G5 Two Factor Authentication

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G5Two Factor AuthenticationApril 11, 20161

AgendaWhat is Two FactorAuthenticationReceive Voice Call-BackWhen will Two factorAuthentication be implementedReceive SMS text messageLog into G5 using Two FactorAuthentication for the first timeRemove DeviceDownload AuthenticatorApplicationOnline TrainingActivating Your Smart DeviceFAQ’SLogging into G5 withAuthenticator AppG5 Hotline2

What is Two Factor Authentication?The U.S. Office of Management and Budget has mandated that all federal agenciesimplement increased cybersecurity capabilities to prevent unauthorized access togovernment systems. In keeping with the OMB mandate, the U.S. Department ofEducation will be implementing a more secure means for users of the G5 GrantsAdministration System to gain access, referred to as Two Factor Authentication. AllG5 external users will be required to enter a second piece of identification inaddition to their password when logging in.Two Factor Authentications (TFA) is a security process in which the user providestwo means of identification from separate categories of credentials; one is typicallysomething that you know, such as a password; and the other is something that youhave, such as a security code you download from your mobile device. Thecombination of these two security factors makes it more difficult for someone toaccess government systems. Once both the first and second factors are validated,users are allowed into the G5 system.3

When will Two Factor Authentication beimplemented? Two Factor Authentication will be rolled out to G5 users ingroups starting in mid-April 2016 through the end of June2016. Each group of users will be notified via an email a weekbefore they are required to begin logging into G5 using TwoFactor Authentication.4

Logging into G5 using Two Factor for the First Time1.2.3.Navigate to the G5 Home page and enter your Email ID and G5password. Then click login.You will be prompted with a new screen requesting that you verifyexisting phone numbers in G5, enter additional phone numbers(preferably one that is a mobile number), and answer two additionalsecurity questions.You will then be directed to the Two Factor Authentication screenwhere you will have one of three ways to retrieve the unique codeneeded to complete the G5 log-in process. Use only one of the threeoptions below to retrieve the unique code necessary to log into G5.–––App: Use an authenticator application on your smart deviceVoice: Receive Voice Call-BackText: Receive SMS Text5

Enter First Factor to Begin Log In1. Navigate to the G5 Home page and enter your Email ID and G5password.2. Click Yes to Accept the Terms and then click Login. You will bedirected to the Profile page.6

Verify and Enter Information1. Verify existingphone number andadd additionalone2. Answer allsecurity questions3. Click Continue7

Click Continue to proceed8

Download Authenticator ApplicationInstructions for downloading the Authenticator app for each of the recommendedmobile platforms can be found on the G5 App page as shown below. Click on thehyperlink for your specific mobile device to get detailed instructions. Android (2.1 or later) Apple IOS (5.0 or later) Windows9

Activate Your Smart DeviceOnce the Authenticator application is downloaded to your smart device, you will need tofollow the steps below to activate it:1. Scan the QR code that appears on the G5 Two Factor Authentication page or manually typethe activation code on the G5 page into the key field on the authenticator application2. Enter the 6 digit code generated into the Passcode field in G53. Click Verify Code and Activate1. QR Code2. Enter code hereNote: The Authenticator Passcode for the App tab is only valid for 30 seconds10

Log into G5 with Authenticator App1. Open the Authenticator Application on your smart device (i.e. mobile) togenerate the unique code.2. Enter the code that is generated on your smart device into the Passcode filed onthe G5 Two Factor Authentication page.3. Click on “Verify Code.” The code is valid for 30 seconds. If you do not enterthe code in time, you will need to enter the next code that appears.11

Receive Voice Call-BackThe Voice Call-Back tab provides the capability for an authorized user to request apasscode via an automated call to their selected landline or mobile phone registered inG5. Users must have a phone number registered on their profile page in G5.1. Click the radio button next to one of the phone numbers that you wish to receive anautomated call providing a passcode2. Click on Request Passcode3. On the next screen that appears, enter the passcode sent via the automated call intothe Passcode field in G5.4. Click Verify Code.Note: The Authenticator Passcode for Voice Call-Back is only valid for 60 seconds12

Receive SMS Text MessageThe Text message tab provides an authorized user the choice to receive a passcode viatext message. Users must have a valid mobile phone number registered in themobile field of their User profile in G5 .1. Click the radio button next to mobile number you wish to request a passcode2. Click on Request Passcode3. On the next screen that appears, enter the passcode retrieved from your mobilephone into the Passcode field in G5.4. Click Verify Code.Note : The Authenticator Passcode for the text message is only valid for 60 seconds13

Remove DeviceThe Remove Device tab provides the user the ability to remove a device connectedto the Authenticator Application from the user’s profile in case the user loses orreplaces the device.14

Online TrainingOnline training can be found at www.G5.gov. You do not need to be a registered user toaccess training materials. Go to the Help menu Online Training option under Main.Look for the topic “Two Factor Authentication.”15

Frequently Asked QuestionsQ: A secretary or operator answers my phone and transfers the call to me. Can I use that number to retrieve a passcode forthe App, Text or Voice method?A: No. You must be able to hear the automated voice giving the passcode (voice option) or read the passcode on a text (text option)and enter it into G5 within 60 seconds.Q: Am I required to download an authenticator application?A: No, you can choose to receive the passcode via text message to you or a phone call to your mobile or landline phone.Q: I cannot use a smart device at my work and cannot receive phone calls or text messages. How can I retrieve the passcode?A: Contact the G5 Hotline at 888-336-8930 to discuss alternatives.Q: I am logging into G5 for my boss. How can I retrieve the passcode?A: Under no circumstances is someone else permitted to log into another person’s G5 account. Your boss must log into G5 or youmust open your own account.Q: The “text” tab is greyed out and I cannot use it. Why?A: If you do not have a phone number entered in the “mobile number” field in your G5 profile, you cannot use this option forretrieving a passcode. Go to Main My Profile and enter a valid mobile number into the correct field.Q: I have several G5 accounts – can I use the same authenticator application and phone numbers for each of them?A: Yes, as long as the phone numbers you enter are yours.16

G5 HotlineIf you have any questions, please contact the G5 Hotline usingone of the options below:1. Phone number: 1-888-336-89302. Email: edcaps.user@ed.gov3. Go to the self-help portal at edcaps.force.com to submit aticket.17

When will Two Factor Authentication be implemented? Two Factor Authentication will be rolled out to G5 users in groups starting in mid-April 2016 through the end of June 2016. Each group of users will be notified via an email a week before they are required to begin logging into G5 using Two Factor Authentication. 4

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