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IT Connect

Information technology tools and resources at the UW

January 26, 2018

Important security enhancements to Workday

In order to better protect employees’ private information, all employees will be required to use Duo, the University’s two-factor authentication (2FA) solution, when signing in to Workday, not just when accessing personal information. This change will go into effect at the start of the business day, January 26, 2018.

The privacy of sensitive information is a top priority for all of us. In this new environment where we are seeing increasing attacks from multiple sources, we need to tighten our data security. This is in direct response to recent changes in the security environment that have emerged this year and which you may have heard about in the news.

By taking this step, all of your Workday data will now be protected by 2FA. Once enrolled, there will be no delay in accessing any of your information in Workday. This move, in line with industry-wide best practices, is an important step in our ongoing efforts to help employees safeguard their private information. This will not affect your ability to access your email or other websites. No systems other than Workday will be affected.

Employees who are already enrolled in Duo will not need to take any additional action. If you have not yet enrolled in Duo, you will need to do so in order to access Workday beginning January 26, 2018.

To find out how to enroll, visit IT Connect’s Two-Factor Authentication (2FA) webpage. There are multiple sign-in options for 2FA, including using a smartphone, tablet or desk phone. (We recommend using a smartphone or tablet based upon security, convenience and access.)

Please note, even with the use of 2FA, employees using a shared, public computer, such as one found at a kiosk or a library, should remember to always sign out of Workday.

UW-IT is committed to supporting all employees as we make this important transition. If you need help, please contact the UW Information Technology Service Center at help@uw.edu or call 206-221-5000. The Service Center is available 24X7 to assist you.

Frequently Asked Questions

What is 2FA?

Two-factor authentication adds a layer of security when you sign in with your UW NetID. Normally, you verify your identity with a single factor, such as a password. Verifying your identity using a second factor, like a smartphone, tablet or hardware token prevents others from signing in as you, even if they know your password.

Why do I need two-factor authentication?

It has become increasingly easy to compromise passwords. They can often be stolen, guessed or hacked, and you may not even realize your password has been compromised. With two-factor authentication, a compromised password won’t mean a compromised account.

Why now?

Phishing attacks often escalate during tax season, with increased attempts at stealing employees’ Social Security numbers and tax documents. Of course, protecting your private information is important throughout the year, not just during tax season. Using 2FA to prove it’s really you protects your personal data all year long.

I’ve used 2FA to sign in to Workday before – what is different?

If you have an elevated security role in Workday and are already prompted to use 2FA at sign in, there will be no difference.

If you are using 2FA only when you need to access sensitive information like your payslip, tax documents or home address, the only difference is that you will be prompted to use 2FA as soon as you sign in to Workday.

Do I need to do anything?

Employees who are already enrolled in Duo will not need to take any additional action.

If you have not yet enrolled in Duo, you will need to do so in order to access Workday. To find out how to enroll, visit IT Connect’s Two-Factor Authentication (2FA) webpage.

Does this mean I’ll need to use 2FA when signing in to Workday to enter my hours worked?

Yes, all employees will now use 2FA whenever they sign in to Workday, whether to enter hours worked, request vacation or sick time, to take holiday time off, or to do any other task for which they use Workday.

Please note: Medical Centers employees use Kronos, not Workday, to track hours worked.

I forgot my 2FA device. What should I do?

If you forgot your 2FA device and have a critical business need to access Workday, you can contact the UW-IT Service Center. They will verify your identity over the phone and then issue you a temporary bypass code you can use to sign in with 2FA.


January 25, 2018

Beware of phishing emails asking for your UW NetID and password to gain access to W-2 information

This email provides important information to help you protect your UW NetID and password from phishing attacks, which increase during tax season.

How does phishing work?

Cyber criminals try to steal an employee’s login credentials so that they can download Wage and Tax Statements (Form W-2). They then can use the W-2 information to electronically file a fraudulent federal income tax return in the employee’s name. By changing the bank account number, the cyber criminals receive the refund.

Fortunately, your vigilance and the UW’s two-factor authentication system can play a pivotal role in protecting employee data.

How can you protect yourself?

