How to access and use systems

What is Allocate+?

Allocate+ is a personal timetabling system for all Australian, Malaysian and South Africa campuses. It provides the following functionality:

• students can view and manage their personal timetable, accessed through my.monash and their mobile devices
• academic staff can view and print a list of students attending.

How to get access

1. Request access to Allocate+ form
2. For allocation access, please email timetable.support@monash.edu

Business rules

Please specify all units you require access to.

Password instructions

Once access has been granted, use your Monash username and password and MFA to access Allocate+

Help and support

Contact the Service Desk

What is Bitbucket?

Atlassian Bitbucket Server is a Git repository management solution for enterprise teams. It allows users in the organization to easily collaborate on the Git repositories. A source code repository is a file archive and web hosting facility where a large amount of source code, for software or for web pages, is kept, either publicly or privately. They are often used by open-source software projects and other multi-developer projects to handle various versions.

How to get access

1. Bitbucket doesn't require compulsory training
2. Request your access through Service Desk Online

Business rules

• All requests need to be approved by managers/supervisors
• Bitbucket is available to eSolutions staff members

Password instructions

• Single-Sign-On

Help and support

Contact the Service Desk

What is Blackboard Transact?

Blackboard Transact is a transaction system application that records M-Pass ID card information and transaction details for student, staff, guest and Library member M-Pass accounts.

Access to Blackboard Transact will help you identify and support M-Pass enquiries on ID cards, printing, borrowing, Library fees and fine payments and building access.

Depending on the nature of the enquiries that you support, you may be required to use both Blackboard Transact and the POS device or either of the two. The POS device allows you to accept and process Library fees and fine payments on the M-Pass cards. In addition, you can use the POS device to process returns to the M-Pass cards in case of print transaction disputes.

Request your Access

1. Complete your in-house training on Blackboard Transact and the POS device. Please contact your supervisor to organise this training for you.
2. Fill in and submit the Blackboard Transact Access Form

Business rules

• Blackboard Transact training must be completed before you can apply for access. 
• The Blackboard Transact access form must completed and approved by an authorised signatory.

Password instructions

• Minimum 7 - 30  characters
• Can't use the last four passwords
• Password minimum age: no limit
• Password maximum age: 90 days
• The password may contain symbols
• The password must contain at least one alphabetic character and one number
• Account locks out after 5 invalid log in attempts

What is Business Intelligence Console?

The Monash Business Intelligence (BI) service provides high-quality management information to University decision-makers. BI at Monash uses an integrated set of applications and technologies for gathering, storing, analysing, and providing access to information.

Information is currently available for:

• Research - grants/applications; publications; supervisions; HDR performance
• Education - unit and course performance; student cohort analysis.

BI is available to all authorised staff, across all locations with information targeted towards:

• senior executives
• faculty management - Deans, Faculty Managers, Associate Deans, Heads of School
• research administrators; researchers, administrators; unit and course coordinators.

Visit the Business Intelligence and Analytics website for more information.

How to get access

1. Attend BI Training
2. Complete an online BI access form

Business Rules

• On your form be sure to select the Information Area that you want access to
• The BI access form needs to state the date you completed your training
• The BI access form needs to be signed by you and your respective manager

Help and support

Contact the Service Desk

What is Callista?

Callista is a system for managing student information. It’s available to authorised staff at all Monash University locations.

How to get access

1. Attend Callista training
2. Complete an online request for Callista access form
3. Get your form approved (See list of Callista approvers)
4. For more help visit Callista

Business rules

• To create, modify or delete Callista access, use the request for Callista access form
• Callista access forms must be signed off by an authorised Callista signatory (see list of Callista approvers).
• Ensure you complete all necessary training.
• Callista users won’t be given an administration role over four life cycles of a student; Assessments, Enrolments, Course Completions and Admissions.
• Callista access accounts must be unique (staff usernames only, NOT Custom accounts or EXT accounts).
• Complete a user declaration form before accessing the system for the first time.

