CBISA ™ User Permission Levels Use “enter” on your keyboard, or click your left mouse button to move through the screens 1 For any CBISA TM questions, contact Customer Support: (419) or

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Understanding User Permission Levels 3

You can have more than one user at each permission level, including the highest level, System Administrator General Information about User Permission Levels You may have hundreds of Reporters, the most restricted user level 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) 4 ©Lyon Software, 2013

System Administrator System Administrator: The System Administrator is the highest permission level with access and rights to all reporting units within an organization, or System. The System Administrator is responsible for assigning the user name and passwords to the Coordinator and the Multi- Coordinator. The System Administrator also defines the Groups, Entities, and Regions for the System. The System Administrator has complete access to all defaults, data, and reports for all of the reporting units within the organization. A System Administrator is the only user permission level that can “close” a fiscal year. 5 ©Lyon Software, 2013

System Administrator System Senior Manager: The System Senior Manager has “read only” access to all of the data for all of the reporting units within the organization or System. The System Senior Manager can preview, print, and export all reports for single or multiple reporting units. System Sr. Manager 6 ©Lyon Software, 2013

System Administrator Multi-Unit Coordinator: The Multi users have access to more than one reporting unit within an organization, or System, but not access to ALL reporting units. The System Administrator assigns the groups of units to this multi user. The Multi-Coordinator has the ability to manage users, add/edit/delete defaults, add/edit/delete/import all active and pending data records, in any module, for the assigned reporting units. The MC can preview, print and export reports for single or multiple reporting units. System Sr. Manager Multi-Unit Coordinator Region I Multi-Unit Coordinator Region II 7 ©Lyon Software, 2013

System Administrator Multi-Unit Senior Manager: Like the System Senior Manager user level, all of the data for multiple reporting units is “read only” for this permission level. The Multi-Senior Manager may view all of the information for the assigned reporting units and preview, print, and export all of the reports for single or multiple reporting units. System Sr. Manager Multi-Unit Coordinator Region I Multi-Unit Coordinator Region II Multi-Unit Sr. Manager Multi-Unit Sr. Manager 8 ©Lyon Software, 2013

System Administrator Multi-Unit Finance (MF): A user with the permission level of Multi-Finance has the ability to add/edit/delete the fringe benefit percentage, average hourly pay rate, operating expenses and revenues, direct and indirect costs (all located in Organizational defaults on the Reporting Unit Financial screen), edit Department rates (located in Unit Defaults), add/edit/delete Occurrences, and Financial Assistance, Medicaid, Other Means-Tested Programs statistics along with other information needed to complete the reports and worksheets for IRS 990 Schedule H (all located in the Financial Services module) for more than one reporting unit, and can preview, print and export all of the reports for single or multiple reporting units. System Sr. Manager Multi-Unit Coordinator Region I Multi-Unit Coordinator Region II Multi-Unit Sr. Manager Multi-Unit Sr. Manager MF 9 ©Lyon Software, 2013

System Administrator Multi-Unit Reporter (MR): The Multi-Unit Reporter is able to add programs (if granted that permission), occurrences, outcomes, and narrative entries in their assigned reporting units. The records added by the Multi-Reporter will remain in a “pending” status, and can be edited or deleted until they are approved by a Multi- Coordinator or a Coordinator. System Sr. Manager Multi-Unit Coordinator Region I Multi-Unit Coordinator Region II Multi-Unit Sr. Manager Multi-Unit Sr. Manager MF MR 10 ©Lyon Software, 2013

System Administrator Coordinator: The Coordinator has the ability to manage users, add/edit/delete defaults, add/edit/delete/import all active and pending data records, in any module, for the assigned reporting unit. The Coordinator can preview, print and export reports for a single reporting unit. System Sr. Manager Multi-Unit Coordinator Region I Multi-Unit Coordinator Region II Multi-Unit Sr. Manager Multi-Unit Sr. Manager Coordinator Hospital A Coordinator Hospital B Coordinator Hospital C Coordinator Hospital D Coordinator Hospital E Coordinator Hospital F MF MR MF MR 11 ©Lyon Software, 2013

System Administrator Senior Manager (SM): Senior Managers have a “read-only” view of all of the data for their reporting unit and can preview, print and export all of the single reporting unit reports. The Senior Manager is 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. System Sr. Manager Multi-Unit Coordinator Region I Multi-Unit Coordinator Region II Multi-Unit Sr. Manager Multi-Unit Sr. Manager Coordinator Hospital A Coordinator Hospital B Coordinator Hospital C Coordinator Hospital D Coordinator Hospital E Coordinator Hospital F MF MR MF MR SM 12 ©Lyon Software, 2013

System Administrator System Sr. Manager Multi-Unit Coordinator Region I Multi-Unit Coordinator Region II Multi-Unit Sr. Manager Multi-Unit Sr. Manager Coordinator Hospital A Coordinator Hospital B Coordinator Hospital C Coordinator Hospital D Coordinator Hospital E Coordinator Hospital F MF MR MF MR SM F F F F F F Finance (F): A user with the permission level of Finance has the ability to add/edit/delete the fringe benefit percentage, average hourly pay rate, operating expenses and revenues, direct and indirect costs, edit Department rates, add/edit/delete Occurrences, and Financial Assistance, Medicaid, and Other Means- Tested Programs statistics along with other information needed to complete the reports and worksheets for IRS 990 Schedule H and can preview/print/export all the single reporting unit reports. 13 ©Lyon Software, 2013

System Administrator System Sr. Manager Multi-Unit Coordinator Region I Multi-Unit Coordinator Region II Multi-Unit Sr. Manager Multi-Unit Sr. Manager Coordinator Hospital A Coordinator Hospital B Coordinator Hospital C Coordinator Hospital D Coordinator Hospital E Coordinator Hospital F MF MR MF MR SM F F F F F F Reporter (R): The Reporter is able to add programs (if granted permission), occurrences, outcomes, and narrative entries. The records added by the Reporter will remain in a “pending” status, and can be edited or deleted until they are approved by the Coordinator. Reporters will often be program coordinators, department heads and other key people in each department that collects and reports community benefit information. RRRRRR 14 ©Lyon Software, 2013

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. 15 ©Lyon Software, 2013

Adding Users in CBISA TM 16

Step 1 17 ©Lyon Software, 2013 Step 1: Hover mouse over “Options” on the main screen

Steps 2 and 3 18 Step 3: Choose “Users”. ©Lyon Software, 2013 Step 2: Choose “Org Defaults”.

Steps 4 and 5 19 ©Lyon Software, 2013 Step 5: “Save” the new user account. Dropdowns for User Level and Reporting Unit Step 4: Click “Add” & fill out the fields.

Additional Information Regarding User Accounts  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. A note about user names and passwords: 20 ©Lyon Software, 2013

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. 21 ©Lyon Software, 2013 Check the box to allow a reporter to add programs.

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 TM, 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. 22 ©Lyon Software, 2013 Check the box(es) to allow a reporter to view the Partnerships and/or Needs module(s).

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. 23 ©Lyon Software, 2013 Check the box to activate user provisioning.

Additional Information Regarding User Accounts (continued) Show Micro Reports: Administrative user levels (System Administrator, Multi Coordinator, or Coordinator) will get a pop-up message if/when pending records exist in the active reporting unit. 24 ©Lyon Software, 2013 Check the box to allow user to see if pending records exist.

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