APPENDIX 1 - DSCIS User Registration Form (English & French Versions) APPENDIX 2 - List of Acceptable Identity Documents...

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1 TPA User Registration Process Overview (Partially extracted and adapted from D DSCIS Registration Process Final document for DSOs, version from 2011) Table of Contents PART A: DSCIS USER REGISTRATION OVERVIEW Identification of Local Registration Authority (LRA) Determination of Portal Access Requirements Confirmation of Number of Users/Tokens Required... 3 PART B: DSCIS USER REGISTRATION PROCESS LRA User Registration Secondary User Registration Token Administration ONe-key Enrolment Accessing the Live Environment User Termination Storage and Retention of DSCIS User Registration Request Forms... 9 APPENDIX 1 - DSCIS User Registration Form (English & French Versions) APPENDIX 2 - List of Acceptable Identity Documents For questions regarding the User Registration Process, please contact: Kirstyn Amyot, SA IM Lead at , ext or kamyot@handstfhn.ca 1

2 PART A: DSCIS USER REGISTRATION OVERVIEW The Developmental Services Consolidated Information System (DSCIS) v6 Service Connections project will introduce new agency portals for declaring resources to DSOs or accepting referrals from DSOs securely online to facilitate the process of connecting individuals to MCSS-funded developmental services and supports. The Ministry is preparing to register all Developmental Services Transfer Payment Agencies (TPAs) for DSCIS User Accounts. Each agency is asked to identify a staff member who will act as the Local Registration Authority (LRA) for all DSCIS users at their agency. The launch of the new portals will occur in the first half of The rollout of these changes will occur in two phases. The first phase will include all DSOs and a small group of approximately service providers (Phase 1) and the second phase, occurring approximately 4-6 weeks later, will bring on board all service providers from TPAs. Your agency, as one of the TPAs, is a critical partner in the transformation of the developmental services system. As we prepare for implementation, we will continue updating you with more details on how this affects agencies including key dates. 1. Identification of Local Registration Authority (LRA) The Ministry is requesting that each Phase 2 service provider identify someone in your organization who would perform the duties of the Local Registration Authority (LRA). The LRA is a staff person in your organization with authority levels to identify staff who need access to confidential client information and can verify the staff person s identity. Typically LRA s also have responsibility for hiring and managing staff. The LRA will manage user access to DSCIS within your organization through facilitating completion of User Registration Forms, verifying new user identity and providing collected information to the Service Agency Information Management (SA IM Lead). This DSCIS User Registration Overview will be provided to LRA in order to give detailed instructions to complete this process. The SA IM Lead will be providing support throughout the registration process. 2. Determination of Portal Access Requirements In order to ensure appropriate DSCIS portal access is provided to your agency, the LRA must confirm which services your agency provides that will require portal access. This information will need to be included on the DSCIS User Registration form which will be outlined later in this document. The below MCSS detail codes will assist in making this determination: Services requiring Resource Declaration and Matching Portal access: 8847 DS Supported Group Living Residences 9110 DS Intensive Support Residences 9111 DS Host Family Residences 9112 DS Supported Independent Living Residences (SIL) 9130 DS Caregiver Respite Services and Supports 9131 DS Community Participation Services and Supports (CPS) 8871 DS Employment Supports Services requiring Referral Portal access: 8886 DS Specialized Accommodation 8888 DS Specialized Services - Adult Protective Services (APSW) 9132 DS Professional and Specialized Services 9134 DS Passport Program o Please note: Referral tokens are only required by the 11 Ontario agencies who allocate Passport direct funding to individuals. Agencies that manage a Passport allocation on behalf of an individual who is purchasing services with their Passport funding do not need a referral token for this detail code. 2

