Info Regarding the Hydra Manager Match file
The Hydra ZSFG Report for Manager Match report file is located on the ZSFG Dean's Office File Server and contains everyone who is in the Hydra database. Data in this file includes the POI number and DPH AD account name when assigned. This report also contains everyone who is in Hydra including those who have since been listed as inactive or separated.
Once faculty, staff, learners and visitors are uploaded through the UCSF Hydra Onboarding process and have a POI number and DPH AD account assigned in Hydra, the DPH Epic Onboarding process can begin for those that need access to DPH Epic. Please click here for additional information of the DPH Epic Onboarding process.
Managers and trainee administrators (TA) can check Hydra Web or view the Hydra ZSFG Report for CCSF POI Manager Match report to see if their faculty, staff, learners and visitors appear in the Hydra database and whether their POI and DPH AD accounts have been assigned.
- If someone is missing from the manager match file, they are not in Hydra and would therefore need to be added. Please see the Hydra Onboarding page for process listed by discipline.
- If someone is listed with an inactive status* or a past ZSFG separation date but should actually be active, the department manager or trainee administrator would need to follow the same process as if they were not in Hydra to get them reactivated. Please see the Hydra Onboarding page for more information.
Link to the UCSF Hydra Status Keys to provide guidance for abbreviations in the manager match file and active vs. inactive status.
The Hydra Web can be access at https://Hydra.som.ucsf.edu. Please note you must be on the UCSF network and your UCSF Active Directory (AD) account needs to have access to the website.
The Hydra Manager Match shared drive location is listed below. Please note you must be on the UCSF network and your UCSF Active Directory (AD) account needs to have access to the shared folder in order to view the file:
"\\sfgh02.som.ucsf.edu\shared$\vol09\Dean\UCSF Employee Data\Data From Hydra\Trainee Admins\Hydra ZSFG Report for CCSF POI Manager Match.xlsx"
If the above link does not work you can try connecting to: \\sfgh02.som.ucsf.edu\shared$
Then drill down to the folder/file.
vol09 --> Dean --> UCSF Employee Data --> Data From Hydra --> Trainee Admins
Open the Excel file named: Hydra ZSFG Report for CCSF POI Manager Match.xlsx
What to check for in the Hydra Website or Hydra Manager Match file for Hydra and SF DPH Access
|Manager Match Field Name|
|Needs an Active UCSF electronic ID number||UCSF Employee ID||User needs to be Active in UCSF EDS / Identity Access Management system. You can confirm the user is active by checking with HR (staff), GME (trainees) or SIS (students). If a user goes inactive in EDS, they will also be marked as inactive in Hydra.|
|Need to be active in Hydra||UCSF Hydra Status||User needs to be Active in ZSFG Dean's Office Hydra Database. See UCSF Hydra Status Keys for more info.|
|Should be a future date||ZSFGH Separate Date||Verify ZSFG separation date is correct. If listed, once date is reached user will be deactivated in Hydra. Note: If user is Inactive/Separated in the UCSF EDS Identity system, the account in Hydra will be deactivated.|
|Needs to have a POI number to onboard||CCSF POI ID Number||Needs to have a POI number to do Epic training and Annual Learning. If you need you POI password reset, please contact the DPH Service Desk.|
|POI Account should be active||CCSF POI Account Status|
|Should be listed for anyone who comes onsite||ZSFG Badge Number||Users who come onsite should have a ZSFG Badge and that Badge # should be listed. Is it is missing, please email HydraUpdates@ucsf.edu to notify us. Additional info for obtaining a ZSFG Badge.|
|Should be 1 for all active users with a badge||ZSFG Badge Status Code||A status of 1 equals an active badge. A status of 2 thru 10 is considered inactive by the DPH badge system.|
|Should be completed for for Epic Write Access||Epic End User Proficiency Assessment (EUPA) Info||This field lets you know the user completed the End User Proficiency Assessment (EUPA), once the EUPA is completed, the training block should be removed. If training block not automatically removed, please open a ticket with the DPH Service Desk.|
|Needs to have a DPH AD account||DPH AD Account||User needs to have an active DPH AD account and to also be in the correct groups to login. See info below|
|Account status should not be disabled||DPH AD Account Status||If an account is disabled, user will not be able to login. Hydra onboarding is required to reactivate the account.|
|Account should not be expired||DPH AD Account Expires Date|
If an account is expired, user will not be able to login. Hydra onboarding is required to remote the expiration date.
|Account should have been logged into within the last 90 days.||DPH AD Account Last Logon Date||If an account has not been logged into in the last 90 days, the account password will expire and the user will need to have their DPH AD password reset. The user could also be automatically removed from the DPH Access groups (listed below). We strongly recommend to have users login at least once every 90 days to keep their DPH AD account memberships active and their password current.|
|Needs to be in the VDI (aka Tap & Go) group, should be "Yes"||DPH VMware View (VDI) Access|
This is the group that allow users to use Virtual Desktop (VDI) and Tap & Go when onsite. If the user does not have "Yes" for this, Hydra onboarding is required to add the user to this group.
Note: membership in this group is also required for remote access.
|Needs to be in the MyDesktop Remote Access group, should be "Yes"||DPH My Desktop (VDI) Remote Access||This is the group that allow users to login remotely to DPH MyDeskop to then use the DPH Virtual Desktop (VDI). If the user does not have "Yes" for this, Hydra onboarding is required to add the user to this group.|
|Needs be in the Epic Production group, should be "Yes"||DPH EPIC Production Group Access||This is required to see the Epic production icon and be able to login into DPH Epic. If the user does not have "Yes" for this, Hydra onboarding is required to add the user to this group.|
|Needs an Epic account||DPH Epic Employee ID Number||This is required of all Epic accounts. If this is missing, user will need to be onboarded to DPH Epic.|
|If Provider, needs SER#||DPH Epic Provider (SER) ID Number||This is required for Providers / Schedulable Epic Resource.|
|Epic status should be active||DPH Epic User Status||Status needs to be active to login into DPH Epic. If status is not active contact the DPH Service Desk.|
|Should not have an Epic training blocks||DPH Epic Login Blocked||If there is a training block and training was completed, contact the DPH Service Desk.|
|Needs to have the correct Epic template assigned.|
DPH Epic Linkable/Default Template Number and Name
|Contact the DPH Service Desk to create ticket if no template or the wrong template is assigned. Epic templates determine what you have access to once you login into DPH Epic.|