1. First, we'll focus on the Aladdin eToken. What are your comments on this device?
    • Has it been easy or difficult to use?
    • Do you anticipate using the token for purposes other than leave reports?
    • How do you store your eToken between uses?
    • Do you have any concerns about using the USB port on your computer?
      Responses:
      1. Need a recommended, secure way to store the eToken between uses.
      2. Some employees are afraid of losing their eToken and think they may be charged for it if lost. Therefore they keep their eToken at or near their workspace which may not be that secure.
      3. One person keeps theirs right on top of their desk so they can find it when needed once/month.
      4. Since the eToken is small it is easily misplaced.
      5. If you leave the eToken plugged into your computer all the time you are constantly prompted for your certificate password so that is enough incentive to not leave it plugged in all the time.
      6. The eToken is terribly inconvenient since it is only needed once/month.
      7. A biometric device might be better.
      8. Why couldn't we just use our Hokie Passport?
      9. One person said the eToken would not work without a USB extension cable. They had to go all the way to StuTel to get one because they didn't know they would need one when they got their eToken.
      10. Several people thought the eToken was a USB drive and could be used for other purposes. They were disappointed to find out they are not.
      11. What else can be put on the eToken?

  2. Next we'd like to review the process that issued you the personal digital certificate.
    • Did you have any scheduling problems? What did it take to resolve them?
    • Did you have any difficulty creating a password? Please explain.
    • How would you suggest making the process better?
      Responses:
      1. Several people had to have their password reset. Were turned away from StuTel because it was outside the published schedule for eToken activities. When returned at the appropriate time it was the same person that turned them away that helped them. This seemed strange.
      2. StuTel schedule for eTokens is not convenient for employees.

  3. The next section deals with installing the software and configuring your system.
    • Did you have any difficulty installing the software? Configuring your browser? Please explain.
    • Were the instructions helpful? Did you have any difficulty with them? (skipped step?)

      Installation is one of the areas where work is already underway to improve the process, with a greater degree of automation. Would you be willing to uninstall your current software and help us evaluate the automatic installer?


      Responses:
      1. Documentation is terrible.
      2. No one in one office (several employees) was able to get it working without help.
      3. 4Help seemed to be learning and therefore of limited help. They should have been very comfortable with the eToken, software and process before these were deployed.
      4. Configuring browsers was not easy.
      5. Once everything is setup and working it works without problems. Getting it working is the difficult part.
      6. At first no one wanted to uninstall what they have and use the automated installer to reinstall because of many problems the first time. However, upon reflection several said they would help if needed.
      7. We should ensure that 4Help has tested the hardware & software thoroughly and is comfortable with all aspects of it. When 4Help was called during this deployment they did not seem to know what was going on.

  4. The online leave report was our first application that required personal digital certificates for digital signing.
    • Did you have any difficulties the first time you digitally signed your leave report?
    • Were the second and subsequent times easier? Harder? Different?
    • If you are a supervisor, what are your reactions to the online leave approval process?
    • Do you see value in the online leave reporting process? Please explain.
      Responses:
      1. Several commented that they did not like the new functionality of not allowing access to next pay period leave report until the current one was signed by their supervisor.
      2. One person said it is not any easier even after digitally signing several leave reports. It is not intuitive or easy and since it is only once per month you do not remember anything from the previous month.
      3. Another person said once it is all setup and working (so the first time was more difficult) it worked without problems and was not difficult subsequent times.
      4. On a Macintosh the .pdf of the leave report is buried under other windows making it appear as if it doesn't work. If there is any way to force this window to be the active window that would help.
      5. Another supervisor using a Macintosh reported that they cannot see any leave reports for employees and is therefore approving them blindly.
      6. Several would like a notice (e-mail) to go to the employee once the supervisor signs their leave report.
      7. One supervisor said it is not obvious that you can look at an employees leave report without signing it. The e-mail notice sent to a supervisor simply says sign which implies that you are signing the leave report not reviewing it then signing it.
      8. Several supervisors said that without the "LEAVE AND HOURS WORKED REPORT" (P128) also online having leave reports online was of less value since they want to compare the hours on the two leave reports and still need a paper copy of the P128. Need the P128 online also.
        • Because the P128 is not online one supervisor thought the whole online process was more trouble than the old system and another thought it was better than the old system.
      9. Value in the process?
        • One person thought it was great. Especially not having to hunt down a supervisor to sign your leave report.
        • Another thought it is more trouble than the old process.
        • Another comment was that since this is only once/month it is if limited value.
        • Managing (storing, securing, etc.) the eToken is difficult.
        • Not printing the leave report is a plus.

  5. Finally, are there other comments or observations that you have?
    • Other comments.
      Responses:
      1. Comments on returning eToken for departing employees:
        • Where are the procedures for what to do?
        • Who do they return the eToken to?
        • Where do they return them?
        • What about the RTE software on employees computer? Is there any security risk of leaving it on there?
      2. Why do we have to install software at all? Why is this not a completely web application?
      3. When you view a signed leave report it only shows the date the supervisor signed the leave report. It would be good to also show the date the employee signed the leave report.
      4. A plus it that this process if forcing people to do their leave reports. Someone commented that all of IT must do leave reports as mandated by Randy Pelt or Erv Blythe.
      5. There are still those that will not enter their leave. Instead administrative staff enters it, saves it then supervisor logs on and signs it (this is a work around).
      6. One person commented that the entire process is of no benefit to them personally (and as a supervisor). There have been too many problems in that office with software, hardware and the process. When seeking help it did not seem that anyone was willing to "go the extra mile" to ensure this was a success or to make it worthwhile.
      7. HR & the Library should have terminals for employee use.
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