Security Administration General Security. Reference: Beth Dewyre. Training Goal:

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1 Security Administration General Security Reference: Beth Dewyre Training Goal: The purpose of this section is to instruct users on the functionality of the general security of SSIS Security Administration and how this functionality supports the day to day work of the social worker and fiscal users. Training Objectives: At the end of this section, students will be able to: Explain the use of Security Administration. Explain the importance of the role of Security Administrator. How to log onto Security Admin and change functionality Create the agency s departments, locations, roles and units. Create a user s profile. Assign functions to a role. Assign a role to a user. Understand the functionality of County Accounting System Batch Owners and run batches. Resources: Security Admin County Preferences tionmethod=latestreleased&ddocname=id_ Security Admin Admin Tools tionmethod=latestreleased&ddocname=id_ Vendor Import Changes ased&rendition=primary&allowinterrupt=1&nosaveas=1&ddocname=dhs_id_ Changing Passwords ased&rendition=primary&allowinterrupt=1&nosaveas=1&ddocname=dhs_id_ Security Admin General Security Page 1 of 37

2 Reports module ased&rendition=primary&allowinterrupt=1&nosaveas=1&ddocname=dhs_id_ New Search Screens Handout ased&rendition=primary&allowinterrupt=1&nosaveas=1&ddocname=dhs_id_ Cues to assist you in the module: = User to perform an action = Warning = Best Practice = Hint = Refer to a module or handout for more information Introduction General Security Administration is a part of the SSIS Administration application. General Security is an important function in the agency. It establishes the structure of the agency, the departments and location as well as the user s and their roles. General Security also authorizes the use of the application by the agency s users. Security Admin General Security Page 2 of 37

3 In addition the Security Administrator may have rights to change areas of the SSIS application as well as to make changes in the Administration application. Any areas within the application that the Security Administrator does not have authorization to change are grayed out and not accessible. Security Admin Icon This component of the application must be installed on the work station of the person(s) assigned to perform the function of Administering the System. SSIS Log On Log on to SSIS Administration by : 1. Enter the assigned User ID. 2. Enter the password. 3. Click OK to continue or Cancel to exit the application. SSIS Administration Main Screen Security Admin General Security Page 3 of 37

4 The Security Administration application has six menu items: File Lists Create Tools Window Help. Each of these menus and items contained within the menus are covered in this module File Menu File Menu The File Menu contains the following options: Log On Click this menu item to log on. This option is grayed out when the user is logged on. Log Off Click this menu item to log off. This option is enabled only when the user is logged on. Change Password this menu item changes the password of the Security Administrator. Exit closes the Security Admin application. Security Admin General Security Page 4 of 37

5 Best Practice: The security administrator should log off or exit the Security Admin application when away from their desk. Change Password The Change Password screen has four fields: User Name defaults to the user logged on. Old Password use this field to enter the old password. New Password use this field to enter the new password. Confirm New Password retype the new password into this field. The password must be changed every 30 days. A reminder to change the password is generated by the system daily for seven days prior to the password s expiration. Passwords are not case sensitive and may contain up to 20 characters. Users are encouraged to create strong passwords because SSIS contains client data. The user is not forced by the system to use more than two passwords, which allows the user to switch back and for the between just two passwords. Change the password for the Security Administrator(s) by: 1. Select Change Password from the File Menu 2. Enter current password, the new password and confirm the new password. 3. Click OK. Security Admin General Security Page 5 of 37

6 See the Passwords handout for more information on creating strong passwords. Lists Menu Lists Menu Commonality of the Lists Menu Items The Lists menu is used to create new, view, edit, or delete information about the agency and users that are created by the Security Administrator. The Lists menu contains the following options: Department List lists the departments of the agency. Location List lists the locations of the agency. County Accounting System Batch Owners lists the batch owners of the tables on the agency s side of the payment batch interface. Role List lists the roles established within the agency. Unit List lists the units of the agency. User Search provides a search for users and the mechanism to enter new or edit existing users. The steps to view, enter new, edit or delete the Department List, Location List, Role List and Unit List are similar. Each screen contains a Search field, a listing of entered items, New, Edit, Delete and Close buttons. The functionality of these items in the Lists menu is described jointly below. Security Admin General Security Page 6 of 37