3 9137 DS Temporary Supports o Please note: Referral tokens are only required by agencies who allocate DS Temporary Supports funding for urgent response cases. Agencies that accept DS Temporary Supports funding to fund services for an individual in need of urgent support do not need a referral token for this detail code. Committee Tables (i.e. Urgent Response) o Please note: Only TPA staff (bound by the contract with the ministry) can have access to DSCIS referral portal. Service agencies using DSCIS must be associated with one of the nine DSO catchment areas. Agencies that operate in more than one DSO catchment area will require separate DSCIS User Accounts and tokens for each DSO catchment area in which they operate. For example, if Agency A operates in Toronto and Mississauga, their DSCIS User Accounts would be Agency A in Toronto and Agency A in Central West and each User Account would have separate tokens. Please notify the SA IM Lead if you will require additional access. 3. Confirmation of Number of Users/Tokens Required As LRA, you must also determine how many users will be required from your agency to process resource declarations and/or referrals in the DSCIS system based on your current business practice. The minimum requirement is that an agency has identified a Local Registration Authority and a Secondary User who may act as back-up in the LRA s absence. In order to effectively support an agency s daily business practices, additional users may be required to complete the resource declarations and processing of referrals. Agencies are asked to identify these requirements as additional security tokens will be required to access the DSCIS portals. PART B: DSCIS USER REGISTRATION PROCESS To be provided access to the DSCIS portals, the Local Registration Authority must complete and submit the DSCIS User Registration Form, have two pieces of identification (listed in the primary and secondary identification lists) visually confirmed over videoconference technology by the SA IM Lead, and when the Live environment is available, to enrol for access to the DSCIS ONe-key system with the security tokens that will be mailed to the LRA for distribution. The specific instructions are listed below. 1. LRA User Registration The LRA will receive the DSCIS User Registration form by to complete and scan to the SA IM Lead at kamyot@handstfhn.ca or fax to The SA IM Lead will confirm accuracy prior to the original being mailed. When completing the User Registration Form, please note the following: a) New Users (referred to as Subscribers in the form) must complete Part 1A and 1B on page 1 of the form. o Please ensure you indicate your DSO under Region in this section. o When completing Part 1B, please reference the primary and secondary list of acceptable identification. Please ensure that at least one piece of identification appears in the primary identification document list and the second piece of identification can come from either the primary or the secondary identification document lists. o If using a birth certificate, please ensure you record the certificate number and not the registration number from the document. Please note that Health cards and SIN cards are not accepted. o Part 1B does not need to be completed for Subscribers who have previously been registered. 3

4 b) As Subscriber, you will be required to sign and date the Acknowledgement under Subscriber in Part 5 on page 4 of the form. c) The SA IM Lead will complete Parts 2, 3 and 4 of the form. Please leave the noted sections blank. d) All fields must be completed as specified. Mandatory fields are marked with an asterisk (*). Indicate Not Applicable or N/A if a field is not applicable. As soon as the LRA s completed user registration form is received, the SA IM Lead will reach out by regarding availability for a short videoconference to visually confirm LRA identification documents. The meeting details and the web access link will be sent to the participant(s) within an Outlook meeting invitation. 2. Secondary User Registration When the LRA s registration has been finalized by the SA IM Lead, the LRA will be asked to provide the SA IM Lead with the name of the agency s secondary user(s) and to complete the DSCIS User Registration Form in a face-to-face meeting with the Secondary User(s) by referring to the above LRA user registration instructions. In addition, as LRA, you will also complete the following sections on the Secondary User s form: a) Complete Part 2 on page 2 to include your LRA contact information. b) Visually confirm the 2 pieces of identification that were listed on Part 1B to confirm user identity. A videoconference with the SA IM Lead will not be required for Secondary Users. c) Attest to the document accuracy by completing Part 3 on page 2 which includes your name, date and signature. d) In Part 3, you are to only select New under Type of Request; and select Referral Portal and/or Resource Declaration and Matching Portal under Service Enrolment. o Please note: The portal access required by your agency is based on service details codes listed on page 2 of this document. Your agency could require access to both portals. ii. The SA IM Lead will complete Part 4 of this form when the security token serial numbers have been assigned. In this case, please leave the section blank. If tokens have already been received by your agency, please complete this section by recording user information, token serial number from the back of the token and sign and date this section. iii. Lastly, please date and sign Part 5 on page 4 under Authorized Registration Representative Signature. Once identification has been confirmed and the user registration form(s) has been reviewed for accuracy, you will be asked to mail the original form to: Kirstyn Amyot HANDS TheFamilyHelpNetwork.ca 222 Main Street East North Bay, ON P1B 1B1 3. Token Administration Once your agency s DSCIS User Registration forms have been submitted and identity documents have been confirmed by the SA IM Lead or the LRA (for Secondary Users), security tokens will be issued in DSCIS and sent by Purolator to the LRA, at the provided agency address, for distribution to appropriate users. The tokens will be assigned to specific users and exact portals based on the token serial numbers on the back. The SA IM Lead will ensure that the tokens are easily identified. The tokens will not be activated until the DSCIS Live environment is available. The SA IM Lead will notify registered users by when the token provisioning will be occurring. At this time, registered users will be required to enrol in ONe-key through the below instructions. 4

