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Business Services Guide

The Security Representative Role

The Security Representative is appointed by an organization to be responsible for the registration of its users, as well as act as the main contact for correspondence with the Province relating to the electronic security of the organization's users.

How do I register the Organization?

The Business or Organization Security Application Form should be completed by someone able to legally bind the organization, for example, the business owner or authorized manager. They become the "Signing Officer" in the security process.

The Signing Officer, as well as the Security Representative, is required to complete applicable sections and sign the Business or Organization Security Application Form.

Ideally, the organization should appoint two security representatives who will be responsible for the organization's users, and act as contact for communication with the Province relating to the electronic security of the organization. Each Security Representative must complete the Security Application Form.

Smaller organizations may only have one security representative.

How do I register Individual Users?

The New Individual User/Update Existing User Access Security Application Form is used to register each user within the organization. For a new user to the Province of Manitoba online services, the form must be completed in full, access requested indicated, and signed.

For requests to access Online Gas Permits, your organization will determine which of the access options the user should request. The following access roles are available:

  • Access to apply for a gas permit. The user can be anyone the organization authorizes to complete the forms and submit the permit. The gas fitter will be validated by the system and the fee will be automatically withdrawn from the account.
  • Access to account details. This access allows the user to view the account information. This user may be the owner, account clerk or persons in the organization's accounting department.
  • Access to download fuel supplier information and upload turn on information. This access allows the fuel suppliers to download permit information and upload turn on information to The Office of the Fire Commissioner.
  • Access to turn on information. This access allows fuel suppliers to initiate turn on information.

Please note: You can apply for more than one role if it is required by your organization.

How do I remove a user?

When an employee, with a defined User ID, leaves the employment of your organization; you must notify the IBM Customer Service Centre in writing.

Include the user's name and User ID to be deleted.

What does the Security Representative do?

The Security Representative is responsible for gathering organization and user information and forwarding it to Manitoba or its agent.

The Security Representative is responsible for ensuring that the information gathered from the user is true and correct; that the user information is passed on to the administrators promptly (Customer Service Centre - IBM, 501-1445 Portage Avenue, Winnipeg MB R3G 3P4); that any changes to user information are registered promptly and; that staff changes will be registered promptly with IBM.

The Security Representative ensures that all mandatory information is received. The purpose of the Challenge Question and Challenge Response is to provide an added security for password resets. The question will be the "hint" to the user. Only when the correct "answer" is given will the password reset proceed.

Examples of Challenge Questions may include:

  • What is your mother's maiden name?
  • Where did you spend your honeymoon?
  • What is your sister's birthstone?
  • What is your black cat's name?
  • What is your favourite food? Etc.

For added security, each individual user chooses their own Challenge Question and Challenge Response which is recorded on the New Individual User/Update Existing User Access Security Application Form. Try to make the question something that only the user will know the answer to.

The Security Representative will update any lists sent to them from Manitoba or its agent asking them to do so and ensure that the information given to Manitoba or its agent is current.

What happens if a User forgets their Password?

If the password is forgotten, the user will need to call the IBM Help Desk 1-800-946-6007 with their User ID. The Help Desk staff will ask the user their Challenge Question and only if the correct Challenge Response is received will the password reset proceed. The user will be given a temporary password and will be prompted to change it on their next login. Please advise the users to keep their Challenge Question and Challenge Response private to limit security breaches.

What do I do if the Signing Officer changes?

A letter must be forwarded to Customer Service Centre - IBM (mail or courier only) advising of the change of Signing Officer and must be signed by at least two Security Representatives. If the new Signing Officer is not already a registered user and they wish to become so, they must also complete the New Individual User/Update Existing User Access Security Application Form.

How do I change or appoint a new Security Representative?

If you are replacing an existing Security Representative, the Business or Organization Security Application Form must be completed by the new Security Representative and co-signed by the Signing Officer.

If you are wishing to appoint any additional Security Representatives, the Business or Organization Security Application Form must be duplicated, completed and signed by the Security Representative and the Signing Officer and forwarded to the IBM Customer Service Centre.

How do the Users within the Organization find out what their User ID and initial Password are?

Once the form has been processed, the IBM Administrator will telephone the user (using the number provided on the application form), ask the Challenge Question, and upon hearing the correct response, will advise the user of their User ID and temporary password. The system will prompt the user for a new password upon first login to the system. It is advised that the user changes their temporary password immediately.

If the user does not answer the phone, a message will be left asking them to call the IBM Customer Service Centre and ask Security Password information where the procedure will be as above.

What if a User is having trouble accessing the system?

If the user is entering the User ID or password incorrectly, the system will not recognize them. The user has three attempts to enter their password correctly before the system locks them out. After the third attempt, they must contact the IBM Customer Service Centre who will verify their identity to assign a temporary password.

Alternately, if the user cannot access the system with their correct User ID and password, they may have been suspended for inappropriate use or another reason. They may contact the IBM Customer Service Centre to verify their status, but to resolve the issue, the Security Representative, the user and the Manitoba Administrator will have to discuss each case individually.

What if a User cannot remember the Response to their Challenge Question?

If the user cannot remember the answer to their challenge question, they will be required to re-register by completing a New Individual User/Update Existing User Access Security Application Form, co-signed by the Security Representative.

Who receives mail from IBM on behalf of the Users?

The Security Representatives receive the mail on behalf of the users.

The Security Representatives will receive communication notifications and bulletins on behalf of their organization.

For further information contact:

IBM Customer Service Centre
Attention: Help Desk
501-1445 Portage Avenue
Winnipeg MB R3G 3P4
Telephone: 1-800-946-6007