Password instructions

• Minimum eight characters
• Can't use last 100 passwords
• Password minimum age: no limit
• Password maximum age: 60 days
• Shouldn't be the same as your username
• Password should contain at least one alphabetic character plus one digit or punctuation
• New password should differ by at least 3 characters from the previous password
• Password should not contain information such as user, abcd, oracle, monash, secret, qwerty, welcome, account, database, password, computer, callista
• Account locks out after 3 invalid log in attempts

Help and support

Contact the Service Desk

What is Confluence?

Confluence is a simple, powerful wiki that allows groups or departments to share information. A wiki is a website that lets people collaborate and share information quickly.

How to get access

1. Confluence doesn't require compulsory training
2. Request your access through Service Desk Online

Business rules

• All requests need to be approved by managers/supervisors
• Confluence is available to eSolutions staff members

Password instructions

• Single-Sign-On

Help and support

Contact the Service Desk

What is Coupa?

Coupa is a user-friendly platform to enable you to seamlessly purchase goods and services from Monash's diverse community of suppliers. With shopping cart style purchasing, you'll be able to check-out and complete your order in just a few clicks.

For more information on Coupa, please see the Monash Finance intranet page.

How to get access

1. Request access by completing the user access request form
2. If you're a manager and need to request access for another staff member or external contractor, choose the second option on the user access request form.

Business rules

To access Coupa, make sure:

• you have a genuine requirement to purchase goods or services on behalf of Monash University
• you have permission from your manager or supervisor to request access to Coupa
• authentication is done through Monash Single Sign On.

The user access form is not available for Monash students.

Help and support

• For business support enquiries, visit the intranet page for Monash Finance.
• For technical support enquiries, contact the Service Desk.

What is CourseLoop?

The CourseLoop system manages all Monash curriculum data including coursework and graduate research courses, areas of study and units.  CourseLoop supports collaborative curriculum design, governance and accreditation, and publishes course and unit content directly to the Handbook.

How to get access

1. Complete the Getting started with CourseLoop training except for
   1. view access
   2. view and comment access
2. Request your access by completing this access form
3. You’ll be notified once your access is approved.

Business rules

• CourseLoop is available to all staff members.
• Requested faculty roles need to be approved by the relevant faculty approver (via automatic workflow).
• Requested central roles need to be approved by the relevant central business unit (via automatic workflow).

Password instructions

• Single-Sign-On

Help and support

• For help or questions about coursework course approvals, amendments and reaccreditation (including areas of study), please call Education Programs 990 29856 or email EducationPrograms@monash.edu
• For help or questions about graduate research course approvals, amendments and re-accreditation (including programs), please contact the Monash Graduate Research Office (MGRO) Policy and Governance team on 990 51473 or email gr-governance@monash.edu
• For questions about curriculum data and publishing, please email sebs-publications@monash.edu
• For help or access to CourseLoop, please contact Service Desk

What is the Course Transfer system?

The Course Transfer system is an online application and assessment tool for course or campus transfer. It's used by current Monash students to apply and for faculty staff to assess their application and provide the outcome back to the student. The system is available to authorised staff in Australia and Malaysia.

How to get access

Submit the Course Transfer access form.

Business rules

• Users requiring course transfer access will need to be approved by an authorised signatory. The list of authorised signatories are displayed on the Course Transfer access form.
• For edit access to Course Transfers you must also have access to Callista.

Password instructions

Single Sign-On

Help and support

Contact the Service Desk

What is DocuSign?

DocuSign is the software used by the University for the electronic signing of agreements and other documents.

How to get access

Before requesting access to DocuSign please ensure that you have read, understood and will adhere to the following:

• Document Signing Delegations Policy, and
• Requirements for using DocuSign (pdf, 0.11 mb)

The way you get access to DocuSign will depend on how you will use the system. Please complete the following:

Authorised signatories:

1. Watch the Sign a Document in DocuSign video.
2. Complete the Authorised Signatory Declaration Form before accessing the system for the first time.
3. Configure your DocuSign account using the Account Set Up Guide (pdf, 0.46 mb)

Signatories for internal processes:

1. Watch the Sign a Document in DocuSign video.
2. Complete the Request for Administrative Access Form and select standard access, before accessing the system for the first time.
3. Configure your DocuSign account using the Account Set Up Guide (pdf, 0.46 mb)

Administrative users:

