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University of Pennsylvania
Financial Systems
Suite 318/322 Franklin Building
3451 Walnut Street
Philadelphia, PA. 19104

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Information Technology and Support

[ Policy & Procedures ]

Table of Contents
Media Files :|: Password Policy :|: New/Temporary Employee Accounts :|: Employee Departures
Replacing Existing Computers :|: Purchasing New Computers :|: Web Development Service

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Media Files Policy

Effectively March 15, 2011, all media related files that are considered non-business related are prohibited from the Finance Production servers (including all network drive letters). To retain and track business media related files, G:\multimedia folders have been created in each G:\ shared folder for each department and/or group. A department representative has been selected to search each department shared folder so we know that each shared folder is reviewed thoroughly for all types of media files.

To assist you in searching for media files, we created 2 batch files in each G:\multimedia folder. Each one will produce a results file from searching your G:\ drive or your U: drive. Each results file will be in plain text format on your U:\ drive for your review. Each batch command file will name the results file differently so there should be no confusion.

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Password Policy for all Division of Finance Servers

The Division of Finance at The University of Pennsylvania maintains a network of servers which contain information which is of a confidential nature and vital to the business continuity of The University of Pennsylvania. Everyone with access to this network and all associated servers must be aware of this policy and help do their part in keeping the environment as secure as possible.

The Information Technology and Support department (ITS) assigns a unique id and password for each user. This id is to be used ONLY by the person to whom it was assigned. Sharing user ids is strictly prohibited.

Upon creation of a new user id, a temporary password is assigned. The user is given their id and password on a sealed form and asked to change it immediately. The user must change the password during their first login. After the password is changed the user should make every effort to keep the password secret. The password should not be told to anyone. The password should never be written down. The ITS department is not able to see the password once it has been changed. If the password is lost the ITS department can set a new one. Each time a new password is set, the user must change the password at their next logon.

There are certain restrictions on which passwords can be used. The purpose of these restrictions is to make it harder for a would be intruder to guess a user’s password.

  • A password must be a minimum of eight (8) characters.

  • A password must contain three (3) of the following:

    • A capital letter (A,B,C…)

    • A small letter (a,b,c…)

    • A number (0,1,2,3…)

    • A symbol (!,#,$...)

  • A user’s id may not be part of the password (i.e. user smith may not make his password dsmith2).

  • A history of the last six (6) previously used passwords is kept. You may not reuse one of your last six (6) passwords

  • Once a password is changed, it may not be changed for another three (3) days.

  • A user will be notified to change their password at least every forty-two (42) days.

  • Security best practices state you should not use the same password for all of your system accounts. In addition, you should keep your business account passwords separate from your personal account passwords. Here are some UPenn web sites for creating and managing strong passwords. To further assist you in creating secure passwords, here the Top 10 Security Tips from ISC Security.

  • Sharing your password with another person is a violation of University policy

These policies are in place to maintain security without over burdening the users of our servers. It is the responsibility of each and every member of the ITS department to uphold these policies and take appropriate action whenever necessary to maintain the integrity and security of the Division of Finance servers.

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New/Temporary Employee Accounts
Please place your service request through the ITS Help Desk Footprints Icon

The ITS Department would like to make the transition for new employees as easy as possible.  In order to do so, ITS requires TWO business days notice to create new accounts.

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Employee Departures
Please place your service request through the ITS Help Desk Footprints Icon

In order to provide a secure environment for our network and financial files and accounts, the ITS Department needs ample time to set expiration dates on accounts and network access. Please notify the ITS Department of all departures a minimum of TWO WEEKS before the employee's last day.

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Replacing Existing Computers
Please place your service request through the ITS Help Desk Footprints Icon

The ITS Department performs yearly reviews of all existing PC's. It is at this time that individual PC's are evaluated for replacement or upgrade. If you have a request for a PC to be evaluated, please fill out a request form. We will make sure it is promptly reviewed.

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Purchasing New Computers
Please place your service request through the ITS Help Desk Footprints Icon

The ITS Department is responsible for recommending the configuration and purchase of new computers.  New computers are purchased for newly created positions (not replacement positions). Please allow two to four weeks for delivery.

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Web Development Service
Please place your service request through the ITS Help Desk FootprintsIcon

ITS Staff can assist in developing and maintaining your department's web site.

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Finance Spotlights

Budget Planning Tools
Current Grant F&A Rates
Electronic Grants Submissions - Grant.Gov Acrobat PDF Document
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2016 Annual Financial Report Acrobat PDF Document
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