5 4. ONe-key Enrolment When the DSCIS live environment becomes available, registered users will receive an from the SA IM Lead indicating that token provisioning will be taking place. Once the SA IM Lead creates your account in the DSCIS system, you will receive two s containing security information which is required to complete your enrolment through ONekey. One will contain your agency s Web Access Code (WAC) and the other will contain your Personal Identification Number (PIN). Both numbers are required for enrolment purposes. Please follow the ONe-key enrolment steps below: a) Once your Web Access Code (WAC) and PIN information is received by , please use this link ( to access ONe-key to enrol for access to the DSCIS System. You will require your WAC, PIN and security token to complete this process. b) On the ONe-key home screen, please click Sign up at the bottom left of the screen. [Figure 1] o Please note: that if your agency will be accessing both portals, you must sign up separately for each portal. You will have a separate security token provided for each. Figure 1 c) On the ONe-key Account Registration screen, you will be required to create a User ID and Password, as well as provide security questions for each portal account. [Figure 2a & 2b] When creating a ONe-key ID please note the following: i. Naming Convention for ONe-key User ID o When creating a User ID through ONe-key, it is very important that you use the following naming convention: (FirstnameLastnamePortalType). Please note that the User ID is not case sensitive but the Password is.) o Your options for Portal Type in the username will be RP for Referral Portal or RDMP for Resource Declaration and Matching Portal, depending on which portal you will be accessing. o Example of username variations depending on portal: JaneDoeRP (for Referral Portal access) or JohnDoeRDMP (for Resource Declaration and Matching Portal access) 5

6 Figure 2a Figure 2b ii. Separate Enrolment Required for Each Portal (Only for those agencies who require access to both the Referral Portal and Resource Declaration and Matching Portal) o The naming convention will be important especially for those agencies that may need access to both portals. o For these agencies, you will have to follow the ONe-key instructions and enroll separately for each portal using the above naming convention. o You will have two ONe-key User IDs as shown in the above example which will help to distinguish between both portals as a separate token will be registered for each portal. o It is important to note that you will be receiving a separate WAC and PIN for separate enrolment to each portal. Please ensure that you are registering for both. d) After creating your user ID, password and security questions, you will be asked to enter your Web Access Code (WAC) and PIN which would have been received by directly through the DSCIS system (from: DSCISSystemAdmin@Ontario.ca). [Figure 3 & 4] If you did not receive this information by , please contact the SA IM Lead at kamyot@handstfhn.ca. Figure 3 6

7 Figure 4 e) Once your WAC and PIN has been entered, you will be prompted to enter your token code. This number can be found by pushing the button on the front of your security token (It is not the token serial number on the back of token). [Figure 5] o Please note: the number will only appear on the token screen for thirty seconds then it will be invalid. If your time expires or the token number is not accepted, you will need to wait until the token screen goes blank and you can press the button again which will generate a new number that you will enter on the computer screen. Figure 5 When you have completed your enrolment in ONe-key, please ensure that you notify the SA IM Lead by , as we will be tracking to ensure that all service agencies have been registered. 5. Accessing the Live Environment Once registered, you will be able to access the specified portal at any time after the live environment becomes available. In order to access the portals, you will click the same link ( used to enrol for ONe-key. Once on the home screen, you will enter your ONe-key User ID and Password. The system will then ask for your token code which can be found by pushing the white button on the front of your security token. Once entered, you will have access to the DSCIS portal. [Figure 6, 7, 8] 7

8 Figure 6 Figure 7 Figure 8 If you receive any login errors or have any questions regarding the DSCIS user registration process or ONe-key enrolment, please contact the SA IM Lead, Kirstyn Amyot at kamyot@handstfhn.ca. 6. User Termination To un-enrol registered users please follow these steps: LRA assists the user in completing the User Registration form with Revoke request selected in Part 3. LRA forwards the completed User Registration Form to SA IM Lead along with the token(s) retrieved from the user whose access is being discontinued. The SA IM Lead un-enrols the account(s) via DSCIS system. Token ID is recorded and can be assigned to new user when needed. 8

9 7. Storage and Retention of DSCIS User Registration Request Forms As the LRA, you are responsible to ensure that all completed DSCIS User Registration forms that are retained, are stored in a safe and secure location such as a locked file cabinet until confirmation of user registration has been received, at which time the original forms are to be handled in accordance with your organization s Privacy, Security and document management and retention policy. Please note: that you may maintain a list of the registrations and service enrolments that have been completed. The list must only contain minimal information (e.g., such as the individual s name, date he/she was registered, and his/her service enrolments) to ensure that the individual s privacy is protected. 9

