Towards the Realization of the “THERS DU Plan”

NU Information System Redesign
Migration Guide
NU Information and Communications
NU Information Technology Center

June 2021

“Digital University Plan” and Information System• About the Digital University Plan (“DU Plan”)• The Tokai National Higher Education and Research System (THERS) will make theeducational and research content of participating universities available for general access,and increase the scale, distribution, and interoperability of this educational and researchcontent, not only for students and researchers, but also for the 1 million university
stakeholders, including those in industry, high school students, citizens, and hospital users.
By providing the value of knowledge and a space for communication, this plan willcontribute to a new reshaping of society across the entire Tokai region.

• The Information system will be revamped to realize the “DU Plan”• Unify the information systems of THERS and improve efficiency• Provide common software that faculty, staff members, and students can use for work andlearning• Provide a one‐stop online communication tool
• Introduce an authentication system with enhanced security

THERS One Million Person “Digital University Plan”
Next‐Generation Authentication Platform★Research DXAggregation(2028)

・Support for research projects
・Research dissemination andnetworkingUniversities
outside THERSTHERS Data Infrastructure(Education and Research / Academia‐Industry
Collaboration / Management)

THRESFusion (2025)

Integration (2022)

Digital Research
Research Data

Cyber‐physical education

Inter‐university collaboration

THERS Organization
Personnel Affairs & Payroll / Financial Accounting
Back Office System

・Digital educational content
・Cyber‐physical learning environment
・Student support to ensure that nostudent is left behindAffiliated hospital
Hospital users★Health Care DX

Learning analytics

Human resource development /career development

Alumni / Working adults
brushing up on their studies

MedicalInformation
Virtual lab
venture ecosystem

Researcher Data &ResearchEquipment Data

Digital Lecture
ContentTHERS students★Education DXCollaboration with regional
medical institutions

DU Database

THERS
researchers

International academiccommunity

DX Promotion is “Realization of theTHERS DU Plan through integration,fusion and aggregation“(Multi‐Factor / Federation)

THERS researchers
High school‐university
collaboration★Back Office DX

High school students
Seminar auditors

Local companies★Academia‐Industry
Collaboration DX・Secure and flexible information sharing
・Effective use of on‐campus resources
・Collaboration with external services

The Information System will Change to Realize theDU Plan
• We will move towards the creation of a unified information system at THERS.

• Members of Gifu University and Nagoya University will be able to use the same system.

• Microsoft 365 will be deployed throughout THERS.

• Desktop versions of Office software will be available free of charge.

• Use of Teams software will change.

• Microsoft 365 email addresses will be changed, and multi‐factor authentication (* 1) will be introduced.

• Nagoya University ID (NU ID) login will be changed to THERS account login.

• This will strengthen security and the THERS account will be used to log in to the common THERS‐wideservices.

• Nagoya University email addresses will change.
• mbox.nagoya‐u.ac.jp → mail.nagoya‐u.ac.jp

Thank you for your cooperation.
＊１︓Multi‐factor authentication: A more stringent authentication method that uses a number sent to your smartphone in addition to your password to verify
your identity when accessing the system.

Roadmap for NU Information System Updates
2021THERSAccounts

MS365

2022

2023 2024▼Jul. 2021 ‐ THERS Azure AD▼Jul. 2021 ‐ Distribute user information▼Apr. 2021 ‐ Start preparing for distribution of THERS accounts▼Feb. 2022 ‐ THERS Shibboleth▼Feb. 2022 ‐ THERS LDAP

▼Apr. 2021 ‐ “Office” becomes available for first‐year undergraduate students▼Jul. 2021 ‐ “Office” becomes available for faculty, staff members, and current students▼Jul. 2021 ‐ THERS MS365 (Available at NU)▼Jul. 2022 ‐ THERS MS365 Full‐scale tenant startTeams
E‐MailService▼Apr. 2021 ‐ Students begin use▼Jul. 2021 ‐ Introduction of multi‐factor authentication▼Oct. 2021 ‐ Issuance of new “nagoya‐u” e‐mail addresses▼Oct. 2021 – Launch of new e‐mail service▼Apr. 2023 ‐ Suspension of old e‐mail service

THERS Account/THERS ID/NU ID/NU MS365 Account
NewTHERS Account• Account for logging in to various services• Also used to log in to Teams, etc.
• Highly secure with multi‐factor authentication

Account format

bc.12d.3456

THERS ID
• THERS version of NU ID; same format (2 letters + 7 numbers) as before• An ID number that identifies an individual within the THERS systemab1234567• Nagoya University ID owners will continue to use the same ID
ContinuedAbolis
hedAccount format

NU ID• Will continue to be used for the time being to log in to existing systems• Introduce new multi‐factor authentication to improve security

Account format

ab1234567

NU MS365 ID• Previously used to log in to Teams, etc.
• Will be suspended around July 2022

Account format

nagoya.taro@a0.nagoya‐u.jp

Introduction of a Common “THERS Account" forSystem Login at THERS• To strengthen inter‐university collaboration
within THERS, this account will be used incommon services that are expected toincrease in the future.

