Data Security and Protection Toolkit - Start guide (all users)

Transcription

1 Data Security and Protection Toolkit - Start guide (all users) Contents 1 Access the DSPT 2 Register 3 2 User accounts 6 User roles 6 Logging in 7 Forgotten your password? 7 Privacy and cookies 8 3 Organisation profile 8 Organisation profile questions 10 4 Assessment 10 Go to assessment Assigning an assertion owner Confirming an assertion 14 View progress 15 Publish assessment 17 5 Menu options 17 Assessment 17 Report an incident 18 News System changes and release notes Assertions and evidence items Frequently asked questions 20 Help 20 Admin 21 6 Manage account (all users) 21 7 Logging out 22 8 Feedback 23 9 Support 24 Copyright 2018 Health and Social Care Information Centre Page 1 of 25 The Health and Social Care Information Centre is a non-departmental body created by statute, also known as NHS Digital

2 1 Access the DSPT To access the Toolkit, go to Toolkit home page: The DSPT will support up-to-date versions of most modern browsers such as Chrome, Firefox, Internet Explorer 11, Microsoft Edge, Safari etc. Please note - older versions of browsers no longer supported by the manufacturer will also not be supported by DSPT. In practice this means versions of Internet Explorer earlier than version 11 will not be supported. Please see for further information. Copyright 2018 Health and Social Care Information Centre Page 2 of 25

3 Register Click on the Register button to proceed with registering for a new account. You will need a valid address and organisation code to continue to the questions. If you do not know your code, access the Organisation Data Service s ODS Portal link and then click on the Organisation/Practitioner Search option to find your organisation, using the various search criteria available: Only organisations already registered with ODS will be displayed. If you are unable to access the portal, please contact Exeter helpdesk for further assistance. If you are new to the Toolkit and wish to register your organisation, go to in the first instance and download the Organisation code request form to apply for a code. Copyright 2018 Health and Social Care Information Centre Page 3 of 25

4 Once a unique organisation code has been allocated, your organisation can then be registered on the Toolkit. If you already know your organisation code and wish to register at that organisation, click on the Continue to questions button. Enter your valid organisation code ( AB1234 has been entered in the example below): Press Continue. If there is already an administrator set up at the organisation, and you do not know who it is, you will need to contact Exeter helpdesk to obtain their details (by clicking on the contact us link). The organisation administrator should then be contacted directly to request a user account. If there is no administrator set up, you (as the first user) will have the option to create yourself as the administrator. The following user information is required to create an account: Copyright 2018 Health and Social Care Information Centre Page 4 of 25

5 Press Continue when complete. If your address has never been registered on the system before, you can proceed to the following screen to complete your account registration: Accept the terms and conditions and enter the Captcha number displayed and then press Accept and Register. An will be sent directly to your address containing a link to activate your new account. Copyright 2018 Health and Social Care Information Centre Page 5 of 25

6 Please note - additional users for your organisation are not able to self-register and grant their own access rights. Once you are registered as the administrator and logged in to the Toolkit, please use the admin function to add any further users for your organisation. If your address has previously been registered (i.e. you are already a toolkit user registered for one or more organisations), you will receive the following error message: Please contact Exeter helpdesk for further assistance. 2 User accounts User roles The following roles are available. Depending on the role that you have been set up with, will determine the screens you can view or edit: Auditor View assertions and evidence, view organisation profile (but not edit), reset own password and update own personal details. Member View assertions (and confirm, where an administrator has allocated a member as the owner of an assertion), view/add/edit evidence, view organisation profile (but not edit), reset own password and update own personal details. Administrator member View and confirm assertions, view/add/edit evidence, allocate owners of assertions, share assessment (submit and publish), view and edit organisation profile, create and edit users for own organisation, reset own password and update own personal details. Additionally, only administrators can view, edit and submit data security incidents via the Incident Reporting functionality. National level NHS Digital view, create and edit organisations, create and edit users, allocate users to an organisation, view user feedback, create news/help items plus auditor level view access to organisations (for support purposes). Copyright 2018 Health and Social Care Information Centre Page 6 of 25

7 Logging in Once you have been set up with an account, click on the Log in button in the top right-hand corner of the DSP Toolkit home page to access your registration. On the following screen, enter your registered address and password. Click on Log in. Forgotten your password? If you have forgotten your password at any point, click on the Forgot your password button. Enter your registered address and click on Request Password Reset. If your registered address is correct, password reset instructions will be sent directly to you (please note that, for security reasons, the system will not alert you if you have entered an address which is not recognised). Follow the link in the to reset your password and log in: Copyright 2018 Health and Social Care Information Centre Page 7 of 25