10 APPENDIX 1 - DSCIS User Registration Form (English & French Versions) Printable and saveable PDF files are available in both English and French. English Version of User Registration Form: Page 1 English version Page 2 English version 10

11 CONTINUED - English Version of User Registration Form: Page 3 English version Page 4 English version 11

12 French Version of the User Registration Form: Page 1 French version Page 2 French version 12

13 CONTINUED - French Version of the User Registration Form: Page 3 French version Page 4 French version 13

14 APPENDIX 2 - List of Acceptable Identity Documents a) Primary Identity Documents Government Document Type Photo? Expiry Date? Driver s Licence (including graduated driver s licence) Canadian Passport (currently valid or expired no more than 5 years) Certificate of Canadian Citizenship (paper document or plastic card but excludes commemorative issue) No Birth Certificate issued by a Canadian Province or Territory No No Canadian Certificate of Birth Abroad No No Canadian Certificate of Indian or Metis Status No No Canadian Permanent Resident Card Statement of Live Birth from Canadian Province (Certified Copy) No No Certification of Naturalization (paper document or plastic card but excludes commemorative issue) No No Citizenship Identification Card issued by a foreign jurisdiction where these exist (e.g., Mexico, Europe) Confirmation of Permanent Resident (IMM 5292) No CANPASS (A Remote Area Border Crossing permit allowing the bearer to cross into Canada at certain remote areas without reporting to a port of entry as long as imported goods are declared) Nexus (A cross-border express pass available to low risk individuals who have passed a stringent Canadian and American security check including a fingerprint biometric, photograph and personal interview with immigration officials. In order to maintain this pass, the individual must reapply every two years.) Firearm Registration License Permanent Resident Card (i.e., Maple Leaf Card) A valid Passport issued by a foreign jurisdiction. Citizenship and Immigration Canada Refugee Protection Claimant Document Notes: Social Insurance cards and provincial Health cards are NOT acceptable forms of identification. Under the Photo and Expiry Dates columns, means that the document may or may not contain a photo or expiry date depending on the origin or version of the document. b) Secondary Identity Documents Document Type Old Age Security Card Certificate issued by a government ministry or agency (e.g., Marriage, Divorce, Adoption) Canadian Convention Refugee Determination Division Letter Canadian Employment Authorization Canadian Minister s Permit Expiry Date? No No No 14

15 Canadian Immigrant Visa Card Canadian Student Authorization Record of Landing (IMM 1000) Document showing the registration of a legal change of name accompanied by evidence of use or prior name for the preceding 12 months. Current Registration Document from the College of a Health Profession under the Regulated Health Professions Act, No Audiology and Speech-Language Pathology Chiropody Chiropractic Dental Hygiene Dental Technology Dentistry Denturism Dietetics Massage Therapy Medical Laboratory Technology Medical Radiation Technology Medicine Midwifery Nursing Occupational Therapy Opticianry Optometry Pharmacy Physiotherapy Psychology Respiratory Therapy Current Professional Association Licence/Membership Card for any Regulated Health Profession including the following: Association of Ontario Midwives Denturist Association of Ontario Nurse Practitioner Association of Ontario Ontario Association of Medical Radiation Technologists Ontario Association of Naturopathic Doctors Ontario Association of Orthodontists Ontario Association of Speech Language Pathologists and Audiologists Ontario Chiropractic Association Ontario Dental Association Ontario Medical Association Ontario Nurses Association Ontario Opticians Association Ontario Pharmacists Association Ontario Physiotherapy Association Ontario Podiatric Medical Association Ontario Society of Chiropodists Ontario Society of Medical Technologists Registered Nurses Association of Ontario Registered Practical Nurses Association of Ontario Respiratory Therapy Society of Ontario) Federal, Provincial, or Municipal Employee Card Current Employee Card from a Sponsoring Organization Union Card Other Federal ID Card, including Military Ontario Ministry of Natural Resources Outdoors Card Judicial ID Card Student Identification Card BYID Card (Formerly Age of Majority Card) CNIB (Canadian National Institute for the Blind) Photo Registration Card Canadian Police Force Identification Card Blind Persons Right Act ID Card Notes: Social Insurance cards and provincial Health cards are NOT acceptable forms of identification. Under the Expiry Dates column, means that the document may or may not contain an expiry date depending on the origin or version of the document. 15