THERS Accountbc.12d.3456• Log in to Microsoft Office 365, Teams, etc.

• Achieve Increased Security• Introduce multi‐factor authentication to improvesecurity• Multi‐factor authentication will be explained later inthis document.

Implementation schedule Distribution of THERS accounts will start around July 2021.
•

Login with existing IDs (NU ID, NU MS365 ID, etc.) will be integrated into THERS account.

 Login with existing ID will be available for the time being to use existing services.

Account Implementation Schedule
2021Apr‐JunNew

Login with THERS AccountContinued

Login with NU ID

Abolished

Login with NU MS365 ID

2022

Jul‐Sep Oct‐Dec Jan‐Mar Apr‐Jun2023

Jul‐Sep Oct‐Dec Jan‐Mar

After Aprbc.12d.3456

ab1234567

CASnagoya.taro@a0.nagoya‐u.jp• THERS AccountIntroduction of multi‐factor authentication

Schedule subject to change• Accounts will be distributed from around July 2021, and first used for MS365(Teams/Office/etc.)• NU ID• Login with NU ID will be phased out in stages• Starting June 2021, we will move to introduce multi‐factor authentication to CAS to ensure
immediate security.

• NU MS365 ID• Scheduled to end around July 2022

Microsoft 365 (MS365) Contract Starts at THERS• Free use of Microsoft desktop software and cloud services• Free access to Microsoft Office 365 for faculty, staff members, and students• Can also be used on private PCs and smartphones• Requests• Please install the software on your own.
• Please copy all settings and data from Teams, OneDrive, etc. fromNU MS365 to your THERS account within the migration period.

• Downloadable from the Microsoft Website
using your THERS AccountImplementation schedule Available for new undergraduate students from April 2021
 Available for faculty, staff members, and current students starting
around July 2021

Students Will Also Be Able to Use Teams• Teams can be used for online classes and communication with students.
• You can set up teams in which students from both Gifu University andNagoya University participate and conduct online classes.
• By combining with NUCT, online classes using video, textbooks, etc. can be
conducted at no cost.

NU E‐mail Service Will Change• Convenience and security of NU e‐mail service will be improved.
• Expand inbox capacity to 100GB(previously 0.5GB)• Increase security with multi‐factor
authenticationNew

New NU e‐mail service
Available starting around Aug. 2021

tokai.taro.x9@f.mail.nagoya‐u.ac.jp• Requests• Please complete all migration
procedures on your own.
(changing e‐mail software settings,saving e‐mails in your inbox, etc.)

Old

Current NU e‐mail service
The e‐mail system will be suspendedin Apr. 2023

nagoya.taro@a.mbox.nagoya‐u.ac.jp

NU E‐mail Service Implementation Schedule
Inbox Capacity

New2021

Apr‐JunJul‐Sep Oct‐Dec Jan‐Mar Apr‐Jun

2023 ...

Jul‐Sep Oct‐Dec Jan‐MarAfter Apr

100GB

New mail service

tokai.taro.x9@f.mail.nagoya‐u.ac.jp

Old20220.5GB

Migration period︓Oct. 2021 〜 Mar. 2023

Current mail service

nagoya.taro@a.mbox.nagoya‐u.ac.jp

Issuance of new e‐mail addresses will be suspended.

Stop Sending Stop Receiving Stop Forwarding

Introduction of multi‐factor authentication
Schedule subject to change• Current NU mail service• Service will be suspended in following order: issuance of new e‐mailaddresses, sending e‐mails, e‐mail inbox.

• E‐mail forwarding settings from the old NU mail service to the new NU mail service will
be announced at a later date.

• Request for migration• For NU e‐mails, please transfer your settings (change e‐mail software settings, savereceived e‐mails, etc.) within the migration period.