1. Watch the Sending Envelopes in DocuSign and Correcting In-Process Envelopes videos.
2. Complete the Request for Administrative Access Form and select standard access, before accessing the system for the first time.
3. Configure your DocuSign account using the Account Set Up Guide (pdf, 0.46 mb)

Advanced administrative users:

For advanced administrative users that will be creating workflows and templates:

1. Watch the Sending Envelopes in DocuSign and Correcting In-Process Envelopes videos.
2. Complete the Request for Administrative Access Form and select advanced access.
3. The User Access Management team will contact you via MyIT to confirm your DocuSign access which will enable you to complete step four.
4. Complete your Template Learning Plan
   • login to DocuSign University (click the blue Login with DocuSign button), and search for Get Started with DocuSign: Templates.
5. When you have finished the Template Learning Plan, take a screenshot of your completion, and attach it to your MyIT ticket.
6. The User Access Management team will then grant you advanced administrative user access in DocuSign.
7. Configure your DocuSign account using the Account Set Up Guide (pdf, 0.46 mb)

Business rules

• Training is essential before access is given to DocuSign
• Access will only be made available once an access form has been submitted and access has been approved
• DocuSign is available to Australian Monash University Staff

Password instructions

• Single-Sign-On

Help and support

Contact the Service Desk

What is InPlace?

InPlace is an integrated learning placement solution designed for Higher Education. InPlace manages the lifecycle of student workplace experiences that a student may have to undertake as a part of their study.

How to get access

Complete an online request for InPlace access.

Business rules

Please specify on the access form:

• Faculty
• Campus
• Placement unit
• Role required

Password instructions

Once access has been granted, use your Monash username and password, and MFA/OKTA, to access InPlace.

Help and support

Contact the Service Desk

What is JIRA?

Jira is a proprietary issue tracking product, developed by Atlassian. It provides bug tracking, issue tracking, and project management functions.

How to get access

1. JIRA doesn't require compulsory training
2. Request your access through Service Desk Online

Business rules

• All requests need to be approved by managers/supervisors
• JIRA is available to eSolutions staff members

Password instructions

• Single-Sign-On

Help and support

Contact the Service Desk

What is LogMeIn?

LogMeIn is a remote support tool and is only available to eSolutions Staff at Monash.

How to get access

1. LogMeIn doesn’t require compulsory training
2. Request your access through Service Desk Online

Business rules

• LogMeIn is only available to eSolutions Service Desk (SD) and Support Services and Engagement (SSE) staff
• Requests for LogMeIn needs to be submitted through Service Desk Online. All requests need to be approved by managers/supervisors
• Login to your LogMeIn account

Password instructions

• Minimum eight  characters
• Can't use the last four passwords
• Password minimum age: no limit
• Password maximum age: 90 days
• The password should contain at least one lowercase, uppercase, number and symbol

Help and support

• Check out Ten Things You Must Try in LogMeIn Rescue
• Contact the Service Desk

What is Mulesoft Cloudhub?

Mulesoft Cloudhub is the Anypoint Exchange API Catalog on cloud. Anypoint Exchange is a catalogue of APIs and integrations that expose information from source systems and enable applications to consume only the data they require, providing an extra layer of security. Each API has its own summary page, a list of endpoints and example data.

How to get access

Follow the instructions on the relevant SmartIT knowledge article Getting Started with Anypoint Exchange (KBA00024109).

Business rules

All requests need to be approved by the Integrations / Platforms team. Mulesoft Cloudhub is available to eSolutions staff members

Password instructions

Do not use your Monash authcate or password when creating an account or logging in.

Help and support

After creating an account, raise a ticket with the Integrations / Platforms team to request access to Anypoint Exchange.

What is myResearch/PURE?

myResearch/Pure is a single point of access to systems and information about grants, contracts, research outputs and ethics applications.

It provides researchers the ability to manage research funding applications, awarded projects, research outputs, external profiles and ethics applications.

Most academic staff will get automatic Personal User access to Pure.

How to get access

1. Refer to the types of roles to determine what access you will need.
2. Request your access by completing the online form. You'll need to upload email confirmation of access approval from your Head of Unit. Failure to provide this may lead to your application being rejected.

