employment.

Access PeopleSoft at http://peoplesofthr.partners.org. Log in with your Partners User ID.
Click the menu item “HRMS Production” to access the HR functions.

Keys

You will need the following keys:

The key to your office
The KB3 key: Opens the doors to the CDASR area, EEG rooms, and Behavioral Testing Room
A key to your desk and the file cabinet in your office.

IMPORTANT: The main door into the CDASR office area gets locked at 5:00 PM every day. You must bring your KB3 key with you if you leave the area (to go to the restrooms, for instance).

In most cases a set of keys will be ready for you when you arrive, passed down from your predecessors. If not, keys have to be ordered using the Facilities Work Order form: http://phsmclgpm2/GpmWoRequest.aspx. It takes at least a week or usually more to make keys. When they’re ready, you will get a confirmation email from the Work Order system saying that the keys have been cut, and you can pick them up at the Security desk in AB1. If you don’t get a confirmation after a week, you can call security (x2121) to see if they are ready.

The other keys you will need are in the safe, in the EEG control room. This includes keys to additional interview rooms, keys to the filing cabinets in the corridor, and keys for rooms at the MIC.

At the MIC, the DD11 key opens the interview rooms, the MIC conference room, and many other common spaces. The DC11 key opens the BPRL Exam Room (e.g. for processing inflammatory markers). Both of these keys are available in the safe. Orders for MIC keys must be approved by Terry Mancini, at the MIC.

Update your Partners Telephone Directory (PPD) Entry

The PPD (http://ppd.partners.org) is the ‘headwaters’ of personal data, including items like office location, telephone number, and position title. This information flows into the Outlook/Exchange address book. Your PPD entry is initially created by HR, but within a few days you should review it and fill in any missing information. To update it, click on the “Go To My Entry” link and follow the instructions.

Harvard Library Privileges

RAs will need to obtain a ‘Special Borrower Card’ from the Countway Library at Harvard Medical School. This will provide you with online access to all the academic journals you will need to conduct literature searches or create bibliographies for lab research. The application form and a description of the program are available on the Countway website at https://www.countway.harvard.edu/about/research-assistants.

A Harvard ID is only issued to people who have faculty appointments at Harvard Medical School, such as postdocs. In the past, some RAs were given appointments but this is no longer a common practice (it now requires a letter from Scott Rauch justifying why the appointment is necessary).

CITI Training

You must complete the online Human Subject Protection training program, which is run by CITI, in order to work on any study. This is mandatory and must be completed before you can be added to the study staff for any project. The training takes about 3 or 4 hours.

Before you can enroll you must have a Partners or McLean email address.
Go to https://www.citiprogram.org/ and click the Register button to create an account
- Enter “Massachusetts General Hospital” as your institution
- Provide your McLean email address, if it’s been set up, or you can use your partners.org address.
The next few screens determine which training you’ll need to take. (The interface changes occasionally, so the following instructions may be outdated. Ask for help on anything that’s not clear)
- Indicate that you’ll be doing Human-Subjects research (not animals or IACUC), and that you will be involved in “DCR” (design, conduct, or reporting).
- You should be assigned to take the “Good Clinical Practice” training. If you don’t see this, you should stop and find out what to do next.
- Note: The training requirements changed in December 2016. Everyone must now take the GCP course, while the other courses are no longer required (e.g. Biomedical Research)
Complete all of the modules listed.
When you finish, download a PDF copy of your certification and email it to Dave, and let the RAs you’ll be working with know you’ve completed the training.
Within 24 hours, your status will be updated on the Insight system, which is the system the IRB uses to track all study protocols. When your status is updated on Insight, the other RAs can submit amendments to add you to the study staff.
When you’ve been added to a study, you will receive an email directing you back to Insight to confirm.

If you completed the relevant CITI training at another institution, you should be able to transfer it to Partners/McLean. The instructions can be found on the FAQ here: https://partnershealthcare.sharepoint.com/sites/phrmportal/Lists/FAQs/CITI%20Training.aspx.

