Designated IAM Representative

Transcription

1 Designated IAM Representative

2 Why are we here? Learn more about IAM Understand the role and responsibilities of the CASA Designated IAM Rep Understand procedures for approving or rejecting Portal registration requests Case Connection requests Understand procedures for terminating accounts Understand support resources available

3 As you may remember Three steps must happen before CASA users can begin to use Case Connection

4 As you may remember 1 Background Check Request Case Connection Access Obtain Access to Case Information Use Case Connection First, get a cleared Background Check

5 As you may remember 1 2 Background Check Request Case Connection Access Obtain Access to Case Information Use Case Connection Next, register on the IAM website, obtain an IAM portal login account, then request access to the DFPS Case Connection system

6 As you may remember Background Check Request Case Connection Access Obtain Access to Case Information Use Case Connection Then ask CPS to grant access to case(s) information so that case information is viewable in Case Connection

7 As you may remember Background Check Request Case Connection Access Obtain Access to Case Information Use Case Connection Once these start-up steps are complete, case information is viewable in Case Connection whenever needed

8 Step 2 is where you come in 2 Background Check Request Case Connection Access Obtain Access to Case Information Use Case Connection Step 2 -- Request Case Connection Access -- is where YOU, the Designated IAM Rep, come in

9 You are Amber Background Check Request Case Connection Access Obtain Access to Case Information Use Case Connection Amber CASA Staff Designated IAM Approves or rejects CASA volunteer and staff requests for access in the IAM Identity Management System

10 What is IAM? IAM stands for Identity Access Management The IAM system is the existing HHS Enterprise identity management web portal IAM has been customized for DFPS to manage and control access to the Case Connection application

11 IAM Terminology You! HHS Partner Organization Organization that has access to HHS applications Each local CASA Program is set up as a Partner Organization in IAM HHS Partner Employee System user (CASA staff person or volunteer) HHS Partner Supervisor Person from a Partner Organization who is a registered approver in the IAM system Aka IAM Designated Representative

12 Getting Started as an IAM Rep When you are set up as a Designated IAM Representative for your organization, an IAM Portal Account is automatically created for you You will receive an with a User ID and temporary password

13 Example Suppose Jenny is a CASA staff member Jenny has completed her DFPS Background Check and has received two s: Jenny CASA Staff

14 Example Suppose Jenny is a CASA staff member Jenny has completed her DFPS Background Check and has received two s: Background Check clearance with PID Access Code Jenny CASA Staff

15 Step Two 2 Background Check Request Case Connection Access Obtain Access to Case Information Use Case Connection Next, Jenny needs to request access to the Case Connection system

16 Request Case Connection Access Requesting access is a two-step process Footprint" by Morgan Queen

17 Request Case Connection Access Requesting access is a two-step process Footprint" by Morgan Queen

18 Request Case Connection Access Requesting access is a two-step process As the staff members from your organization do steps 2A and 2B, you will decide whether they should have access Footprint" by Morgan Queen

19 A. Register for a Portal Account After Jenny enters all the information necessary for registering for a portal account, she gets this message This is where YOU come in

20 Receive You will receive an like this notifying you that someone in your organization has requested a portal account (See page 3 of the IAM Guide)

21 Time Limit to taking action It is important to take action after you receive this You will receive a reminder after 5 days if you have not yet taken action If you wait 10 days, the request will be automatically rejected!

22 Approve / Reject Portal Request Follow along in the Designated IAM Rep Guide You ll log in to the HHS Enterprise Portal, accept the Security Agreement, then do the following (p. 5):

23 Approve / Reject Portal Request Click on the ITIM tab to access the Identity Manager

24 Approve / Reject Portal Request In the View Activities window, you can see the list of activities required Here you need to approve an Enterprise Portal account

25 Approve / Reject Portal Request In the View Activities window, you can see the list of activities required Here you need to approve an Enterprise Portal account Click on the hyperlink in the Activity column

26 Approve / Reject Portal Request Otilia RZ Rojo requests a portal account Click on the Provide Information hyperlink to go to the screen to approve or deny the request

27 Approve / Reject Portal Request The main thing you are doing when you are evaluating a portal request is confirming identity Yes, the person works for your local organization!

