CBISA Plus™ User Permission Levels for a System For any CBISATM questions, contact Customer Support: (419)-885-4593 or support@lyonsoftware.com Use “enter” on your keyboard, or click your left mouse button to move through the screens

Understanding User Permission Levels

Every Organization has its own unique URL General Information Every Organization has its own unique URL Every Organization is comprised of one or more Reporting Units Every Reporting Unit can have unlimited Users and Data All Defaults and Customizations are created at the Reporting Unit level ©Lyon Software, 2014

General Information about User Permission Levels You can have more than one user at each permission level, including the highest level, System Administrator All user ID’s are managed in one centralized location within the software All users, regardless of their permission level, can access their own user account to keep contact information updated and to manage their password The sample System we will look at in the next few slides has two regions and six hospitals (three in each region) ©Lyon Software, 2014

Defines the Groups, Entities, and Regions for the System. System Administrator Highest permission level with access and rights to all reporting units within an organization, or System. Creates the user name and passwords for additional Administrators and Coordinators (single & multi) Defines the Groups, Entities, and Regions for the System. Access to all defaults, data, and reports for all of the reporting units within the organization. Only user permission level that can “close” a fiscal year. ©Lyon Software, 2014

Preview, Print & Export all single and multi unit reports System Sr. Manager System Administrator “Read only” access to all of the data for all of the reporting units within the organization or System. Preview, Print & Export all single and multi unit reports ©Lyon Software, 2014

Multi users have access to more than one assigned Reporting Unit System Sr. Manager System Administrator Multi-Unit Coordinator Region I Multi users have access to more than one assigned Reporting Unit Multi-Unit Coordinator Region II System Administrator assigns the groups of units to this multi user. Can manage users, add/edit/delete defaults, add/edit/delete/import all active and pending data records, in any module, for the assigned reporting units. Preview, print and export reports for single or multi reporting units. ©Lyon Software, 2014

May view all of the information for the assigned reporting units System Sr. Manager System Administrator Multi-Unit Coordinator Region I Multi-Unit Sr. Manager Multi-Unit Sr. Manager Multi-Unit Coordinator Region II All of the data for multiple reporting units is “read only” for this permission level. May view all of the information for the assigned reporting units Preview, print, and export all of the reports for single or multiple reporting units. ©Lyon Software, 2014

System Administrator System Sr. Manager Multi-Unit Coordinator Region I Multi-Unit Sr. Manager Multi-Unit Sr. Manager Multi-Unit Coordinator Region II MF MF ©Lyon Software, 2014

Edit Department rates located in Unit Defaults Multi Finance Can add/edit/delete financial defaults on the Reporting Unit Financial screen Edit Department rates located in Unit Defaults Add/edit/delete Occurrences and Financial Service records (Financial Assistance, Medicaid, Other Means-Tested Programs, IRS Medicare & Bad Debt, 990H Questions for Part I, III, & VI, and Joint Ventures) Can preview, print and export all of the reports for single or multiple reporting units. ©Lyon Software, 2014

System Administrator System Sr. Manager Multi-Unit Coordinator Region I Multi-Unit Sr. Manager Multi-Unit Sr. Manager Multi-Unit Coordinator Region II MF MR MF MR ©Lyon Software, 2014

May add programs (if granted that permission) Multi Reporter May add programs (if granted that permission) Can add occurrences, narrative entries, indicators and measurements in their assigned reporting units. Records added will remain in a “pending” status, and can be edited or deleted until they are approved (imported) by a Coordinator or System Administrator. ©Lyon Software, 2014

System Administrator System Sr. Manager Multi-Unit Coordinator Region I Multi-Unit Sr. Manager Multi-Unit Sr. Manager Multi-Unit Coordinator Region II MF MR MF MR Coordinator Hospital A Coordinator Hospital B Coordinator Hospital C Coordinator Hospital D Coordinator Hospital E Coordinator Hospital F ©Lyon Software, 2014

For single, assigned Reporting Unit Can manage users Coordinator For single, assigned Reporting Unit Can manage users Add/edit/delete defaults Add/edit/delete/import all active and pending data records Preview, print and export reports ©Lyon Software, 2014

System Administrator System Sr. Manager Multi-Unit Coordinator Region I Multi-Unit Sr. Manager Multi-Unit Sr. Manager Multi-Unit Coordinator Region II MF MR MF MR Coordinator Hospital A Coordinator Hospital B Coordinator Hospital C Coordinator Hospital D Coordinator Hospital E Coordinator Hospital F SM SM SM SM SM SM ©Lyon Software, 2014

“Read-only” view of all of the data for their reporting unit Senior Manager “Read-only” view of all of the data for their reporting unit Preview, print and export all of the single reporting unit reports Normally an individual in upper management who would need access to the community benefit information without the need to do any of the data entry ©Lyon Software, 2014

System Administrator System Sr. Manager Multi-Unit Coordinator Region I Multi-Unit Sr. Manager Multi-Unit Sr. Manager Multi-Unit Coordinator Region II MF MR MF MR Coordinator Hospital A Coordinator Hospital B Coordinator Hospital C Coordinator Hospital D Coordinator Hospital E Coordinator Hospital F SM SM SM SM SM SM F F F F F F ©Lyon Software, 2014

