1. i-Familynet Administration Including: Creating/Managing Divisions
System Administrators use the Administration functionality to create organizational relationships that associate staff to specific work sites. This allows the “Admin” to control which consumers/cases/homes each i-Familynet user is able to access within their agency. If the Admin does not create at least one of these relationships for a staff person, after a Virtual Gateway account has been created, the staff person will not have access to any i-Familynet information.
System Administrators also have the ability to sub-divide an agency or work location via the creation of Divisions.

2. Administration Overview
Admin set-up operates on an hierarchical system. We’ll use the example above to illustrate this.
Navigation Pane #1 #2 a. b. c.
You must have “System Administrator” rights in your Virtual Gateway profile to see the “Admin” tab . Each provider agency needs to identify “System Administrators” to perform these duties.
Administration set-up rules
If a user is associated to the main organization (#1) they will have access to the consumers/cases/homes in all Service Delivery Sites (#2) and all Divisions (a, b, c) within that organization.
If a user is removed from the main organization (#1) and associated to a SDS (#2) they will have access to the consumers/cases/homes in that SDS and any divisions (b, c) that have been created under that SDS.
If a user is associated to a specific division (a, b, c) they will only have access to the consumers/cases/homes in that Division.

3. Continued on next slide.
Administration
Associate Staff/Organizations
Associate Staff to a Work Location
Select the Service Delivery Site/Service Division/Family Resource Division to which you wish to grant the user access. You will see a list of staff members who are currently associated to the site on the Associated Staff tab.
Click the Add New button to add a user to the highlighted Service Delivery Site/Service Division/Family Resource Division.
Continued on next slide.

4. Administration Associate Staff via Organizations
Joe Worker
Neal Worker
Joan Worker
You will see a list of all staff in your agency who have active Virtual Gateway accounts. If you do not find a specific name in this list it is because that person’s Virtual Gateway account has not been created.
Click the Action button across from the user that you would like to associate to this site.

5. Assigning Roles to Staff
Administration
Assigning Roles to Staff
The following pages provide you with an overview of all available roles that the System Administrator is able to assign. This includes roles for Service Divisions, Family Resource Divisions and the Provider/Corporate Level.
This is the area where you see changes to the System Administrator function. These include changes to the Role names and the removal of the section that was known as Responsibilities or Privileges. You will see that Responsibilities have been bundled with the Role type that you select. For example, the Role of “Family Resource Supervisor” automatically assigns 1st Review rights while the role of “Family Resource Manager” assigns 1st and 2nd Review rights.

6. Service Division Roles
Administration
Associate Staff via Organizations
Service Division Roles
Worker (non-clinical) should be selected for those with the VG Role of Critical Incident Only.
Select the appropriate Role and click Save.
Please note that a staff person can only have one Role per work site, but you may have Roles at multiple work sites. For example, you could be a “Clinician” at site 1 and a “Supervising Clinician” at site 2. You cannot be a “Clinician” and a “Supervising Clinician” at the same site.

7. Family Resource Division Roles
Administration
Associate Staff via Organizations
Family Resource Division Roles
Select the appropriate Role and click Save.
Please note that a staff person can only have one Role per work site, but you may have Roles at multiple work sites. For example, you could be a “Family Resource Worker ” at site 1 and a “Family Resource Supervisor” at site 2. You cannot be a “Family Resource Worker ” and a “Family Resource Supervisor” at the same site.

8. Administration Provider Level Roles Associate Staff via Organizations
Select the appropriate Role and click Save.
Please note that a staff person can only have one Role per work site, but you may have Roles at multiple work sites. For example, you could be a “Managing Clinician ” at site 1 and a “Executive Clinician” at site 2. You cannot be a “Managing Clinician” and a “Executive Clinician” at the same site.

9. Administration Associate Staff via Staff
Joan Worker
Joan Worker
Joe Worker
Neal Worker
Click the “Admin” tab, then the “Staff” sub-tab. This will display all staff from your agency that have a Virtual Gateway account.
Select the staff member whom you would like to apply changes to. You will see each of their Organizational relationships and their specific role within each. (see picture above)
Click the Open button to the right if you would to End Relationship.
Click Add New to add a new Relationship.

10. Administration Associate Staff via Staff
Joan Worker
Click the Action button across from the location you would like to establish the new relationship with.
Select the appropriate Role and click Save.

11. End a Staff Relationship to a Work Site
Administration
Associate Staff via Organizations
End a Staff Relationship to a Work Site
User
Click the “Admin” tab and Organizations sub-tab.
Select a work site from the navigation pane
This will display all users currently associated to that site.
Click the Open button to the right of the intended user name.
Click the End Relationship button and
answer the pop-up accordingly.

12. Administration Creating Divisions
i-Familynet
Administration
Creating Divisions
Network Provider/ Family Resource Provider- - This functionality allows System Administrators the ability to create one or more organizational divisions within a network provider main organization or Service Delivery Site. Once divisions have been created providers can assign cases, consumers, or family resource homes to those divisions. (Family resource homes are assigned to a staff member within a division). Divisions allow the user to select a specified grouping of cases, consumers, or family resource homes.
Lead Agency / Regional Resource Center- This functionality will allow the creation of caseload divisions within a Lead Agency in order to assign cases to specific staff persons. This functionality is only available to personnel with the System Administrator role.

13. Administration Create Divisions
Select Provider name at the top, or a Service Delivery Site (SDS), from the navigation pane.
Click the “Associated Divisions” tab to the right. You will see any existing Divisions that have been created for that location.
Click Add to create a new Division.

14. Administration Create Divisions Enter the new division Name.
Use the dropdown and select a Division Type . If you are family resource user you
will be creating “Family Resource Divisions” while others will create “Service Divisions”.
Click “Save”. You can now associate staff to this Division.

15. Administration End a Division
Click the “Action” button to the right of the Division that you would like to end.
Click the “End Division” button.
You cannot end a division that still has consumers/cases/homes assigned to it. If you attempt to do so you will receive an error message. You must reassign these before completing the steps noted above.