ePASS - Overview November 2007 eWiSACWIS Production Access Security System

ePASS - Overview November 2007 ePASS is a tool used by the Department of Health & Family Services, Division of Children and Family Services and its key business partners to facilitate the security and access request processing needs.

ePASS - Overview November 2007 ePASS is a work-flow tool that is linked to the eWiSACWIS worker data and used to maintain worker access to eWiSACWIS. ePASS can only be accessed by workers authorized as a Security Delegate and set up through the Security Liaison

Security Delegates What is a Security Delegate? How do I set up or remove a Security Delegate Send change through ePASS (Other Security – with comments) or call the Help Desk. How do I get help or training on ePASS? Quick reference guides on the Knowledge Web site Contact Debbie Rogers, Security Liaison Call the Help Desk

ePASS Review/Reminders Under NO circumstances should a user ID and password be shared with ANYONE. Please remember to log-in and check ePASS after you submit a request. Sometimes a request will be returned to your “Que” for more clarification. Check the comments section of the ePASS request. The worker name, and Job class changes are not part of ePASS, that is completed in eWiSACWIS by the supervisor. WAMS changes are done by the worker independently.

ePASS – Security Verification Security Verification Report HIPAA Requirement to have each county verify workers and their security, started June Current reports due twice/year. This will appear as a request in ‘My Queue’ Verify all active workers should be active Verify all active workers have proper security Verify all workers who are no longer with the county, have their access removed/deleted Verify all active workers who have not logged in for over 6 months, should still have access

ePASS Overview Main Request types Set up a New Worker with eWiSACWIS Change an Existing Worker’s Security Delete a Worker Set up worker as eWReports Authorizer

ePASS Overview Other Functions Explore status of a request View worker roster Several Views using search criteria View worker’s security ‘pieces’ Toggle between ePASS and maintain worker window in eWiSACWIS without exiting ePASS; requires maintain worker security. worker reminding them to set up WAMS account.

ePASS Overview New Requests ‘New’ Request Criteria Worker record created and “active” Worker record includes address WAMS account has been completed by user Worker has read and signed the eWiSACWIS user agreement.

ePASS Overview New Requests Click on “Worker” / New Click on worker you want to set up  Search begins to match worker name and e- mail with WAMS database  List of possible matches populates page Click on appropriately matched worker New request page pops up

ePASS Overview New Requests Start date – defaults to date in worker record Security Choices:  eWReports Only  Exactly like – existing worker  Other security requirements (comments box)  Reports access authorizer (y) (n)

ePASS Overview New Requests  ‘eWReports Access Only’ This security allows the worker ONLY access to the eWReports Page – no access to the eWiSACWIS page.  Exactly Like This security allows you to choose a current worker from the drop-down list, and grant the exact security to the new worker.

ePASS Overview New Requests  ‘Other Security Requirements’ This security box allows you to request security that is not exactly like another worker. In the “comments” box, type in the specific security requirements for the new worker. Comments: Worker needs security exactly like ‘Rita Adair, but also needs Worker maintenance.

ePASS Overview New Requests Reports Access Information Authorizer: Yes No The default for this is set to “No” Clicking on “yes” gives the worker authorization to grant eWReports to your county workers through their eWReports page. You may give this authorization to any eWiSACWIS worker in your county if they should authorize who receives reports in your county – normally a supervisor. All Security Delegates are Reports Access Authorizers by default when set up as a Security Delegate.

ePASS Overview New Requests  eWReports only  exactly like, including job class  exactly like - job class is different  Other security requirements requested Processes immediately Request to Security Liaison Once your request is complete, click on SAVE and ePASS processes on Fastrack or stops at Security Liaison for further action:

ePASS Overview New Requests When a New Request is processed through ePASS: ePASS automatically links the eWiSACWIS application to the user’s State WAMS account through an ichain community link. Automatic notifications are sent to:  The worker  The worker’s eWiSACWIS supervisor  The Security Delegate submitting the request

ePASS Overview Change Requests Changing a worker’s security Click on “Worker” / Change Click on worker name Enter effective date for security change Choose type of security request (slide 10) SAVE request

‘Delete’ requests are for workers that have left the agency or on a term leave and not required to perform eWiSACWIS duties. A delete in ePASS must be submitted ‘immediately’ upon a worker’s resignation from their eWiSACWIS duties. ePASS Overview Delete Requests

Delete Criteria Worker’s eWiSACWIS account is set to “inactive” Worker still has WAMS associated to worker account. ePASS Overview Delete Requests

Click on “Worker” / Delete Click on worker name Enter effective date for delete SAVE request NOTE: If worker account could not be ‘inactivated, you MUST still remove user’s access by going through the Delete process in ePASS, by choosing the show “active” workers – and then delete.

Discussion Points Security errors  If the worker does not see a security error, it probably is not a security issue, more likely a processing error.  Be careful not to change a worker’s security ‘before’ a worker has cleaned up their pending cases in case you remove the security needed to do this. Cannot inactivate worker account  This could be due to open assignments or pending approvals Cannot see drop down security choices  User already has the “exact” security WAMS – incorrect , locked out or registration not complete  Worker uses WAMS for recovery or calls Help desk  User must complete registration within 4 days

References – eWiSACWIS Knowledgeweb ePASS Quick Reference Guides pdesk/epass_quick_reference_guides.htm Confidentiality Policy Policy.pdf CFS-2275, eWiSACWIS Use Agreement

eWiSACWIS Security Security Profiles are made up of resources

eWiSACWIS Security Security Groups are made up of Security Profiles

Worker Changing Counties Prior supervisor *should* reassign all work and approvals by the time the worker is no longer employed by that county. Submit ePASS Delete request by prior county and set worker to Inactive. New supervisor, Maintain > Worker, make them ‘Active’, update supervisor, location, job class, address, and phone number. Submit ePASS New request by new county

Worker Changing Counties The worker must update their WAMS account with new address. If they forgot their WAMS password, contact DOA help desk. The addresses on the WAMS account and worker record in eWiSACWIS must match prior to submitting the ‘New’ request

Security Oddities and Tidbits The word {Manager} appears on the worker roster next to the job class if the ‘Mgmt’ checkbox is checked. This checkbox is required for the ability to make assignments, and it also gives the user supervisory screening rights to Home Inquiries. The job class must have a Statewide Report Group (not visible to most users) of Intake Supervisor or Initial Assessment Supervisor to see the ‘All Access Reports’ expando.

More Little Known Facts… Checkboxes on a user’s Security Group: Adoption Assistance Payee Create / Maintain Treatment Foster Home Create / Maintain Private Provider ICPC Link Providers View Adoption Case / Person in Search View All County View All Service Types View Characteristics / Medical Mental Health View Restricted Cases

Conclusion Questions? Discussion? Thanks for coming!