What Is Multi‐Factor Authentication for THERS
Accounts?
• In addition to a THERS account and password, a second factor—a code
displayed on the smartphone app—will also be used for authentication.

206285

THERS Account and Password

CodeYou can nowaccess the system!

What Is Multi‐Factor Authentication for NU ID?
• In addition to an NU ID and password, a second factor—a code displayedon the smartphone app—will also be used for authentication.
NewOldYou cannow accessthe system!

NU ID and Password

206285

NU ID and Password

CodeYou can
now accessthe system!

MS365

Teams

Multi‐factor
authentication

Usage and Precautions

Schedule to Provide Office 365 Desktop
Version Free of Charge

MS365

1 • Apr. 2021: Free Office 365 software available free of charge for new undergraduate

students
2 • Jul. 2021: Office 365 software available free of charge for faculty, staff members,and current students• THERS ID required for use• Some faculty and staff members not eligible

3 • Oct. 2021: Suspension of use of Office 365 service sold by Univ Co‐op
2021

AprilJuly

October

1

2

3

The following faculty and staff members are not eligible for Office 365 free of charge(Office for the web, Teams, mail service can be used):
As a general rule, this will be determined based on information• Part‐time lecturers (including visiting faculty, etc.)
registered on the Personnel Affairs & Payroll System• Affiliated school teachers• Hospital staff (excluding faculty and part‐time faculty members)• Others not receiving direct salary payment from THERS

MS365Download Office 365 Desktop Version
2021

Apr‐Jun2022

Jul‐Sep Oct‐Dec Jan‐Mar Apr‐Jun

2023

Jul‐Sep Oct‐Dec Jan‐MarRecipient

After Apr

• All students• Staff (with exceptions)

THERS Accountbc.12d.3456

NU MS365 ID
nagoya.taro@a0.nagoya‐u.jp

Introduction of multi‐factor authentication• Account used for download• Purchasers fromUniv. Co‐op• 2021 first‐yearundergraduatestudents• First‐year undergraduate students: Download with NU MS365 ID (until Jun. 2021)
Download with THERS Account (starting Jul. 2021)• Faculty, staff members, and current students:
Download with THERS Account starting Jul. 2021

• The download method will be announced on the NU Information andCommunications website.

Request to Migrate Teams Currently in Use
2021

Apr‐JunNew

2023

Jul‐Sep Oct‐Dec Jan‐Mar

After Apr

THERS Accountbc.12d.3456

Abolished

2022

Jul‐Sep Oct‐Dec Jan‐Mar Apr‐JunTeamsNU MS365 ID

Migration period︓Jul. 2021 〜 Jun. 2022

nagoya.taro@a0.nagoya‐u.jp

Introduction of multi‐factor authentication• Those who must migrate• Faculty and staff members currently using Teams• Migrating data
• Please transfer your NU MS365 Teams settings to your THERS account within themigration period.
• Teams settings to copy: contacts, teams, files, to‐do lists, etc.

What Is Multi‐Factor Authentication for
THERS Accounts?

Multi‐factor
authentication• Issues with previous password authentication systems• There are many authentication services, and it is difficult to rememberindividual passwords.
• Many people use the same password for multiple services.
• One password leak can result in unauthorized access across many services.

“Knowledge”‐based authentication has its limits!

• Multi‐factor authentication• Uses not only "knowledge“, but also combines "possession"and “biometric" information as authentication factors• Achieves high security while reducing the complexity ofauthentication procedures• THERS account is authenticated by two factors,"knowledge (password)" and "possession (smartphone)“.

knowledge• password• secret question• PINPossession• smartphone• IC card• HW token

Biometrics• fingerprint• face• veinMulti‐factor
authentication(Transitional Measures)Multi‐Factor Authentication by NU ID• Authentication by current NU ID• Various services can be used by authentication with NU ID (CAS authentication).
• If a password is leaked, there is a risk of having multiple services misused.
• Introducing multi‐factor authentication for CAS authentication to improve security• Authentication with two factors:"knowledge (password)" and "possession (smartphone or hardware token)"
About the use of smartphones or hardware (HW) tokens for authentication:• Generate an authentication code with a smartphone or HW token•

The authentication code is a number that changes every 30 seconds and is difficult to steal.

 You can use your smartphone for authentication by downloading theauthentication app onto your smartphone.
 If you do not have a smartphone, you can obtain an HW token.

326 851

Smartphoneauthentication app

HW token

Click here for more information: https://icts.nagoya‐u.ac.jp/ja/services/nuid/CAS/