28 Approve / Reject Portal Request What should you check? a. Verify the identity of the person b. Make sure the person is currently affiliated with your program c. Make sure the name is spelled correctly

29 Approve / Reject Portal Request Then click the Details button

30 Approve / Reject Portal Request Select Approved or Rejected Note: If you reject the request for portal access you will need to supply a reason for the rejection.

31 Approve / Reject Portal Request Select Approved or Rejected Note: If you reject the request for portal access you will need to supply a reason for the rejection. When the is sent back to the requester to let them know if their request was approved the reason for rejection will be included in the .

32 Approve / Reject Portal Request Save your decision

33 Approve / Reject Portal Request then Submit

34 Success! Congratulations! You have successfully approved a portal request!

35 Request Case Connection Access Requesting access is a two-step process The next thing that happens is the CASA requester will receive an with a temporary password and will be able to log in and request access to Case Connection (Step 2B) Footprint" by Morgan Queen

36 Déjà vu all over again! The process of approving or rejecting a Case Connection access request is very similar to approving or rejecting a portal account request The difference is you: Check different information items and Use different criteria to evaluate the request

37 Approve/Reject Case Connection Access Request After the user has: Received portal access approval, Logged in and created password, Requested access to Case Connection You will get an like this:

38 Approve/Reject Case Connection Access Request After the user has: Received portal access approval, Logged in and created password, Requested access to Case Connection You will get an like this: You can log in to the portal and click on the ITIM tab, or just click on the link in the notification to follow up on the request

39 10 Day Window Applies Here Too

40 Process is very similar to portal access approval Instead of: Partner Supervisor Approval for Enterprise Portal Account, the activity you select says: Supervisor Approval for access to Case Connection Account

41 Process is very similar to portal access approval Click on the hyperlink in the Activity column to access the Case Connection access request

42 Approve / Reject Case Connection Access Request Again, click on the Provide Information hyperlink

43 Approve / Reject Case Connection Access Request The main thing to decide when you are evaluating a Case Connection access request is whether there is a business need for the requester to be able to view case data in Case Connection

44 Approve / Reject Case Connection Access Request What should you check? a. Make sure the Security Group is correct b. Make sure the PID number is correct

45 Approve / Reject Case Connection Access Request What should you check? a. Make sure the Security Group is correct b. Make sure the PID number is correct (The Designated ABCS Rep should have a copy of the containing the requester s PID this comes after the DFPS background check has been done.)

46 Approve / Reject Case Connection Access Request What should you check? a. Make sure the Security Group is correct b. Make sure the PID number is correct If the PID is incorrect, reject the request and ask the requester to make the access request again with the correct PID

47 Next, click on the Details button to approve or reject the request Approve / Reject Case Connection Access Request

48 Approve / Reject Case Connection Access Request Again, you select Approved or Rejected Note: If you reject the request for Case Connection access you will need to supply a reason for the rejection.

49 Approve / Reject Case Connection Access Request Save your decision

50 Then press the Submit button Approve / Reject Case Connection Access Request

51 Success! Congratulations! You have successfully approved a Case Connection access request!

52 Reminder Roll-out Date CASA program staff 9/1/2014 CASA volunteers 1/15/2015 CASA volunteers should not access the Case Connection system prior to January 15, 2014 If you happen to receive requests from volunteers before then, you should probably reject those requests

53 So far we ve covered Understand procedures for approving or rejecting Portal registration requests Case Connection access requests Before we leave this topic, here s some News You Can Use

54 News You Can Use The process of getting Case Connection access is a little different for CASA Staff than it will be for CASA Volunteers Your role stays the same You will make the same updates in the system Lou CASA Volunteer Jenny CASA Staff