8 Privacy and cookies Details of how NHS Digital processes personal information and information captured on the website, communications, data protection, access to your personal information and information security, can be viewed via the Privacy and cookies link at the bottom of the screen: 3 Organisation profile If you are an administrator set up at a single organisation, you will be taken to the Organisation Profile screen by default to complete the setup questions that will create the organisation s assessment: Administrator view Members will not be able to proceed to their assessment until the administrator has completed the setup questions: Member view Copyright 2018 Health and Social Care Information Centre Page 8 of 25

9 For all users with accounts at multiple organisations, you will have the option to select which organisation you wish to access first by clicking on the relevant Select button: After selecting an organisation, you can return to the Organisation/account selection screen at any time by clicking on the Change organisation link on the menu bar: The menu bar will always display the organisation that you are currently active in. Copyright 2018 Health and Social Care Information Centre Page 9 of 25

10 Organisation profile questions Step-by-step instructions and screenshots of the organisation profile questions can be viewed within the DSPT Administrator guide at as only an administrator can complete this section. Once the questions have been completed and saved, the system will populate the organisation s assessment based on the responses given. Both Members and Administrators can now begin working on the organisation s assessment. 4 Assessment You will now be directed to the main assessment management screen: Administrator screen view. The member view will exclude the Report an Incident and Admin menu options and the Publish assessment button. Copyright 2018 Health and Social Care Information Centre Page 10 of 25

11 Go to assessment Clicking on the Go to assessment button will take you to the following screen to view and complete the assertions for your organisation: Copyright 2018 Health and Social Care Information Centre Page 11 of 25

12 On the right-hand side of the screen is the full list of assertions (30 in total in the example above, i.e. 23 mandatory and 7 non-mandatory) relevant for your organisation, based on your organisation type and organisation profile responses. You can scroll down the full list of individual questions and answer in any order. On the left-hand side, the assertions can be filtered as required. Clicking on the individual NDG Standard link will fast forward you to the relevant section within the assessment. Clicking on the big picture links throughout the assessment will take you to the full set of standard guides. Alternatively, you can access the guides directly via To begin your assessment, click on any of the assertion titles to open the question to provide the evidence required: In the example above, Name of Caldicott Guardian has already been completed, as this was answered within the Organisation Profile questions. You will also notice that this is a mandatory field and required a response. To successfully complete your assessment, all mandatory questions must be answered prior to publication. Press Save when each question has been evidenced as indicated (this may be by entering a relevant response, confirming a date, uploading a document or simply ticking to confirm compliance). Once correctly saved, the individual question will show as COMPLETED. You can continue to the next question. Copyright 2018 Health and Social Care Information Centre Page 12 of 25

13 On the example below, there are no mandatory questions to answer on the assertion. However, although not compulsory, organisations are encouraged to respond to nonmandatory evidence items and confirm completion Assigning an assertion owner If a named individual will be responsible for a specific assertion, an administrator can choose to assign them as the Owner. To assign an owner, click on the Change link: This is purely optional and can remain as No owner if it s not the responsibility of one individual. Only users already set up with an account will be available for selection: Copyright 2018 Health and Social Care Information Centre Page 13 of 25

14 Once an owner has been assigned, only this individual can mark the selected assertion as confirmed, when ready. The confirmed section will remain read-only for all other users: Confirming an assertion An assertion can only be marked as confirmed by an administrator or assigned owner when all the individual mandatory questions have been answered (the tick box will not be displayed until all the mandatory questions are showing as completed): It will show the user name, date and time that the assertion was confirmed. The list of questions will remain viewable, but no further updates can be made (i.e. the assertion will be greyed out). Note - unticking the confirmed box will revert the assertion back to editable. You can return to the main Assessment Options screen at any time by clicking on either the Assessment Options link on the left-hand side of the screen or the Assessment heading on the menu bar: Copyright 2018 Health and Social Care Information Centre Page 14 of 25

15 This will take you back to the main assessment management screen: View progress Clicking on View progress button will take you to the following screen to view the 10 National Data Guardian Standards and summary of work left to complete, in a progressive colour-coded chart format. Please note - the progress screen does not reflect any non-mandatory evidence items: Copyright 2018 Health and Social Care Information Centre Page 15 of 25

16 The progress screen shows that the required mandatory evidence items within Standards 8 and 10 have not yet been started, Standards 1, 6 and 7 have been partially completed and Standards 2, 3, 4, 5 and 9 have been fully completed. To start or continue updating a standard (for example NDG Standard 6 ), click on the relevant heading: Copyright 2018 Health and Social Care Information Centre Page 16 of 25