7 Department List Screen Location List Screen Role List Screen Unit List Screen Click on Lists menu and select the desired item. Each screen displays the current department, location, role or unit names that have been entered. The first field on each screen is the Search field which is used to quickly access an item by using a type-ahead feature. Typing the first few letters of the name advances directly to that name. Once a name is selected, use one of the command buttons to make the desired changes. The command buttons are: New creates a new record. Edit edits an existing record. Delete deletes an existing record. Close closes the screen. The screens that display when the New or Edit command buttons are clicked look very similar but the detail varies based on the where the user started, e.g., from the department or location or role. There is only one difference between the new and edit screens for department, location, role or unit. That difference is when the New command button is clicked the screen displays blank. When the Edit command button is clicked the New screen displays but the name of the department, location, role or unit autofills in the name field. The individual new and edit screens are described below. 1. Click on the Lists menu and select Department List. 2. Click the New button or the Edit button. Security Admin General Security Page 7 of 37

8 Department List New Department List Edit Security Admin General Security Page 8 of 37

9 The Department is the first entry to establish the hierarchy of the agency. There may be one or more than one department entered. If the agency has more than one department, the name for each must be unique. The Department new/edit screen includes the following fields for entry or editing: Name for entering the desired name of the department. County a field for selecting the county or tribe. Assigned Users list field displays the users assigned to the department Assigned Units list field displays the units assigned to the department. The Department new/edit screen also has two command buttons: Add used for adding a user or unit to the department. Remove used for removing a user or unit from the department. 1. Enter the desired name. 2. Select the county or tribe. 3. Click OK. The newly-created (or edited) department displays on the main Department List screen. 1. Click on the Lists menu and select Location List. 2. Click the New button or the Edit button. Security Admin General Security Page 9 of 37

10 Location New Location Edit Security Admin General Security Page 10 of 37

11 A location designates the address of the units assigned to it. Therefore, locations should be created before units are created. Create a location for each address/physical location in your agency so that each can be linked to the specific unit. The Location new/edit screen has the following fields for entry or editing: Description a field for the title of the agency Description 2 a field for a second line for the title of the agency, if needed Description 3 a field for a third line for the title of the agency, if needed Address line 1, 2 and 3 for entering up to three lines for the street address City a field for entering the city State a field for the state. Minnesota defaults in this field and it cannot be edited Zip a field for entering the five-digit zip code Zip + 4 the field for entering the four-digit zip code extension County this field has a drop-down list for selection of the county or tribe. Enter or edit the desired information and click OK. The information for the location displays on the Locations List screen as entered/edited. 1. Click on the Lists menu and select Role List. 2. Click the New button or the Edit button. Security Admin General Security Page 11 of 37

12 Role New Role Edit Using the Role List, the Security Administrator reviews and creates a unique name for each group of users that have the same duties. Security Admin General Security Page 12 of 37

13 The Role contains SSIS functions that are directly linked to screens within the Worker Application. The Role, along with its assigned functions, defines what the user is able to perform within the Worker Application. A user is assigned to a Role according to duties and responsibilities. A user may be assigned to only one role and one temporary role at a time. Creating a limited number of roles makes Security Administration more effective and manageable. Many users, regardless of their titles, use the same screens to do their work. These can be combined into one role. Already-established templates in the Role Lists are created by SSIS and sent with the application. These are designated with SSIS at the beginning of the title. These roles cannot be edited or deleted. Warning: The SSIS - role names are set by State and are not to be used as Role names. The Role new/edits screen is divided into two sections: Role names the role and assigns the users. Profile defines the work that a user with the role is able to do in the application. The fields of the Role section include: Name the field for entering the title of the role. Users a box that lists the users who are assigned to this role. At the end of the Users box is an Add button. This button is used to add users to the role. When first setting up the agency s security, a role should be set before users are entered. Roles can then be set on the user s set up screen. Security Admin General Security Page 13 of 37

