Plan for introducing multi-factor authentication

In 2022, multi-factor authentication will be gradually introduced to university-wide systems. To enable the introduction, all employees and affiliates need to activate multi-factor authentication to their user accounts.

Multi-factor authentication must be activated no later than on the following dates for the respective groups:

  • University Administration – 31 January 2022
  • Faculty Offices and the Umeå School of Education – 28 February 2022
  • Faculty of Medicine – 29 March 2022
  • Faculty of Science and Technology – 13 April 2022
  • Faculty of Social Sciences – 4 May 2022
  • Faculty of Arts – 18 May 2022

Affiliates who do not need access to Office 365 or other university-wide systems and services requiring multi-factor authentication are excepted.

Activation means that multi-factor authentication will be required when logging onto Office 365. Office 365 applications such as Teams, OneDrive and Outlook on a computer or mobile will request multi-factor authentication about one per month. If you log in using a web browser, you will be required to enter your multi-factor authentication more often.

Learn more about how to activate multi-factor authentication to your user account if you are an employee or an affiliate of Umeå University:

Activate multi-factor authentication

For heads of departments or other managers

As a head of department, head of office or other manager, you are responsible for the following

  • Informing staff of the importance of multi-factor authentication from a security perspective.
  • Ensuring that all employees and affiliates who need access to Office 365, and other university-wide services, activate multi-factor authentication to their user accounts before the final date specified for your organisation.

As a manager, you can access a report to follow up how many people have activated their multi-factor authentication at your department, office or equivalent.

Individuals who have not activated their multi-factor authentication before the deadline need to do so before they can log onto Office 365. Activation can still be carried out by the individual themself through the help of a guide.

Dividing the introduction process into organisational groups makes the introduction of multi-factor authentication into our large university-wide systems easier.

Introducing multi-factor authentication to more systems

When more employees and affiliates activate multi-factor authentication to their user accounts, the functionality will also be introduced to further university-wide systems. This means that some users will need to activate multi-factor authentication earlier than the stated deadline for their organisation to access certain systems.

The plan focuses primarily on administrative systems and administrative access, but when multi-factor authentication has been activated by more users, multi-factor authentication will be activated for systems that affect a large portion of the organisation. In every step, staff concerned will be informed about upcoming changes.

When the University has activated multi-factor authentication for a system, all users wanting to access that system must have activated their multi-factor authentication to be able to log in.

  1. In March, multi-factor authentication was activated for administrative tools that directory coordinators, administrators in Active Directory and IT coordinators use, for instance in the administrative system Personaladministration. This also applies to staff from Servicedesk, IT support and Infocenter that have access to administrative services in administrative tools.
  2. Step two will involve administrators of systems with login using ADFS/Umu-id. These are systems such as Adato and Ladok. The introduction is set to mid-April.
  3. Thereafter, multi-factor authentication will be introduced to the administrative self-service system PASS, pass.umu.se. The preliminary timeplan is set to last week of May 2022.
  4. When most affiliates and employees are acquainted with multi-factor authentication, the plan is to introduce it to systems such as Zoom and Canvas too. The preliminary plan is to introduce this step in autumn 2022.

Support

You can send a request to Servicedesk when you need assistance such as

  • Technical support
  • Ordering access to different systems

Phone: +46 90-786 63 00

Manual

Manuals and instructions can be found on the website Manual.

Driftinformation – System Reports (Swedish only)

https://it-status.umu.se/driftinfo

Elin Sköld
3/29/2022