Business rules

This form is for:

• non-academic staff who require personal user access to undertake academic activities (e.g. submitting external grant applications as a Chief Investigator or managing your external web profile)
• professional staff access for viewing, reporting on, and/or editing information in Pure for your Department, School, Faculty or Institute
• administrator access for staff in the MRO.

Password instructions

• Single-Sign-On

Help and support

• Contact myResearch support by email myresearch@monash.edu or telephone 990 34777
• Support materials are available on the myResearch Help page

What is OneStop?

OneStop is the University's counter payment software. It is useful for any faculty or department who need to set up cash payments for goods or services.

OneStop creates a journal in SAP for every transaction made. Users can also look up what customers have paid for and reverse payments through credit cards.

How to get access

• Request your access by completing this access form
• For more details on accessing and using OneStop, refer to the OneStop Enquiry User Guide.
• Software will only be made available once an access form has been submitted and access has been approved

Business rules

• Access will only be made available once an access form has been submitted and approved
• OneStop is available to Australian Monash University Staff

Password instructions

• Contact the Service Desk for your OneStop Password

Help and support

Contact the Service Desk

What is Poll Everywhere?

Poll Everywhere is an online tool that is used to create and collect responses to poll questions or activities

How to get access

To create, modify or delete Poll Everywhere access, go through the Service Desk Online.

Business Rules

Only Monash University and Monash College staff can request for Poll Everywhere access

Password Instructions

Single-Sign-On

Help and support

Contact the Service Desk

What is QFlow

QFlow is a queue management kiosk system that services student enquiries within Monash Connect and faculties.

How to get access

• QFlow doesn’t require compulsory training
• Request your access through Service Desk Online

Business Rules

• QFlow is only available to Monash Connect and Faculty of Education staff
• Requests for QFlow needs to be submitted through Service Desk Online. All requests need to be approved by managers/supervisors
• Login to your QFlow account

Password instructions

• Account locks out after 3 invalid log in attempts
• Minimum eight characters
• Password minimum age: no limit

Help and support

Contact the Service Desk

What is REDCap?

• REDCap is a secure, web-based application for building and managing online surveys and databases
• Monash Health Translational Precinct (MHTP) is an institutional partner and a member of the REDCap Consortium
• The creation of user accounts in REDCap is managed centrally by the MHTP Administrator. Project managers are then able to allocate users to their projects once created

How to get access and log in with

• Request your access through Service Desk Online
• Log in through Clinical Informatics and Data Management Unit (CIDMU) website
• Log in through Monash Health Translation Precinct (MHTP) website 

Business rules

REDCap user access need to be requested by a Project Manager through Service Desk Online.

REDCap access requests need to contain the following information:

• REDCap Version (CDMS or MHTP)
• Name of REDCap project title
• REDCap Username (this refers to their Monash Username)
• Action Required (New REDCap Account).

Password instructions

• Minimum nine characters
• Password minimum age: no limit
• Password maximum age: 90 days
• At least one lower-case letter, one upper-case letter, and one number

Help and support

Contact the Service Desk

What is Replicon?

Replicon is a software providing cloud time tracking applications including timesheet and expense management software, using SaaS, for automating employee time tracking, project time tracking, expense tracking and resource scheduling.

How to get access

1. Replicon doesn't require compulsory training
2. Request your access through Service Desk Online

Business rules

• All requests need to be approved by managers/supervisors
• Replicon is available to eSolutions staff members

Password instructions

• Single-Sign-On

Help and support

Contact the Service Desk

What is Salesforce / UniCRM?

UniCRM is a Customer Relationship Management (CRM) application used at Monash University to manage student enquiries and client relationships. UniCRM is a cloud based application that uses the Salesforce platform. It’s the source of truth for customer details for marketing purposes.

How to get access

Request your access through Service Desk Online

Business rules

• Request for UniCRM access can be made by the person who requires it or by another staff member on their behalf
• The request needs to be approved by a line manager or team leader
• Provide the name of an existing user so profile access settings can be copied (if not known contact the Service Desk)

Password instructions

• Single-Sign-On

Help and support

Contact the Service Desk

What is Smart IT?

Smart IT is the ticketing system that Monash staff and students use to log IT requests and issues. The front end of the system is called Service Desk Online and the back end of the system is referred to as Smart IT.