Edit Department rates located in Unit Defaults Finance Can add/edit/delete financial defaults on the Reporting Unit Financial screen for assigned RU Edit Department rates located in Unit Defaults Add/edit/delete Occurrences and Financial Service records (Financial Assistance, Medicaid, Other Means-Tested Programs, IRS Medicare & Bad Debt, 990H Questions for Part I, III, & VI, and Joint Ventures) Can preview, print and export all of the reports for assigned reporting unit. ©Lyon Software, 2014

System Administrator System Sr. Manager Multi-Unit Coordinator Region I Multi-Unit Sr. Manager Multi-Unit Sr. Manager Multi-Unit Coordinator Region II MF MR MF MR Coordinator Hospital A Coordinator Hospital B Coordinator Hospital C Coordinator Hospital D Coordinator Hospital E Coordinator Hospital F SM SM SM SM SM SM F R F R F R F R F R F R ©Lyon Software, 2014

May add programs (if granted that permission) Reporter May add programs (if granted that permission) Can add occurrences, narrative entries, indicators and measurements in their assigned reporting unit Records added will remain in a “pending” status, and can be edited or deleted until they are approved (imported) by a Coordinator or System Administrator. ©Lyon Software, 2014

Best Practice: The Community Benefit Champion The Coordinator (Multi or Single) is one of the most crucial positions to Community Benefit reporting. The Coordinator is often responsible for almost every aspect of the Community Benefit Report. The Coordinator must be thoroughly educated about community benefit using the Guide for Planning and Reporting Community Benefit and any additional system or state specifications. It is also the Coordinator’s responsibility to discover what activities and programs the facility is performing for the community and if those activities “count” as community benefit. The Coordinator needs to educate the Reporters on the “what” and “how” of data entry. The Coordinator must also effectively communicate with the Finance Department, any department heads involved in community benefit work, and with senior management. The Coordinator may also be responsible for scheduling reporting deadlines. Because the Coordinator has rights and access to almost every aspect of the CBISA™ software, it is important to limit the number of users at this permission level. Succession planning is also important for the Coordinator level. A Coordinator should always have a “back up” fully trained in community benefit tracking and reporting. ©Lyon Software, 2014

Adding Users in CBISATM

Hover mouse over “Options” on the main screen Step 1 Step 1: Hover mouse over “Options” on the main screen ©Lyon Software, 2014

Steps 2 and 3 Step 2: Choose “Org Defaults”. Step 3: Choose “Users”. ©Lyon Software, 2014

Steps 4 and 5 Step 4: Click “Add” & fill out the fields. Dropdowns for User Level and Reporting Unit Step 5: “Save” the new user account. ©Lyon Software, 2014

Additional Information Regarding User Accounts A note about user names and passwords: Each User Name must be unique. User Names can contain up to 50 characters. Allowable characters for User Names include: letters A through Z (capital or lower case), numbers 0 through 9, and the special characters period (.), dash (-) and underscore (_). User Names are not case-sensitive. Passwords must be between 6 and 15 characters long. Each password must contain at least one letter (A through Z), at least one number (0 through 9), and may not contain “password” or the User Name. The special character underscore (_) is allowable in passwords, and may be used in place of a letter. Passwords are case sensitive. If upper and/or lower case alpha characters are used in creating the password, it must be typed in exactly the same upon login. ©Lyon Software, 2014

Check the box to restrict access to the Narrative module only. Additional Information Regarding User Accounts (continued) Narrative Entry only: Reporters (Single and Multi) may be restricted to adding data in the Narrative module only. All added Narrative records remain in a “pending” status until imported. Check the box to restrict access to the Narrative module only. ©Lyon Software, 2014

Check the box to allow a reporter to add programs. Additional Information Regarding User Accounts (continued) Can Add Programs: Reporters (Single and Multi) may be granted permission to add Programs to the Programs module. All added programs remain in a “pending” status until imported. Check the box to allow a reporter to add programs. ©Lyon Software, 2014

Additional Information Regarding User Accounts (continued) View Partnerships and/or Community Needs Module: Reporters (Single and Multi) may be granted permission to view the Partnerships module in a read-only capacity. In CBISA Plus™, you can also grant Reporters permission to view the Community Needs module in this capacity. Reporters with this permission can view, but not edit, Partnership and/or Need records. Check the box(es) to allow a reporter to view the Partnerships and/or Needs module(s). ©Lyon Software, 2014

Check the box to activate user provisioning. Additional Information Regarding User Accounts (continued) Can Provision Users: Administrative user levels (System Administrator, Multi Coordinator, or Coordinator) may or may not be allowed to create/manage users. Check the box to activate user provisioning. ©Lyon Software, 2014

Check the box to allow user to see if pending records exist. Additional Information Regarding User Accounts (continued) Show Micro Reports: Administrative user levels (System Administrator, Multi Coordinator, or Coordinator) will get a micro report (pop-up message) if/when pending records exist in the active reporting unit. Check the box to allow user to see if pending records exist. ©Lyon Software, 2014

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