CECAS. Adding and Maintaining a CECAS User Record

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Marjorie Wade
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1 CECAS Adding and Maintaining a CECAS User Record

2 Table of Contents Adding a User Record... 1 Assigning Roles to a User... 3 Searching for a User... 4 Setting User LEAs... 4 Setting User Schools... 5 Setting User Analytics Permissions... 7 Assigning Analytics Permissions to a User Role... 7 Assigning Analytics Cube Permissions to an Individual User... 7 Removing Analytics Permissions from a User... 8 Inactivating or Deleting a User... 8 The Difference between Inactivating and Deleting a User... 8 Deleting a User... 9 Inactivating a User... 9 Activating a User Resetting a User Password... 11

3 Adding a User Record Before adding a new user, you may wish to search for an existing user. The Inactive Date and Last Login Time fields are only available when you open an existing user record. When you add a user for the first time, that user will receive an with a randomly generated password that they will use to log in the first time. When they log in the first time, the My Settings screen will open automatically so they can enter their own password. 1. Expand the Administration folder on the CECAS main menu. 2. Select Users and the Users screen allows you to search for an existing user. Click on the blue name link in the search results list to open an existing user record in the User Detail screen. 3. Click the New button to add a new user in the User Detail screen. 4. Select the Type of this user from the drop list. This is a required field. Since permissions are controlled through a user's roles, the type you select here will control what roles are available for this user in the Primary Role drop list. 5. Enter the User ID that the user will enter to log in to CECAS. This is a required field. 6. Enter the user's Last Name and First Name in these required fields. 7. Select the Primary Role for this user from the drop list. The choices you see here depend on the Type you selected for this user. This user's rights are determined by the permissions assigned to this role in the Role Permissions screen. This is a required field. 8. Enter other details of the user: Title/Description, Address, City. 9. Select State if different from the default selection (NC). 10. Enter Zip code for the city. 11. Enter Phone number of the user. 12. Enter the of the user. This is a required field. D14 - Adding and Maintaining a CECAS User Record

4 13. Select the Works With designation of Special Ed for users who will be working in the Special Ed screen. 14. Select Is Daily User for users who will be using the system regularly and needs the ability to run reports. 15. For LEA-level users, select Region and LEA. For School-level users, select Region, LEA and School. 16. In an existing user record, the Inactive Date field allows you to enter a date after which this user will be inactive and cannot log in to CECAS. You can make the user active again by deleting the date or changing the date to a future date. 17. In an existing user record, the Last login time field displays in a read only field the last time this user logged in to the system. 18. Click the Save button to save this user record. 19. Click the Cancel button to return to the User Search screen without saving entries in this screen. 20. Perform a search to find the just-entered record and it appears in the User Search list. 21. Click to select the radio button in front of the user name. There are screen buttons at the top of this User Search screen so that you can maintain other pertinent information in this user record. Roles View or change roles for this user. Region View or change the Regions this user can access. LEAs View or change the LEAs this user can access. Schools View or change the schools this user can access. Analytics Set permissions for Analytics. D14 - Adding and Maintaining a CECAS User Record

5 Assigning Roles to a User Each user can be assigned various roles and will have all the rights and permissions that apply to that role. In this section you work in the user record and assign as many roles as you want to a single user. An alternative way of accomplishing the same thing is to assign users to the roles in the role record. But only in this screen can you assign a user a primary role, if they have more than one role. Follow these steps to add roles to a user. 1. Expand the Administration folder on the CECAS main menu. 2. Select Users and the Users screen displays. 3. Perform a search and click to mark the radio button for the selected user in the Users results screen. 4. Click the Roles button and the user s name and address appears in the User Roles screen. 5. To add a role to this user, click to select the role name in the Available Roles field and click the single right arrow to move the role to the Members window. To add multiple roles, hold down the CTRL key and click on as many as you want before clicking on the single right arrow. The screen refreshes, and the selected roles are listed in the Members window. Click the double right arrow to move all of the available roles to the Members window. The double left arrow perform in the same way to move items from the Members window back to the Available Roles window. 6. When you are finished, click the Save button. 7. Click the Cancel button to return to the User Search screen without saving. D14 - Adding and Maintaining a CECAS User Record

6 Searching for a User The Users screen allows you to search for CECAS users. From here, you can select an existing user, then access the screens to modify the user's Roles, Regions, LEAs, and Schools. You can also add new CECAS users. Before you enter a new user into the system, first search and make sure that this user does not already exist. The User Search page may be the first page that opens when you enter the CECAS application if it is set as the Start Page in the Role Detail screen for the current user's role. 1. Expand the Administration folder on the CECAS main menu. 2. Select Users and the Users screen displays. 3. The Users screen allows you to search in several different ways. Enter all or part of the user s name. Select the Exact name match checkbox if you only want to see results that match the user s name exactly. 4. Select a Region or LEA from the drop lists to search only for those users. 5. Click the Search button. User records that match the criteria you entered in the search fields display in the bottom part of the Users screen. Setting User LEAs Part of adding a user into CECAS may include assigning this user rights to one or more LEAs. Users can only access child records and make changes in them for LEAs to which they are assigned. If the user accesses a child in a different school within the LEA, they will see the child's record, but cannot make any changes to it until they claim the child for their school by entering the new school into the Special Ed screen. If the user accesses a child in a different LEA, they will see an Access Restricted message and must Set Pending Primary to claim that child. Children are assigned to LEAs in the Region/LEA area of the child record. D14 - Adding and Maintaining a CECAS User Record