17 The following screen will then automatically start the assessment from the relevant NDG Standard 6 Responding to Incidents section (which displays the mandatory and nonmandatory evidence items as default): Click on Assessment Options to return to the main assessment management screen when finished. Publish assessment This option is available to administrators only. Full step-by-step instructions and screenshots of the admin section can be viewed within the DSPT Administrator guide. 5 Menu options Assessment Clicking on Assessment on the menu bar (or the Go to Assessment button on the Assessment options screen) will take you to the main assessment management screen to view and complete the assertions for your organisation. Copyright 2018 Health and Social Care Information Centre Page 17 of 25

18 Member view Report an incident This functionality is not available for Members or Auditors therefore will not be displayed on their menu options. Relevant information can be found within the Administrator guide or the IR guide at News Access the News section for further information on system changes, release notes, assertions and evidence items and FAQ s: Copyright 2018 Health and Social Care Information Centre Page 18 of 25

19 5.3.1 System changes and release notes A high-level summary of changes to the Toolkit is provided for reference and will be regularly updated as new functionality is added: Assertions and evidence items To view and download the full list of assertions, which includes evidence text and tool tips, click on the relevant link shown under Supporting Documents: Copyright 2018 Health and Social Care Information Centre Page 19 of 25

20 5.3.3 Frequently asked questions Frequently asked questions, with their corresponding answer, will be displayed and regularly updated to assist users with common queries: Help Access the Help section for in-depth user and admin guidance, an overview of the DSPT, the Data Security Standards, the different organisation types that can be selected and contacting the DSPT team for further assistance: Copyright 2018 Health and Social Care Information Centre Page 20 of 25

21 Admin This functionality is not available for Members or Auditors therefore will not be displayed on their menu options. Relevant information can be found within the Administrator guide at 6 Manage account (all users) To amend your account details at any time, click on your name/organisation link on the menu bar: This will take you to the Manage Account screen where you can update your user details, change your password, switch organisation and view your current organisation profile: Clicking on Update your details will take you to the following screen: Copyright 2018 Health and Social Care Information Centre Page 21 of 25

22 Make the necessary amendments and press Update. 7 Logging out When logged in, if no online activity is recognised for 20 minutes, the system will automatically display a five-minute warning message that you will be logged out: Either let the session expire or click on Logout to proceed. Click on the Stay connected button before the timer expires, if you wish to remain logged in. To completely log out at any time, click on the yellow Log out button on the menu bar (which is visible from every screen within the DSPT): Copyright 2018 Health and Social Care Information Centre Page 22 of 25

23 8 Feedback Do you have any suggestions or feedback for improvements to the Data Security and Protection Toolkit? Click on the feedback link at the top of the screen: Or the Submit Feedback button at the bottom of the screen, and tell us what you think: Both feedback options are available when logged in. Complete the online form and press Submit to send us your comments: Copyright 2018 Health and Social Care Information Centre Page 23 of 25

24 9 Support If you have a problem or query relating to the functionality described in this document, please contact Exeter helpdesk in the first instance for further assistance: Telephone: exeter.helpdesk@nhs.net For team: DSPT 2 nd line support Self-service portal: Helpdesk portal Follow instructions on the helpdesk portal to register for a self-service account and then log in with your allocated user name and password to raise future support calls. Can currently only be accessed on the NWW (NHS N3/HSCN) network. Copyright 2018 Health and Social Care Information Centre Page 24 of 25

25 Document Management Document filename: DSP Toolkit - Start guide (all users) Project / Programme Live Services Project Document Reference DOC Data Security and Protection Toolkit Project Manager Ben Halliday Status FINAL Owner David Ingham Version 1.2 Author Kim Hobday Version issue date 10/08/2018 Revision History Version Date Summary of Changes /12/2017 Creation of new DSP Toolkit Start Guide /01/2018 Updates following review /01/2018 Updates following review /02/2018 Updates following review /03/2018 Updates following review /08/2018 Updates following functionality releases and screen changes /08/2018 Updates following reviews Reviewers This document must be reviewed by one of the following people: Reviewer name Title / Responsibility Date Version David Ingham Senior Project Manager 10/08/ Approved by This document must be approved by the following people: Name Signature Title Date Version David Ingham D Ingham Senior Project Manager 10/08/ Glossary of Terms Term / Abbreviation What it stands for DSPT Data Security and Protection Toolkit Toolkit Data Security and Protection Toolkit HSCN Health and Social Care Network (replacement for N3) Document Control: The controlled copy of this document is maintained in the NHS Digital corporate network. Any copies of this document held outside of that area, in whatever format (e.g. paper, attachment), are considered to have passed out of control and should be checked for currency and validity. Copyright 2018 Health and Social Care Information Centre Page 25 of 25