Getting Started

I. How do I get access?

A. Misconceptions
 Technically, you can enter goBalto Activate even if you have not been granted access to the system (going via
MyICON /Applications/ICR/ Activate/Activate Login).

However, please be aware that unless you follow the requirements described in this document, your access to
Activate will not be a “Full Access” type of access. As a result, you will not be able to find the studies you are
looking for and you will NOT be able to use the system correctly.
 Full access to Activate is NOT granted because somebody else on the study grants you access. Role assignment
in the team member screen of Activate is essential is essential and mandatory but does not condition user
access either.

In order to be granted full access to Activate, please follow the instructions below:

B. Complete the iLearn Courses relating to Activate to be granted access

In order to be granted access for goBalto Activate, you must complete the relevant iLearn training sessions relating to
Activate. Depending upon the type of access needed the iLearn course requirements vary.

Please see below for a summary of requirements based on the study role needed

Courses Name Duration Type Pre-Requisite(s) SSUA SAL Internal

Read only
(CRA, (Reg.
SMA, Specialist, (PM,
SCS) CTM) legal,
etc..)

G50165 Activate General 45 No Instructor, no need to None Yes Yes Yes

Knowledge minutes register to a fixed-date session

G50188 Activate for SSUA 3 hours Instructor-led session- Need to G50165 must be Yes No No
register to a fixed-date session completed

G50187 Activate for SAL 2.5 hours Instructor-led session- Need to G50165 must be No Yes No
register to a fixed-date session completed

Please note that you can only be granted access if you completed the entirety of the training that relate to your study
role. Attending one module is not enough.

Please also look at the column Pre-requisites as it shows that some courses must be completed to be able to register to
other courses.
Once the required courses have been completed, you have nothing more to do and creating an Oracle Request or a
ServiceNow Request or Incident is NO LONGER required.

Upon completion of all relevant iLearn training courses, the ICON PMO team will be automatically notified and will,
within 24hours, grant you access to Activate.

You will receive an e-mail to confirm that access to Activate has been granted.

C. Access for CDP Submission

For SSUAs/CRAs/SMAs who submit CDPs, the type of access needed is the same as the standard Full Access for
SSUAS/CRAS/SMAs (described in section B). Which means that no extra training content is mandatory to complete to
submit CDPs in Activate.

However…, even if not technically mandatory from a system access standpoint, the following courses (which are in your
Learning Plan anyway) are recommended:
Courses Name Duration Type Pre-Requisite(s)

G50185 Activate for CDP 1 hour Instructor-led session- Need to G50165 must be completed
Submission register to a fixed-date session

OTJ Activate for ICO CDP 30 On The Job Learning content None
ICOOTJ003 submission
minutes (available on iLearn)
9

D. Access for CDP Review

For SAL who review CDPs, the type of access needed is different from the standard Full Access for SALs (described in
section B) as two additional training courses need to be completed by the acting SAL in order to be able to review
/approve/reject CDPs within Activate.

Courses Name Duration Type Comments

G50185 Activate for CDP 1 hour Instructor-led session- Need This required even to do CDP
Submission to register to a fixed-date review since we ask SALs doing
session within iLearn a CDP review to understand the
whole CDP process, submission
included
OTJ - Activate for ICO 30 iLearn On The Job Learning Contains an OTJ checklist which
ICOOTJ0043 CDP Review. minutes content includes a link to a box folder
where are the relevant training
(available in iLearn) documentation is stored

OTJ - ICOOTJ0043 – Guidance

1/ The Line manager for the acting SAL required to do CDP review must assign his/her resource to the iLearn OTJ
ICOOTJ0043 (iLearn manager dashboard, then “learning” then add an assignment to the resource)

2/ The resource acting as SAL required to do CDP review must then go through all the training materials.

Within the iLearn ICOOTJ0043 Activate for ICO CDP Review, the resource will find an OTJ checklist, which contains a
link to the ICO Tailored Activate Training curriculum box folder.

NB: The ICO Tailored Activate Training curriculum box folder can also be accessed via the box folder directly or via
MYICON > Activate resource centre or via Activate itself.

Once the training curriculum is accessed, the user needs to open “Session 9 – ICO CDP Review”. This subfolder contains
all the required content that has been created to train users including a detailed process documentation and even an
instruction video.

3/ The resource acting as SAL required to do CDP review must let his/her manager know that he/she went through the
training materials.

4/ The Line manager then indicates that the assigned training was completed by the resource acting as SAL

5/ Access should then be granted automatically.

If not, the resource must export the ILearn training transcript in excel format (showing all relevant trainings are
completed) and e-mail it to Joris Ferrand and/or Lauren Elder for them to ask for the account rights to be adjusted.

E. Activate Assignment
Once you can access Activate, you (SALs and SSUAs) MUST assign yourself to a role on the Study, Country, or Site level.
This is essential & mandatory not because it conditions your access to the system (it does not, only iLearn training does),
but because assignment data feeds to our reports which notably depicts who is in charge of which countries and sites.

It is YOUR responsibility as a user to assign yourself to the correct study role in the team member screen of Activate.

To find out how to assign yourself in Activate’s team member screen, please go to Section 1F of training content
“Activate Study Set-up and maintenance”

II. Using Activate

A. Accessing Activate
Now that you have been granted access to Activate, you can enter the system as a full access user.
To access Activate, please go to MyICON/ Applications/ ICR/ Activate/ Activate Login.