7 1. Expand the Administration folder on the CECAS main menu. 2. Select Users and the Users screen displays. 3. Perform a search and click to mark the radio button for the selected user in the Users results screen. 4. Click the LEAs button and the user s name and address appears in the User LEAs screen. 5. To add an LEA to this user, first select a Region from the Region drop list of the regions available to this user. 6. The LEAs in that region appear in the Available LEAs field. Click to highlight one or more LEAs and click the single right arrow to move the LEA to the Members window. To add multiple LEAs, hold down the CTRL key and click on as many as you want before clicking the single right arrow. The screen refreshes, and the selected LEAs list in the Members window. Click the double right arrow to move all of the available LEAs to the Members window. The double left arrow perform in the same way to move items from the Members window back to the Available LEAs window. Note: The user who is assigning LEAs (Counties) to another user, can only select from a list of Available LEAs that they themselves have access to in their user record. 7. When you are finished, click the Save button. 8. Click the Cancel button to return to the User Search screen. Setting User Schools Part of adding a user into CECAS may include assigning this user rights to one or more schools in an LEA. Users can only access child records and make changes in them for schools to which they are assigned. If the user accesses a child in a different school within the LEA, they will see the child's record, but cannot make any changes to it until they claim the child for their school by D14 - Adding and Maintaining a CECAS User Record

8 entering the new school into the Special Ed screen. Children are assigned to schools in School History in the Region/LEA area of the child record. 1. Expand the Administration folder on the CECAS main menu. 2. Select Users and the Users screen displays. 3. Perform a search and click to mark the radio button for the selected user in the Users results screen. 4. Click the Schools button and the user s name and address appears in the User Schools screen. 5. To add an School to this user, first select a Region from the Region drop list of the regions available to this user, then select an LEA from the drop list of LEAs available to this user. 6. The schools in that LEA appear in the Available Schools field. To add a school to this user, click to select the school name in the Available Schools field and click the single right arrow to move the School to the Members window. To add multiple schools, hold down the CTRL key and click on as many as you want before clicking the single right arrow. The screen refreshes, and the selected schools list in the Members window. Click the double right arrow to move all of the available schools to the Members window. The double left arrow perform in the same way to move items from the Members window back to the Available Schools window. Note: The user who is assigning Schools to another user, can only select from a list of Available Schools that they themselves have access to in their user record. 7. When you are finished, click the Save button. 8. Click the Cancel button to return to the User Search screen without saving. D14 - Adding and Maintaining a CECAS User Record

9 Setting User Analytics Permissions Analytics is a program attached to CECAS that users can access to perform additional functions. These are the steps to assign a user rights to use Analytics. Users are assigned to Roles when they are initially added into the system. The first step is to determine which roles your user has been assigned. If that role does not have Analytics permissions, then any users with that role will not be allowed access to Analytics, and cannot be assigned individual permissions to Analytics. You must either give the user a role that already has Analytics permissions, or add Analytics permissions to the role as described in the steps below. After you assign general Analytics permissions to a role, then you can assign a user individual permissions to the tables and cubes within Analytics as described in the steps following the user role permission steps. Assigning Analytics Permissions to a User Role 1. Expand the Administration item on the CECAS main menu. 2. Select User Roles and the User Roles screen displays a list of roles in the system. 3. Click to select the radio button next to the role, and then click the Permissions button. 4. The Role Permissions screen displays the permissions that have already been granted to this role. 5. The first right on the list is Ad hoc Reporting with Analytics. Click to add or remove a checkmark from the checkbox. If Execute is checked, users with this role can be assigned access to Analytics cubes as described in the next section. 6. Click the Save button. Assigning Analytics Cube Permissions to an Individual User Analytics contains a list of pre-built cubes that have been built from the data in CECAS. D14 - Adding and Maintaining a CECAS User Record