If you have any problems with the CITI process, send email to citiprogram@partners.org or contact the IRB help desk. Further information about CITI administration and requirements can be found at https://partnershealthcare.sharepoint.com/sites/phrmResources/t/Pages/CITI-Program.aspx.

Training Roadmap

There are a number of training sessions you’ll need to attend, so you should work with the other RAs to schedule them as soon as they are available.

MRI Safety Training

All RAs need to complete the Imaging Center’s MRI Safety training, and pass the test. This will allow you to enter to the scanner rooms to help with setting participants up in the scanner. If you have not completed the training yet, you can still observe MRIs from the control room.

Bob Baden is in charge of MRI Safety Training. Contact him (x3321, rbaden@partners.org) and let him know you are a new RA who needs to be MRI safety certified.
Note that you will also need to contact him to set up your CPR/AED training (see below), so consider sending him one single email with both of these requests.
He should contact you to pick up the safety training binder and fill out a request form, not necessarily in that order. Consult with another RA before filling in the request form to make sure you are being given suitable permissions.
He will also set a date for you to watch the MRI safety video and take the test afterwards. Do not pick a date that will not give you enough time to prepare for the test, although it is not overly challenging.
If you pass the test, you will be contacted and informed that your badge can now be used to enter the MIC and the scanning suites. If you fail you will need to set another date to take the test again.

eBuy Training

You will use E-Buy quite frequently to purchase items for the lab,

You may do the eBuy training online, BUT attending the class seminars will teach you the tips and tricks (especially because they’ll teach you how to avoid the bugs in the system)
To schedule attendance at an in-class seminar, click on “eBuy Hands-On Classroom Training Dates”
Click on “McLean Hospital” and follow the directions OR
Email ebuy@partners.org with the following information and request dates and times for the next training. Training is usually 2 hours.
NOTE: You must fax in a form signed by your supervisor and have taken a class prior to contacting PHS Accounts Payable about adding Financial Productions to your PeopleSoft account.

eCheck and e-Expenses Training

You will use the eCheck system to send compensation checks to participants, and the e-Expenses system to submit expense reports.

This training is held regularly at McLean. McLean staff should receive emails about upcoming trainings that you can sign up for, but you can also contact Cathy O’Connell (x2637; cmoconnell@partners.org) directly to ask about upcoming trainings and register.

HealthStream

McLean has a set of core training modules that every employee must complete, covering topics such as fire safety, infection control, and HIPAA compliance. These are available online through the HealthStream system, at http://partners.org/healthstream. New employees should complete this training within their first 30 days.

To sign up on the HealthStream website, use your Partners User ID and the default password “abc123”. You will change your password after logging in.

CPR/AED Training

All employees must take a standard course on CPR/AED first aid. This is not an immediate requirement to be allowed on campus, but you should sign up for this training ASAP as soon as it is offered. Courses are not always regularly offered and may be difficult to get into.

Contact Bob Baden at the MIC (x3321, rbaden@partners.org) and let him know you’d like to sign up for the next CPR/AED training session.
You must take a refresher course every two years.

PET Training

All RAs who run PET studies must attend a short Radiation Safety seminar at MGH, whether their study is at the MGH main campus or the Martinos Center. Briefings are usually given by Tara Medich (tmedich@partners.org), and you can contact Paula Lyons (617-726-2425, plyons2@partners.org) to schedule an appointment. Additional information can be found here: http://www.partners.org/researchcores/radiation/radiation_mgh.asp

If the PET study is being run at the Martinos Center, you must also attend the MRI safety class offered there. Sessions are held approximately every two weeks, and are announced on their mailing lists.

IRB, Insight, and Regulatory Binder Training

Training for IRB requirements and procedures is typically done on-the-job when the need arises, by one of the more experienced RAs. However the IRB web site has a tremendous amount of information that can help with specific situations: https://partnershealthcare.sharepoint.com/sites/phrmapply/aieipa/irb.

Insight (http://insight.partners.org) is a web-based application used for IRB protocol administration. Insight training is usually done on-the-job, however online video training and quick reference guides are available at https://partnershealthcare.sharepoint.com/sites/phrmResources/t/Pages/InsighteIRB-Training.aspx.

