1. September 2015 External Access, Request Approval & Delegation

2. 1 External Access Accessing OIST websites in order to approve requests from off- campus currently requires the use of VPN DMS ERP HR website The VPN relies on 3 rd party software in order to function

3. 2 External Access: VPN-free with OISTcert I.T. will introduce a certificate based system to allow transparent access to OIST websites from off-campus We are calling this certificate system OISTcert OISTcert uses a certificate installed into the browser on your OIST device (laptop or iPhone) Safari, Chrome, Firefox, Opera (almost all browsers) We will roll-out this system from mid-October

4. 3 HEART: The New ERP System The HEART system is designed to make approval of requests as simple as possible Approval is possible from multiple device types, including mobile devices such as iPhones and tablets The new system will share usernames and passwords with the email and Tida systems The new system will integrate into the Shibboleth single-sign-on system

5. 4 Choose the application category you would like to review The number of requests awaiting your approval is displayed

6. 5 Select the request you would like to review You can easily verify the information provided (i.e. itinerary and travel request)

7. 6 Approve by pressing the approve button, and confirming via the pop-up window

8. Approval Entry 7 HEART: Approval RA Group Leader RA Faculty Below 50,000 Yen Below 3M YenBelow 20M Yen The HEART system will be configured according to OIST policy

9. 8 HEART: Delegation Policy Delegation of approval rights by faculty is allowed only via the following rules Group Leader Faculty Up to 3M Yen Delegate Down Faculty Delegate Up DFA Office Up to 20M Yen

10. 9 HEART: Delegation and Approval The present system is difficult to use, making approval by faculty or group leaders difficult The new HEART and OISTcert system will rectify this With the launch of the HEART system we will re-iterate the rules regarding password management The passing of passwords and usernames between users is not permitted