Activate is a Single sign-on Application which means that there is NO scenario where you need to authenticate by
providing any password or user ID (as you simply do not a user ID password).

If you are seeing a page where a user ID and password are requested, you are at the wrong place and this is likely
because you have bookmarked the Activate’s homepage. Please do NOT bookmark the Activate’s homepage.

If you want to use a bookmark, please use exclusively: https://activate-logon.iconplc.com

Otherwise, please always remember to access Activate going via MyICON.

B. Google Chrome
Activate requires Google Chrome (or Microsoft Internet Explorer 11). Google Chrome is the preferred browser for
Activate.

The use of Activate with Microsoft Internet Explorer 10 is not supported as it creates system errors and issues.

If you do not have Chrome on your computers, please submit a ServiceNow ticket.

C. System Timeout
After 15 minutes of inactivity, the system provides a timeout warning. You may click OK to extend your session.
If you do, your session is extended.

If you don’t extend your session, the system will indeed timeout after 20 minutes of inactivity and the following screen
will appear:

Click on Internal Login. You are automatically redirected to the home page of Activate.

III. Issues and Proficiency

A. ICO Tailored Activate Training Curriculum
The ICO Tailored Activate Training Curriculum was created in order to significantly improve your Activate proficiency
past by what the other iLearn training sessions (that conditions system access) are offering by providing plenty of extra
learning points such as instructional videos, process flowchart, comprehensive handouts document, etc…

Based on your role in Activate, the various modules of the Curriculum have been divided up in 3 different On the Job
iLearn Training Content that have been made mandatory in your Learning Plan. Accessible via iLearn by looking up the
On The Job codes below in the search bar.

SSUA/CRA/SMA OLC SAL/ OLR/CTM

(or
SSUA/CRA/SMA
involved with
Contracts and
Budgets)

OTJ OTJ OTJ OTJ OTJ

ICOOTJ0040 ICOOTJ0039 ICOOTJ0041 ICOOTJ0042 ICOOTJ0043
- “Activate - “Activate - “Activate for - “Activate - Activate for
for ICO CRAs for ICO CDP ICO OLCs/Site for ICO ICO CDP
& SMAs” submission” Contract OLRs/Regula Review
Associate” tory
Specialists”
Session 1- What is Activate? X X X
Session 2- Study Set-Up X X X
Session 3- Study Maintenance X X X
Session 4- Document Activities X
1/2
Session 5- Document Activities X
2/2
Session 6- Contract Activities X
Session 7- Submission Activities X
Session 8- CDP Submission on X
ICO studies
Session 9- ICO - CDP Review X
Session 10- Reports X X X
Session 11- Activate ICOMaster X X X
Integration
Session 12- Bulk Work X X

In addition to iLearn, the ICO Tailored Activate Training Curriculum is also available from the Intranet's Activate
Resource Centre. This means that users do not need to ask to be granted access to a specific network or box location as
Activate users can, by default, access this folder, no box folder permission required.

To access the ICO Tailored Activate Training Curriculum:

1/ Access the Activate Resource Center

Either via MyICON

MyICON / Applications/ ICR / Activate / Activate Resource Centre

Or Directly from Activate

Click on the down arrow next to your name (in the top right hand corner of the screen) and select Activate Resource
Centre

2/ Once you are in the Activate Resource Center, Click on “Activate for ICO”

3/ Then Click on “Please Click the link to access ICO specific information”

4/ You are in!

 B. Solving simple issues by emptying your browser cache.
Sometimes, system issues can be resolved quickly by clearing your browser’s history/cache. If the system does not look
normal or behaves oddly, the following steps are a good first step at trying to fix the issue before submitting a ticket.
These instructions relate to Google Chrome, the preferred browser for Activate.

- Navigate to the Chrome options menu in the upper right hand corner.
- Open More tools and select Clear browsing data.
- A new screen will appear. Ensure that the history will be cleared from the beginning of time. Unselect anything
you may want to keep as a record (e.g. download history). Once confirmed, clear browsing data.

C. ICO Activate Subject Matter Expert (SME)

Joris Ferrand and Lauren Elder are the Activate Subject Matter Expert (SME) for ICO and are responsible for
understanding the Activate configurations of the various country(ies) as well as general system required tasks.

If they have not solved their issue or if they have any questions about how to use the system or suggestions about the
country configuration within the ICO Tailored Activate Training Curriculum content,

ICO users can contact Joris Ferrand (jorisstephane.ferrand@iconplc.com) and/or Lauren Elder
(lauren.elder@iconplc.com).
 D. ServiceNow User Support

If they did not find the required answer to their question/issue by following the process described in sections A, B and C,
ICO users can:

- For issues and questions:

 Create a ServiceNow Incident (for Affected Item, select Activate)
- To request a change to an existing country configuration/lineage or to request that access be granted to
sponsor team members:
 Create a ServiceNow Request (Search for “ICON Activate” and follow the prompts within ServiceNow for
providing additional required information)

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Activate users can access ICON’s ServiceNow system directly from Activate, either: dddd

 click on the down arrow next to your name (in the top right hand corner of the
screen) and select Visit support

 or click on the word “Support” at the bottom of any Activate page.

Alternatively, ICO Activate users can access ServiceNow via MyICON.