Regulatory binders contain all of the documents related to a particular study, including the IRB documentation and much more. They are mandatory for any studies involving treatment, drugs, or radiation, and for studies sponsored by private industry, and we maintain them for every study in the lab. It is important to keep them up to date. The Partners QI Program provides information about regulatory binders on their website at https://partnershealthcare.sharepoint.com/sites/phrmdepartments/poc/qi.

About once a year, people from the IRB and the QI Program from Partners offer a seminar at McLean. Contact Dave to find out when the next one is scheduled.

Set up your Google calendar

Most scheduling of people and resources within the department is done using Google calendars. If you don’t have a Google calendar, follow these instructions from Google: https://support.google.com/calendar/answer/2465776?hl=en&ref_topic=3417969. If you already have a personal Google calendar, you might prefer to keep it private. In this case, you can create a second Google calendar that’s just for lab appointments following these instructions: https://support.google.com/calendar/answer/37095?hl=en.

Share your calendar with all the other RAs, giving them the ability to ‘Make Changes’ and everyone will do the same for you. Ask one of the RAs or Dave will also give you access to the calendars for the other lab resources such as the laptops, the various interview rooms, and the EEG system. To schedule a resource, you simply create an appointment on those calendars. Include your name and extension so others can contact you if a scheduling conflict arises.

Set up Accounts and Email

Every new RA arrives eager to get started, but first there are a number of hurdles to get over.

Activate your Partners User ID

You must do this step first. Your Partners User ID will be needed to access your email, log into PeopleSoft, and access the Partners network. Before you can activate this User ID, your paperwork from orientation must be processed by HR. (It can take a few hours after orientation before your User ID is ready to be activated, so if you receive an error message you might need to wait.)

Go to https://myprofile.partners.org/ and select “New User”.
Select the option “click here for password self-service,” and fill in the form.
The system will issue your Partners User ID, which will look like your initials followed by a number (such as “dap47”).
You must choose a password and some challenge questions. Your password must be at least 8 characters long and have letters and numbers.

Verify your Partners email

Go to the web site partners.org/email and log in with your new user ID and password. If you can log in, your email is set up! It could take 10 to 30 minutes after you activate your User ID for this to work.
Head’s up: Although you log in to email using your Partners User ID, your email username will be different. Usually it’s your first initial plus your last name (e.g. sfreud@partners.org). The best way to find you email address might be to send an email to someone in the office then ask them who it’s from! :-\

Request a mclean.harvard.edu email address

Initially you are issued an ‘@partners.org’ address, but you should set up an ‘@mclean.harvard.edu’ address. Unless there is a specific reason to do otherwise, use your McLean email address for all correspondence.

Make a note of your partners.org address before you start. You’ll need to know it later.
To activate a McLean email address, call the IS Helpdesk at 617-726-5085 or submit an IS service request at http://helpdeskselfservice.partners.org/. Ask them to create a “mclean.harvard.edu” address for you, and to make it your primary email address (use the word ‘primary’ in your request).
When the McLean address gets set up, your default ‘From’ and ‘Reply-to’ name In Outlook will switch to be your mclean.harvard.edu address (within a few hours).
Head’s up: Technically your @mclean.harvard.edu address is an alias for your @partners.org address. An email message sent to either address goes to the same inbox.

Once you have your address set up, ask Dave to add you to the standard distribution lists for LATN, CDASR, and the MIC (the actual names are mcl-latn, mcl-cdasr, and mic-plus, respectively).

You’ll need to subscribe to the ‘McLean Research List’ yourself using the form at http://researchlistweb.partners.org/list/w/mcl-research/subscribemcl-research.html.

Set up Outlook on your PC

To set up Outlook on your work PC, contact Dave
Create a personal signature (a ‘sig’) that will be added to the end of your email
We also have a shared mailbox for recruitment: neurolab@mclean.harvard.edu. You or one of the other RAs must contact the IS Helpdesk to request access to it.