14 Role List New/Edit Screen, Profile Section The Profile section of the section of the Role new/edit screen is where the specific tasks a user has rights to perform are assigned. The fields of the Profile section are: List functions for role a drop-down field that lists all the roles created in the agency Available Functions a box that lists all the functions of the application Assigned Functions a box listing the functions assigned to the role. One of the selections in the List functions field is <<Show all Functions>> which shows all available functions in the Available Functions box at the bottom of the screen. Also included in this drop-down list are all roles in the agency, including the SSIS system created roles. If the Systems Administrator elects to use the preset SSIS roles as a template for creating a new role, these can be selected from the drop-down menu and the assigned functions display in the appropriate fields. Security Admin General Security Page 14 of 37

15 Available Functions/Assigned Functions Command Buttons Between the Available Functions and Assigned Functions boxes are four command buttons that move the functions from one box to another. The buttons allow the following: Add> moves one item at a time from the Available Functions box to the Assigned Functions box, e.g., moves the items from left to right. <Remove moves one item at a time from the Assigned Functions box to the Available Functions box, e.g., moves the items from right to left. Add All>> moves all the items from the Available Functions box to the Assigned Functions box, e.g., moves all the items from left to right. <<Remove All removes all the items Assigned Functions box to the Available Functions box, e.g., moves all the items for the right to the left. Multiple items can be added or removed without moving all items. This is done by holding the Ctrl key down on the keyboard and selecting all the items to move, then clicking Add> or <Remove. 1. Enter or edit the name of the role. 2. Select a role from the List functions for role dropdown list or leave the default setting of <<Show all functions>>. 3. Move the desired functions from the Available Functions box to the Assigned Functions box. 4. Click OK. Security Admin General Security Page 15 of 37

16 1. Click on the Lists menu and select Unit List. 2. Click the New button or the Edit button. Unit List New Unit List Edit Security Admin General Security Page 16 of 37

17 A Unit is a collection of users. A Unit can be structured as a Program, e.g., CMH, Adult CD or as an organizational unit, e.g., Children Services. The Unit entry/edit screen has three sections: Unit describes the unit. Assigned Users where selection or editing of the unit s workers is made. Supervisors where selection or editing of the unit s supervisor is made. The Unit section of the screen has the following fields: Name used to assign a name to the Unit Department used to assign or select the Department to which the unit is assigned Location used to designate the address of the UnitShe Workgroup Access Limit assigns the scope of information the members of the unit have access to in the application. Unit New/Edit Screen Assigned Users Section Select Users Screen The Assigned Users section has a display box for the users assigned to the unit and two buttons Add and Remove. Clicking the Add button opens the Select Users screen. The user s names are highlighted on this screen and then OK is clicked. When a user s name is highlighted on the Unit screen and Remove is clicked, that user is removed from the unit. Security Admin General Security Page 17 of 37

18 Unit New/Edit Screen Supervisors Section Select Users Screen The Supervisors section has a display box for the supervisor assigned to the unit and two buttons, Add and Remove. Clicking the Add button opens the Select Users screen. The users names are highlighted on this screen and then OK is clicked. When a user s name is highlighted on the Unit screen and Remove is clicked, that supervisor user is removed from the unit. 1. Enter or edit the unit s name. 2. Select the Department, Location and Workgroup Access Limit. 3. Click OK. Department List Screen There are two remaining command buttons on the Department, Locations, Roles and Unit List screens. They are: Delete deletes the record Close closes the screen. Hint: If there are records attached to the department, unit or role it cannot be deleted. The attached records must be assigned first. Lists Menu County Accounting System Batch Security Admin General Security Page 18 of 37

19 Owners and User Search Performing entry and editing on County Accounting System Batch Owners and User Search screens from the Lists menu function differently than the departments, locations, roles and lists. County Accounting System Batch Owners County Accounting System Batch Owners Click on the Lists menu and select County Accounting System Batch Owners. This screen is used to add or modify County Accounting system batch owner information which is used when sending Payment Request batches to the County Accounting System. Entry of this field is optional but if the agency s accounting system has a batch owner, that information must be entered in SSIS on this screen. Security Admin General Security Page 19 of 37