How to get access

1. Attend Smart IT Service Operations online training
2. Request your access through Service Desk Online
3. Get approval from the Staff Development Unit (SDU) team or line manager

Business rules

To get Smart IT access for a support staff member the following criteria needs to be met:

• Before access is given, the user needs to complete Smart IT training through the Staff Development Unit (SDU)
• The request for access needs to come from the SDU team once training has been completed
• Support staff member’s full name or username needs to be supplied
• The request needs to contain a valid support group for the individual who requires access.

Password instructions

• Single-Sign-On

Help and support

Contact the Service Desk

What is Student Academic Progress?

Student Academic Progress provides tools for Monash staff who are involved in academic progress processes. These tools allow staff to:

1. view, assess and export students’ My Progress and Support responses in the My Progress and Support Dashboard. Information in the dashboard can be used to determine which students could benefit from additional support with their studies (for example, by attending a course progression meeting)
2. view the Academic Progress Callista extract to assess students that are subject to academic progress processes
3. receive academic progress staff and student communications.

For more information on academic progress, see the academic progress website (staff only) or contact academicprogress@monash.edu.

How to get access

1. Let your academic progress faculty representative (e.g. executive officer) know you intend to request access.
2. Request access by completing the student academic progress user access request form.

Before requesting access, it’s a good idea to complete the Student Academic Progress Training Module in Moodle.

Business rules

• For user access to Student Academic Progress, you must be involved in academic progress for your faculty.
• You must notify your academic progress faculty representative if you intend to request access.
• You’ll need to complete a Student Academic Progress user access form.
• Users should refer to the My Progress and Support Staff User Guide.
• Staff allocated access:
  • must only copy or download their own faculty’s data for legitimate administrative purposes related to academic progress
  • must not transfer their access to any other person, whether by sharing their password or any other means.
• Changes to Student Academic Progress access may take up to two business days.

Password instructions

Use single sign-on.

Help and support

Contact the Service Desk or academicprogress@monash.edu.

What is SAP?

• SAP is an Enterprise Resource Planning (ERP) system that manages business operations and customer relations with end to end solutions
• Here at Monash it's primarily used for finance and human resources
• For more information on SAP go to Monash Finance

How to get access

1. Go to SAP to attend training
2. Request your access by completing an SAP access form
   • SAP user access form
   • SAP temporary access/delegation form
   • SAP access renewal request form
3. Get your form approved. See Staff who can approve SAP access forms. For more help go to Staff Development SAP.

Business rules

To get your access to SAP, make sure:

• Your access request is approved by a line manager and a SAP signatory
• You've completed relevant SAP training (as detailed in the SAP Matrix)
• You've completed and submitted the SAP user access form
• You've completed a user declaration form before accessing the system for the first time

Users will only have access to financial data for accounts, cost centres and purchasing groups that directly relate to their area of responsibility.

Password instructions

• Minimum 8 - 40 characters
• Can't use last five passwords
• Password minimum age: one day
• Password maximum age: 60 days
• At least one lower-case letter, one upper-case letter and one special character
• Account locks out after 3 invalid log in attempts

Help and support

• Visit SAP
• Contact the Service Desk
• For SAP access guidelines go SAP Monash Finance

What is TRIM (HPE Content Manager)?

TRIM is used to manage and provide governance for electronic records (and historical hard copy documents).

How to get access

• Complete TRIM training.
• Submit the TRIM (HPE Content Manager) online access form.

Business rules

• Training is essential before you can get access to TRIM (HPE Content Manager).
• Software will be made available once an access form has been submitted and access has been approved.
• Before accessing the system for the first time, you must complete a user declaration form.

Password instructions

• Single sign-on

Using TRIM when working remotely

You can access TRIM remotely using either a Monash device or a personal device.

On a Monash device (using VPN)

To access TRIM from home on a Monash device, your computer needs to have the Monash Standard Operating Environment.

1. Connect to the Monash VPN.
   For instructions, see Monash VPN: Install and connect.
2. Open TRIM as normal.

When working from home, you’ll need to reconnect to the VPN every time you use your computer (e.g. if you close your laptop lid, you’ll need to reconnect).

On a personal device (using MoVE)

Help and support

Contact the Service Desk.