55 News You Can Use If the requester is a staff member, a second level of approval is required for the CASA requester to obtain access to Case Connection CASA Volunteer or Staff? Jenny Staff

56 DFPS Approval also needed Within DFPS is a group called Application Security Administration Let s say Katie works in this group as an Application Security Administrator (ASA) Katie DFPS ASA

57 DFPS Approval also needed Since Jenny is a staff member, after the IAM Representative approves Jenny s Case Connection access request, an is automatically sent to Katie, the DFPS ASA, to notify her that there is a pending request that she needs to review and approve in IAM Katie DFPS ASA Jenny Staff

58 DFPS Approval also needed Reviews Case Connection access request Verifies the Registrant s Staff role Approves or denies request Katie verifies Jenny s role as a staff person and approves or denies the request Katie DFPS ASA

59 DFPS Approval also needed After Katie approves Jenny s request, Jenny gets the approval and can continue the process Katie DFPS ASA

60 Case Connection Access Approval To summarize Case Connection access approval: If requester is a volunteer, only CASA Designated IAM Rep reviews and approves request Amber Designated IAM Rep

61 Case Connection Access Approval To summarize Case Connection access approval: If requester is a volunteer, only CASA Designated IAM Rep reviews and approves request Amber Designated IAM Rep If requester is a staff member, both CASA Designated IAM Rep and DFPS ASA review and approve request Amber Designated IAM Rep Katie DFPS ASA

62 Other Responsibilities? Besides approving or rejecting access requests, another important responsibility you have is to terminate accounts You will terminate accounts in the IAM system

63 Remember the 3 situations? CASA user is removed from a case Entire CASA local organization is removed from a case CASA user resigns or is dismissed from their local organization

64 Remember the 3 situations? CASA user is removed from a case Entire CASA local organization is removed from a case CASA user resigns or is dismissed from their local organization This is where YOU come in

65 CASA User Resigns or Dismissed Jenny CASA Staff If a volunteer or staff member leaves CASA altogether The CASA staff person will notify YOU, the organization s Designated IAM Representative, within 48 hours that the CASA user is no longer with the organization You will then terminate the CASA user s Case Connection account Amber Designated IAM Rep

66 Instructions Instructions on how to terminate accounts are also in the Designated IAM Representative Guide that accompanies this course

67 Instructions You will be able to terminate an account immediately or set a date in the future at which you want the account to terminate

68 News You Can Use Coming Soon You will also be able to Restore Accounts that have been suspended after the Case Connection user does not log in for 90 days Remember that scenario?

69 Case Connection User 90 Day Account Suspension Case Connection accounts are automatically suspended after 90 days of inactivity When user accounts are suspended, they will be unable to access Case Connection until their account is restored

70 Account Restoration If a user s account is suspended and they can t get into Case Connection You will be able to restore their account Amber Designated IAM Rep Case Connection User

71 One Last Thing Understand the role and responsibilities of the CASA Designated IAM Rep Understand procedures for approving or rejecting Portal registration requests Case Connection requests Understand procedures for terminating accounts Understand support resources available

72 You are the expert! You are the point of contact if CASA Staff have questions or issues related to Obtaining access to Case Connection Using Case Connection Over time, you will probably be able to answer many questions based on your experience

73 Help is Available!! But you re not alone! If you don t know the answer, DFPS has a help desk To access help, submit a Help Request Your Help Request will be routed to the appropriate group within DFPS that can provide help Instructions: How to Submit a Help Request

74 One Last Thing: IMPORTANT Requesting access is a two-step process If you are a Designated IAM Representative, do not do Step 2A Step 2A will be automatically done for you when you are set up as an IAM Rep Footprint" by Morgan Queen

75 One Last Thing: IMPORTANT Requesting access is a two-step process You will receive a system-assigned User ID and temporary password After you receive this , proceed with Step 2B, if you need access to Case Connection Footprint" by Morgan Queen

76 Congratulations!