20 On the County Preferences General tab is there is a place to indicate that a person monitors and processes Payment Batches in the County Accounting system. That person s name(s) and user ID(s) must be entered on this screen. Entry and editing are both done on the same screen which consists of the following fields: County Accounting System User ID Full Name the complete name of the batch owner. More than one record can be entered on this screen if there is more than one agency accounting staff person who is a batch owner. As multiple records are entered lines are created in the grid at the top of this screen. Hint: The value that is entered in the County Accounting System User ID field must be in capital letters. The IFS system is case sensitive. Count Accounting System Batch Owners Action Menu The Action menu on the County Accounting System Batch Owners screen includes: New County Accounting System Batch Owner permits new entry Print Grid prints the grid Save saves any entries or changes made Cancel cancels any entries or changes made before saving Delete deletes the selected record Data Clean-up is always disabled. User Search Security Admin General Security Page 20 of 37

21 User Search Screen Click the Lists menu and Select User Search. When User Search is selected from the Lists menu, the User Search screen opens. This screen consolidates the functionality of several screens from previous versions into one screen with multiple functions. This screen includes the ability to: Conduct a search for a user in multiple formats. Edit a user s information. Create a new user from the Action menu. The User Search screen has three tabs that permit the user to search by either: Security Admin General Security Page 21 of 37

22 Name Search searches by the user s name Department Search searches by a combination of the department and user s name Unit Search searches by a combination of the unit and user s name. On each tab the screen is divided into three sections: Search Panel Search Results Grid Preview Panel. Name Search Tab The Name Search tab includes filters for searching by the user s first and/or last name and only for active workers or for all workers. Department Search Tab The Department Search tab permits searches for users within a specific department by the user s first and/or last name and only for active workers or for all workers. Security Admin General Security Page 22 of 37

23 Unit Search Tab The Unit Search tab permits searches for users within a specific unit by the user s first and/or last name and only for active workers or for all workers. To conduct a search on any of the search tabs, enter the search criteria and click the Search button. See the Changes to Tree Searches for more information on how the SSIS search screen function. User Search Action Menu The Action menu at each of the search tabs includes: New User opens the user entry screen Open in New Window permits the user to open the selected record in a new window Data Clean-up is always disabled. To create a new user, access the Action menu on the User Search screen and select New User. User Entry/Edit User Entry Screen Security Admin General Security Page 23 of 37

24 User Entry Screen To enter a new user there are six tabs: New User tab main screen to identify the user, his/her role and access restrictions Program restrictions tab sets the program access of the user Department Assignments sets the department to which the user is assigned Unit Assignments sets the unit to which the user is assigned Units Supervised sets the unit the user supervises, if any Claim Qualification determines if the user s time/activities are qualified for claiming or not. The New User tab is where the majority of the identifying information about the user is entered or edited. The tab is Security Admin General Security Page 24 of 37

25 divided into five sections: Identification Role Workgroup function scope Intake worker scope Reporting. User Tab Identification Section On the Identification section the System Administrator enters or edits basic information about who the user is, how they log on to the application and how they conduct the work for the agency. There are three mandatory fields in this section, first and last name and County entity. Identification Name Entry Fields First entry is the user s name. This done on five fields: Prefix a listing from which to select a prefix to the person s name, e.g., Dr., Mr., Ms., Judge. This Security Admin General Security Page 25 of 37

26 field is optional. First the person s first name. This field is mandatory. Middle the person s middle name. This field is optional. Hint: Use of the person s middle name is recommended when two users in the agency have the same first name and last name as this helps identify each user. Last the person s last name. This is mandatory. Suffix a listing from which to select a suffix for the person s name, e.g., I, II, Jr, Sr. This field is optional. Enter the user s name information. Identification User Details/Log On Entry Fields Set Password Screen Next is entry of details about the user and how they log onto SSIS. This is done on the following five fields and the Password button: Title use this field to identify a title the user may have such as Child Protection Worker or LICSW. This field is optional. use this field to enter the user s address. This address prints on documents within Chronology. This field is optional. Phone use this field to enter the user s phone number. This phone number prints on documents within Chronology. This field is optional. SSIS User ID User this field as the user s system ID. This field is required is the user has access to the SSIS application. Password click the Password button to enter the user s assigned password. The Set Password screen has two fields: Security Admin General Security Page 26 of 37

