PART III  -  EPIC Security System

PART IV  - Questions or Comments About EPIC

Introduction

The Security System administers user access to EPIC. The EPIC Security Officer at each Pension Payroll Location is responsible for authorizing, registering, and managing additional users of EPIC.

The duties of the Security Officer include authorizing or deleting designated user access to EPIC, assigning or modifying specific applications to each authorized user, and updating the employer demographic information (address, phone numbers, etc.) when necessary. 

To access the Security System, click the "Security" button on the EPIC home page.

The Security System main page will open.

The Security System is comprised of four online applications.

Add New User            

The Add New User application allows you to add a new user to the EPIC system.  To access the application click the "Add New User" button. 

1. All information must be entered.

2. Select the Pension Payroll Location where you want to provide the employee access.

3. Enter the employee's First and Last Name.

4. If the employee is a member of a retirement system, select the retirement system, (01=TPAF, 02=PERS, 03=PFRS, 08=SPRS, 09=ABP), then enter the membership number. (The member number should be added without the leading digit.)

5. An expiration date must be set if the employee is not yet a pension member or is a temporary employee not eligible for membership. 

Click the "Obtain/Renew" button to set an expiration date.  (Note: the expiration date cannot be more than 3 months from the current date)

6. Enter the employee's phone number, e-mail address, and job title. 

7. Click the "Add/Delete Apps" button.   The page that appears will allow you to select the application(s) to which you want to grant access.  

8. To give access to a specific application, select the application from the drop-down box under "Apps" and a sub-application under "Sub Apps", and then click the "Add" button.  You must repeat this step to give access to each application and sub-application necessary for that user. 

9. To give access to all available applications, click the "Select All" button.

10. When finished adding the applications and sub-applications, click the "Update" button.  This will assign the applications and sub-applications to the user and return you to the Add New User page.

11. Click the "Add User" button.  The question "Are You Sure You Want To Add This Record?" will appear.  Selecting "OK" will complete the process and send an e-mail to the user advising them of their registration in EPIC with an Authentication Code for access.  The message "Record Created Successfully" will appear and give you the option to "Add Another New User", or "Assign the User Access to Another Pension Payroll Location".

Search/Modify Users            

This application allows you to search for existing users and make modifications to their access to EPIC.  You can search for users using a combination of search criteria.  To access the application, click the "Search/Modify Users" button.  

Note: A Pension Payroll Location must be selected for all Searches.

1. To search for all active users at a location, select "Active" (1a) and the location (1b), and then click the "Search" button (1c).  This will list all active users for that location in groups of five.  Click "Next" for the next five users in the list.  Continue until you locate the desired user.

3. The "Modify User" page will appear with the user's information and assigned applications listed.

4. To modify a user's information (phone number, e-mail, title, or status) make the corrections and click the "Modify" button.  The question "Are You Sure You Want To Update This Record?" will appear.  To update the record, select "OK".  Selecting "Cancel" will return you to the Modify User page.

5.  To modify a user's assigned applications, click the "Add/Delete Apps" button.  The Add/Delete Apps page will appear. 

6. On the Add/Delete Apps page the applications assigned will appear on the right under Selected Apps. 

• To add an application, select the application from the drop down box under "Apps" and the sub-application under "Sub Apps" and select the "Add" button.  You must repeat this step if you want to give access to another application (refer to Add New User section).
  
  
• To delete an application from the user, select the application from the "Selected Apps" list and click the "Delete" button.
  
  
• When finished click the "Update" button to update the user.  This will take you back to the Modify User page.  To complete the process, click the "Modify" button. 

The question "Are You Sure You Want To Update This Record?" will appear.  Selecting "OK" will update the user.  Selecting "Cancel" will return you to the Modify User page.

7. Adding or deleting applications for an EPIC user will not generate a new Authentication Code. Rather, the changes you make will be reflected automatically the next time that user logs onto EPIC.

Applications To Multiple Users    

This function allows you to assign or delete an application to multiple users.  To access the application, click the "Apps to Multi Users" button.

1. Select the Pension Payroll Location of the users to whom you want to assign the application. 

2. The users for that location will appear. Select the users to whom you intend to give access to this additional application or sub-application.

3. Select the application under "Apps", sub-application under "Sub Apps" you are looking to add.

4. Click the "Add" button. This will add the user's name to the right hand column.

5. When finished adding users, click the "Update Users" button. 

6. The question, "Are You Sure You Want To Update This Record?" will appear. 

• Selecting "OK" will update the record and the message "Record Updated Successfully" will appear with the option to "Add/Delete Another Application". 
  
  
• Selecting "Cancel" will cancel the update and take you back to the Application to Multiple Users page.

7. Selecting "Add/Delete Another Application" will return you to the Applications To Multiple Users page.

8. The "Delete" button is used when you wish to remove a user from the list before updating the records.  Select the user from the right hand column and click the "Delete" button.  This will delete the user from the right hand column and the application will not be assigned.

Demographic Changes    

This application allows you to update certain employer information.  To access the application, click the "Demographic Changes" button. 

1. Select the Pension Payroll Location where you want to make changes.

2. The existing employer information on record with the Division of Pensions and Benefits will be displayed on the left hand side.

3. To change the information, enter the change(s) on the right hand side of the page

4. Click the "Submit" button. 

The question "Are You Sure You Want To Send This E-mail?" will appear. 

• Selecting "OK" will send an e-mail to the Division of Pensions and Benefits to update the information. 
  
  
• Selecting "Cancel" will take you back to the Demographic Changes page.

PART VI - Questions or Comments About EPIC

If, after reading this EPIC User's Guide Security Information, you still have questions about or difficulty accessing or using EPIC, registered users may contact the Division's EPIC Help Desk at (609) 777-0534 or send e-mail to: pensions.nj@treas.state.nj.us.

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