10 1. Expand the Administration folder on the CECAS main menu. 2. Select Users and the Users search screen displays. 3. Perform a search for a user and click to mark the radio button for the selected user in the Users results list. 4. Click the Analytics button. The user s name and address appears in the User Core Analytics Permission screen. 5. The Cubes that are available in Analytics are listed. Click the Select/Unselect checkbox to place a checkmark for each cube to which this user has rights. Click the checkbox at the top of the column to easily select all or deselect all the checkboxes. 6. Click the Save button to save these permissions for this user. Removing Analytics Permissions from a User If a certain user should no longer have any Analytics Permissions, you can remove them from a role that has access to Analytics. If you wish to change their permission from individual cubes, you can deselect the checkboxes next to any cubes you do not wish them to access. Inactivating or Deleting a User The Difference between Inactivating and Deleting a User User can be inactivated or deleted only by a user whose role has Delete Users permission in Role Permissions. If a user is part of a child's record, the user cannot be deleted from CECAS. Instead, you can set the user's record to "Inactive". The inactive user remains part of the child's record. However, the user cannot log into CECAS and is not listed on any drop downs. If a user is not part of any child's record, you can permanently delete the user from CECAS. D14 - Adding and Maintaining a CECAS User Record

11 Deleting a User Follow these steps to delete an unused user record from CECAS. Note: If you attempt to delete a user that is part of a child's record, CECAS displays an error message. This means that the user is included in at least one record and cannot be deleted. In this case, you can inactivate the user. 1. Expand the Administration folder on the CECAS main menu. 2. Select Users and the Users screen displays. 3. Search for the user so the user name appears in the Users results list. 4. Click the blue link of the user Name to open the User Detail screen with that user's information displayed. 5. Click the Delete button. A confirmation message displays. 6. Click OK to acknowledge the confirmation message and delete the user. Inactivating a User There is a two-step process to Inactive a User. In Step 1, you enter a date the Inactive Date field. After this date, the user is inactive and cannot log in to CECAS. In Step 2, you remove the user record from your LEA. Step 1. Enter Inactive Date in User Record 1. Expand the Administration folder on the CECAS main menu. 2. Select Users and the Users screen displays. 3. Perform a search. 4. With the record in the Results screen, click the blue link of the user s name to display the User Detail screen. 5. Update the address in the field. 6. Click to deselect SpecialEd and Is Daily User. 7. Enter a date in the Inactive Date field. Note: When the Inactive Date field is yellow-shaded/disabled, data entry into this field is not allowed, as this indicates that the user has access to more than one LEA and the user cannot be Inactivated. In this case, complete Step 2 only. D14 - Adding and Maintaining a CECAS User Record

12 8. Click the Save button. Ensure the record was saved successfully. 9. Click the Cancel button. You are now ready to perform Step 2. Step 2. Remove Record Access to Your LEA via the LEAs Screen 1. Ensure the radio button is selected for the user in the Users results screen. If not, search to locate the user record. 2. Click the LEAs button. 3. Select your Region from the Region drop list. 4. Highlight to select your LEA from the Member drop list on the right side of the LEA screen for this user. 5. Click the single left arrow to move the selected LEA from the Members window back to the Available LEAs window. 6. Click the Save button. 7. Click the Cancel button to return to the Users screen. 8. To ensure that the user no longer has access to your LEA, conduct a search by your Region and LEA. The user will not display in the results list. Note: If the user is assigned only to one LEA, change the user s only Role(s) to Presenter. Should the user gain access to CECAS, as a presenter, they have no permissions. Activating a User Follow these steps to change an inactive user's status to "Active". 1. Search for a user so the user name appears in the Users results list. 2. Click the blue link of the user Name to open the User Detail screen with that user's information displayed. 3. Update the user information as required. 4. Delete the date in the Inactive Date field. D14 - Adding and Maintaining a CECAS User Record

13 5. Click Save. 6. Click the LEA button. 7. Click to highlight your LEA from the Available LEAs window, and then click the single right arrow to move your LEA to the Members window. 8. Click Save. You have just assigned this user to all schools in your LEA. To limit schools assigned to this user, follow the instructions in the section entitled, Setting User Schools, above. Resetting a User Password Follow the steps to reset a user s password. 1. Expand the Administration folder on the CECAS main menu. 2. Select Users and the Users search screen displays. 3. Perform a search for the user and click the link of the name of the user in the Users results list. The User Detail screen displays. 4. Ensure that the address is correct for the user. If it is not, type in the appropriate address and click the Save button. 5. Click the Reset Password button to initiate the password reset process. 6. Click OK to continue with the password reset process or click Cancel to end the process. D14 - Adding and Maintaining a CECAS User Record

Receiving temporary password: After the password reset, the user receives an email with a temporary password generated by the CECAS application.

14 Receiving temporary password: After the password reset, the user receives an with a temporary password generated by the CECAS application. The user will then log into CECAS with his/her User ID and the temporary password. Once logged in, the My Settings screen displays for the user to change the temporary password. Changing user s password from the My Settings screen: Enter the new password in the Password field and Confirm password field. The new password cannot be the same as the past 6 consecutive passwords. The new password must be at least 6 characters long. Click the Save button. D14 - Adding and Maintaining a CECAS User Record

15 D14 - Adding and Maintaining a CECAS User Record

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