27 - New Password sets the password - Verify New Password used to confirm the password County ID use this field for any agency required ID. This field is optional. Enter the details about the user and his/her ID and password. Identification User Employment Details The next identification information to enter is about the user s employment with the agency. There are five fields on which to make entry: County entity identifies for whom the user works in the county, e.g., Social Services, Public Health, Mental Health, Corrections, and Veterans Services. This field is mandatory. Employee type further identifies the user s work in the agency, e.g., County employee, Volunteer, Contractor, State employee, Collaborative Worker. This field is optional. Mental health adult initiative (MHAI) indicate with Yes or No if the user is part of this initiative. When State employee is selected for Employee type, this field becomes mandatory. RTC employee - indicate with Yes or No if the user is an RTC employee. When State employee is selected for Employee type, this field becomes mandatory. Host County Identifies the host county for an RTC employee. When the RTC employee indicator is set to Yes, this field becomes mandatory. Enter the user s employment details. User Role In the next section the user s role in SSIS is entered. The role was previously set up through either the Lists menu Role List screen, using the New button or the Create Security Admin General Security Page 27 of 37

28 menu New Role. The Systems Administrator may set one role and one temporary role for a user. The Role field is mandatory. The Temp role field is optional. If a temporary role is assigned the From and To date fields become enabled. The dates indicate the time period for which the temporary role is assigned to the user. Hint: An already-established Role of <None> for a new or terminated user prevents the user from accessing any workgroups in the Worker Application. Select the user s role. Workgroup Function Scope Section The purpose of Workgroup function scope section is to provide security to the amount and type of data a user can see with the application. The options range from no access to limited access to unrestricted. The options for the levels of access are: No Access with this setting the user cannot access the application. Use this setting for users no longer employed by the agency. Assigned workgroups with this setting the user can only see workgroup information for the workgroups assigned to them. Unit with this setting the user can see workgroup information for workgroups of all the users in their same unit. Department with this setting the user can see workgroup information about all the workgroups in the department to which the user is assigned. Unrestricted with this setting the user can see all workgroups in the system. Hint: A workgroup and intake can also be restricted Security Admin General Security Page 28 of 37

29 individually; e.g., to the assigned worker at the workgroup or intake creation. When this occurs even with a setting of Unrestricted access the user cannot see the information. The Scope field restricts what the user can see. The Workgroup edit-allowed option buttons are used to restrict entering/editing of information on a workgroup and the folders associated with a workgroup. Select the user s workgroup scope. Intake Worker Scope Section Make selections on Intake worker scope section for all users who create intakes in the county. Users who do not create intakes do not need these fields completed. The two fields in this section are: Intake worker scope the access afforded by a selection on the Intake worker scope field follows the same access/restrictions as previously described for the workgroup scope. Intake unit select the user s unit from the dropdown list. Warning: If these fields are not completed and the user creates an intake, the intake gets assigned to the SSIS Default Unit with no access restriction. Best Practice: The user s intake scope selected here should match the default setting of Worker s intake unit and Worker s intake access restriction which are set on the General tab of County Preferences. Select the user s intake scope, if applicable. Security Admin General Security Page 29 of 37

30 Reporting Section The Reporting section of user entry indicates: Cnty of Srvc a field to indicate the county of service Staff activity required these option buttons indicate if the user is required to report their time in SSIS. 1. Select the user s county of service and indicate if the user is required to record time. 2. Click Save. 3. Click on the Program restrictions tab. User Entry/Edit Program Restrictions Tab Program Restrictions Tab The Program restrictions tab is used to indicate the programs information the user can access. Because workgroups are associated with programs, clicking the boxes in front of the program areas listed limits the user s ability to view workgroup information associated with a specific program, e.g., child protection workgroup information, chemical dependency workgroup Security Admin General Security Page 30 of 37

31 information. Selections to restrict access are made by clicking the boxes in front of the individual programs or clicking the Select all button to restrict access to all program areas or clicking Remove all, once all the boxes are checked to permit access to all program areas. Hint: Leaving the boxes blank gives the user access to all program areas. 1. Make selections, if applicable. 2. Click the Department Assignments tab. User Entry/Edit Department Assignments Department Assignments Tab The Department Assignments tab indicates the department where the user is assigned to work. Selection on this tab indicates the assignment, not the restriction as on the Program restrictions tab. All the departments established in the agency are listed with the addition of a department entitled SSIS default. The SSIS default department is used by the system if there is no other selection. Warning: If a department is not selected, the user is assigned to the SSIS Default department with no access Security Admin General Security Page 31 of 37