  • Be skeptical about emails that seem urgent or threaten negative consequences if you do not act.
    Do not reply, click links, or divulge personal information or login credentials.
    Phishing emails may arrive in various forms. They may use distressing messages to heighten the urgency or they may use logos from well-known companies. In some cases, they may send a simple meeting reminder.
  • The most secure way to access your W-2 is by using the “Sign in to Workday” link found on the Integrated Service Center’s (ISC) homepage.
    If you suspect you’ve received a phishing email disguised as an email from Workday, you can confirm the legitimacy of the message by logging into Workday via the ISC website and double-checking you received the same message in your Workday Inbox or your Workday Notifications (use the Cloud icon).
  • Do not approve unsolicited requests for two-factor authentication.
    Duo is the UW’s two-factor authentication (2FA) system, which adds a second layer of security when you sign into Workday and other systems. Using 2FA prevents others from signing in as you, even if they know your password.
    If you receive an unsolicited sign-in request for Duo, and you have not signed in to a system that requires it, do not approve the request. If the request is a phone call, hang up without pressing any button. If it is a Duo Push request, press the “deny” button, and you will be given a choice to report it as fraudulent so that UW Information Technology is notified of the unsolicited push request. Additionally, you should immediately change your UW NetID password to ensure your account is secure by visiting the Manage UW NetID webpage. Search for Manage UW NetID on the UW homepage.
  • Use anti-virus software on your computers and devices, and keep the anti-virus software updated.
    Sophos Anti-Virus Software is available free of charge to all UW students, faculty and staff. Search for Sophos on the UW homepage.
  • Learn more about phishing from recent examples, infographics and other training materials on the UW Office of the Chief Information Security Officer (CISO) website.
    Search for CISO on the UW homepage. On the Education page of the CISO site, view the online training by topic.

If you have any questions or concerns, please contact help @ uw.edu.

Thank you for your help in protecting UW data.

Note: Links were intentionally not included in this email.


January 24, 2018

Tax forms to be mailed this week

envelopes and mail box

Employees’ 2017 tax forms including W-2s, 1099Rs and Stipend Letters will be mailed on January 25. Keep an eye out for these important tax documents to arrive in your mailbox soon! The documents are sent to an employee’s designated mailing address in Workday. Learn how to access your tax forms online and find answers to frequently asked questions about W-2s here.


January 23, 2018

Join Tableau Day to learn about data analytics in higher ed

People working together

The Jan. 30 event in the Husky Union Building will introduce Tableau, a powerful data visualization tool, feature speakers using data analytics at the University, and offer panel discussions with subject matter experts. Whether you are new to Tableau or more advanced, you’ll find sessions of interest. Learn more and register here.


January 22, 2018

As internet traffic continues to grow UW-IT keeps pace with network improvements

Computer connected

UW Seattle’s links to the internet now provide more capacity and redundancy to support the never-ending increase in workloads. UW-IT has reconfigured its networks so more net traffic is funneled via two separate 100-gigabit links connecting the Seattle campus to the Pacific Northwest Gigapop, which provides access to the national networks, including internet and high-performance federal networks. In the past, many campus users had to rely on smaller 20-gigabit networks to move their work.


January 18, 2018

Sign up for half-day Google Cloud Platform workshop on Feb.13

Students sitting in a class

Learn the basics of the Google Cloud Platform. The workshop for students and researchers will cover computing and storage resources, database services and cost calculation for cloud adoption. It takes place Feb. 13 from 9 a.m. to noon in the Data Science Studio on the sixth floor of the Physics/Astronomy Tower on the UW Seattle campus.


January 16, 2018

Learn more about Meltdown and Spectre, and how to protect your devices

Spectre and Meltdown logos

Find out how to protect your computer and other devices from two major security vulnerabilities, known as Meltdown and Spectre, in a comprehensive risk advisory by the UW Office of the Chief Information Security Officer. The two security vulnerabilities affect the processing chips in almost every computer made in the last 20 years. Don’t miss the “What to do” section.


January 12, 2018

Get free and discounted Microsoft software for your personal devices

woman working on laptop with child

UW students and eligible faculty and staff can download Microsoft software for use on their personal computers, laptops and mobile devices. Learn more about Office 365 ProPlus and how to install it. Software includes: Word, Excel, PowerPoint, Outlook, OneNote, and Publisher and Access for PCs. The cost of Office 365 ProPlus is covered by the Technology Recharge Fee.


January 11, 2018

Reminder: Record Martin Luther King Jr. Day Holiday Time Off in Workday

Flag with Martin Luther King as headline

Don’t forget to record Martin Luther King Jr. Day as “Holiday Taken Time Off” in Workday. This applies to most UW employees who accrue time off and who would normally work on the day on which the holiday falls. However, Department of Intercollegiate Athletic coaches and academic personnel (faculty, residents and fellows and other academic staff) do not need to track time off for holidays in Workday. Medical Centers employees report time off for holiday hours in Kronos. To see if this applies to you, review the quick guide and full user guide for time off, and check out related information on the Time Off webpage of the Integrated Service Center website.


January 10, 2018

Thousands of students apply to UW Seattle via new national online app

woman expressing surprise looking at phone

Thousands of prospective freshmen used a new national online app to apply to UW Seattle last November. The new app offers students a single, centralized platform to organize, build and refine their applications online and apply to any of the 113 public and private universities that are participating.  All freshmen applicants to UW Seattle must now apply using the new Coalition for Access, Affordability and Success app.


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