32 restriction. Selection for department is made by clicking the boxes in front of the individual department or clicking the Select all button to assign all departments or clicking Remove all, once all the boxes are checked to remove the department assignments. 1. Make a selection. 2. Click the Unit Assignments tab. User Entry/Edit Unit Assignments Unit Assignments Tab The Unit Assignments tab indicates the user s assigned unit. Selection on this tab indicates the assignment, not the restriction as on the Program restrictions tab. All the units established in the agency are listed with the addition of a unit entitled SSIS default. The SSIS default unit is used by the system if there is no other selection. Warning: If a department is not selected the user is assigned to the SSIS Default unit with no access restriction. Security Admin General Security Page 32 of 37

33 Selection for unit is made by clicking the boxes in front of the individual unit or clicking the Select all button to permit assign all units or clicking Remove all, once all the boxes are checked to remove the unit assignments. 1. Make a selection. 2. Click the Unit supervised tab. User Entry/Edit Units Supervised Units Supervised This tab is only used for those users who are supervisors of the agency. The system uses the selection made on this tab on documents and service plans to indicate the supervisor. The Units supervised tab indicates the units a user supervises. Selection on this tab indicates the assignment, not the restriction as on the Program restrictions tab. All the units established in the agency are listed with the addition of a unit entitled SSIS default. Selection for unit supervised is made by clicking the boxes in front of the individual unit or clicking the Select all button to permit assign all units or clicking Remove Security Admin General Security Page 33 of 37

34 all, once all the boxes are checked to remove the unit assignments. 1. Make a selection. 2. Click the Claim Qualifications tab. User Entry/Edit Claim Qualifications Claim Qualifications When the user first clicks this tab, if no claim qualification information was previously entered, the tab displays with a detail panel. Access the Action menu and select New Claim Qualification. Access the Action menu and select New Claim Qualification. Entry on the Claim Qualifications tab facilitates claiming. The information on this tab determines if the user s time/activities are qualified for claiming or not, and records any details related to claiming category types, and Security Admin General Security Page 34 of 37

35 claiming eligibility dates. A user s qualifications to claim or not may be recorded on the following categories on the Claim category field: CW-TCM MH-TCM VA/DD-TCM RSC LTCC Waiver Rule 5. When applicable to a certain claim category type, the Claim qualification detail field becomes enabled and entry is then required. The Systems Administrator also indicates if the user is qualified to claim by clicking the Yes/No option buttons and indicates the dates the qualification exists, if applicable. Hint: If a user is qualified to claim their time, entry of a start date is necessary for the claiming process. Make a selection, if appropriate. Editing a User s Record To edit information about a user: 1. Conduct a search for the user. 2. Select their record in the results grid. Security Admin General Security Page 35 of 37

36 3. Make changes in the appropriate fields or tabs. 4. Click Save. Create Menu Create Menu The Create menu performs the same function as the New button on the Department, Location, Role or Unit Lists screens. Refer to the Lists section of this module for more information on creating new departments, locations, roles or units. Tools Menu Tools Menu The functionality of the Tools menu is covered in other modules. The Tools menu items are: Programs and Services functionality is covered in the Security Admin Programs and Services module. General Reports functionality is covered in the Reports module. County Preferences functionality is covered in the Security Admin County Preferences module. Interface Settings, Destruction List, Special Cost Codes and Payment Accrual Codes functionality is covered in the Security Admin Admin Tools module. Windows Menu Windows Menu The Windows menu allows users to navigate through the screens of the SSIS Administration screen. The options function the same as for all Windows applications: Cascade permits the user to cascade all the open Security Admin General Security Page 36 of 37

37 screens Arrange permits the user arrange the open screens in to their preference Close closes the active window, e.g., the outermost open screen Close All closes all the open screens. The open screens are listed below Close All. The user may toggle between the screens by clicking on the screens title bar or by using the Window menu and selecting the window to toggle to from the list or open windows. Help Menu Help Menu The Help menu includes two menu options: Contents provides Windows standard type search capability to SSIS System Admin Help files About displays the version detail of SSIS Admin. Security Admin General Security Page 37 of 37